Residency Program Coordinator

Residency Program Coordinator

Reports to the CFMR Educational Director, CFMR Program Coordinator

Job Type: Full-time

Background: Cahaba Medical Care Foundation is a community health center providing medical, pharmacy, dental, and behavioral health services to diverse underserved communities in Jefferson, Bibb, Perry, Chilton, and Wilcox counties. We are a Level 3 Patient-Centered Medical Home and Joint Commission accredited organization, committed to increasing integration and coordination of behavioral health and primary care. This is an exciting, fast-paced practice with a strong mission and commitment to providing high-quality care.

Purpose: The Residency Program Coordinator will manage the administrative functions of the CFMR program. This position is crucial for ensuring the effective operation of the residency program, supporting residents and faculty, and maintaining compliance with accreditation standards. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to communicate effectively

Duties and Responsibilities:

• Compile and submit reports to ACGME, GME
• Maintain GME Track
• Initiation and administration of house staff budget
• Compile data and prepare reports for numerous organizations
• Development of new procedures in response to new or revised policies issued by governing agencies or program director
• Liaison with residents
• Plan, organize and schedule new house staff departmental orientation
• Liaison and communication with all appropriate campus offices and affiliated hospitals as well as the program director
• Coordination and administration of specialty board examinations and in-training examinations
• Review of internal procedures related to all house staff-related functions and implementation of new procedures as appropriate
• Review all residency applications and screen those proper for interview. Evaluate residency applications for competitiveness for the program, and notify applicants of decision.
• Use knowledge of ERAS software to manage residency applications and compile reports as necessary.
• Write and revise recruitment brochures and all printed materials and forms, as well as all website information
• Administration and coordination of all house staff interviews; communication with applicants as necessary and appropriate
• Prepare and distribute rotation schedules
• Schedule and distribute resident didactics schedules
• Prepare resident travel authorization forms
• Arrange travel for conferences as well as the conference schedule, handouts, residency information sheets, and the schedule of who will be attending each conference
• Schedule booth space at all appropriate recruiting fairs as planned out early in each academic year
• Complete verification requests from former residents
• Maintain files on all residents
• Prepare monthly reports on case logs and duty hours for the program director
• Serve as the student coordinator
• Keep track of all resident leave, call swaps
• Monitor resident tracking of duty hours, patient numbers, procedures, and hours in pertinent subspecialty rotations. Alert the PD or associate PD when residents do not accurately and timely report their hours and procedures.
• Schedule interview days and be in contact with all recruits throughout the interview season
• Help maintain the academic lecture schedule and assist the lecturers as needed in preparation for their lectures with the residents and students
• Assist in making sure all faculty are giving timely evaluations back on students and residents and that all residents are giving timely feedback to their physician preceptors
• Assist in making the schedule for residents to have a quarterly face-to-face evaluation with their faculty advisor... and then follow up with the faculty advisor to ensure all the necessary paperwork has been completed and filed in the resident file.
• Responsible for getting all residents privileged at CMCF as well as UAB, BMC, BMC NH, Princeton, Medical West, and any other necessary healthcare facilities
• Responsible for getting state licenses for residents and making sure these are renewed promptly