Residency Education Coordinator


POSITION:  Residency Education Coordinator

DEPARTMENT: Clinical Education

REPORTS TO:  Vice President of Clinical Education

DIRECT REPORTS: None

FLSA STATUS: Exempt

CORE VALUES

The core values of Community Health Center of Southeast Kansas, Inc. (CHC/SEK) are dignity and stewardship.  Each staff member is expected to perform their job duties in a way that preserves dignity for our patients and maintains good stewardship of the CHC/SEK’s resources.

GENERAL DESCRIPTION

The Residency Coordinator under the direction of the Vice President of Clinical Education and in collaboration with the Residency Program Director (PD), Associate Program Director (APD), is responsible for coordinating all functions and activities of the Residents in the Pittsburg region.  Interactions with faculty, residents, medical students, institutional and regulatory administrative offices will be required.  Currently there are two Residencies, Family Medicine and Pediatric Dental.

ESSENTIAL DUTIES

Family Medicine Residency

  1. Coordinate the daily operations and logistics for the program.
  2. Maintain knowledge of current medical licensure requirement, ACGME accreditation and sponsoring institutional requirements.
  3. Coordinate outside elective which include applications to hospitals, malpractice coverage confirmation, and evaluation forms.
  4. Prepare and distribute the yearly and monthly assignment schedule for the residents
  5. Arrange BCLS, ASCLS, PALS, and ATLS and re-certification training courses.
  6. Serve as Liaison with other department and affiliated institutions
  7. Maintain biographical information on all residents and update information on alumni for five years following completion of the residency program.
  8. Coordinate communication between applicants and program via emails, telephone and written correspondence.
  9. Serve as an information source for the program, institution and Community .
  10. Manage review of residency applications using the ERAS System as directed by the PD.
  11. Coordinate all resident interviews and communications with applicants.
  12. Coordinate applicant interview day.
  13. Plan and arrange interview social events.
  14. Send post interview letter and gifts to all candidates.
  15. Participate in the resident ranking meeting.
  16. Coordinate onboarding of new residents.
  17. Support the resident in becoming credentials at the clinic and the hospital.
  18. Attend and support resident meetings as requested.
  19. Disseminate/distribute all training-related information for residents.
  20. Coordinate social and retreat activities of residents.
  21. Schedule and support didactics for residents as directed.
  22. Provide information to the AMA, ABPMR, RRC, and ACGME for tracking
  23. Monitor and update the Residency website.
  24. Update recruitment materials and presentations (occurs at least twice per year, November and July)

Pediatric Dental Residency

  1. Assist in coordinating the Advanced Education in Pediatric Dentistry (AEPD) program and facilitate ongoing compliance with Commission on Dental Accreditation (CODA) standards.
  2. Maintain appropriate documentation for dental faculty/dental residents, monitor progress toward required clinical competencies, coordinate periodic evaluations.
  3. Assist the Associate Program Director by coordinating dental resident applications through the American Dental Education Association’s (ADEA) web-based system. Evaluate and disseminate applications for review/ranking by dental faculty panel, compile data to guide selection of interview candidates, coordinate all aspects of interviews for invited candidates, and compile interview data for MATCH in accordance with NYU Langone policies and standards.
  4. Manage dental resident schedules including paid time off (PTO) and CME time. Manage and coordinate resident rotations. Verify time card accuracy prior to submitting to NYU payroll.
  5. Prepare meeting agendas, notes, and presentation materials for monthly dental faculty/dental resident meetings. Coordinate dissemination of meeting materials with the Director of Dental Support Services, and Chief Dental Officer.
  6. In cooperation with the Associate Program Director, coordinate the performance evaluations of dental residents, track and report residents’ progress toward completion of program requirements for advancement or graduation, as needed.
  7. Coordinate scheduling of oral health programs including scheduling of faculty providing clinical oversight, rotations for dental residents, dental and dental hygiene students, and tracking of program referrals and outcomes, as needed.
  8. Coordinate submission of requisite immunization records, background checks, and other documentation to facilitate dental resident rotations.
  9. Maintain working knowledge of Graduate Medical Education/Graduate Dental Education policies.
  10. As directed by the Vice President of Clinical Education or Chief Dental Officer, provide technical assistance and background information for grant applications/reports.
  11. Function as administrative assistant support for the Associate Program Director.
  12. Perform additional duties as assigned.

QUALIFICATIONS

  1. Bachelor’s degree preferred in education, healthcare human resources, or related field.
  2. Minimum of 2-3 years administrative experience in a healthcare setting beneficial.
  3. Must possess a valid driver’s license.

KNOWLEDGE, SKILLS AND ABILITIES

  1. Social and cultural sensitivity appropriate to ethnically and economically diverse patient-and employee-base.
  2. Communicate effectively and professionally in all written and verbal means of communication.
  3. Must be organized and able to manage/prioritize tasks to meet deadlines, adapts to change in a positive manner, able to work as a part of a team.
  4. Communicates through appropriate channels. Use proper chain of command for patient complaints.
  5. Ability to handle emergency situations calmly and effectively.
  6. Must be computer literate, especially with Microsoft Office products. Understand ERAS software and applications.
  7. Must be able to maintain good inter-personal relationship with co-workers and other members of the health care team and the organization.
  8. Provide customer service in accordance to the organization’s mission.
  9. Be courteous and respectful when interacting with patients and family members.
  10. Maintain patient confidentiality in accordance to organization’s policy and procedure and HIPAA requirements.

WORKING CONDITIONS

While performing the duties of this Job, the employee is regularly required to sit; use hands and fingers to operate computer keyboard, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand.  The employee may occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and ability to adjust focus. Computer work is frequent. Good lighting and comfortable temperature of ventilation at all times