The Residency Program Coordinator ensures compliance with current guidelines of the Accreditation Council for Graduate Medical Education (ACGME) and applicable specialty boards. This position coordinates the day-to-day operations of the residency and/or fellowship program for residents and fellows under the guidance of the Program Director and ensures planning activities, assessments, data analysis, and reports are completed efficiently and in a timely manner. This position maintains critical files and information.
Duties:
Compliance. Works with the Program Director to ensure the residency program maintains compliance with ACGME, Residency Review Committee (RRC) and Board specialty requirements. Ensures resident and faculty compliance with institutional and ACGME requirements. Oversees licensure process for trainees and Education Commission for Foreign Medical Graduates (ECFMG) documentation. Monitors trainee duty hours to ensure compliance.
Scheduling. Develops the annual residency work schedule and project plan for the accreditation cycle. Develops, administers, and coordinates clinical rotation and on-call schedules.
Data Compilation and Management. Manages computerized information systems for collecting and storing program data, generating management reports and documentation. Compiles data for annual ACGME ADS (Accreditation Data System) online reports and surveys. Updates information on all required program software. Ensures all information is available as needed for hospital CMS (Centers for Medicare and Medicaid Services) reimbursement. Establishes and maintains a systematic file system for confidential documents, assuring proper security measures are in place.
Evaluations. Manages confidential resident performance evaluations, evaluation of faculty and the education programs, and prepares reports and related correspondence. Coordinates the evaluation process for residents, faculty, training programs and locations, and assures continuous follow-up for timely completion.
Issue Resolution. Receives, reviews, and addresses or reroutes problems and/or complaints from program participants to appropriate faculty; advises or engages Program Director in problem resolution, as appropriate.
Records. Maintains residency program records and evaluations. Facilitates verification of training process for past trainees. Completes program reports in accordance with accreditation standards and tracks participant progress through the program for completion of requirements. Coordinates information required for ongoing program recertification.
Resident Application and Selection Process. Staffs residency selection and applicant ranking committees. Develops and maintains applicant databases. Manages computerized Electronic Resident Application Service (ERAS). Ensures receipt of required application materials. Maintains confidential applicant files. Prepares information for Ranking Committee meeting(s) and assists the Program Director in preparing the rank order list of applicants for the National Resident Matching Program (NRMP) and/or specialty matching program.
Recruitment. Manages and coordinates all administrative duties relative to the recruitment and selection process. Coordinates candidate interviews and resident recruitment and selection process. Responds to applicant inquiries, organizes the application review and interview process, and coordinates interview days.
Human Resources. Coordinates personnel/employment administration and associated services to residents. Develops and maintains personnel records and files for house staff engaged in the program.
Onboarding. Manages the onboarding/matriculation process of new trainees.
Agreements. Prepares Letters of Agreement and Affiliation Agreements for all affiliated facilities and monitors their current status.
Meetings. Schedules appropriate program committee and council meetings.
Information. Initiates and develops informational materials including newsletters, brochures, training materials and manuals as appropriate to the program. Updates information for residency program website and other data management systems.
Special Projects. Plans special activities throughout the academic year, such as retreats, holiday events, and graduation. Prepares for, organizes, and participates in accreditation site visits, annual program updates and special reviews.
As Needed. Performs related duties as assigned to successfully fulfill the function of the position.
Required Education: Associate’s Degree in Business Administration, Public Health or related field
12 months of responsible administrative experience
Equivalency: Will accept 24 months of related administrative experience in lieu of the Associate’s Degree or a combination of education and experience
Skills:
Basic knowledge of institutional program requirements.
Ability to quickly learn and apply RRC common and specialty program requirements.
Ability to quickly learn and operate MedHub Residency Management System.
Must be detail oriented.
Ability to prioritize and multitask.
Excellent verbal and written communication skills.
Excellent interpersonal skills with a collaborative work style.
Excellent computer skills and proficiency with Microsoft Office applications.
Ability to work in stressful situations and meet deadlines.
Ability to work independently and as part of a team.
Preferred:
Experience in an academic medical environment.
The University of Oklahoma complies with the Federal COVID-19 vaccine requirement for all employees. All current and future employees must provide proof of full vaccination or request an accommodation for exemption from the Federal requirement. For detailed information regarding this requirement, visit https://hr.ou.edu/News/Coronavirus-COVID-19-Information.
