Job Description

Description

SHIFT: No Weekends
SCHEDULE: Full-time

West Florida Healthcare is a 515 bed facility and proud to be the area's leading health care facility in quality outcomes performance. West Florida Healthcare is also the area's first Accredited Chest Pain Center and Breast Imaging Center of Excellence. West Florida Healthcare is also the first hospital in the state of Florida to have earned Atrial Fibrillation with Electrophysiology Services Accreditation. In addition, West Florida Healthcare is an Advanced Primary Stroke Center and offers specialized Emergency Department services tailored specifically to the needs of seniors as well as a Kids' ER dedicated to serving the emergency medical needs of children. The West Florida Healthcare campus includes the acute care hospital, the area's only comprehensive, CARF-accredited physical rehabilitation hospital, and a behavioral health facility. Affiliated with HCA, the nation's leading provider of healthcare, West Florida Healthcare meets the community's healthcare needs in major services such as cardiology, cardiovascular surgery, oncology, orthopedics, robotic-assisted surgery, critical care, neurology/neurosurgery, emergency care, urology, behavioral health, gastroenterology, obstetrics, pulmonary, and rehabilitative medicine.

GENERAL SUMMARY OF DUTIES: With oversight and direction from the Program Director/Administrative Director of Medical Education (ADME), the Program Coordinator is responsible for the operational and financial management of the residency/fellowship training program and support for the Program Director and Residents. The position requires a comprehensive and detailed understanding of ACGME or other national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.

The Program Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

The Program Coordinator is a member of the education design and leadership of the residency program, therefore, ultimately responsible for the residents within the program.

You are worth more than a paycheck. Our Benefits Raise the Bar:

401(k) with an employer match up to 9%

Employee Stock Purchase Plan

Student Loan Forgiveness

Tuition Reimbursement

Paid Family Leave

Medical Plan Options, Dental & Vision

And much more!

Qualifications

DUTIES INCLUDE BUT NOT LIMITED TO:

1. Responsible for assisting the Program Director in the overall and day-to-day operations of the Program
1. 1. Provides necessary support to the Program Director, residents and staff
2. Updates Program Director, residents and staff on departmental policies and procedures
3. Ensures accurate time-keeping documentation
4. Produces and distributes annual rotation schedule and manages monthly changes
5. Communicates annual rotation schedule changes to all necessary personnel
6. Works with the Program Director to ensure completion of the resident and other learner schedules
7. Manages schedule changes and ensures all are appropriately reflected in MedHub
8. Ensures the timely receipt of all faculty evaluations
9. Works with the GME office/Human Resources regarding all visa applications and the

ECFMG process

1. 1. 10. Assists and coordinates with the GME office any special functions (e.g. resident graduation, resident receptions, awards, etc.)
2. Responsible for the organization of the recruitment, interview and Match process
1. Assists in development of annual recruitment campaign
2. Organizes the residency recruitment schedule to be followed throughout the recruitment season
3. Annually reviews recruitment information and internet website for any possible changes/modifications
4. Manages Electronic Residency Application Service (ERAS) interaction and prescreens all applicants invited for interviews
5. Produces and distributes the applicant interview schedule and manages acute scheduling changes
6. Coordinates the interview process, ranking process, and post-match activities (including but not limited to: post-match survey process, block scheduling request packet creation and distribution)
7. Assists in the electronic submission of the National Resident Matching Program (NRMP)

list

3. Responsible for understanding Program Accreditation and assists in ensuring the Residency fulfills all appropriate requirements.
1. Understands and is able to analyze the Accreditation Council for Graduate Medical Education (ACGME) and American Osteopathic Association (AOA) requirements for institutional, core, and program requirements.
2. Coordinates completion of the self-study and annual update for the ACGME review and Basic Standard Workbooks for the AOA site review.
3. Advises Program Director of requirement interpretation
4. Organizes Internal Review with institutions Graduate Medical Education (GME) office
5. Maintains current knowledge of state licensure requirements and ensures Health

Insurance Portability and Accountability Act compliance

3. 6. Monitors resident work hours and corrects issues related to work hours in coordination with the Program Director
4. Responsible for ensuring completion of all appropriate resident documentation
1. Oversees tracking and verification of all procedures and credentialing
2. Manages residency personnel database and ensures all data is up-to-date, and accurate
3. Ensures resident binders/files are all consistent, up-to-date, and accurate
4. Works with the Program Director to annually update and modify resident curriculums
5. Coordinates completion of all resident and faculty evaluations and coordinates feedback to Program Director and/or GME office and involved faculty regarding rotation evaluations
6. Maintains statistics for the Joint Commission and the Association of American Medical Colleges surveys and ACGME/AOA director of residency programs
5. Responsible for coordinating the Residency/Fellowship orientation programs
1. 1. Assists in planning and developing the program-specific orientation schedule with the

Program Director

5. 1. 2. Assists the GME office in the planning and development of the Institutional resident orientation schedule
3. Organizes the program-specific materials to be distributed to all incoming residents
4. Assists the Program Director in development of the Intern lecture schedule and distributes to all appropriate personnel
6. Responsible for coordinating the learner educational experience
1. 1. Ensure that all learner rotations and electives are assigned appropriately
2. Coordinate student evaluation completion
3. Identify potential students for recruitment to the program and facilitates their interaction with the residency administration
4. Advise learners on the application process for the residency program
5. Coordinates all educational activities and experiences (g. grand rounds, conferences, etc.)
7. Responsible for continuing professional development
1. 1. Participate in hospital and departmental committees related to residency programs
2. Participates in national, regional, and state conferences, committees, training programs, etc. related to the residency program
3. Apprise Program Director of changes and trends in GME
8. Utilize effective verbal and written communication skills, and maintains appropriate interpersonal relationships
1. 1. Serve as an articulate representative of the Residency/Fellowship Program with all audiences, and complies with established policies
2. Utilizes appropriate and acceptable intervention and communication styles in order to be an effective liaison and resource person
3. Prepares written reports and documentation with correct grammar and form; submits all required reports and documentation accurately, completely and on time
9. Responsible and accountable for assigned educational activities or initiatives associated with program development and/or innovation
1. 1. Assists Program Administration in development of work plans and timelines, and metrics for all projects. Ensures adherence to descriptors, taking appropriate actions to meet and as necessary, revise requirements
2. Collects and analyzes Program-specific metrics as appropriate
3. Assists in providing guidance and support to ensure effective implementation of program initiatives/innovations
10. Develops, promotes, and provides education symposia for physicians. Conducts needs assessment for target audience. Documents offering appropriately to meet criteria for obtaining continuing education credits for participating.

Minimum Qualifications/Education:

Bachelors Degree preferred. Minimum of 3 years of experience in a healthcare setting or management or in some field of education, high school diploma required.

Language Skills:

* Ability to communicate effectively in English, both verbally and in writing
* Excellent presentation skills
* Additional languages preferred

Skills:

* Ability to make decisions independently or to escalate issues as needed
* Ability to efficiently and accurately manage multiple tasks and projects
* Ability to work independently, with limited guidance
* Excellent written and verbal communication skills
* Ability to organize information
* Ability to handle sensitive information with absolute confidentiality
* Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint

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