Program Coordinator (Family Medicine Residency Program) - New York Institute of Technology : Job Details

New York Institute of Technology's six schools and colleges offer undergraduate, graduate, and professional degree programs in in-demand disciplines including computer science, data science, and cybersecurity; biology, health professions, and medicine; architecture and design; engineering; IT and digital technologies; management; and energy and sustainability. A nonprofit, independent, private, and nonsectarian institute of higher education founded in 1955, it welcomes nearly 8,000 students worldwide.

The university has campuses in New York City and Long Island, New York; Jonesboro, Arkansas; and Vancouver, British Columbia, as well as programs around the world. More than 112,000 alumni are part of an engaged network of physicians, architects, scientists, engineers, business leaders, digital artists, and healthcare professionals. Together, the university's community of doers, makers, healers, and innovators empowers graduates to change the world, solve 21st-century challenges, and reinvent the future.

The Family Medicine Residency Program Coordinator (FMPC) will manage and coordinate the administrative activities of the Family Medicine Residency Program (FMRP) under the direction of the Family Medicine Residency Program Director (PD). This position works in collaboration with the managers of the designated health center sites for residents. The Family Medicine Residency Program Coordinator is responsible for the day-to-day administration of the ACGME residency training program. The FMPC assists the Program Director in developing and maintaining the educational quality of the training program and ensuring compliance with ACGME accreditation standards and other regulatory requirements. The FMPC functions as a liaison between the Program Director, residents, GME Office, participating sites, and other departments, and must be knowledgeable about patient care/operational activities at the various training sites in which their residents rotate.

Within the Family Medicine Residency Program framework, the Family Medicine Residency Program Coordinator:

• Coordinates educational activities (e.g., didactic conference schedule, etc.) that support the program's curriculum and adhere to ACGME requirements.
• Provides guidance to residents on program and GME policies, and non-clinical aspects of the program.
• Establishes and disseminates monthly rotation, clinic, and call schedules.
• Manages dissemination and completion of resident, faculty, and program evaluations.
• Coordinates accreditation activities including HRSA Annual Reports, ACGME Site Visits, Internal Reviews, annual program reviews, etc.
• Manages duty hour and evaluation reports and ensures reporting/completion compliance.
• Tracks resident training time for reporting.
• Ensures GME policies and procedures, departmental and program policies and procedures are created and enforced.
• Coordinates the resident recruitment and selection process.
• Assists the PD and faculty in planning, developing, and implementing residency program quality improvement projects.

General Program Responsibilities

• Oversee the day-to-day operations of the residency program.
• Communicate with GME constituents (GME Office, Site Administration, department, faculty, residents, ACGME, ABMS specialty board, HRSA) on a regular basis or as needed.
• Interpret ACGME requirements, GME policies and procedures, and other policies as applicable, and develop program policies and procedures based on requirements.
• Advise residents on policies and procedures and consult with the GME Office as needed.
• Meet with PD on a regular basis to keep him/her apprised of important issues related to the program and trainees.
• Administer the New Innovations Residency Management System for the program, including maintaining resident demographics data; resident schedules, program and rotation goals and objectives; conferences attendance; and ensuring timely completion of duty hour reports.
• Ensure residents submit case/procedure log data in appropriate systems as required by the RRC (ADS, New Innovations, other).
• Advise and consult on issues or inquiries from residents, faculty, staff, and department chairs.
• Manage confidential and critical materials, issues, and communications. Act as liaison between the PD and a full range of internal and external offices and individuals.
• Ensures adherence to the program's policies regarding duty hours and effects of leave on board eligibility.
• Evaluate resident morale and respond to resident concerns; consult with PD, GME Office and/or GME consultant as necessary.
• Assist in resident remediation, when applicable. Manage PD's schedule and determine projects that need to be addressed by the PD, and those that can be delegated to Associate PDs and/or other staff.
• Identify areas for programmatic improvements and develop initiatives to address weaknesses.
• Provide general guidance regarding accreditation and program management to the department's constituents.

Program Accreditation and Compliance

• Develop understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements; develop program policies to comply with accreditation requirements.
• Maintain all essential documents required for program accreditation.
• Ensure resident reporting compliance in the New Innovations system.
• Assist the PD in maintaining the program's ACGME WebADS; keep a working copy and make changes on an ongoing basis.
• Manage and coordinate ACGME site visits, including preparation of the site visit and other documentation. Along with PD, help prepare program, faculty, and residents for site visit; arrange meeting rooms; ensure required documents are available to site visitor as requested; and serve as key participant in the site visit. Work with the GME Office to schedule program Internal Reviews, prepare Internal Review documents, and participate in review meetings.
• In coordination with PD act on citations received during the site visit, and recommendations made during the internal review.
• Prepare Program Letters of Agreement (in coordination with the GME Office) with participating institutions and training sites as needed.
• Maintain program and trainee statistics (TJC, ACGME, HRSA).

Resident Schedules

• In consultation with the PD, develop and maintain resident schedules, including monthly rotation schedules, call schedules, and clinic schedules; maintain current schedules in New Innovations and eCW and update as appropriate.
• Communicate schedules to the hospitals, clinics, residents, faculty, etc. as needed.
• Approve revisions to schedules, and coordinate changes with sites and personnel throughout year, ensuring that coverage is provided when needed.
• Advise and counsel residents concerning ABMS-specialty board and training track educational requirements, adjusting schedules to meet requirements when needed.
• Regularly coordinate information and activities with other services, sites, and departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling.

Evaluations

• Assist PD in development of program evaluations that measure resident performance, faculty performance, educational content of rotations, and the program, ensuring these are written in competency-based language, as necessary.
• Identify methods for obtaining evaluations by outside evaluators, including nurses, patients/patient families, staff, etc. (e.g. 360 evaluations).
• Administer the evaluation process for the program in New Innovations, and ensure timely completion by evaluators.
• Coordinate feedback process to division directors regarding rotation evaluations; analyze evaluation data and develop recommendations for curricular and service changes as needed.
• Ensure completion of confidential annual program evaluations by residents and faculty.
• Ensure timely completion of Summative evaluations by the PD for graduating residents.
• Assist in the evaluation of faculty performance as it relates to the education program, incorporating confidential evaluations from residents.
• Coordinate resident semi-annual reviews.
• Assist PD with the Annual Program Review process.

Resident Appointments and Credentialing

• Manage appointment process for incoming resident in coordination with appointment and credentialing process requirements provided by the GME Office.
• Understand division/department staff involvement in credentialing process, including responsibilities of Human Resources, IT and others.
• Establish and ensure compliance with program-specific credentialing requirements (e.g., ACLS, BLS, simulation training).
• Ensure resident compliance with GME credentialing requirements, including annual physical, GME Modules training, and other training as required.
• Field questions from applicants and faculty regarding visas and consult with the GME Office/Human Resources on all visa matters.