What are the responsibilities and job description for the MEDICAL STAFF COORDINATOR position at Insight?
Essential Duties and Responsibilities:
1. Coordinates the Internal Medicine Residency Program (consisting of 21 residents) to include:
a. Attendance to all GMEC (Graduate Medical Education Committee) Meetings and Departmental huddles
b. Coordinate the daily operations and logistics for the program.
c. Adhere to procedures and systems that ensure orderly and timely workflow.
d. Maintain knowledge of current, up to date ACGME accreditation and institutional requirements, medical licensure requirements, immigration policies/procedures.
e. Implement and update program databases (ie. ADS and New Innovations).
f. Coordinate with Chief Residents to maintain and distribute resident rotation schedules, call schedules, vacation/leave schedules, and meeting schedules.
g. Coordinate outside electives which include applications to hospital(s), malpractice coverage confirmation, and evaluation forms.
h. Process resident and faculty professional organization memberships
i. Prepare and distributes the yearly and monthly assignment schedules of the residents.
ji. Distribute, collect, and tabulate all evaluation forms regarding residents, rotations and faculty and compiles and generates feedback for appropriate follow-up and reporting.
k. Maintain confidential resident and fellow files.
l. Coordinate lectures, Grand Rounds etc. including preparing the audio/visual in auditorium or hybrid version for virtual presentations, loading and logging all presentations into New Innovations .
m. Arrange BCLS, ACLS, PALS, and ATLS and re-certification training courses.
n. Assist with resident registrations and reimbursement for national conferences and travel/hotel accommodations.
o. Serve as liaison with other departments and affiliated institutions
p. Maintain residency committee meeting minutes and develop reports as requested.
q. Prepares check requests, travel authorizations, fund reimbursements and expense reports. Maintains necessary records for Medical Education and/or Accounting Department Budgetary records.
r. Maintain biographical information on all residents and update information on alumni.
s. Handle highly confidential material for residency, fellowship, faculty, and institution
2. Maintains ACGME Accreditation and Coordinates all Reporting Requirements to External Agencies/Organizations:
a. Compiles, updates the ADS and submits data reports to ACGME, American Board of Internal Medicine (ABIM), American Association of Medical Colleges (AAMC), and other professional organizations as directed by the Program Administrator.
b. Compiles, tabulates and reports data for surveys, questionnaires, census reports, accreditation reports and other forms and documents required by internal and external agencies as directed by the Program Administrator
c. Coordinates resident Milestone, CCC, Program Evaluations, bi-annual reviews.
d. Collect necessary information for developing appropriate database analysis tools to meet current ACGME/ABIM requirements.
e. Coordinate the administration of the ABIM and/or the ACP National In-training Examinations.
f. Prepare and distributes all post-graduation Internal Medicine verifications.
g. Collect, compile, submit and maintain all resident reports or projects
3. Recruitment of residents and fellows:
a. Coordinate communication between applicants and program via ERAS, e-mails, telephone and written correspondence.
b. Serves as an information source for the program, institution(s) and community.
c. Adhere to recruitment plan, time-line, guidelines, and policies and procedures for the department.
d. Maintain all interview materials used by faculty, residents and applicant.
e. Manage review of residency applications using the ERAS system as directed by the Program Director.
f. Coordinates all resident interviews and communications with applicants.
g. Coordinates applicants’ interview day.
h. Plans and arranges interview social activities.
i. Manages ERAS software to produce residency applications, reports, and rank list.
j. Tracks all evaluation scores of interviewed applicant and prepare data for initial match rank list.
k. Sends post interview thank-you letters to all candidates.
l. Participate in the resident ranking meeting.
m. Administers and reviews post-match survey to applicants, recommends changes to improve next year’s recruitment activities.
4. Coordinates Appointments, Reappointments, and Termination:
a. Coordinates general orientation of new residents (includes department, clinical areas and institution).
b. Distribute and monitors the resident appointment and reappointment process.
c. Prepares and monitor resident completion and/or termination process.
d. Coordinates Information Service assignments such as pagers, voice mail, and computer access.
e. Inform incoming residents of documentation required by the primary institution and state licensing board and maintains records of compliance.
f. Coordinate all credentialing requirements of all initial appointments for interns as dictated by the primary and participating institutions as well as state licensing agency.
g. Instruct residents from foreign countries regarding the procedures that must be followed with INS, ECFMG and the state licensing board.
h. Assist new residents to ensure smooth transition to residency program.
5. Provides Administrative Support for Residents:
a. Assist Chief Residents in creating yearly rotation schedule for residents, including yearly call, conference, and vacation schedules for the program.
b. Maintain and updates credentialing records/ curriculum vitaes of core faculty on ACGME site.
c. Assist residents in preparation of presentations, abstracts, manuscripts and other documents relating to the Emergency Medicine Residency Program.
d. Provide support to committees as necessary.
e. Advise residents on departmental policies.
f. Attend resident meetings as requested.
g. Disseminate/distribute all training-related information for residents.
h. Prepare letters of recommendation/verification and maintains career resources for senior residents.
i. Prepare and distribute all post-graduation emergency medicine verifications.
j. Coordinate social and retreat activities for residents.
6. Departmental Facilities and Resources:
a. Maintain learning materials including books, journals, computers, CD-ROM’s, and other audio-visual materials.
b. Assist and tutor residents/staff in the use of computers and applications.
c. Maintain teaching files and other board study materials for residents.
d. Maintain audio-visual equipment.
e. Maintain the conference room schedule.
7. Other duties and responsibilities as assigned:
a. Actively participates in professional organizations such as ACGME.
b. Attends professional development courses/meetings during the Academic Year.
c. Miscellaneous duties and responsibilities as determined by the department.
