Supv- Residency Program

Northern Light Acadia Hospital

Department: Residency Education

Position is located: Acadia

Work Type: Full Time

FTE: 40 Hours per Week

Work Schedule: 8:00 AM to 4:30 PM

Summary:

The Residency Program Supervisor under the direction and supervision of the Residency Program Director is responsible for assisting in the administration of the Residency program. The Residency Program Supervisor provides administrative support to the Residency Program Director and provides support to the faculty and residents. The Residency Program Supervisor additionally will interact with contracted Hospitals Systems and regulatory administrative offices. The Residency Program Supervisor supervises the Residency Program Assistant.

Responsibilities :

• Residency Program Coordination
• Supervises Residency Program Assistant to ensure completion of assigned tasks.
• Coordinates Resident Physician Recruitment including screening of appropriate applicants for interviews and MATCH process, booking of overnight accommodations, creating interview schedules, and collecting candidate evaluation forms and candidate evaluation of the process.
• Assists new Resident Physicians in relocation process (including obtaining Visas when necessary).
• Utilizes the appropriate chain of command and voices questions or concerns appropriately to the Residency Director.
• Facilitates surveys of matched and unmatched applicants as well as 1- and 5-year post-graduate surveys.
• Coordinates Orientation and Graduation. o Maintains a list of graduated residents and updates contact information annually.
• Attends educational offerings to enhance job knowledge and satisfaction.
• Works with Faculty and Residency Scheduler to facilitate improvements to residency curriculum, scheduling, and practice.
• Orders and maintains materials for residency fairs (program information sheets, brochures, pens, posters etc.) for purposes of recruitment and growth of the program.
• Seeks ways to improve quality of services provided
• Accurately and neatly types/transcribes correspondence, memos, reports, and forms as requested.
• Accurately/promptly creates slides, charts, conference materials, etc. as requested by residency training director.
• Accurately/promptly composes meeting minutes as assigned and distributes once approved.
• In conjunction with Residency Scheduler, maintains up to date Faculty Physician Schedules and addresses schedule conflicts.
• Facilitates 360 annual evaluations of all Faculty Physicians, Allied Health Professionals, Behavioral Health Providers and Residency support staff.
• Ensures program compliance with regulatory agency standards and maintains essential documents required for program viability.
• Maintains ERAS and NRMP Systems.
• Maintains RTM system for the program, entering new residents and informing, ACGME of graduating/departing residents.
• Maintains and documents resident data on surveys for the ACGME, AOA, and other credentialing bodies.
• Maintains CAQH credentialing system, attesting, and verifying information on providers every 120 days.
• Maintains lists of DEA, provider licenses, etc. for all trainees.
• Applies for and maintains a spreadsheet on NPI numbers for all providers in the clinic.
• Coordinates and administers PRITE in-training examination.
• Tracks deadlines and initiates appropriate paperwork to maintain faculty certification, licensure, DEA etc.
• Processes training certificate applications.
• Consistent and reliable attendance, including communication and attempts to find coverage when legitimate issues prevent or inhibit attendance
• Schedules biannual milestones assessment by core faculty.
• Assists in the scheduling and booking of accommodations of annual residency retreat.
• Supports Resident Physicians, Faculty Physicians, and support staff in facilitating resident education, scholarly work of faculty and residents, delivery of patient care and requirements of ACGME/AOA.
• Provides administrative support to the Director of the Residency.
• Tracks and logs Resident Physician work time, vacation, CME, and sick time as well as FMLA/LOA.
• Prepares agenda, attends, keeps minutes and distributes minutes for weekly Residency Operations meeting.
• Assists Resident Physicians in obtaining and maintaining medical licensure as well as completion of deferment forms and verification paperwork for former residents.
• Assists residents with paperwork for USMLE, ABPN, etc. o Assists residents with initiation and maintenance of visa status with the ECFMG - uploading documentation, verifying employment status, maintaining eligibility for J1 visas, etc.
• Maintains all credentialing materials for Residents. Forwards information to Medical Staff Office and Maine Network for Health as appropriate.
• Maintains web based ACGME accreditation surveys for the Residency, collecting and collating appropriate information from various sources throughout the residency and medical center.
• Maintains files and statistics for the RRC (Residency Review Committee) and supports updating and completion of the PIF (Program Information Form)accreditation visits.
• Assists the Residency Director with timely completion of the annual report for the ACGME.
• Maintains Final Resident Report, Resident Roster, and Residency Data Input for the ABPN site.
• Coordinates catering necessary for various meetings and events and assists in coordination of additional social functions - retreat etc.
• Maintains notary public status.
• Coordinates with human resources.
• Maintains personnel files for providers including residents, faculty physicians, clinical counselors, NMM/OMM Plus One Residents, NP/PA/CNMs and Physician Preceptors.
• Monitors I care evaluation process and staff completion. Informs supervisors when staff are delinquent.
• Orders clinical and administrative supplies for the CFM and FMRP.
• Seeks out ways to reduce operating costs or increase efficiency within role/department.
• Participates in budget review - collaborates with Residency Director on budget process, maintains monthly costs on the Responsibility Report, attends budgetary meetings at Acadia.
• Completes and ensures accuracy of all expense vouchers, purchase requisitions, work orders etc. Familiar with Lawson.
• Records and reconciles all, restricted-purpose funds, and grants.
• Manages Resident PDAs, orders educational materials as requested.
• Prepares Capital Equipment Requisition forms as needed.
• Reconciles and maintains an ample amount of petty cash.
• Serves as payroll designee for, Resident Physicians,. Calculates AP and call pay.
• Tracks night clinical and call coverage and records data in API system and on spreadsheet for budgetary information.
• Maintains Analysis of Hours and Wages spreadsheet tracking worked hours, time off (scheduled and non-scheduled), FMLA time off, etc.
• Develops, implements, and maintains spreadsheets and databases for the psychiatry residency that aid in the budgetary process and enhance department efficiency.
• Serves as department travel coordinator.
• Generates and maintains spreadsheets for outside billings.
• Tracks special function expenditures, generates reports for review by the Residency Director.
• Curriculum Support
• Assist Program Director of Curriculum in the administration of a didactic program adequate in quality and quantity to ensure compliance with the educational directives of the ACGME.
• Scheduling/coordination of didactics
• Didactic evaluations
• Tracking of didactic presentations – required topics and required Resident presentations
• Assist the Associate Program Director by supporting the administrative needs of the Program Evaluation Committee including provision of necessary data and evaluations.
• Assist the Associate Program Director of Scholarly Activity in the coordination of departmental research and QI projects through administrative tasks.
• Scheduling of Resident meetings with Advisor and APD of scholarly activity
• Maintaining tracking of status of research and QI projects
• Generate, track, and manage affiliation agreements/contracts for external rotations including coordination with legal department as necessary.
• Scheduling
• Create and implement an annual resident rotation schedule in compliance with all educational experience requirements mandated by the ACGME and required by the Northern Light Eastern Maine Medical Center Adult Psychiatry Residency.
• Assign all specialty rotations and work collaboratively with the Curriculum Assistant to provide guidance on the administrative tasks related to logistical coordination of external rotations.
• Collaboratively work with the assigned Faculty to develop Faculty inpatient coverage and call schedules with equitable distribution based on guidance from the Program Director.
• Collaboratively work with the Practice Manager and Front Desk Supervisor to create and implement a clinic schedule for all Residents (including the appropriate assignment and arrangement of faculty preceptorship/supervision).
• Coordinate the scheduling of community and specialty preceptors maintaining a schedule 3-6 months in advance.
• Coordinate schedules for office closure related to holidays, meetings, graduation, and events by appropriately blocking schedules and ensuring access at other times during the week.
• Maintain all rotation schedules and associated evaluations within New Innovations.
• Publish Resident inpatient service coverage on Call Scheduler.
• Schedule Faculty Advisor meetings for Resident physicians and provide required data for Faculty in collaboration with Residency Program Manager and Curriculum Assistant.
• Compile reports and data as needed for the purposes of ACGME accreditation, GME funding, research, and QI efforts
• Coordinates ACLS, PALS, NRP, Stable scheduling and collaborate with Residency Program Manager in scheduling of ALSO.
• Assist Residency Program Manager in the scheduling of Faculty and Residents for recruitment. Provide an informational session to Residency applicants on rotation schedules.
• Contribute to scheduling and coordination of Resident orientation including a meeting with new Residents about scheduling requirements and processes. Orient new Residents to New Innovations including patient and procedure logs, evaluations, duty hours and Milestone tracking.
• Assist Medical Education in arranging medical student rotations and developing composite student evaluations with input from Faculty and Residents.
• Coordinate medical student activities – orientation, medical student seminar, clinic assignments and exit interviews.
• Attend educational conferences or opportunities for Residency support staff including those offered by the AAFP, ACGME and STFM.
• Provision of desktop coverage assignments.
• Troubleshoot scheduling challenges related to “call-ins” ensuring service coverage and patient access.
• Maintain schedules real time with updates in New Innovations and Call Schedule as well as direct communication with physicians and providers.
• Attend Clinic Staff Meeting and Residency Operations Meeting on a consistent basis.
• Track all resident PTO, CME, and sick/leave time.
• Approval of all Resident, Faculty, and provider PTO/CME time.

Other Information:

• Prior experience with Cerner scheduling is desired
• Five years of administrative support experience
• Prior experience with residency training administration is desired
• Ability to multitask, prioritize, and work with deadlines
• Strong interpersonal skills and communication skills
• Ability to work efficiently and innovate

Competencies and Skills

• Achieves Results: Sets high standards for their own outcomes and seizes opportunities to engage others towards objectives. Consistently moves forward with direct actions in order to attain or exceed objectives. Manages their own time effectively to accomplish assigned tasks. Successfully prioritizes multiple projects and duties as needed.
• Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan.
• Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of diversity, inclusion, empowerment and cooperation.
• Demonstrates Adaptability: Learns quickly when facing a new problem or unfamiliar task; is flexible in their approach with changing priorities and ambiguity. Manages change effectively and does not give up during adversity. Capable of changing one's behavioral style and/or views in order to attain a goal. Absorbs new information readily and puts it into practice effectively.
• Demonstrates Emotional Intelligence: Exhibits a high level of self-awareness, self-management, other awareness and relationship management. Conducts themselves in an empathic, appropriate way, with a sense of humor and stimulates a collaborative work environment. Is respectful of the attitudes, feelings, or circumstances of others and aware of the influence of their own behavior on them. Is aware of relevant social, political, system, and professional trends and developments and uses this information for the organization's benefit.
• Develops Self and Others:Takes responsibility for engaging in professional self-development activities and programs. Strives to gain insight into their own values, strengths and weaknesses, interests and ambitions and takes action in order to enhance competencies and skills when possible. As a leader, encourages and guides employees towards growth opportunities to enhance performance and help them reach goals. Reviews and analyzes employees' strengths and weaknesses to distinguish their talents and development needs, and to ensure they are enhanced appropriately.
• Effectively Communicates: Listens, speaks and writes appropriately, using clear language. Communication methods are fitting to the message(s), audience, and situation and follow-ups are regular and timely. Shows that important (non-) verbal information is absorbed and understood and asks further questions to clarify when necessary. Expresses ideas and views clearly to others and has ability to adjust use of language to the audiences' level.
• Exercises Sound Judgment & Decision Making: Understands and processes complex information, which allows for appropriate and accountable conclusions. Does not react too quickly or slowly. Balances facts, goals, and potential approaches taking the appropriate criteria into account. Makes active decisions and commits oneself by communicating confidently and respectfully.
• Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved.
• Fosters Innovation: Employs and encourages the use of meaningful creativity in solving challenges. Proactively identifies opportunities and uses new approaches to enhance processes, systems and services. When appropriate, suggests or initiates new strategies, products, services, and markets.
• Influences and Inspires: Builds enthusiasm and commitment among others to move in a desired direction and models it personally. Creates a compelling vision of success that motivates workplace initiative and energizes others to follow. Provides direction and guidance to encourage cooperation between team members in order to attain an objective. Has the ability to appropriately influence others' actions and decisions with and without express authority.
• Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others.
• Promotes Health and Safety: Promotes a healthy and safe environment for patients, employees and visitors. Advocates and models healthy physical and mental health behaviors even in challenging circumstances. Sets high quality standards and strives for continuous improvement and quality assurance by reporting and encouraging others to report near misses and safety issues.
• Resolves Conflict: Promptly acts to find alternatives/solutions when team members disagree. Addresses issues in a direct, honest, and appropriate manner. Handles conflicting interests diplomatically and helps to solve them. Transforms difficult situations into teachable moments using respect and accountability .
• Seeks Process Improvement & Applies System Thinking: Possesses and gains insight into situations, problems and processes. Understands the interconnection between organizational elements. Deconstructs problems and systematically investigates the various components. Considers the impact of actions on the entire process/system. Detects problems and opportunities, recognizes important information, and links various data to trace potential causes and relevant details.
• Serves Others: Strives to understand, meet and exceed the expectations and requirements of internal and external customers which may include the people and communities in our service areas. Develops and maintains relationships, alliances and coalitions within and outside the organization and leverages them in order to obtain information, support, and promote cooperation and collaboration.
• Utilizes Resources Effectively: Understands how to get the most out of available resources and uses cost-benefit thinking in decision-making and in setting priorities. Monitors and analyzes resource usage to identify and eliminate areas of waste and maximize resources. As a leader, defines targets and provides appropriate means; oversees progress and makes adjustments when necessary. Appropriately delegates work, sets clear direction and manages workflow and time.

Education

• Required High School Diploma/General Educational Development (GED)

Required Experience

• 5 year/years of Relevant Work Experience

Working Conditions

• Prolonged periods of sitting.
• Lifting, moving and loading less than 20 pounds.
  

Northern Light Acadia Hospital is a broad behavioral health delivery system centrally managed from its location in Bangor, Maine. Acadia Hospital is a leader in providing comprehensive inpatient and outpatient services, tele-psychiatry, consultations to regional emergency departments, school-based and employer-based services, and integration into primary and specialty care practices. Northern Light Acadia Hospital offers innovative programming in the form of eating disorder services and a geriatric mood and memory clinic, which is involved in multiple clinical trials for promising Alzheimer's medications. The hospital is also the parent organization of Northern Light Acadia Healthcare which provides a substance use disorder treatment program, case management, and other outpatient mental health services serving patients from all corners of Maine. Acadia Hospital embraces service excellence and high quality care as evidenced by its commitment to achieve Center of Excellence status in the delivery of behavioral health services.

Northern Light Acadia Hospital is a member of Northern Light Health, an integrated statewide health delivery system that is raising the bar with no-nonsense solutions that are leading the way to a healthier future for our state. Northern Light Health offers a broad range of providers and services, including ten hospitals, primary care and specialty physician practices, long-term care, home health and hospice agencies, and emergency ground and air transport.

Bangor, Maine is a vibrant small city with easy access to Maine's spectacular coast, mountains, and lakes. Schools rank among New England's best with the flagship campus of the University of Maine located in the neighboring town of Orono. Bangor serves as the regional hub for medicine, the arts, and commerce. Bangor International Airport offers direct and one-stop service to many major destinations.