GME Program Coordinator (Finance)

Supports the Residency/Fellowship/UME Program Director (s) in the management and oversight of one or more residency training programs in accordance with the Accreditation Council for Graduate Medical Education (ACGME), Liaison Committee on Medical Education (LCME) specialty boards, and subspecialty boards. Works independently assisting the Program Director (s) in a wide variety of program management and administrative duties, facilitating the evaluation process and preparing and maintaining records for program accreditation. Creates and maintains trainee rotation and departmental education conference schedules. Works with residents by providing guidance and direction for the successful completion of the training program. Works closely with Nemours, UF Health Jacksonville, Mayo Clinic and with accrediting agencies to ensure program compliance as well as with the Graduate Medical Education Director, other GME Coordinators, Department Chairman, fellows and educational visitors.

Essential Functions:

Provides administrative support to the administrative staff of the residency program including the Residency Program Director, Associate Program Director, Director of Graduate Medical Education, Pediatric Chief Residents.

Collaborates on the development and implementation of division, department and institutional procedures and policies as pertinent to department office operations collaborates in development of policies and procedures in response to various government and regulatory bodies (e.g. RRC, ACGME, ABP, ABPN, NRMP, ERAS, AAP, etc.); collaborates in the development and implementation of and compliance with all policies and procedures relevant to the Residency/Fellowship Program (s).

Coordinates and/or supports the recruiting for the Nemours/Mayo Clinic and Nemours/UF Health Pediatric residency, fellowship and other programs as needed or assigned. Performs initial screening of applicants to the program within existing protocols; manages all listings, updates, and operational aspects of the residency program.

Manage all aspects of the trainee application process including responding to inquiries, evaluating applications, reviewing, and verifying credentials, scheduling interviews, generating follow-up correspondence and maintaining appropriate records.

Assure house staff is appropriately licensed, insured, HIPAA trained, have appropriate immunization status, and comply with background check and drug screening. Ensure all incoming permanent/visiting residents/students are compliant with HIPAA, Patient Safety, and Fraud Awareness; have proper Systems Access, and proper Hospital Identification, as applicable.

Supply orientation materials to trainees as needed.

Manages and facilitates trainee check in/checkout process, exit interviews with program director and preparation of all final evaluations

Serve as gatekeeper for approval for computer access and use of Medical Records. Submit Epic requests for all house staff and coordinates scheduling of appropriate training on hospital systems.

Prepare documentation for RRC site visits as needed.

Process and track resident off-site rotations, work with Education Coordinators at affiliated sites as needed and maintain system of review of affiliation agreements prior to expiration

Serves as an advisor to residents regarding licensing and examinations.

Works in conjunction with Nemours Finance to provide answers to Financial Intermediary on annual audits. Prepares reports as needed. Supports development of residency program budget; assembles data for budget development; conducts research for new Program initiatives; investigates costs of new projects and research new funding resources.

Assist finance Department in data collections for GME reimbursement.

Prepares invoices for house staff salaries and residency program expenses

Coordinate all rotating resident/fellow rotations (visiting or home institution). Oversee and maintain all applications and evaluations. Maintain and oversee the proper organization of rotating resident/fellow rotations and off-site rotations. Serve as a representative liaison for all visiting medical students and residents and incoming new house staff to the program.

Supervises Administrative Assistant and participates in performance evaluations.

Enter and maintain listing of house staff information using GME database.

Monitors all expenditures for residency program; prepares all check requests for travel expenses and education allowances for residency/fellowship program (s)

Coordinates all special events for the residency/fellowship program (s); retreats, graduations, banquets, orientation/on boarding.

Provide back-up to Fellowship/Visiting Student Coordinator as needed.

Requirements:

• Equivalent experience acceptable if candidate does not have Associate Degree. Needs to understand Graduate Medical Education programs and process
• Familiar with Graduate Medical Education training program requirements