I Accountability Objectives:
Assists in the management and supervision of the residency programs and physicians in the GME Department by providing administrative support to the DME, Program Directors, Associate Program Directors, Manager, Teaching Faculty and residents in meeting and maintaining the ACGME/AOA/CODA institutional and program accreditation requirements.
The GME Specialist must have the ability to prioritize workflow and duties to meet stringent deadlines, demonstrate excellent written and oral communication skills and develop and maintain an excellent rapport and cooperative relationships with other departments, physicians and Trinity personnel. Must be able to work independently and in a team environment when needed.
II Position Qualifications:
Minimum Education, Licensure / Certification and Experience Required.
Bachelor's degree in Business Administration or Health Care related field or equivalent work experience.
B Special Skill / Aptitudes
Highly developed communication skills to assist working with a diverse population while under stress with a variety of physicians, residents, medical students, and other health care personnel.
Excellent written communication skills for the preparation of correspondence, minutes, reports, inspections and summaries; Computer experience with programs such as Word, Excel , PowerPoint, ERAS, and New Innovations..
Analytical skills necessary to interpret data of a complex nature; Familiar with medical terminology; including the ability to enforce disciplinary actions. Confidentiality is a must.
Familiar with financial aspects of program management including budgets, travel requests and reimbursements.
Ability to develop and implement system changes to enhance services or resolve issues.
Excellent customer service orientation skills necessary in order to deal effectively with various levels of hospital personnel, outside customers and community groups
Three to five years in medical education or related healthcare environment with progressively more responsibility providing the coordination and administrative support to a department/program.
III Duties / Responsibilities:
Serves as a liaison between the Residency Program Director, Administrators, core faculty, Residents, and students and transmitting decisions and directives from the program director to the residents and support staff.
Assist DME in the development/administration of operating, GME and hospital policies and procedures; specific long-range and short-term objectives for the department, financial support/distribution and program evaluation/development.
Manages the organizational aspects of the residency program, including supervision and the maintenance of the resident records, organization of resources to develop resident rotation schedules and faculty position schedules, maintaining of reimbursement activity and coordination of the program with the graduate medical education department.
Organizes, schedules and administers recruitment for the residency program by reviewing applications through ERAS for selection of interview. Utilizes NRMP/NMS during residency MATCH process to ensure the program remains compliant. Also, assists in the management and recruitment of new faculty.
Manages all residency program activities including educational functions, orientation, in-training examinations, retreats and social or business functions.
Maintains compliance of the institution and all medical education programs with accreditation standards, board requirements, Joint Commission, standards and other rules and regulations governing medical education; assists with site visits, internal reviews, and documentation; prepares related reports and analyses for various accreditation agencies, such as ACGME, Joint Commission, RRC, CODA, AOA, ECFMG, AMA, etc. including CLER, NAS, APES, AIRS and CCC.
Ensures human resources requirements are met for all internal residents including licensure, contracts, certifications, visas, ACLS, BLS, ATLS, NPI, PECOS, Health stream, etc. and that all credentialing documents are complete and resident folder required documentation is kept current and folders updated. Participates in resident related committees such as the GMEC and the CCC and attends weekly huddles, specialist meetings, etc. Must also complete residency verifications in a timely fashion.
Provides assistance to the coordination of residency program related research activities and annual scientific meetings, with the timely submission of abstracts and papers to state, national, regional, annual scientific, annual research day and other meetings as appropriate or as directed by the program director or DME.
Creating, distributing and gathering evaluations for residents, program, faculty, rotations, etc. Also submitting and tracking reimbursement for travel, CME and PDEA for residents and faculty.
Schedules meetings, interviews, lectures including rooms, speakers, food and notification to attendees.
Must maintain New Innovations for each program and their residents. Keep abreast on all new program updates, residents and faculty. Including the monitoring of duty hours and report all violations to the responsible program director.
Updating and maintaining policies and procedures for the residency programs.
Maintains a network of other professionals with similar responsibilities on a local, state and national level.
Attend educational conferences (local, state and national) as directed by the DME, Program Director and Manager.
Meets SJMHS Guiding Behaviors and Caring Standards including interpersonal communication and professional conduct expectations. Knows, understands, incorporates and demonstrates CHE Trinity Health Mission, Vision and Values in behavior, practices and decisions.
Maintains a working knowledge of applicable federal, state and local laws and regulations, the Trinity Health Organizational Integrity Program, including the standards of conducts, code of ethics, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and professional behaviors.
Maintains a good rapport and cooperative relationship with other specialists; approach conflict in a constructive manner, helps to identify problems, offer solutions and participate in their resolution.
Assumes responsibility for the performance of job duties to assure that responsibilities are carried out in a safe and reliable manner in order to insure personal safety and safety of co-workers.
Other duties as may be assigned from time to time by the DME, Program Director and Manager.
Demonstrates and actively promotes an understanding and commitment to the mission of St. Joseph Mercy Oakland through performing behaviors consistent with the Trinity Health Values.
Maintains a working knowledge of applicable Federal, State, and Local laws and regulations, the Trinity Health Organizational Integrity Program, including the Standards of Conduct, Code of Ethics, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical and professional behaviors.
Supports and conducts one's self in a manner consistent with customer service expectations.
In accordance with unit or departmental practice, determines that appropriate charges have been entered for the correct patient, encounter, date/time of service, with any required modifiers. Make corrections as needed per charge capture policy/practice.
In accordance with unit or departmental practice, actively participates in on-going education and communication regarding revenue management.
In accordance with unit or departmental practice, assists with tracking and monitoring of equipment assigned to the unit. Requests services for maintaining equipment as needed.
In accordance with unit or departmental practice, proficient with the electronic health records for documentation, assessment, and care management, performing these activities concurrently with provision of care throughout the shift.