Job File Coordinator Jobs in Ohio (NOW HIRING)

Legal Entity

Aultman Hospital

Position Summary

The primary purpose of the GME and CME Program Coordinator is to provide administrative support for the GME office including preparation of the new residents to begin their academic year every July 1st. The Coordinator also manages many resident activities and files to assure compliance with regulatory body and hospital policies. As the CME coordinator, this position provides support to the CME program by coordinating all CME meetings, CME applications, and regulatory reporting.

Department Summary

The Medical Education Department provides administrative, operational, and accreditation support for residency and fellowship training programs. The department works collaboratively with residents, fellows, faculty, program directors, institutional leadership, and accrediting bodies to ensure the successful administration of graduate medical education programs. The department also collaborates with affiliated medical schools to ensure high-quality educational experiences for medical students.

Qualifications

• High School Diploma or equivalent.

• Associates or Bachelor's degree in business management/administration, preferred.

Skills

• Detail oriented.

• Communicate effectively; professional verbal and written communication.

• Adaptability to changing work environment or needs.

• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Tracking deadlines and accreditation requirements.

• Maintaining accurate records.

• Document management and reporting.

• Data entry and database management.

Responsibilities & Expectations

• Responsible for new resident onboarding
  • Handles the processing of J1 visas
    • Works with the Educational Commission for Foreign Medical Graduate (ECFMG)
  • Processes and monitors the acquisition of Ohio Training certificates
    • Assures payments
    • Performs follow up as needed
  • Prepares contracts and resident information packets
  • Acquires Medical Record, DEA , Medpac, NPI and employee ID numbers,
  • Coordinates Cerner assignments
  • Assures new residents meet all requirements to begin training
    • Coordinates ACLS & BLS class assignments
    • Collects and tracks the necessary documentation to begin residency
  • Sets up pre-employment meetings & physicals
  • Conducts pre-employment meetings as needed
  • Assigns lockers if requested

• Organizes/Coordinates Resident Orientation Day
  • Coordinates speakers and “training stations”
  • Coordinates room set-up, AV needs, food
  • Prepares:
    • “Information Card” for each resident
    • Agenda
    • Orientation folders/sign in sheets
    • DEA/Medical Records signature pages
  • Sends out invitations/notices

• Performs various tasks for the Residency/Fellowship Programs
  • Coordinates the renewal of Ohio training certificates and any follow up it requires
  • Coordinates salary increases and updates benefit time with HR/Payroll
  • Coordinates graduate termination notices/tasks for various departments
  • Maintains up-to-date files on residents/fellows
  • Orders and distributes lab coats
  • Accurately completes residents’/fellows’ contracts,
  • Completes employment/training verification and loan deferments as requested
  • Tracks and completes Travel & Education allowance reimbursement for FM faculty and residents
  • Tracks Health Club reimbursements
  • Allocates meal allowances every 4 weeks
  • Completes resident and faculty checks requests for all miscellaneous expense reimbursements
  • Updates the housestaff poster annually
  • Inspects call rooms periodically and makes recommendations for improvement. Follows through on all maintenance problems.

• Assists Medical Education Department
  • Updates Resident Physician Manual annually
  • Manages/tracks monthly Housestaff conferences
  • Distributes and tracks monthly Medicare Physician Time Studies
  • Manages Spotlight Board
  • Completes Aultman payroll in KRONOS for support staff, faculty and residents
  • Maintains accurate office supply system and general office files
  • Orders all special equipment for the Department
  • Provides assistance with the copy machine and makes service calls when necessary
  • Assist in covering front desk, mail and fax distribution
  • Assist support staff with a variety of tasks such as tallying and copying
  • Various tasks assigned by The Administrative Director of Medial Education
  • Coordinates sending/retrieving/recording of boxes in storage
  • Manages/books on call rooms
  • Books conference rooms for Staff and My Community Health Center

• Resident Recruitment

• Maintains recruitment banners. Keeps them up to date and in good condition
  • Maintains supply of recruitment giveaways
  • Assists with OB/Gyn Recruiting
  • Assists with Cardiovascular Disease Recruiting

• Graduate Medical Education
  • Processes the year-end Medical Education evaluations using Survey Monkey.
  • Monitors websites and coordinates updates.

• CME Coordinator
  • Maintains original CME applications, CV's, and required materials for file.
  • Coordinates and attends monthly CME Committee meetings. Prepares agenda, types meeting minutes, provides and follow up needed.
  • Reviews CME applications prior to meeting for required items.
  • Provides assistance to those completing CME applications when requested.
  • Maintains the OSMA PARS data base.
    • Creates and tracks evaluations for each CME activity
    • Inputs attendance records into MD-Staff and runs reports of attendance as needed.
    • Accurately confirms all arrangements, i.e., written confirmation to speakers, travel accommodations, etc. for each activity.
  • Schedules conference rooms, requests dietary needs and audio/visual needs prior to the conference.
  • Prepares and distributes announcement posters at least two weeks prior to the conference.
  • Handles the arrangements for funding payment of honoraria and expenses.
  • Coordinates M&M conferences

Working Conditions

• 7:30am – 4:00 pm M-F or hours as required by the job.

• Subject to frequent interruptions and changes in priority of duties throughout the day.

Hazardous Exposure Category

Category III - Includes tasks that involve no exposure to blood, body fluids, or tissues and Category I tasks are not a condition of employment. The normal work routine involves no exposure to blood; body fluids or tissues (although situations can be imagined or hypothesized under which anyone anywhere might encounter potential exposure to body fluids.) Persons who perform these duties are not called upon as part of their employment to perform or assist in emergency care or first aid or to be potentially exposed in some other way.

Physical Addendum

Demands

Frequency

Remarks

Lifting 0-10 lbs

Occasional 10-33%

Lifting 10-20 lbs

Occasional 10-33%

Lifting 20-35 lbs

Occasional 10-33%

Lifting 35-50 lbs

Occasional 10-33%

Lifting 50-75 lbs

Never

Lifting 75-100 lbs

Never

Lifting over 100 lbs

Never

Forward Reaching

Occasional 10-33%

Overhead Reaching

Occasional 10-33%

Standing

Occasional 10-33%

Walking

Occasional 10-33%

Sitting

Continuous 66% of the day

Climbing

Never

Stairs/Ladder

Occasional 10-33%

Bending/Stooping

Occasional 10-33%

Twisting/Turning

Occasional 10-33%

Kneeling/Squatting

Occasional 10-33%

Crawling

Never

Pushing/Pulling 0-10 lbs

Occasional 10-33%

Pushing/Pulling 10-20 lbs

Occasional 10-33%

Pushing/Pulling 20-35 lbs

Occasional 10-33%

Pushing/Pulling 35-50 lbs

Occasional 10-33%

Pushing/Pulling 50-100 lbs

Never

Pushing/Pulling over 100 lbs

Never

Carrying 0-10 lbs

Occasional 10-33%

Carrying 10-20 lbs

Occasional 10-33%

Carrying 20-35 lbs

Occasional 10-33%

Carrying 35-50 lbs

Never

Carrying 50-100 lbs

Never

Carrying over 100 lbs

Never

Grasping/repetitive sustained

Frequent 34-65%

Fine motor coordination

Frequent 34-65%

Vision: Near/Far/Color

Continuous 66% of the day

Hearing: ordinary conversation/other

Continuous 66% of the day