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The Program Coordinator will support Medical Education Residency programs at The Lahey Clinic in Burlington, MA.
This role will be fully on-site for a minimum of three months and will offer a hybrid option once appropriately trained.

Job Description:

The Program Coordinator, GME will have responsibility for the coordination and daily operation of one or more departmental residency programs. Will work under the direct supervision of the Director of the Medical Education Department and the Program Director to ensure program compliance with the ACGME (Accreditation Council for Graduate Medical Education) guidelines and policies. As a member of the Medical Education Department team, will be required to provide support to any of the Medical Education service areas as deemed necessary by the Director of Medical Education.

Essential Duties & Responsibilities including but not limited to:

• Serves as the primary point of administrative contact for one or more residency/fellowship programs.

• Demonstrates a basic knowledge of ACGME protocol and requirements and ensure that assigned residency/fellowship programs are functioning in compliance with these requirements.

• Prepares and submits all information required and requested by the ACGME. This includes but is not limited to the annual program updates to the ADS and ensures that the information submitted is accurate and complete.

• Prepares for and assists in the readiness of the program for ACGME Site Visits, CLER visits, as well as other activities associated with program accreditation. 

• Compiles annually a comprehensive record of the number and types of operative procedures performed by each resident completing the program. This record must include all the procedures that resident was either surgeon or assistant during the program. These records must be maintained using the ACGME Case Log System.

• Manages the Milestones implementation and collection process in ACGME and New Innovations Database.

• Maintains the ERAS database (Electronic Residency Application System) and/or San Francisco Match database, and conducts its processes during the residency recruitment season, including filtering applications that are suitable for review by the Program Director.  Review all residency applications and screen those appropriate for interview. Performs all Match responsibilities and corresponds with newly matched residents about requirements for appointment to the hospitals.

• Ensures that the faculty and resident attendance at conferences is documented.

• Completes required national and hospital surveys and reporting program or trainee data.

• Implements policies and procedures consistent with the institutional and program requirements for resident duty hours and the working environment, including moonlighting, and, to that end, must: distribute these policies and procedures to the residents, faculty; monitor resident duty hours, according to sponsoring institutional policies, with a frequency sufficient to ensure compliance with ACGME requirements; adjust schedules as necessary to mitigate excessive service demands and/or fatigue; and, if applicable, monitor the demands on at-home call and adjust schedules as necessary to mitigate excessive service demands and/or fatigue. Monitor the need for and ensure the provision of back up support systems when patient care responsibilities are unusually difficult or prolonged.

• Prepares letters and verifications, such as Board eligibility letters, and provides verification of training for trainees/alumni. 

• Schedules and prepares various meetings and program-related events.

• Manages and maintains resident rotation/block schedules and ensures duty hour tracking is up to date in New Innovations Database for ACGME compliance and Finance Department reference for Annual Medicare Cost Report submission.

• Tracks Quality Improvement and Patient Safety projects and scholarly activity.

• Manages the evaluative processes of trainees, the program, the faculty and rotations in New Innovations Database.

• Reviews Annual Program Letters of Agreement (PLAs) to ensure they are up to date.

• Coordinates medical student rotations and, as appropriate, observerships and/or electives. 

• Schedule and prepare documentation needed for bi-annual resident/program director meetings.

• Track and log all vacation/sick leave used by residents.

• Provides both administrative supervision and support to chief/residents. Acts as a liaison between residents and hospital administration when necessary.  Acts as a liaison to other Hospitals, units and departments regarding resident recruitment, orientation, annual program Affiliation Agreements, and external rotations.

• Oversees department-level trainee orientation and task-specific training/certification.

• Develops new procedures in response to new or revised policies issued by governing agencies or program director.

• Provides administrative support to the Program Director including scheduling meetings, preparation of agendas, recording and maintaining meeting minutes, development of reports and provision of data to the various committees (PEC, CCC. Etc.), as well as, preparing the documentation needed to make resident progress assessments and making recommendations for improvements.

• Tracks, reports, and ensures compliance with procedures regarding licensing, Malpractice extensions, annual contracts, and initial and re-credentialing of trainees. 

• Manages materials for specialty-specific national, annual trainee exams, and may proctor exams.

• Tracks Quality Improvement and Patient Safety projects and scholarly activity.

• Under the direction of the Director of Medical Education and the GME Program Manager, provide administrative support to other Medical Education Department services when required.

• Responsible for carrying out all duties related to the day-to-day operation of the office including answering telephones, e-mail communications, ordering supplies, copying, distributing information, etc.

• Requires routine exposure and access to highly confidential information for residents related to performance ratings and documented disciplinary action for residents/fellows. 

• Maintains residency program and trainee records as required by the ACGME including preparation of reports, annual surveys, submission of trainee evaluations to specified accrediting Boards.

• Process graduate documentation and organize graduation functions.

• Performs other duties as assigned by the Program Director.

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Minimum Qualifications:

Education:  HS Diploma required; Associate's degree preferred.

Skills, Knowledge & Abilities:   Must be able to type and be comfortable using Microsoft Office including Word and Excel and learning new computer programs, and have demonstrated a high level of interpersonal skills.

Experience:     Minimum of 1-3 years of relative experience working in a health care and/or hospital environment.  Prior experience in managing a residency program preferred or previous administrative experience in health care environment and a demonstrated willingness to learn new responsibilities.  Ability to prioritize and handle multiple projects.

Organizational Requirements:

• Incorporates LHMC Guiding Principles , Mission Statement and Goals  into daily activities. 

• Complies with all LHMC Policies.

• Complies with behavioral expectations of the department and LHMC.

• Maintains courteous and effective interactions with colleagues and patients.

• Demonstrates an understanding of the job description, performance expectations, and competency assessment.

• Demonstrates a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.

• Participates in departmental and/or interdepartmental quality improvement activities.

• Participates in and successfully completes Mandatory Education.

• Participates in departmental and/or interdepartmental quality improvement activities.

• Performs all other duties as needed or directed to meet the needs of the department.

Patient Care/Patient Contact Designation:

____ Position has a direct impact upon health outcomes of the patient. 

__X__ Position facilitates the process that may impact patient access to services. 

____ No patient care/contact, and does not facilitate the patient care process or directly impact health outcomes. 

This Job Description is intended to describe the general nature and level of work being performed by people assigned to this classification.  It is not intended to be construed as an exhaustive list of all responsibilities, requirements, duties and skills required of personnel so classified.  Additional duties and responsibilities that are specific to the Department or Unit are identified and maintained by the Manager as an Addendum to the Job Description.

Pay Range:

$27.89 - $36.79

The pay range listed for this position is the base hourly wage range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law.  Compensation may exceed the base hourly rate depending on shift differentials, call pay, premium pay, overtime pay, and other additional pay practices, as applicable to the position and in accordance with the law.

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) as a condition of employment. More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger. Equal Opportunity Employer/Veterans/Disabled