Academic Program Manager - Graduate Medical Education- Fairfield Hospital

The Internal Medicine Residency Program at Mercy Health Fairfield Hospital requires a program manager that manages day-to-day operations of the residency program in collaboration with the Program Director (PD). This person serves as an important liaison with learners, faculty, staff, institution Graduate Medical Education (GME) office, and Accreditation Council for Graduate Medical Education (ACGME). The Internal Medicine Residency Program Manager is a recognized member of the education leadership team. ​

Program Coordination:

-Coordinates GME program recruitment. Manages trainee applications, communicate with potential applicants, coordinate interview schedule, organize interview events.

-Coordinates residents’ contracts and ensures program letter of agreements (PLA) with the Legal and GME Administration Department. Facilitates Human Resources functions related to employment of residents. Assists with onboarding orientation. Coordinates and organizes program wide events such as welcomes, graduations, celebrations, and off-site events.

-Manages, updates and distributes program policies, competency-based rotation goals and objectives, manuals/handbooks, rotation and on-call schedules, didactics for residents.

-Manages payment of invoices, educational stipends, and preparation of annual budget related to the residency training program.

-Oversee monthly evaluations of attending physician (by residents), residents, and medical students are completed on a timely basis in MyEvaluations.com.

-Coordinates the organization and management of residency rotations schedules, assignment of preceptors, and completion of performance evaluations and program related activities.

-Coordinates and prepares meeting agendas, documents, and record meeting minutes for program meetings.

-Organize and attend in conjunction with the Program Director required meetings for residency management (Clinical Competency Committee, Program Evaluation Meeting).

Administrative Support:                                                                                                                                          
-Serves as a representative and liaison for the Residency in cooperative efforts with the faculty, other specialty departments, outside institutions, GME Administration Office, and Medical Staff Office.
-Provide general administrative and clerical support to the residents. Completes resident travel arrangements, check request and monitors biweekly payroll.
-Maintains confidential resident files and database records in the electronic residency management software, MyEvaluations.com.  Performs quality assurance audits to ensure accurate and complete records.  Gather and maintain records for credentialing, and reimbursement.  Maintains resident scholarly activities for the Annual Program Review (APR) due annually.
-Direct residents in the successful navigation of the administrative requirements established by institution, GME and ACGME
-Monitors resident/faculty expiration dates and ensures timely renewal, including but not limited to licensure, DEA-certification, professional liability insurance, and other certifications.

Compliance Liaison:

-Recognize and understand the policies implemented regarding Emergency Medicine Residency training from both Accreditation Council for Graduate Medical Education (ACGME) and the American Board of Internal Medicine (ABIM).

- Effectively communicate with Program Director, faculty, residents, staff, and other personnel that work for or with the Emergency Residency Program (ACGME, ABIM, ERAS, NRMP, etc.).

-In conjunction with the Program Director, maintain electronic Accreditation Database System (ADS), provided by the ACGME to ensure that all data collected regarding the program is accurate. This includes scholarly activity, program sites, rotation schedules, and resident milestone entries.

-Plan and prepare for all ACGME site visits/accreditation reviews.

-Review and have knowledge of ABIM requirements for training and documentation necessary to be eligible to take the Board's certification examination.

Minimum Years and Type of Experience: 2 years healthcare experience 

Other Knowledge, Skills and Abilities Required: Knowledge of graduate medical education requirements, work requires one year of on-the-job experience to acquire in-depth knowledge of department policies and procedures.

Other Knowledge, Skills and Abilities Preferred: Proficient with computer systems and software programs; strong organizational and time management skills; ability to work independently, Notary Public for the residency program