GME Coordinator

GME Program Coordinator

Aiken Regional Medical Centers, located in Aiken, South Carolina, is a 273-bed acute care facility providing quality healthcare to the residents of Aiken and surrounding communities. Aiken Regional Medical Centers has been ranked a top hospital in South Carolina by the Carolina Center for Medical Excellence for its treatment of heart attack, heart failure and pneumonia. Services provided at the hospital include emergency medical care, orthopedic surgeries, maternity, and behavioral health services.

Visit us online at: https://www.aikenregional.com

GME Program Coordinator is responsible for supporting the day-to-day administration of a residency training program accredited by the Accreditation Council of Graduate Medical Education (ACGME). The program coordinator assists the program director (PD) in developing and maintaining the educational quality of the training program and ensuring compliance with ACGME accreditation standards and other regulatory requirements. Responsibilities within GME are primarily administrative involving administrative support, planning and coordination of resident orientation, project coordination, development of presentations materials, tracking expenses, arrangement of GME meeting schedules, coordination of resident wellness events, and supporting the Research Director as needed. Reporting to the Director of Graduate Medical Education (DGME), this role functions as a liaison between the PD, residents, participating sites, the GME office, and other departments within Aiken Regional Medical Centers (ARMC).

                                                                                                                                                                                                                        This position is also responsible for the coordination and administration of the Undergraduate Medical Education activities and provides administrative and operational support to the Designated Institutional Official (DIO), Director of GME and Edward Via College of Osteopathic Medicine (VCOM) in the management and oversight of VCOM medical student rotations at the clinical site. Duties include serving as the direct link and primary point of contact with VCOM for the faculty and students, coordinating all associated student activities with VCOM, onboarding medical students, coordinating clinical rotations for third and fourth-year medical students, overseeing educational program activities, communicating with students and preceptors, proctoring tests, processing payments and invoices in accordance with agreements, and assuring all documentation and correspondence necessary in implementing and coordinating the medical student educational program. This position also ensures the overall quality of the student experience with the goal of promoting the clinical site and residency programs to the medical students as prospective residency candidates.

Duties:

• Oversee the day-to-day operations of the residency program.
• Coordinating educational activities (e.g., didactic conference schedule, Grand Rounds, etc.) that support the program’s curriculum and adherence to ACGME.
• Providing guidance to residents on program and GME policies, and non-clinical aspects of the program.
• Establishes and disseminates annual rotation, clinic, and call schedules.            
• Manages dissemination and completion of resident, faculty, and program evaluations.
• Coordinates accreditation activities including annual updates of ACGME WedAds Internal Reviews, annual program evaluations, etc.
• Manages duty hour and evaluation reports and ensures reporting/completion compliance.
• Ensures GME institutional and program policies and procedures are developed, revised as appropriate, and enforced.
• Coordinates the resident recruitment and selection process with guidance and collaboration from the PD.
• Assists the PD and faculty in planning, developing, and implementing residency program quality improvement projects.
• Ensure program information is annually updated in various GME systems (ABIM, Freida, NRMP, GME Track, ERAS, and other professional organizations).
• Communicate with GME constituents (GME Office, department, faculty, residents, ACGME, ABIM, ABMS, and other specialty boards) on a regular basis or as needed.
• Interpret ACGME requirements, institutional policies and procedures as applicable, and develop program policies and procedures based on external requirements.
• Advise residents on institutional and program policies and procedures.            
• Meet with PD on a regular basis to keep him/her apprised of important issues related to the program and trainees.
• Manage the Residency Management System (New Innovations - NI) for the program, including maintaining resident demographics data; resident schedules, importing program and rotation goals and objectives; conferences attendance tracking; and ensuring timely completion of duty hour reports.
• Ensure residents submit case/procedure log data in appropriate systems as required by the RRC (ADS, RMS, other).
• Advise and consult on issues or inquiries from residents, faculty, staff, and department directors.
• Manage confidential and critical materials, issues, and communications. Act as liaison between the PD and a full range of internal and external offices and individuals.
• Ensures adherence to the program’s policies regarding duty hours and impact of leave on board eligibility, as appropriate.
• Evaluate trainee morale and respond to resident concerns; consult with PD, and GME Office as necessary.
• Assist in trainee remediation, when applicable. Manage PD’s schedule and determine projects that need to be addressed by the PD, and those that can be delegated to Core Faculty and/or other staff.
• Identify areas for programmatic improvements and develop initiatives to address weaknesses.
• Provide general guidance regarding accreditation and program management to the department’s constituents.
• Develop/manage program website for trainee, faculty, and prospective trainee.
• Proctor annual in-training exam from ABIM.
• Develop understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Internal Medicine requirements; develop program policies to comply with accreditation requirement.
• Maintain all essential documents required for program accreditation.            
• Ensure resident reporting compliance in the RMS system.
• Assist the PD in maintaining ACGME WebAds updated and other database systems.
• Work with the GME Office to schedule program Internal Reviews, prepare Internal Review documents, and participate in review meetings.
• In coordination with PD, act on citations received in a timely manner.            
• Prepare Program Letters of Agreement (in coordination with the GME Office) with participating institutions and training sites.
• Ensure agreements are reviewed/revised as directed by the GME office.            
• In collaboration with the PD, develop and maintain resident schedules, including annual rotation schedules, call schedules, and clinic schedules; maintain current schedules in RMS, and update as appropriate.
• Communicate/distribute schedules to the hospital’s wards and clinic schedulers.
• Approve revisions to schedules, and coordinate changes with affiliated sites and personnel throughout year, ensuring that coverage is provided when needed.
• Advise and counsel residents concerning ABMS and other specialty boards training track educational requirements, adjusting schedules to meet requirements when needed.
• Regularly coordinate information and activities with other services, sites, and departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling.
• Manage off-site rotation schedules (affiliated institutions, away rotations).            
• Assist PD in development of program evaluations that measure resident performance, faculty performance, educational content of rotations, and the program, ensuring these are written in competency-based language and include milestones.
• Identify methods for obtaining evaluations by outside evaluators, including nurses, patients/patient families, staff, technicians, etc. (e.g. 360 evaluations).
• Administer the evaluation process for the program in the RMS and ensure timely completion by evaluators.
• Coordinate feedback process to division directors regarding rotation evaluations; analyze evaluation data and develop recommendations for curricular and service changes as needed.
• Ensure completion of confidential annual program evaluations by residents/fellows and faculty.
• Ensure timely completion of Final Summative evaluations by the PD for graduating residents.
• Assist in the evaluation of faculty performance as it relates to the education program, incorporating confidential evaluations from residents.
• Coordinate/schedule resident semi-annual reviews.
• Assist PD and the Program Evaluation Committee (PEC) with the Annual Program Evaluation (APE) process.
• In collaboration with the PD, establish candidate criteria.
• Update and manage program information in the Electronic Residency Application Service (ERAS).
• Manage candidate application review in ERAS.
• Ensure adherence to National Resident Matching Program (NRMP) requirements, policies, and deadlines.
• Assist with the development of recruitment brochures and content for program website.
• Manage interview scheduling using scheduler, manage interview day activities.
• Coordinate ranking session activities and assist with the submission of the NRMP rank order list.
• Initiates and maintains accurate data files, including but not limited to data entry, correspondence and business functions.
• Responsible for prioritized flow of operations as well as proficient interpersonal communications.
• Provides clerical/other support to departmental service lines in applicable day-to-day duties.
• Maintains adequate inventory of departmental supplies and manuals.            
• Participates in the completion of special purchase requests, check requests, and other ordering information for the procurement of department specific purchases, i.e., manuals, subscriptions, dues, professional fees, and items to enhance department organizational climate.
• Maintains organizational and departmental accessibility of department specific forms, data collection tools, etc
• Completion of assigned activities in a timely manner.
• Participates in continuing education activities relevant to specific job duties and the goals of the department.
• Organizes appointments with staff and physicians in support of GME or VCOM
• Must attend VCOM education events, including but not limited to hospital day and the annual clinical coordinator meeting.
• Proctor all exams and collect necessary paperwork.
• Assure all student evaluations of the preceptor and preceptor evaluations of the student are posted to the VCOM Portal at the two and four-week post rotation interval.                     
• Maintains accurate calendar schedules for GME and VCOM
• Coordination of orientation of VCOM Students. The Coordinator shall act as the VCOM liaison with local housing sites for Third year students to provide information on safe and affordable housing in the community..                   
• Provide one-on-one assistance to students in regards to their on-going schedule and when they are choosing their medicine and surgical selectives.
• Assists Director of Quality and Director of Risk Management in special projects as requested.
• Ability to trouble-shoot problems following proper channels of communication and referral to management as appropriate.
• Facilitate faculty appointments by requiring and obtaining appropriate paperwork and forwarding to the Associate Dean for Clinical Affairs.                                    

Benefit Highlights

• Challenging and rewarding work environment
• Competitive Compensation & Generous Paid Time Off
• Excellent Medical, Dental, Vision and Prescription Drug Plans
• 401(K) with company match and discounted stock plan
• Career development opportunities within UHS and its 300 Subsidiaries!
• Loan Forgiveness Program if offered.

About Universal Health Services

One of the nation’s largest and most respected providers of hospital and healthcare services, Universal Health Services, Inc. (UHS) has built an impressive record of achievement and performance. Growing steadily since its inception into an esteemed Fortune 500 corporation, annual revenues were $13.4 billion in 2022. During the year, UHS was again recognized as one of the World’s Most Admired Companies by Fortune; and listed in Forbes ranking of America’s Largest Public Companies. Headquartered in King of Prussia, PA, UHS has approximately 94,000 employees and continues to grow through its subsidiaries. Operating acute care hospitals, behavioral health facilities, outpatient facilities and ambulatory care access points, an insurance offering, a physician network and various related services located all over the U.S. states, Washington, D.C., Puerto Rico and the United Kingdom.

Requirements:

Education requirements:                     High School diploma required.  Bachelor's Degree preferred.                                           

Work experience requirements:                      Previous GME experience preferred but not required, 2 years of administrative experience required.                                    

Required licenses/ certifications/courses                   N/A                                         

Required skills, knowledge and abilities:                    Strong organizational skills. Ability to multitask, prioritize competing priorities and meeting simultaneous deadlines. Must be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, residents, and other administrative personnel.  Proficient with Microsoft applications to include Outlook, Excel, Word and PowerPoint as well as database management and utilization.                                             

EEO Statement

All UHS subsidiaries are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates. UHS subsidiaries are equal opportunity employers and as such, openly support and fully commit to recruitment, selection, placement, promotion and compensation of individuals without regard to race, color, religion, age, sex (including pregnancy, gender identity, and sexual orientation), genetic information, national origin, disability status, protected veteran status or any other characteristic protected by federal, state or local laws.

We believe that diversity and inclusion among our teammates is critical to our success.

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Salary : $13 - $0