Family Residency Program Coordinator

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.

EEO/AA/Disability/Veteran

• 1. Responsible for the day-to-day functioning and coordination of the ObGyn residency training program and provides assistance to the program director to ensure compliance with current standards established by the ACGME for accreditation.
• • 1.1. Prepares and updates all surveys and data pertaining to residents and residency program for all requestors (including ACGME/ADS, NRMP, CREOG, ABOG, etc.)
  • 1.2. Possesses knowledge of and ongoing education of the ACGME competencies and milestones for program accreditation.
  • 1.3. Maintains all documentation for program accreditation, entering data into the RRC/ACGME (ADS) website as requested.
  • 1.4. Promptly and thoroughly prepares materials necessary for accreditation site visits. Coordinates site visit schedule, obtains rooms, food etc. and attends site visit meetings as requested.
  • 1.5. Insures all residents files are orderly and up-to-date with all required information. Coordinates and maintains records for annual OSCE (PGY 1-3) and mock oral exams (PGY 4) and files reports/results into resident files.
  • 1.6. Registers for annual CREOG In-Service Examination (two days in January of each academic year) and assures all logistics are addressed (including reserving test center, appropriate connectivity for the test center and timely submission of all documentation to CREOG).
  • 1.7. Coordinates the functions of and takes minutes for the Clinical Competency Committee (CCC), Program Evaluation Committee (PEC) and any other meetings as requested.
  • 1.8. Oversees faculty appointment and promotion process, licensure and completion of controlled substance forms, and application for medical staff privileges for new faculty appointments and new attending physician participants for the 24/7 NEMG call coverage system.
  • 1.9. Verifies resident and faculty training and employment data as needed.
• 2. Develops and maintains data systems management of program.
• • 2.1. Manages MedHub (electronic residency management program) for residency programs. Ensure schedules, evaluation tools, faculty and resident information is up-to-date. Monitors and compiles end of rotation, semi-annual and annual evaluation reports (performance of residents, faculty, outside lectureres and the program), including self, 360 degree, nursing staff and patient evaluations.
  • 2.2. Updates and maintains residency program information of Bridgeport Hospital GME website, GME Track Information System, and as needed for American Board of Obstetrics and Gynecology (ABOG) and the American College/Congress of Obstetrics and Gynecology (ACOG) websites.
  • 2.3. Monitors and compiles resident duty hour compliance (by rotation and semi-annually), case log procedures (weekly) and conference attendance.
  • 2.4. Updates policies and procedures, goals and objectives and curriculum on MedHub resident evaluation system in conjunction with the program director.
  • 2.5. Develops quarterly and annual reports as requested by Program Director for Medical Executive Committee and Graduate Medical Education Committee (GMEC).
  • 2.6. Maintains vacation, sick and conference time, and attendance records for all residents for reporting purposes.
• 3. Coordinates resident recruitment sessions.
• • 3.1. Possesses working knowledge of ERAS (Electronic Residency Application Service) web-based residency application system.
  • 3.2. Develops and maintains information materials for resident applicants.
  • 3.3. Possesses working knowledge of National Resident Matching Program (NRMP) including all deadlines. Coordinates Residency Match process including correspondence to invited candidates, scheduling and coordinating interview days including meals, coordinating and compiling evaluations from interviews, and coordinates submission of a match list and other match-related functions as needed.
  • 3.4. Coordinates all aspects of individual applicant inerviews (invitation, travel, scheduling of the interview, paperwork and meals (group diners) as needed).
  • 3.5. Prepares contracts and credentialing/appointment paperwork.
  • 3.6. Possesses knowledge of legal issues with regards to employment, visas, discipline and healthcare requirements.
  • 3.7. Assists Medico-Legal Department concerning queries of malpractice; acts as a liaison with Human Resources, the Graduate Medical Education (GME) office, academic and clinical departments, and hospital and medical staffs.
• 4. Coordinates new resident orientation.
• • 4.1. Organizes and schedules orientation activities for incoming residents to meet with staff, managers, human resources and graduate medical education.
  • 4.2. Develops and presents department orientation program presentation to all new residents with program director, associate program directors and chief residents.
• 5. Coordinates resident and faculty teaching/didactic assignments and departmental Grand Rounds schedules and daytime and night call schedules.
• • 5.1. Works with designated faculty member to schedule faculty and lectureres for resident conferences.
  • 5.2. Helps create, maintain and update conference schedules.
  • 5.3. Maintains faculty (generalist) faculty schedules as well as call schedules for NEMG 24/7 call schedule by collecting call requests, also maintains faculty NEMG 24/7 night and weekend call schedules.
  • 5.4. Maintains billing for reimbursement for coverage of call shifts.
  • 5.5. Submits and verifies billing (charges) for resident/clinical service procedures, deliveries, and consultations.
• 6. Provides resident support and serves as a program liaison.
• • 6.1. Provides administrative support for all resident related matters including fellowship appications, letters of recommendation and verification of residency education.
  • 6.2. Serves as a program liaison for residents and program director.
  • 6.3. Provides counseling and support to residents as needed.
  • 6.4. Schedules resident/clinic service procedures.
  • 6.5. Answers telephone calls and queries regarding the residency program.
  • 6.6. Schedules meetings as requested and sends electronic meeting requests and reminders, also types meeting minutes within 48 business hours of a meeting.
• 7. Provides administrative support to the Yale School of Medicine Clerkship(s) for Medical Students and Physician's Assistant Students in Obstetrics and Gynecology and for rotating medical students from other institutions.
• • 7.1. Provides administrative secretarial support to the Yale Ob/GYN Clerkship Director at Bridgeport Hospital.
  • 7.2. Provides support for medical student orientation, administration, and evaluation (MedHub).
  • 7.3. Coordinates medical student schedule at Bridgeport Hospital.
  • 7.4. Schedules medical student teaching/didactic sessions.
  • 7.5. Helps coordinate rotating medical students from other academic institutions.
  • 7.6. Answers telephone calls and queries regarding medical student clerkships.

EDUCATION:

Associate's Degree in Secretarial Science or equivalent education/experience.

EXPERIENCE:

A minimum of two years related experience.

SPECIAL_SKILLS:

Ability to maintain databases. Knowledge of medical terminology. Excellent interpersonal/human relations skills. Excellent verbal, written and organizational skills. Ability to maintain confidentiality.

Summary:
Under the direction of the Program Director, has primary responsibility for the day-to-day functioning and coordination of the Obstetrics and Gynecology Residency Program. Organizes and independently prioritizes program office functions and program-related tasks to support the efforts and duties of the program director in order to achieve program goals and objectives.