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Institutional Coordinator, GME - JPS Health Network

Job Description / Duties

The Institutional Coordinator for Graduate Medical Education (GME) serves as an integral member of the team providing support to the Office of Academic Affairs/Graduate Medical Education (GME) in its mission of oversight and monitoring of 10 Institutionally Sponsored ACGME and Board Approved GME Training Programs with more than 200 Residents and Fellows. Additionally, the position offers support to Academic Affairs/GME as a Major Participating Site to Affiliated ACGME Accredited GME Training programs with more than 125 Residents and Fellows rotating within JPS Hospital and GME Training Programs.

Qualifications / Required Skills

• BA or BS Degree or equivalent in Nursing, Allied Health, or other related field from an accredited University. • 2 plus years of work experience in a healthcare or academic setting. • 3 plus years of experience in an automated office environment using computer-based systems • Intermediate knowledge of Microsoft Office to include Word, Excel, PowerPoint, and Outlook, • Preferred Education and Experience: 2+ years of experience in Graduate Medical Education • Preferred Licensure/Certification: C-TAGME (Certification of the Training Administrators of Graduate Medical Education) • Preferred Specialized Training: New Innovations or other Residency Management System software experience

Additional Information

Duties and Essential Job Functions: 1. Supports the GME Office in all aspects of the Institutional Accreditation Process. Assist with the oversight of Program Accreditation. 2. Monitor and ensure ACGME Annual Resident, Fellow, and Faculty Surveys are completed by the annual deadline. Collect and review all surveys in addition to the Institutional Survey by a subset of the GME Large Committee, providing feedback and action plans if necessary by the Program Director. 3. Manage and maintain all ACGME related files. 4. Manage and ensure the Annual Institutional and Program Handbooks are maintained, updated, reviewed and approved by Legal, then released for appropriately needs outlined in the ACGME Institutional, Common, and Program Level requirements. 5. Provide oversight of credentialing and employment as it related to the Texas Medical Board for Unrestricted Licensure and Institutional Training Permits for all Residents and Fellows, in addition to Rotating Residents and Fellows. 6. Generate all variations of reports that reside in New Innovations as it relates to all Residents and Fellows and provide the monitoring and oversight of regulatory items related to the Institution and Program. 7. Maintain accurate GME Resident and Fellow personnel hard copy files and online records. Credentialing documentation must be accurate, present, and in order to ensure continued accreditation. 8. Collaborate with Director, Academic Affairs to ensure appropriate training for Programs Coordinators to ensure effective utilization of New Innovations. This includes the creation of block schedules for each academic year and ensuring current curriculum goals and objectives are provided and available at the start of each rotation. 9. Collaborate with Director, Academic Affairs to ensure program coordinators are given the proper initial and continued training, guidance, and oversight to effectively create rotation evaluations that include milestones utilizing the mapping system in the New Innovations GME Database system. 10. Monitoring, oversight, and communication of all institutionally sponsored GME Program ACGME duty hour requirements and regulatory policies. This is in addition to all affiliated GME Training Programs that utilize JPS GME as a Major Participating Site. Ensure appropriate and frequent communication with the affiliated Institutional and Program GME Offices occur regularly. Ensure all action plans documented related to duty hours are transparent to all involved to eliminate risk of further violations. 11. Collaborate with Director, Academic Affairs to ensure all GME Training Programs accurately log procedures to meet all Program specific requirements related to specialty. 12. Coordinate with residency programs to set up, maintain, and update conference schedules in New Innovations for each academic year. Ensure attendance is tracked effectively. 13. Collaborates with the Director, Academic Affairs to assist program coordinators with processing house staff travel, including review and processing of resident requests for conference travel and handling of reimbursements. 14. Coordinates all GMEC Executive, subcommittee meetings, and special called meetings. Details include notices, location, food arrangements, attendance tracking and detailed minutes. 15. Manage and ensure successful completion of all new incoming Resident and Fellow Onboarding, Credentialing, Employment files. 16. Manage and ensure successful completion of all current Resident and Fellow advancement and distribution, and collection of renewing annual Resident and Fellow Contracts. 17. Manage and ensure successful completion of all completing Residents and Fellows process for completion and ending training. This includes: Certificates of completion /Exit Checklists/Exit Interviews/File Closeout to include -Complete file scanned and uploaded into each record within New Innovations 18. Collaborates with the Director, Academic Affairs to work closely with legal department to monitor, maintain, and prepare all execute Affiliation Agreements and Program Letters of Agreement. 19. Develop and maintain positive and supportive relationships with the JPS GME Programs in addition to affiliated GME programs. 20. Assist with special projects and duties as assigned by the Director and VP of Academic Affairs.

Contact Information

Diana Singer, MSN, RN, Director, Department of Academic Affairs, JPS Health Network, / 817.702.1640

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