Urology of Virginia PLLC - Urology Residency Program Coordinator bei Urology of Virginia PLLC

Company Overview

Urology of Virginia (UVA) has a long history of providing comprehensive and quality care to the entire Hampton Roads region, including northeastern North Carolina. Our clinical care team consists of board-certified urologists, most of whom are fellowship-trained, nationally recognized, awarded, and published. Working in a team-based environment, our mission is to help patients optimize their urological health.

Job Overview

The Residency Program Coordinator position at Urology of Virginia has several levels with varying educational requirements and position responsibilities. The major responsibilities are defined at the discretion of the Program Director (PD). The program coordinator position for employment falls under Urology of Virginia but is administered under the sponsoring institution for the residency, Eastern Virginia Medical School at Old Dominion University. 

Duties and Responsibilities

Appointments and Credentialing

• Manage appointment process for incoming trainees in coordination with appointment and credentialing processes in Graduate Medical Education Office
• Establish and ensure compliance with program-specific credentialing requirements (e.g., ACLS, PALS, simulation training)
• In conjunction with the Graduate Medical Education Office, ensure compliance with all incoming resident orientation requirements, registration, and licensure processes
• In conjunction with the Graduate Medical Education Office and EVMS at ODU Human Resources, field questions regarding visas
• Assist the PD in completion of the EVMS at ODU Verification Forms, final evaluation letters and ensure those documents are forwarded to the Graduate Medical Education Office
• Manage trainee exit process following the Graduate Medical Education Office processes
• In conjunction with the Graduate Medical Education Office, submit data for completion of training and other certificates

Committee Membership

• Program Clinical Competency Committee
• Program Education Committee (PEC)
• EVMS at ODU Program Administrators Council (GMEPAC)
• National specialty coordinators council
• Other as applicable for position responsibilities

Data Base Management - Internal

• Manage all aspects of New Innovations Residency Suite to include scheduling, duty hours, procedure logs, etc.
• Manage the Accreditation Council for Graduate Medical Education (ACGME) Accreditation Data System (ADS) to include annual updates of program enhancement or corrective actions related to ACGME identified concerns or citations
• Be aware of and oversee data collection for required ACGME accreditation reports including the updating of PD curriculum vitae on an annual basis
• Oversee completion of requirements for the Well-Being Index

Data Base Management – External

• Manage specialty required procedure logger
• Manage specialty required data bases
• Manage GME Track, National Residency Matching Program (NRMP), and other external data bases
• Be aware of and manage any data collection and reporting for certifying examinations

Educational and Curriculum Development

• Actively participate in development of competency-based goals/objectives
• Schedule and coordinate teaching conferences
• Distribution of schedules for didactic and clinical conferences
• Staff and actively participate in the Program Education Committee meetings
• Staff and actively participate in the Annual Program Evaluation Committee meetings
• Assist with the development of program curriculum documents

Evaluation

• Assist PD in the development of program evaluations measuring trainee and faculty performance, content of educational assignments, and the program overall
• Administer the evaluation process through New Innovations Residency Suites
• Ensure evaluations are competency-based and are returned within a defined time period from the end of the educational assignment or other designated due date
• Identify and execute methodologies to ensure timely return of evaluations from off service supervisors and from individuals providing 360-degree evaluations
• Assist with the coordination of feedback to faculty
• Ensure completion of annual program evaluations by the trainees
• Staff and actively participate in the Clinical Competency Committee meetings
• Summarize and provide trainee evaluation summaries to the Clinical Competency Committee
• Enter Clinical Competency Committee milestone evaluation results into ACGME Accreditation System
• Summarize and provide program evaluation summaries to the Program Education Committee
• Coordinate trainee semi-annual reviews
• Assist the PD in the APE process

Faculty Affairs and Development

• In collaboration with the PD and in compliance with the ACGME or other accrediting body requirements, oversee the planning and implementation of required faculty development activities, including development of tools to educate faculty on the ACGME core competencies, and ensuring faculty include the competencies in teaching sessions
• Train faculty on program’s evaluation methods and system to help ensure consistency and fairness across evaluators
• Track and document faculty attendance at professional development activities
• Ensure program faculty have current and required credentials and they are logged into the ACGME ADS
• Annually, update PD CV and revise information in the ACGME ADS

Files

• Maintain educational files for all current trainees and for alumni of the program
• Archive alumni trainee files in accordance with EVMS at ODU records management retention schedules
• Coordinate with the PD the distribution of alumni follow-up surveys and summarize the data for the PEC
• Maintain trainee database and hard copy files of current and alumni trainees

Financial

• Maintain and submit to the Office of Business Management the New Innovations resident scheduling system
• Ensure the intern/resident/fellow scheduled assignments at various teaching institutions match the funding allocations
• If desired by the Department, assist in the management of the GME budgets
• Track intern/resident/fellow leave (vacation, sick, educational)
• With the assistance of the GME Fiscal Technician, provide documents to process reimbursements requests for supplies, travel, etc. 

Professional Development

• Regularly attend the GME Program Administrators Council meetings and participate in the development of other programs by presenting best practices at the meeting
• Participate in the Virginia Residency Coordinators Statewide meeting
• Collaborate with colleagues in the Graduate Medical Education Office
• Attend at least one ACGME conference within a two-year period
• Attend at least one specialty educational meeting within a two-year period
• Have or in process of attaining TAGME certification
  • Must attain TAGME certification within three years in position or after criteria is met
• Engage in educational research and submit posters/papers to local, state, national meetings

Program Accreditation and Compliance

• Develop working knowledge of the ACGME policies, procedures, including the ACGME Common Program Requirements as well as Specialty-Specific requirements; or other accrediting body requirements
• Assist in the development of program policies to meet accreditation requirements
• Maintain all essential documents to substantiate compliance with requirements
• Ensure intern/resident/fellow compliance with New Innovations Residency Suite Duty Hour reporting
• Assist the PD with the Annual Program Evaluation (APE) and update the document as responses to concerns are conducted
• Report activities taken to address accreditation citations or concerns in the ACGME ADS Survey into ADS. This should be done on a regularly scheduled basis
• Ensure all necessary accreditation materials are uploaded to ADS
• At least every 5 years of as a major program change occurs, prepare and update Program Letters of Agreement with all participating sites
• Ensure annual meetings (phone or in person) occur between the PD and the educational site director act each participating institution

Recruitment and Orientation

• In collaboration with the PD, establish policies and procedures for recruitment
• Update and manage program information in the Electronic Residency Application Service (ERAS), and NRMP or other specialty match
• Ensure adherence to National Resident Matching Program (NRMP) requirements and deadlines
• Oversee the development and maintenance of online and hardcopy recruitment materials
• Manage the interview process including schedules, interview day activities and any follow-up
• Submit NRMP Rank Orders Lists
• Ensure entering trainees complete the EVMS at ODU GME On-Line Orientation and all related employment tasks
• Ensure entering trainees attend the EVMS at ODU GME On-Site Orientation and related simulation activities (e.g., Transitions of Care)
• Plan, organize and schedule program-specific entering trainee orientation

Supervision 

• Process vacation/leave request forms and monitor use of leave categories
• Report Family Medical Leave Request to Human Resources and notify the Graduate Medical Education Office
• Process moonlighting request forms and related duty hours
• As applicable, serve as supervisor for additional program staff necessary for the execution of the GME duties

Trainee Schedules

• In consultation with the PD and the PEC, develops and maintains trainee schedules, including annual rotation schedules, call schedules, and clinical schedules
• Maintain current schedules and updates in New Innovations
• Communicate schedules to all participating institutions and paging operators as needed
• Approve revisions to schedules and coordinates changes with participating institutions
• Advise and counsel trainees concerning specialty board educational requirements and, in conjunction with the PD, makes adjustments to schedules to ensure compliance
• Coordinate information and activities with other services, sites, departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling
• Manage off-site rotation schedules (participating institutions and away rotations)

Required License/Experience/Skills

• Bachelor’s Degree and at least one year of experience in administration and/or office management
• Experience in an academic health care setting is desirable
• Certification through the Training Administrators of Graduate Medical Education (TAGME) must be obtained within the first three years of employment
• Excellent organizational skills, an ability to multi-task, and prioritize competing priorities, work independently, and meet important deadlines
• Ability to develop and maintain effective relationships with public, partners, customers, and co-workers; while working cooperatively and effectively with others to achieve common goals 
• Ability to manage time and resources to ensure assignments are completed accurately and deadlines are met. Meets attendance/punctuality requirements
• Ability to adapt to changing work environments, work priorities, and organizational needs with enthusiasm and energy.  
• Takes independent action to address and resolve problems
• Ability to expresses ideas effectively and demonstrate sound judgment with regard to decision-making
• Ability to deal with others in a direct honest manner and comply with all EVMS at ODU policies and procedure
• Ability to calculate figures and amounts such as discounts, interest, proportions and percentages. Ability to apply concepts of basic algebra and statistical analysis
• Proficiency with Microsoft Office applications (Word, Excel, Access, Power Point) and the ability to learn new electronic systems such as New Innovations Residency Suites and the Accreditation Council for Graduate Medical Education (ACGME) Accreditation Data System (ADS)

Equal employment opportunity for all is a very important philosophy for our practice. We will evaluate all applicants and employees without regard to race, color, religion, national origin, sex, age, non-disqualifying disability, history of military service, genetic information, or any other status protected by law. This policy applies to all employment practices, including, but not limited to, recruitment, employment, assignments, promotions, reassignments or transfers, disciplinary matters, establishment of rates of pay or other compensation, and selection for training programs.