Hybrid Patient Programs Coordinator, VFMP at UBC

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)

Job Title

Patient Programs Coordinator, VFMP

Department

Patient Programs Team | Medical Undergraduate | Faculty of Medicine

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

April 6, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

As UBC’s MD Undergraduate Program (MDUP) expands and evolves in its approach to educational delivery across the province and within the Vancouver Fraser Medical Program (VFMP), it is essential that learners within the Program have access to experiences and training environments where they can engage in practical skills-development in collaboration with partners who are representative of those community members the students will serve in clinical practice. This includes engaging with community partners who represent and express diverse gender and cultural identities, as well as lived experiences present within urban, rural and Indigenous communities across the region.

The VFMP Patient Programs portfolio is an essential and collaborative unit that engages community partners who have a desire to participate in, and inform, the future of medical education and patient engagement in the region. This role will support a respectful and intersectional community-patient engagement program that aligns with the vision and pillars outlined in the Faculty of Medicine Strategic Plan, especially as related to respectful and outstanding community collaboration, commitment to accessibility, continuous improvement and innovative practice in medical education delivery.

The Medical Undergraduate Degree Program (MDUP) within the University of British Columbia’s Faculty of Medicine is delivered in partnership with the University of British Columbia Vancouver and Okanagan campuses (UBCV and UBCO), the University of Northern British Columbia (UNBC) and the University of Victoria (UVic) and in close collaboration with the Health Authorities through the province.

Job Summary

This position is responsible for the day-to-day administrative and operational support of the MD Undergraduate Education Patient Program within the Faculty of Medicine. It has the key responsibility for the recruitment scheduling of Standardized Patients (SPs), Clinical Teaching Associates (CTAs) Volunteer Patients (VPs) participating in teaching sessions clinical assessments and other training-related activities at multiple Lower Mainland sites.

The Patient Program portfolio specializes in the recruitment, educational training, and support of Standardized Patients (SPs), Clinical Teaching Associates (CTAs) and Volunteer Patients (VPs). A Standardized Patient (SP) is a healthy individual trained to portray a clinical problem or situation for the purpose of testing or teaching specific skills in the field of health care professionals. CTAs are individuals who are trained to support learning and instruction for Breast/Chest and Pelvic Exam, Genitourinary, and Prostate Exam. VPs participate “as themselves” to help medical students develop their skills and approach to patient interviewing and medical history-taking during the learner’s pre-clinical years.

This individual works closely the VFMP Patient Programs Team Lead to ensure that suitable SPs CTAs and Volunteer Patients are identified, recruited and scheduled to meet session requirements. Coordinates the day to day operations of the VFMP Patient Program portfolio/projects, ensuring that all deliverables meet required provincial standards.

This position is based at the Gordon and Leslie Diamond Health Care Centre - 2nd floor, DHCC 2775 Laurel Street and will require travel to other teaching sites, when appropriate. This position will require availability to work flexible hours to accommodate early morning or late day teaching sessions and/or meetings. This position requires a broad knowledge of University policies and the operational needs of the MD Undergraduate program.

Organizational Status

This position reports to the VFMP Patient Program Team Lead and has extensive contact and interaction with Faculty of Medicine clinical faculty, program staff, Lower Mainland hospital administrators, trainers, patients and members of the general public.

Work Performed

Identifies, evaluates and enlists suitable SPs, CTAs, and VPs for each portfolio (teaching sessions, clinical assessments and admissions interviews) Plans and schedules patient participation as required.

Plans and coordinates training and information sessions for SPs, CTAs, and Volunteer Patients

Responsible for evaluating the suitability of Volunteer Patients regarding physical findings, ability to give a medical history, infection control issues, mental health or mobility concerns) for participation in clinical skills courses requiring symptomatic patients.

Coordinates group interview/auditions/interviews including booking space, scheduling individual applicants for group interview sessions, distributing audition material and preparing related interview documentation.

This position is also responsible for communicating interview results with SP, CTA, and VP applicants.

Works with the Provincial Learner Assessment Team on the OSCE’s and provides support for all aspects of exam coordination.

Works with the Clinical Skills team for scheduling patients, in accordance with session learning objectives and site requirements until appropriate teaching slots are filled.  Acts as a primary contact and resource for the SP’s, VP’s and CTAs to answer queries relating to their participation in the teaching session.

In accordance with the teaching session requirements, may be required to prepare and set up teaching rooms at VFMP teaching locations, including ordering hospital linens and medical supplies. May be required to arrange for relevant medical, audio-visual equipment and prosthetic models to accompany appropriate teaching sessions. Ensures required items are in place and in good working order.

 Maintains a confidential partner database and engages with scheduling software to schedule partners. Oversees database and ensures all information is up to date and accurate.

Meets with partners to discuss and obtain written legal consent for their participation in the teaching sessions. Advises community partners on confidentiality and informed consent issues.

Cultivates community engagement, organizes partner appreciation activities and special events .

Sets up suitable teaching environments. Works in collaboration with the Clinical Skills Team and Admin teams setting up and cleaning rooms, making up exam beds, moving tutorial chairs and tables, guiding partners, students and faculty to their rooms as needed.

Participates in the review and provides feedback of course learning materials, providing information related to patient demographics, availability, and other items that would inform or otherwise affect learning materials.

Works closely with Patient Program teams to co-ordinate and direct special projects

Attends planning, development and debrief meetings, with local and provincial teams as required.

Works with the VFMP Clinical Skills Team Lead and Departmental Program Staff to establish and improve processes and procedures that may be site-specific or across all medical program sites in the province.

Works with Provincial Patient Programs Sr. Manager and Patient Programs staff at distributed sites to ensure consistency across the provincial program including establishing and sharing best practices, working on and implementing shared curriculum, and attending professional development as appropriate.

Provides program support to colleagues as required, including staff absence.

Participates in the invigilation of mid-term and end of term examinations

Handles enquiries of both a non-routine and routine nature.

Performs other related duties as necessary in keeping with the qualifications and requirements of the job.

Will be required to work outside regular working hours, including occasional early/late meetings or on weekends.

Performs other related duties as necessary in keeping with the qualifications and requirements of the job. Assists, where appropriate, in the activities of the MD Undergraduate Program.

Supervision Received

Duties are performed independently as required, under limited supervision. Work is supervised by the VFMP Patient Program Team Lead. Work is evaluated in terms of effectiveness within established policies and guidelines.

Supervision Given

None.

Consequence of Error/Judgement

The impact of error is considerable as the incumbent will be responsible for engaging with community partners who may have diverse expectations and degrees of understanding with respect to best practices in engaging in ways that promote diversity, equity and inclusion, and whose values may be out of step with human rights legislation and UBC’s commitments to Truth and Reconciliation, anti-racism, anti-harassment and anti-bullying policies and legislation.  Any errors in decision, process, or failure to report violations could affect student learning, staff, faculty, student and partner safety and have repercussions for the general public and image of the VFMP MDUP and Faculty as a whole.

The individual will be expected to exercise considerable judgement in prioritizing and scheduling patients, in accordance with session objectives. Impact of error is considerable as the incumbent would be dealing with sensitive, confidential information as well as material that is widely distributed.  Any errors in decision could have repercussions for faculty, patients, students, staff and the image of the Faculty and UBC as a whole. Scheduling accuracy and coordination of sessions are critical as mistakes are costly for both students and physician instructors whose working days are tightly scheduled. This position involves strong organizational and prioritization skills and good judgment. Incumbent must possess a good understanding of the Undergraduate Medical Education Program and must have the ability to resolve situations in the absence of established policies, procedures and guidelines. Utmost tact and discretion must be exercised when dealing with issues of a sensitive nature.

Minimum Qualifications

High School graduation, plus two year post-secondary diploma, plus four years of related experience or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Experience with volunteer and community engagement in a professional environment. Office and administrative experience. Relevant UBC experience preferred. Knowledge of web-based scheduling programs and online course delivery is an asset. Experience with maintaining a respectful work and learning environment in alignment with UBC and the Faculty of Medicine’s Strategic Pillars and commitments related to decolonization and Truth and Reconciliation, and the MDUP’s commitments to intersectional engagement with Indigenous and Black Pathways students and community partners.

Experience working with staff, faculty and learners with diverse abilities, gender expression, gender identity, culture, and lived experiences. Demonstrates value for, and awareness of, best-practices in respectful and inclusive collaborator and colleague engagement that upholds these practices, commitments, and values.

Experience with, and awareness of, federal, provincial, institutional and Faculty values related to developing and maintaining respectful workplace environments as well as intersectional equity, diversity and inclusion initiatives.  Experience promoting and modelling these values among team members and within support services that are provided to students, faculty, and community collaborators.

Experience with or knowledge of best practices in sexualized violence prevention and response.

 Knowledge of medical terminology and experience in a medical setting preferred. Knowledge of University administrative processes. Ability to type 60 wpm and operate normal range of office equipment. Ability to exercise a high level of tact and discretion with confidential medical information. Ability to be thorough, accurate, have a high level of attention to detail and the capability of independent error checking. Ability to effectively manage multiple tasks and priorities. Demonstrated ability to set, prioritize and work effectively under pressure to meet deadlines. Strong problem solving skills. Proven ability to analyze problems, identify key information and issues, and effectively resolve. Demonstrated ability to take initiative and exercise sound judgement. Ability to exercise tact and discretion. Ability to arrive at creative solutions to complex problems and should be a highly motivated individual. Superior organizational skills. Ability to compose correspondence, reports, presentations, and other written materials using clear, concise and accurate business English. Ability to communicate effectively verbally and in writing, in a clear, attentive, professional and polite manner. Ability to effectively use Outlook, MS Word, MS Excel, MS Teams, OneNote, SharePoint, Zoom, Adobe Acrobat Pro, Firefox/Google Chrome and database software at an intermediate level. Experience with WordPress, Curriculum/Learner Management Systems, Workday, and Resource Scheduler is an asset.  Ability to travel between sites. Available to work flexible hours to accommodate teaching schedules and meetings.

Ability to fulfill the physical requirements of this position, including unpacking hospital linens, making up exam beds, moving tutorial chairs and tables for example.

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