Directly supervise the work of on-site program coordinators with responsibility for the quality and quantity of work. Monitors progress and ensures consistency across centers.
- Provides direct supervision to the staff in the Central GME DIO office. Monitors employee performance and provides direction and assistance.
Manages daily activities of the GME staff, determines staffing needs, and allocates administrative support to GME projects. Manages and evaluates performance of staff; recruits, hires, develops, motivates, promotes, and monitors professional growth and staff development; and disciplines as appropriate.
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20 |
Supervises administrative site coordinators to operationalize site recruitment, development and implementation to ensure support and infrastructure is consistent and in compliance with program standards.
- Provides overarching advice/guidance to the departmental program coordinators as it relates to program requirements and compliance. Researches new and revised federal, state and university policies and regulations as they pertain to GME. Interprets and assures compliance with federal/state laws and regulations, and University policies regarding personnel and payroll matters for staff, volunteers, and residents. Trains all incoming GME Program Coordinators on policies, procedures, and systems, including New Innovations, ERAS, AMA IPM, etc. Oversees the continued implementation of the Residency Management database. Coordinates UCR SOM's participation in the National Residency Matching Program (NRMP) and the Electronic Residency Application Service (ERAS). Serves as liaison to affiliated hospitals and UCR partners. Works closely with training programs and with training program faculty and staff to ensure compliance with established medical center policies, procedures, and practices, as well as compliance with state licensure laws for all trainees.
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10 |
Monitor, track and communicate with faculty and learners. Coordinates recruitment of faculty, and integration of learners into program sites. Oversees continuous process improvement at all sites.
- Oversees annual orientation programs for incoming residents/fellows. Writes annual report of GME in collaboration with faculty overseeing GME. Provides general indirect oversight if all UCR SOM GME residency programs creating written policies outlining the lines of responsibilities & supervision for the care of all patients & all clinical sites and staff. Provides recruiting materials to all sponsored programs as needed. Communicates to the Residency Review Committee (RRC) any major changes in the program. Tracks RRC citations & tracks progress to ensure recommendations are addressed. Maintains an evaluation program for each resident with regular feedback regarding individual progress as well as a program for residents to evaluate teaching faculty. Oversees resident well-being by adhering to the duty hour policy; emphasizes education, evaluates & modifies training situations; advocates for each resident, residency concerns in general & interests within the department & affiliated hospitals; provides discipline when appropriate and is available for advice and counseling.
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20 |
Supports students and faculty to operationalize site recruitment, development and implementation. Serves as first point of contact for learners and faculty regarding questions, concerns, access, scheduling changes, infrastructure needs and placement problems.
- Advises the DIO and program committees on University, SOM and GME policies, requirements, procedures, and deadlines. Implements approved policy changes and recommendations and ensure policy compliance. Determines agenda items and appropriate issues for meetings based on programmatic needs. Compiles information and statistics for committee meetings, and makes recommendations as appropriate. Makes presentations to committees and residents regarding program requirements, administrative protocol, Disseminates information such as policy changes to appropriate personnel. Serves as primary resource to GME Coordinators, faculty and staff on designated residency program matters. Develops evaluation systems for resident's progress including rotation reports, and assessment by advisor/s. Develops and manages information systems, including a Resident Information System and other supporting systems. Serves as informal advisor to residents on academic and personal matters. Provides oversight on the management of all aspects of resident recruitment; represents and markets the program to potential applicants, other institutions and agencies. Develops, edits, enhances and maintains program website and information and oversees production of all publications, including writing, editing, and updating publications. Oversees the application process and maintains database. Coordinates offer and acceptance activity including application review (screening and data and statistics preparation for selection committee), record keeping, decisions and formal offer completion processes. Participates in the National Resident Matching Program as part of the Institutional Agreement; ensures that all sponsored programs are registered for ERAS. Ensures that each training site is allocated the correct FTE count.
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15 |
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Maintains current knowledge of & compliance with ACGME institutional, common program & program requirements. Organizes & performs mock site visits to assist programs in preparation for ACGME site visits. Manages and coordinates the ACGME accreditation process, announced and unannounced site visits, and prepares accreditation documentation including Institutional Review Document (IRD). Participates in the GMEC and other assigned ad hoc subcommitees to develop policies and procedures. Develops, updates and supplies GME templates using internal best practices and/or national outstanding models (benchmark practices) to assist the institution and the GME programs in meeting & exceeding compliance with ACGME standards. Oversees compliance with ACGME, GME program and institutional requirements including but not limited to those associated with Duty Hours, Program Letters of Agreement, scorecards & evaluations. Reviews & critiques all program information forms & progress reports before submission to ACGME. Ensures the Accreditation Data System is current. Reviews minutes for the GMEC. Responsible for ensuring that ACGME specific institutional requirement are met.
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10 |
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Develops and manages the budget for the Graduate Medical Education DIO Office. Analyzes all financial reports and provides analysis and projections related to the GME DIO budget, allocations, trends and outcomes. Collaborates with departments in developing, reviewing, and renewing affiliation agreements. Assists the Finance and Administration department with any pertinent information needed for affiliation agreements; provides cost analysis and reports as required. Responsible for coordinating payment of ACGME accreditations fees and NRMP fees for house-staff training program. Assists in providing documentation to support affiliates with their annual Medicare cost reporting audits. Prepares annual reports as requested by the Office of the President (UCOP). Responds to inquiries from UCOP for specific information and follows up on initiatives and requests specifically for the quarterly DIO/Associate Dean's meetings.
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10 |
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Provides oversight and reviews residents academic dossiers. Ensures that all residents files are current (tracks certifications, licensure, PTALs, etc.); serves as the custodian of records for all academic personnel files. Incumbent also establishes and executes a formal workflow to ensure all PLAs are maintained in current status across all GME programs. Partners with SOM HR in the administration of the comprehensive health benefits program and provides information to the Program FAOs, for residents and their eligible dependents including, health, life, vision, dental and long term disability, and provides recommendations related to plan adjustments and renewals. Partners with SOM HR in the administration of the workers' compensation program for the residents at all training sites; Reviews and analyzes all incurred claims reports, and trends and makes recommendations related to plan adjustments and renewals. Provides DIO with policy information on HR issues, licensing requirements, visa issues and any areas of non-compliance. Independently manages New Innovations. Oversees the preparation of certificates of completion for trainees.
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5 |
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Collaborates with DIO/Associate Dean of GME to develop institutional policies and procedures for UCR GME training programs. Participates in long-range & short-term strategic planning for GME. Develops goals and implements plans for organizational development and communication, including innovative approaches, techniques and procedure to provide more efficient and responsive service for trainees and prospective stakeholders. Develops and implements methods and procedures for management of the program. Reviews and streamlines existing administrative processes. Facilitates and implements program changes.
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10 |
