The Graduate Medical Education (GME) Program Coordinator will work directly with residency and fellowship program directors, administrative staff and trainees ensuring the team is knowledgeable and successfully meets accreditation, regulatory and compliance requirements, decreasing the risk and providing financial benefits to the institution by accurate and complete data for government reports at Children's National Medical Center.

Qualifications:
Minimum Education
Bachelor's Degree (Required)
Master's Degree (Preferred)

Minimum Work Experience
2 years' Experience working in Medical Education at the program level or within the GME office (Required)
4 years' Experience working in Medical Education at the program level or within the GME office (Preferred)

Required Skills/Knowledge
Excellent oral and written communication skills; demonstrated creativity and problem-solving skills; and ability to work well on teams are preferred.
Intermediate knowledge of MS office (word, excel, power point).

Functional Accountabilities
Execution of Vision & Strategy into Optimal Organizational Performance

• Contribute to the strategic plan for Graduate Medical Education (GME) including short and long-term goals.

• Collect and analyze customer feedback and evaluate training program effectiveness.

• Identify problems and opportunities and address them, bringing those appropriate to manager to facilitate discussion.

• Along with manager and DIO, incorporate findings into performance improvement plans to modify program.

• Energize stakeholder and sustain their commitment to changes in approach, processes and strategies.

• Responsible for assigned programs including approximately 6-12 program directors, 24-125 fellows and 120 - 200 rotating residents.

• Responsible for planning and implementing 2-4 program administrator educational meetings annually.

• Maintain working knowledge of ACGME, National Resident Matching Program (NRMP), AMA, FREIDA System and other governing bodies for GME.

• Meet monthly with each program director and program administrator.

• Ensure policies are reviewed, revised and uploaded in Med hub annually in each covered program.

• Ensure procedures are documented & uploaded into Med hub in each covered program.

• Ensure goals and objectives are reviewed and uploaded in Med hub annually in each covered program.

• Ensure Learning Portfolios are up to date including all trainee QI projects in each covered program.

• Attend / Assist Program Evaluation Committee (PEC) meetings in each covered program

• Ensure compliance with evaluations - assign evaluations - work with PD to tie evaluations to milestones.

• Monitor work hour documentation - work with trainees and PD to ensure compliance.

• Collect Scholarly Activities Reports from PDs

• Assist with Annual Program Evaluation (APE) annually in each covered program.

• Prepare/pull resident end of year data for review by clinical competency committee (CCC) members.

• Assist with Clinical Competency Committee (CCC) meetings.

• Follow-up on DIO-PD program reports to ensure all requirements are completed timely in each covered program.

• Ensure all trainees have a summative evaluation & upload into Med hub.

• Participate in the ACGME Special Program Reviews

• Participate in ACGME Site Visits

• Ensure the name and contacts from each rotation (incoming and outgoing) is documented by the program and sent to the Lead ensuring up-to-date affiliation agreements, COIs and PLAs are maintained.

• Terminate and promote all trainees in Med hub.

• Send Med hub application to all incoming trainees (residents and fellows)

• Upload the trainee CV/ERAS application in Med hub.

• Work with GME Lead to ensure all international trainees get an offer letter and coordinate with legal for VISA.

• Work with GME Lead to ensure correct employed trainee contracts with PGY level and salary is signed & upload in Med hub.

• Work with GME Lead to ensure correct advanced fellows contract including the procedure amendment & advanced fellow salary is signed & uploaded in Med hub.

• Work with GME Lead to ensure correct sponsored fellow contract is signed & uploaded in Med hub.

• Upload current licensure information and DOH documentation in Med hub.

• Ensure ECFMG is downloaded into Med hub.

• Ensure PALS/NRP renewal certificates are uploaded in Med hub.

• Ensure training history is complete in Med hub (updated CV from Trainee)

• Obtain Provider ID from Medical Staff Office and EID from People Soft and enter in Med hub and Verity.

• Enter all trainee information in Verity.

• Assign DEA and CNS numbers and document in Med hub and Verity.

• Plan & implement GME Fellowship and Residency Orientation with GME Leads

• Communicate with trainees regarding GME Orientation

• Confirm Cornerstone Training Completion

• Confirm Medicaid Enrollment completion.

• Run IRIS Pre-Test and confirm compliance for new Trainees.

• Assist with annual graduation of Residents/Fellows as needed.

• Obtain list of all rotating resident from all sending institutions

• Enter all rotating residents in Med hub, send orientation packets and track completion of all onboarding documents.

• Uses DOH verification website to check for active licenses, upload license in Med hub and assist GME lead with DOH attestation monthly.

• Assign CNH Provider ID, DEA and CNS to each rotator. Enter this data and EID in Med hub.

• Enter all rotators in PeopleSoft.

• Enter all rotators in Verity.

• Enter information for Electronic Prescriptions and Controlled Substances (EPCS) in Verity

• Ensure all occupational health information is up to date including covid vaccine. Send declination form and instructions for any trainee not vaccinated.

• Keep program director, program administrator and rotating trainee updated on progress of application.

• Send rotator's information to CNID team 2 weeks prior to start date for access to CNH systems.

• Send rotator's photo and information to parking team 2 weeks prior to start date for ID badge.

• Send the parking, COVID screening, EPCS instructions along with the CNID troubleshooting guide to rotating trainees 2 weeks prior to start date.

• Answer any questions trainee may have related to preparing for rotation at CNH.

• Enter & review schedules in Medhub: include vacations, sick, conferences & LOA to insure accurate & complete

• Assist Program Administrator and CNH Auditor to make all required corrections to schedule for IRIS report

• Anticipate and responds to customer needs; follows up until needs are met

• Demonstrate collaborative and respectful behavior

• Partner with all team members to achieve goals

• Receptive to others' ideas and opinions

• Contribute to a positive work environment

• Demonstrate flexibility and willingness to change

• Identify opportunities to improve clinical and administrative processes

• Make appropriate decisions, using sound judgment

• Use resources efficiently

• Search for less costly ways of doing things

• Speak up when team members appear to exhibit unsafe behavior or performance

• Continuously validate and verify information needed for decision making or documentation

• Stop in the face of uncertainty and takes time to resolve the situation

• Demonstrate accurate, clear and timely verbal and written communication

• Actively promote safety for patients, families, visitors and co-workers

• Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance