GME Education Specialist

Management and coordination of residency and any future fellowship programs oered within the Department of "Department Name Here".

Development and implementation of educational programs and activities relevant to the needs of the residency and fellowship programs. Direct and coordinate clinical activities of residents and fellows with faculty and department leadership.

Serve as liaison between community faculty, Chairman, Residency Program Director, Fellowship Directors and ACGME. Work in conjunction with Chairman, Program Directors, Department Administrator, and faculty members to enhance and promote the educational objectives of the EVMS residency and fellowship programs.

Appointments and Credentialing

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

Committee Membership

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

Data Base Management - Internal

• Oversees all aspects of New Innovations Residency Suite to include scheduling, duty hours, procedure logs, etc.
• Assist PD with the ACGME ADS to include annual updates of program enhancement or corrective actions related to ACGME identied concerns or citations
• Be aware of and oversee data collection for required ACGME accreditation reports including the updating of faculty curriculum vitae on an annual basis
• Oversee completion of requirements for the Well-Being Index

Data Base Management - External

• Oversees 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 of teaching conferences
• Work with APD and Academic Chief for the planning and development of didactic and clinical conferences
  • Assist with developing a plan/timeline
  • Project management
• Oversee, coordinate, participate in the development and presentation of resident didactics on:
  • DEI
  • Professionalism
  • Communication
  • Intra- and Interprofessional Relationships/Teambuilding
  • ABFM Residents as Teachers
  • Wellness Curriculum
  • Club Journal Planning
• Assist with staing and actively participate in the Program Education Committee meetings
• Assist with staing and actively participate in the Annual Program Evaluation Committee meetings
• Assist with staing and actively participate in the Program Self-Study process
• Participate in the development of the curriculum and curriculum documents

Evaluation

• Assist PD in the development of program evaluations measuring trainee and faculty performance, content of educational assignments, and the program overall
  • Collaborate with leadership team to review and update program manuals
• Oversee 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
• Coordinate 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 Aairs 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 required credentials and that the CVs are logged into the ACGME ADS
• Annually, update faculty CVs and revise information in the ACGME ADS

Files

• Maintain educational les for all current trainees and for alumni of the program
• Archive alumni trainee les in accordance with EVMS 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 les of current and alumni trainees

Financial

• Maintain and submit to the Oce of Business Management the New Innovations resident scheduling system and the financial spreadsheet
• In conjunction with PD, annually audit trainee funding; assign funding to trainee rotations from the appropriate institutions
• Oversee 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)
• Oversee processing of reimbursements requests for supplies, etc.
• Coordinate the creation of smaller budgets for different committees within the programs

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 EVMS Oce of Graduate Medical Education
• Annually attend at least one ACGME conference
• Annually Attend at least one specialty educational meeting within a two-year period
• Maintain active TAGME certication
• 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-Specic 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.
• Assist PD with reporting activities taken to address accreditation citations or concerns in the ACGME ADS Survey into ADS. This should be done on a regularly scheduled basis
• Working with the Oce of Graduate Medical Education, coordinate and participate as a member of the ACGME Self-Study team and assist in managing the Self-Study Process
• Manage and coordinate the ACGME Self-Study site visit
• Ensure all necessary accreditation materials are uploaded to ADS
• At least every 10 years of as a major program change occurs, ensure the preparation and update of 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
• Oversee the interview process including schedules, interview day activities and any follow-up
• Ensure entering trainees complete the EVMS GME On-Line Orientation and all related employment tasks
• Ensure entering trainees attend the EVMS GME On-Site Orientation and related simulation activities (e.g., Transitions of Care)
• Oversee the planning, organization and scheduling of 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 Oce of Graduate Medical Education
• Process moonlighting request forms and related duty hours
• Serve as supervisor for additional program sta necessary for the execution of the GME duties
  • Provide coverage for any vacant specialist positions until filled
• Meet regularly with specialists for updates, trainings, discuss distribution of tasks, new projects, etc.

Trainee Schedules

• In collaboration with the PD, program leadership, and administrative chiefs, develops and maintains trainee schedules, including annual rotation schedules, call schedules, and clinical schedules
• In collaboration with PC/s and admin chiefs, maintain current schedules and updates in New Innovations
• Oversee communication schedules to all participating institutions and paging operators as needed
• Oversee approval of revisions to schedules and coordinates changes with participating institutions
• Advises and counsel trainees concerning specialty board educational requirements and, in conjunction with the PD, makes adjustments to schedules to ensure compliance
• Oversees coordination of information and activities with other services, sites, departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling
• Oversee management of o-site rotation schedules (participating institutions and away rotations)
• Other Duties as Assigned by the PD or as Required by ACGME

Medical Students

• Meeting with the Clerkship Coordinator to improve student and trainee experiences
• Working with clerkship team, faculty, staff, etc. for visiting education experiences with med students and other students
• Any other duties or tasks to assist with a collaboration between the clerkship and the FM residency and fellowship programs

Master's Degree and at least three (3) years of experience in administration and/or office management required. Preferably in an ACGME-approved residency and/or fellowship program. Experience in an academic health care setting is desirable. Current TAGME Certification required. Should have excellent organizational skills, an ability to multi-task, and prioritize competing priorities, work independently, and meet important deadlines.