GME Program Coordinator

Nemours Children's Health Jacksonville, FL, is seeking a full-time GME Program Coordinator. The program coordinator supports the Vice Chair for Education and their designees in the management and oversight of one or more residency training programs in accordance with the Accreditation Council for Graduate Medical Education (ACGME), specialty boards, and subspecialty boards. They must work independently, assisting the Vice Chair for Education and Program Directors in a wide variety of program management and administrative duties, facilitating the evaluation process, and preparing and maintaining records for program accreditation. The GME Program Coordinator creates and maintains trainee rotation and departmental education conference schedule and works with residents by providing guidance and direction for the successful completion of the training program. He or She will work closely with the entire NCH Jax Graduate Medical education team, Nemours clinical departments and NCH Jax administrative leadership, as well as with accrediting agencies to ensure program compliance

Provides administrative assistance to the Graduate Medical Education team as directed by the Vice Chair.

Assists with the development and implementation of division, department and institutional procedures and policies as pertinent to department office operations assists in development of policies and procedures in response to various government and regulatory bodies (e.g., ACGME, ABP, NRMP, AAMC, ERAS, AAP etc.); assists in the development and implementation of and compliance with all policies and procedures relevant to the undergraduate and graduate medical education programs at NCH FL.

Works with program academic homes including Mayo, UF, WCH and Nemours-Orlando

Coordinate all aspects of the resident/fellow trainee application process including responding to inquiries, evaluating applications, reviewing, and verifying credentials, scheduling interviews, generating follow-up correspondence, and maintaining appropriate records.  

Assure house staff are appropriately licensed, insured, HIPAA trained, have appropriate immunization status, and comply with background check and drug screening.  Ensure all incoming permanent/visiting residents/students are compliant with HIPAA, Patient Safety, and Fraud Awareness; have proper Systems Access, and proper Hospital Identification, as applicable.

Supply orientation materials to trainees as needed.

Serve as gatekeeper for approval for computer access and use of Medical Records. Submit Epic requests for all medical students and house staff and coordinates scheduling of appropriate training on hospital systems.

Prepare documentation for ACGME RRC site visits as needed.

Enter house staff information into tracking system and/or Residency Management Software as required.  

Work with Educational Administrators and Coordinators in Delaware and Orlando as required.

Process and track resident/fellow off-site rotations.

Serves as an advisor to residents regarding licensing and examinations

Coordinates and facilitates trainee checkout process, exit interviews with Vice Chair for Education and/or program director, and preparation of all final evaluations.

Works in conjunction with Nemours Finance to provide answers to financial intermediary on annual audits.  Prepares annual report for HRSA and other auditing or fiscal intermediaries as directed by the Vice Chair for Education.

Assist Finance Department in data collections for GME reimbursement

Maintain system of review of affiliation and program letters of agreement prior to expiration.

Enter and maintain listing of house staff information using hospital GME database.

Verify and process check requests for background check and laboratory vendors

Supports development of residency program budget; assembles data for budget development; conducts research for new Program initiatives; investigates costs of new projects and research new funding resources.

Monitors all expenditures for residency program; prepares for signature all check requests for travel expenses and education allowances for pediatric house staff.

Prepares invoices for house staff salaries and residency program expenses.

Assist in all coordination all senior medical student rotations (visiting or home institution).  Oversee and maintain all medical student applications and evaluations.  Maintain and oversee the proper organization of medical student rotations and off-site rotations.  Serve as a representative liaison for all visiting medical students and residents and incoming new house staff to the program.

Assists in coordination of special events for the pediatric residency program and/or fellowship programs including retreats, graduations, banquets, orientation.

Provide back-up to Fellowship/Student Coordinator, as needed.

Additional miscellaneous duties and responsibilities, as may be assigned from time to time by employee’s supervisor.

Minimum 5 years GME experience required.