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Beth Israel Deaconess Medical Center

Teaching hospital delivering patient-centered medical care

Program Coordinator, GME

Administrative SupportConfirmed live in the last 24 hours
Full-timeUnited StatesIn-person

About the Job

Requirements

  • A high school diploma is required.
  • Must be able to type, use Microsoft Office including Word and Excel, and learn new computer programs.
  • Must have demonstrated strong interpersonal skills.
  • Must have 1–3 years of relevant experience working in a health care and/or hospital environment.
  • Must be able to prioritize and handle multiple projects.
  • Must comply with LHMC policies and behavioral expectations, maintain courteous and effective interactions with colleagues and patients, and complete mandatory education.
  • Must be vaccinated against influenza as a condition of employment.

Responsibilities

  • Coordinate and manage the daily operation of one or more departmental residency programs under the direct supervision of the Director of the Medical Education Department and the Program Director, ensuring compliance with Accreditation Council for Graduate Medical Education (ACGME) guidelines and policies.
  • Provide support to Medical Education service areas as directed by the Director of Medical Education.
  • Serve as the primary administrative contact for one or more residency or fellowship programs.
  • Maintain basic knowledge of ACGME protocols and requirements and ensure assigned programs comply with them.
  • Prepare and submit accurate and complete information required by ACGME, including annual program updates to the Accreditation Data System (ADS).
  • Prepare for and assist with ACGME site visits, Clinical Learning Environment Review (CLER) visits, and other program accreditation activities.
  • Compile annual records of the number and types of operative procedures performed by each completing resident, including procedures performed as surgeon or assistant, using the ACGME Case Log System.
  • Manage milestone implementation and collection in ACGME and the New Innovations database.
  • Maintain the Electronic Residency Application System (ERAS) and/or San Francisco Match database; conduct recruitment-season processes, filter applications for Program Director review, review applications, screen candidates for interviews, perform Match responsibilities, and correspond with matched residents about hospital appointment requirements.
  • Document faculty and resident conference attendance.
  • Complete required national and hospital surveys and report program or trainee data.
  • Implement institutional and program policies for resident duty hours and the working environment, including moonlighting; distribute policies to residents and faculty; monitor duty hours often enough to ensure ACGME compliance; adjust schedules to mitigate excessive service demands or fatigue; monitor at-home call demands when applicable and adjust schedules as needed; and ensure backup support when patient-care responsibilities are unusually difficult or prolonged.
  • Prepare letters and verifications, including Board eligibility letters, and verify training for trainees and alumni.
  • Schedule and prepare meetings and program-related events.
  • Manage resident rotation and block schedules and maintain duty-hour tracking in the New Innovations database for ACGME compliance and Finance Department reference for annual Medicare Cost Report submissions.
  • Track Quality Improvement and Patient Safety projects and scholarly activity.
  • Manage evaluations of trainees, the program, faculty, and rotations in the New Innovations database.
  • Review annual Program Letters of Agreement (PLAs) to ensure they are current.
  • Coordinate medical student rotations and, as appropriate, observerships and electives.
  • Schedule and prepare documentation for biannual resident and Program Director meetings.
  • Track and log resident vacation and sick leave.
  • Provide administrative supervision and support to chief residents; liaise between residents and hospital administration when needed; and liaise with hospitals, units, and departments about resident recruitment, orientation, annual program affiliation agreements, and external rotations.
  • Oversee department-level trainee orientation and task-specific training and certification.
  • Develop procedures in response to new or revised policies issued by governing agencies or the Program Director.
  • Provide administrative support to the Program Director, including scheduling meetings, preparing agendas, recording and maintaining minutes, developing reports, providing data to committees such as the PEC and CCC, preparing documentation for resident progress assessments, and making recommendations for improvements.
  • Track, report, and ensure compliance with procedures for licensing, malpractice extensions, annual contracts, and initial and re-credentialing of trainees.
  • Manage materials for specialty-specific national annual trainee exams and, when needed, proctor exams.
  • Provide administrative support to other Medical Education Department services as required under the direction of the Director of Medical Education and the GME Program Manager.
  • Carry out day-to-day office operations, including answering telephones, communicating by email, ordering supplies, copying, and distributing information.
  • Handle highly confidential resident information, including performance ratings and documented disciplinary actions.
  • Maintain residency program and trainee records required by ACGME, including reports, annual surveys, and submission of trainee evaluations to specified accrediting boards.
  • Process graduate documentation and organize graduation functions.
  • Perform other duties assigned by the Program Director and other duties needed or directed to meet departmental needs.
  • Incorporate LHMC Guiding Principles, the mission statement, and goals into daily activities.
  • Participate in departmental and interdepartmental quality-improvement activities.
  • Demonstrate understanding of the job description, performance expectations, and competency assessment.
  • Meet and exceed customer needs and adhere to customer service standards.

Desired Qualifications

  • An Associate's degree is preferred.
  • Prior experience managing a residency program is preferred.
  • Prior administrative experience in a health care environment and demonstrated willingness to learn new responsibilities are preferred.

About the Company

Beth Israel Deaconess Medical Center

Teaching hospital delivering patient-centered medical care

Beth Israel Deaconess Medical Center (BIDMC) serves as a teaching hospital in Boston affiliated with Harvard Medical School, offering a wide range of medical services across inpatient, emergency, outpatient, and urgent care. Its care model centers on delivering high-quality medical treatment to patients, supported by patient access initiatives like OpenNotes, which lets patients view clinicians’ notes online to improve understanding and engagement in their care. The hospital also supports education and research through its affiliation with Harvard, attracting funding for studies and training programs. BIDMC differentiates itself through its patient-centered approach, active patient engagement tools, and a broad network of urgent care centers and outpatient services that extend access to healthcare. The goal is to provide comprehensive, accessible, evidence-based medical care while advancing medical education and research.

Company size
10,001+
Company stage
Grant
Total funding
$5.4M
Headquarters
Boston, MA
Founded
1996

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