Rural Training Track Coordinator at RiverStone Health

Working title: Rural Training Track CoordinatorClassification title: Program Coordinator 1 Program: Montana Family Medicine Residency (MFMR)FLSA status: Exempt: Part-Time (0.8 FTE)Wage Range: $37848 to $49160 annually; depending on number of years of transferrable experience and internal equityOrganizational OverviewServing the Yellowstone County community and south-central Montana for nearly 50 years RiverStone Health is an essential provider of personal and public health services. Health Education Leadership and Protection HELP is what we do. From medical dental and behavioral healthcare; home care and hospice; public health services like immunizations WIC health promotion and restaurant inspections; and educating the next generation of health professionals our expertise spans all ages and stages of life. Underlying principles of access affordability compassion and quality in all interactions RiverStone Health improves life health and safety for all of the communities we serve.Underlying principles of access affordability compassion and quality in all interactions RiverStone Health improves life health and safety for all of the communities we serve.Job Summary:The Rural Training Track Coordinator manages the daily operations of their specific program and provides coaching mentoring and supervision to assigned staff. The incumbent brings content expertise and knowledge surrounding the program elements deliverables and metrics including focus on compliance and quality improvement initiatives.Essential Functions/Major Duties and Responsibilities: A. Program Management 55%Assess program and client needs and ensure that program objectives are met.Work with community members and other stakeholders to identify necessary programs and services.Identify suggest or implement improvements to programs and services.Plan and oversee outreach activities.Review interpret and monitor compliance to guidelines laws and regulations.Prepare reports.Provide training or technical assistance to partnersInvestigate complaints and suspected violations.Coordinate activities of program committees or other groups and plan procedures.B. Discipline or program-specific duties 40%Serves as point person for Rural Training Track during recruitment season.Manages the recruiting season including prescreening of applicants supervising the interview process and coordination.Manages ERAS (Electronic Residency Application Service) NMS (National Matching Services) and NRMP (National Resident Matching Program) registration and operation.Participate in ranking Resident applicants and interface with NRMP and NMS.Collect post-interview season data to inform internal processes and University of Washington reporting.Communicates and coordinates with program in Billings.Help with offboarding residents prior to graduation ensuring receipt of required documentation.Helps with all rural training track sponsored functions.Help coordinate off-site resident rotations and experiences.Assigns rotation checklists to residents prior to start of a rotation.Schedule annual meetings with community attendings for resident rotations.Oversee resident performance evaluations in New Innovations to attending physicians for each rotation.Collect patient encounter data for residents including reports from various sites.Disseminate and track resident evaluations of rotations and rotation attending(s).Update the goals and objectives for each rotation/required experience in New Innovations.Arrange training and educational activities such as ATLS (Advanced Trauma Life Support) PALS (Pediatric Advanced Life Support) ALSO (Advanced Life Support in Obstetrics) NRP (Neonatal Resuscitation Program) and S.T.A.B.L.E. Transport Education Program.Track training expiration dates schedule renewal courses and notify residents.Help residents complete annual licensing paperwork and ensure timely submittal to state.Manages an annual residency timeline and/or critical events calendar.Assist with tracking resident vacation/sick/personal/CME leave to ensure compliance with accrediting agency requirements.Register and proctor the In-Training Exams and coordinate reporting of annual results.Schedule attend and document Clinical Competency Committee (CCC) meetings.Disseminate resident evaluations to clinic staff patients and program staff to prepare for semi-annual CCC meetings to determine resident performance.Helps manage resident advising including scheduling required meetings.Help gather all required documentation for each resident file.Attend the Program Evaluation Committee and contribute to completion of the Annual Program Evaluation including updating and releasing internal program surveys.Maintain Accreditation Council for Graduate Medical Education (ACGME) Accreditation Data System (ADS) including faculty and resident updates and annual reports.Helps track to verify that residents have completed the required rotations to graduate.Maintain all documentation necessary for ACGME accreditation.With coordinator in Billings help Manage ABFM (American Board of Family Medicine) and AOBFP (American Osteopathic Board of Family Physicians) reporting and documentation systems including certification of eligibility for board examination.Maintain and update ABFM Resident Training Management and AOBFP Opportunities data.Oversee resident work-hour documentation and compliance with duty-hour restrictions.Process loan forbearance paperwork for residents.Oversee resident documentation of procedures in New Innovations.Oversee resident duty hours in New Innovations.Assist the Site Director with completion of required reports.Assist the Program Administrator with various federal grant reporting and University of Washington surveys.Tabulate resident overnight meal stipend for each block.Help update resident transcripts regularly and finalize in preparation for graduation.Participate in the annual national family medicine recruitment fair.Help oversee organization and safekeeping of residency document archive.Attend all residency-related meetings takes minutes when needed and follows up on items when appropriate.Manages generates and tracks the yearly rotation schedule for Rural Training Track Residents in their second and third year.Updates New Innovations with clinic schedules rotation grid schedule leave request forms etc.Oversee leave request process for Rural Training Track Residents.Manages and generates the yearly schedule for Rural Training Track Residents within the Excel spreadsheet The Matrix.Manage and generate the monthly rotation memo schedule for each Rural Training Track Resident.Inputs each resident schedule into New Innovations The Matrix and their individual rotation memo.Communicates and coordinates with external sites for Rural Training Track Resident rotations.Coordinates with Billings residency site to set up weekly didactic sessions.Coordinates orientation for second-year residents at rural training track site.Schedules required meetings as needed.Completes verification of residency paperwork.Tracks resident post-graduation employment.Train and mentor new employees when required including rural training track site director coordinator faculty and other staffParticipate in University of Washingtons Network meetings as appropriate.Liaison with program coordinators in the University of Washingtons Family Medicine Network.Ability to perform duties as an independent and self-managed individual while serving as an effective member of residency administration.Extended overnight travel as required to attend professional affiliated conferences classes or to the residency site in Billings.Proven ability to work in a team/interdisciplinary team to achieve a common goal.Demonstrate strong organizational and planning skillsfunction as a self-starter.Ability to perform duties as an independent and self-managed individual while serving as an effective member of residency administration.Non-Essential Functions/Other duties as assigned 5%Perform other duties as assigned in support of the RiverStones mission and goals.Education and Experience:Minimum QualificationsHigh School diploma or equivalentMicrosoft Office Suite experience especially Outlook and ExcelOne to three years experience in a healthcare or education settingAny combination of experience and training which provide the equivalent scope of knowledge skills and abilities necessary to perform the work.Preferred Qualifications:Experience in related fieldExperience in community education or presentationsAble to quickly adapt to new circumstances in a fast-paced environmentCertificates Licenses Registrations:Valid State of Montana Drivers License in good standingKnowledge Skills and Abilities:Computer literacy in Microsoft Office Suite.Knowledge of modern office procedures practices and equipment.Ability to maintain a calm and positive demeanor during difficult interactions.Ability to display non-judgmental and empathetic listening skills.High degree of detail-oriented skill level.Knowledge and understanding of protected sensitive patient health information (HIPAA) and confidentiality.Ability to work collaboratively and maintain a positive work environment.Ability to communicate clearly and effectively with supervisors co-workers and customers.Ability to prioritize and perform a wide range of tasks under pressure of continuous interruptions.Ability to perform job duties with integrity and innovation to ensure completion and an elevated level of quality.Ability to understand and adhere to required administrative policies and procedures.Customer Service Excellence:Doing things right the first timeMaking people feel welcomeShowing respect for each customerAnticipating customer needs and concernsKeeping customers informedHelping and going the extra mileResponding quicklyProtecting privacy and confidentialityDemonstrating proper telephone etiquetteTaking responsibility for handling complaintsBeing professionalTaking ownership of your attitude toward Service Excellence.Supervision:NonePhysical Demands and Working Conditions:Standing bending sitting lifting requiredTravel to various work-related conferences and workshops including to the Billings site as needed.Create and maintain a safe/secure working environment by adhering to safety security and health requirements. Integrates injury illness and loss prevention into job activities by attending any necessary training and implementing best practices.Freedom to Act & Decision Making:Work is structured by internal policies procedures and workflows and by the Accreditation Council for Graduate Medical Education (ACGME).Frequently uses independent judgement.Decisions directly affect the quality of services provided to residents and faculty.Communications & Networking:Daily written and verbal communication with residency co-workers faculty residents and clinic staff.Frequent communication with internal departments and external stakeholders (residency applicants and residency consortium partners)External written and verbal communication to schedule courses for residents orientation sessions for residents graduation WWAMI network etc.Budget & Resource Management:N/ARequired Experience:IC Key Skills Accounts Receivable,Apache,Conveyancing Paralegal,Gallery,HR Recruitment Employment Type : Full-Time Experience: years Vacancy: 1 Yearly Salary Salary: 37848 - 49160