Residency Clinic Director

 Our Mission

All of us, for each of you, every time.

Our Vision

Together, serving as the trusted regional healthcare partner.

Our Values 

Listen~Love~Respect~Excel~Innovate

At Samaritan Healthcare we are dedicated to providing healthcare services to the community that we serve. We are committed to providing the very best work environment for our professionals and the very best care to our patients. The Residency Clinic Director is responsible for the day-to-day operations and administration of the Accreditation Council for Graduate Medical Education (ACGME) residency training program and provide collaborative management to ensure continued program accreditation. The Residency Clinic Director assists the Program Director(s) in developing and maintaining the educational quality of the training program. This position is accountable for establishing systems and processes to ensure their Graduate Medical Education (GME) training program maintains continued national accreditation and compliance with institutional, local, state, and federal regulatory standards.

The Residency Clinic Director provides leadership in implementing all aspects of the multifaceted ACGME requirements for their program. This position develops and implements effective strategies for resident recruitment and collaborates with department leadership to ensure that the educational goals of the residency program are met. This position directly oversees the residents’ daily schedules and serves as the primary liaison between the department leadership, Program Director, chief residents, residents, program faculty, GME office, and affiliated teaching sites concerning residency program matters. They should be knowledgeable about educational and operational activities at the various training sites in which their residents rotate.

This is a full-time exempt role.

ESSENTIAL FUNCTIONS

ESSENTIAL FUNCTIONS

Program Operations (35%)

• Meets regularly with the Program Director concerning training program and office management issues and activities and the status of projects.
• Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Director for improvement.
• Maintains multiple databases with resident and faculty data, including the resident management system. Responsible for regular auditing of data to ensure accuracy.
• Acts on behalf of the Program Director to keep residents, faculty, and staff up to date on matters of policy and processes for the residency program.
• Provide training and support to all program staff for use of the GME Residency Management System.
• Manages and coordinates departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events.
• Manages program operations and educational activities and proactively uses resources to create instruments, facilitate focus groups, and conduct interviews to enhance the program.
• Works with the Program Director and GME Office to ensure accuracy of monthly budget.
• Responsible for recurring purchase orders for the residency program, processing all check requests, and paying bills associated with the program’s activities.
• Acts as a liaison between program and rotation sites, other participating programs, and hospital administration when necessary.
• Establishes relationships and acts as a liaison to hospitals, internal departments, and divisions regarding resident recruitment, orientation, affiliation agreements, and external rotations.
• Manage and update content of the program’s website. Creates and maintain external program advertising/media through websites, brochures, postcards, publications and program handbook.
• Serves as the first point of contact for residency applicants, answering emails and phone calls rapidly with a high degree of professionalism.
• Maintains ERAS (Electronic Residency Application System) and Thalamus and oversees its processes during the Residency recruitment season.
• Manage and facilitate interview sessions, including the assignment of faculty members and preparation for all interview days.
• Performs all Match responsibilities and corresponds with newly matched residents about requirements and process for appointment to the residency. Assists with quota review and rank list entry and certification in NRMP (National Residency Matching Program).
• Organizes meetings and oversees the preparation and distribution of materials for conferences and lectures and coordinates with outside lecturers for weekly Didactics sessions.
• Ensures processing of all new resident/fellow hires, status changes, terminations and transfers, coordinating and collaborating with the GME Office.

Accreditation and Compliance (30%)

• Communicate and facilitate residency training program system policies and practices.
• Interprets and applies various accrediting agency requirements to support compliance, including but not limited to the Accreditation Council for Graduate Medical Education (ACGME).
• Maintains knowledge of regulations, policies and procedures set forth by Association of American Medical Colleges (AAMC), United State Medical Licensing Examination (USMLE), Electronic Residency Application Service (ERAS), National Resident Matching Program (NRMP), Educational Commission for Foreign Medical Graduates (ECFMG) and others as pertains to individual programs.
• Oversees residents’ duty hours and operative/case experience via regular review of data reports. Ensures any issues are appropriate resolved.
• Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and “re-credentialing” of trainees.
• Assists in the preparation and participates in the ACGME self-study, focused and full accreditation site visits, and other internal or special reviews.
• Completes the ACGME annual update during the specified time frame.
• Manage and facilitate the biannual activities of the Clinical Competency Committee and the annual meeting of the Program Evaluation Committee. Ensures appropriate documentation and communication of meeting outcomes.
• Manages the evaluative processes of the trainees, program, faculty, and rotations, including monitoring compliance rates.
• Manages the mandatory annual program review process.
• Provides administrative supervision and guidance to residents regarding administrative issues, due dates, and deadlines.

Resident and Fellowship Scheduling (15%)

• Creation and implementation of annual resident rotation schedule in compliance with all educational experience requirements mandated by the ACGME including the appropriate assignment and arrangement of faculty preceptorship.
• Responsible for assignment of all specialty and sub specialty rotations, including administration of arrangements and requirements necessary for outside rotations.
• Collaborates with the Program Director, residents, and the Clinic Manager to develop and finalize monthly clinic schedules.
• Oversee distribution of schedule to internal and external stakeholders.
• Manages the development of the curriculum and details of rotations.
• Manages records of resident leave (vacation, sick, etc.) and monitors mandated resident conference and didactic attendance.
• Develops rotation schedules and assignments in accordance with the accrediting body and programmatic requirements.

Resident and Fellowship Evaluations (15%)

• Collaborates with the Program Director in development of program evaluations that measure resident/fellow performance, faculty performance, educational content rotations and the program as well as outside evaluators, including nurses, patients/patient families, staff, technicians, etc.
• Develops and oversees feedback process to division directors regarding rotation evaluations; analyze evaluation data and develops recommendations for curricular and service changes as needed with the Program Director and DIO.
• Manages the evaluative processes of the trainees, program, faculty, and rotations, including monitoring compliance rates.
• Manages creation and maintenance of evaluations in the GME Residency Management System and ensures the evaluations provide required data to evaluate resident performance on the ACGME program milestones.
• Manages the Clinical Competency Committee and Program Evaluation Committee meetings and monitors these meetings to ensure all aspects required by ACGME are discussed and documented.
• Develops processes to gather metrics to support the program’s ACGME Annual Program Evaluation report and ensures the submission of this report to GME administration.
• Monitors action plans identified by the PEC and provides the Program Director and GME administration with status updates.
• Verifies and documents trainees’ status and activities as needed.

Other work as assigned   (5%)

ADDENDUM

ESSENTIAL FUNCTIONS/CORE COMPETENCIES/LEADERSHIP PILLARS:

1. Relational Leadership: Make positive effective relationships a priority.
   1. Relationship Orientated; developing and fostering relationships through respect, open communication, trust and partnership.
   2. Developing the campus to serve the region
   3. Valuing patients, families, employees, community, physicians, & partners
   4. Volunteerism (Ambassador for Samaritan) and participates in community events
   5. Active participation, representing the interests of Samaritan, in professional associations
   6. Strengthening relationships - by purposeful and systematic rounding with timely follow up and follow through, employee rounding, inter-departmental rounding, and doing stop light reports.
   7. Elevating Gratefulness - by doing thank you notes to employees, utilizing the peer-to-peer Recognition Program(s) and the DAISY Award.
   8. Promoting Wellbeing
2. Strategic: Champions of the vision and strategies of Samaritan
   1. Active involvement in the planning process
   2. Inspiring alignment and development of operational practices to achieve business goals
   3. Setting & Achieving Goals – through Strategic Plan update/affirmation, participating in organizational goal setting, setting department goals, conducting monthly accountability meetings, and honoring vital time.
   4. Building partnerships to maximize Samaritan achievement
   5. Business Planning
   6. Consistency and accountability
3. Operations: Effectively oversees and directs day-to-day operations.

1. 1. Efficiency
   2. Staffing and work assignments
   3. Patient Care
   4. Work Flow
   5. Resources/equipment/materials
   6. Keeping professional knowledge and skills current to make operations work effectively
   7. Project and Process Management
   8. Improving Communication – through communication boards, huddles and department meetings

IV. Human Resources: Inspires employees and creates a work environment of open communication, respect, teamwork and accountability.

1. 1. Develops and fosters an employer of choice culture
   2. Attracts, develops and retains talent
   3. Evaluates competency and education
   4. Employee Relations
   5. Recognition
   6. Coaching
   7. Discipline and counseling
   8. Expectations and accountability
   9. Involvement and communication
   10. Relationship, connection and employee engagement
   11. Employee safety and security
   12. Legal, regulatory and policy compliance
   13. Giving & Receiving Feedback (aka Direct Dialogue) – through informal feedback (Compliments & Callouts), formal feedback –(annual employee evaluations), and by Empowering/training/supporting employees to provide peer-to-peer feedback (compliments & callouts)
   14. Effective Hiring & Onboarding – through peer panel interviewing, behavior based interviewing, ensuring all new hires attend organizational orientation, and though new employee rounding (day 30/60/90).

V. Finance: Responsible for Samaritan overall financial health by consistently and proactively managing productivity and cost containment for department.

1. 1. Demonstrated through – Budgeting (annual and ongoing), optimization, and utilizing benchmarking (Samaritan and industry).
   2. Responsible for reporting audit goals, resource management and fiscal stewardship, maximization of productivity and cost containment, revenue generating opportunities, and monthly operational review.

VI. Performance Improvement, Safety and Service: Inspires and assures an environment that engages staff in performance improvement, patient safety and service to others.

1. 1. Inspires and assures alignment with family centered patient care.
   2. Regulatory compliance (DNV, DOH, Stark, etc)
   3. Data analysis and development of appropriate initiatives
   4. Promotes best practice
   5. Active involvement in committees, teams, etc
   6. Outcome improvement through data analysis
   7. Leading Change - by adherence to standardized improvement method(s) (e.g., PDSA, Lean/A3, etc.) and/or Project Management System, surveying & improving the employee and patient experience, departments “grabbing the baton” for organization-wide improvement efforts and projects, and by leveraging stakeholder engagement/employee-driven team structures.
   8. Achieving Standards - through utilizing the Samaritan standards of behavior and positive communication standards.

VII. Technical / Professional Knowledge: Achieve and maintain a level of knowledge / competence in areas of responsibility to effectively and safely perform all of their duties and responsibilities; keeping abreast of current trends and development.

ESSENTIAL SKILLS AND EXPERIENCE:

• Education:
• Bachelor's degree in relevant field, such as business, health care, marketing or communications.
• Master’s Degree in health care administration, business administration, public administration, or other pertinent field (preferred but not required).
• Experience:
• Minimum 5 years’ experience in ambulatory medical services management and/or physician practice management. Prior residency clinic experience preferred.
• Minimum 5 years’ experience in management and supervisory leadership.
• Qualifications/Skills:
• Must be an independent decision-maker who possesses excellent organizational skills, maintains a high level of confidentiality, and who is skilled in managing multiple, simultaneous ongoing program demands.
• Knowledge of Microsoft Software (Word, Excel, PowerPoint, and Outlook).
• Must possess the ability to write and compose professional correspondence.
• Must have solid customer service skills, both over the phone and in direct interaction with visitors and staff.
• Knowledge of medical terminology.
• Specialized knowledge in GME accreditation and evaluation systems is preferred.
• Training Administrators of Graduate Medical Education (C-TAGME) certification or ability to obtain this certification after date of hire.
• Four years of management in a healthcare setting or academic setting (or equivalent work experience).
• Strong decision making and prioritization skills.
• Ability to work professionally and effectively in a multi-culture environment with the community, faculty, residents, other providers, and staff.

DIRECT REPORTS:

• Direct Reports: Residency Program Support Positions

PHYSICAL REQUIREMENTS:

1. Occasional prolonged standing/walking. Occasional lifting, reaching, kneeling, bending, stooping, pushing and pulling. Mostly sedentary office work.
2. Minimal physical effort, lift/carry up to 25+ lbs. occasionally.
3. Good reading eyesight; full visual acuity, depth perception, and color perception.
4. Ability to communicate using verbal and/or written skills for accurate exchange of information with physicians, nurses, health care professionals, patients and/or family, and the public.

As a Samaritan Healthcare professional, you will be asked to carry out the Mission, Vision, Values, and Strategy of Samaritan Healthcare, personifying service and operational excellence including the creation and maintenance of the best patient, professional, physician, and student experience.