Residency Program Coordinator - Neurology Clinic

Job Description

Under general supervision, this position is responsible for various administrative and clerical tasks to support the coordination of the Residency Training Program, staff appointments, and Continuing Medical Education in the department. Also performs various administrative and clerical tasks to support assigned physicians.

Coordinates the Residency Program in conjunction with the Program Director(s) including:

• Prepares the residency program brochure and application.
• Processes requests and inquiries for information/material about the residency program.
• Organizes completed application materials received from applicants to be reviewed by Program Directors.
• Schedules and coordinates interviews with applicants to meet with physicians and residents currently in the program.
• Coordinates group meeting with physicians to rank residency applicants in preparation for the match.
• Sends completed material to the Match Committee according to requirements.
• Assists Program Director(s) in finalizing incoming residents for the next academic year.
• Completes hospital paperwork for the House Officer appointments.

• Answers all inquiries about fellowships and elective rotations for medical students, residents, and visiting fellows.
• Provides administrative support for the Department. This includes receiving inquiries, scheduling interviews, and finalizing necessary paperwork with the Education Office.
• Prepares final schedule for residents’ rotation beginning July 1st in conjunction with the Program Director(s).
• Schedules BI-annual mock boards and in-service examinations. Proctors the in-service and ABPN National exam.
• Coordinates the fourth year clerkships including updating handouts about rotations and scheduling necessary meetings of Program Director(s) and/or Department Chairman.
• Distributes and completes evaluations for the Residency Program.
• Processes all staff appointments for the Medical School.
• Compiles and reports CME credits for attending physicians to be reported to the Office of Continuing Education.
• Completes and distributes both the monthly conference schedule and Grand Rounds in conjunction with the Chief Resident.

• Triages phone calls, scheduling administrative meetings and typing of documents.
• Completes professional travel arrangements as needed.
• Assists in the preparation of material for presentations (i.e., manuscripts, slides, etc.).
• Coordinates the scheduling of Attorney/Expert Witness depositions.
• Provides support for all patient related activities including: timely completion of prescription refill requests, chart preparation for outpatient sessions, triage all patient related phone calls, sorts and files all patient test results, and process all completed dictations for outpatient visits including distribution to referring physicians.
• Coordinates physician’s schedules for both administrative and clinical activities.
• Prepares final schedules for attending physicians in conjunction with Department Chairman (attending on call, unit, and consultation service).
• Completes quarterly time and effort reports for responsible physicians and house officers in conjunction with the Administrative Manager.
• Serves as department network coordinator. Attends monthly meetings and distributes information as needed.
• Prepares request for payment, purchase orders, and supply requisitions for department and individual staff.
• Serves as back up to other support staff in the department as needed. This may include covering the Outpatient Clinic.
• Performs other duties and responsibilities as assigned by the Administrative Manager.
• Performs other similar and related duties as required or directed.

Qualifications

• Strong administrative, communication and interpersonal skills to interact effectively with the Director, other members of the house staff coordinator team, house staff officers, department managers, chairmen, program directors and other internal and external customers.
• Experience in using a variety of computer software systems commonly used in GME offices, including developing expertise in New Innovations, Microsoft Office suite including Access, and Medical Staff Line.
• Attention to detail, and the ability to prioritize, work on multiple projects simultaneously, and complete assignments in a timely manner
• Ability to adapt to changes in accreditation standards, work assignments, policies, procedures, and other situation that may alter or modify established work flow.

• Level of knowledge generally obtained via completion of an Associates degree.

• 3 to 5 years experience in healthcare or university setting.
• An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

• Works in a normal office environment with little exposure to unpleasant or hazardous conditions.
• Regular interaction with medical students, residents, visiting fellows, and staff physicians.
• Contact with personnel at a variety of levels both within and outside of Tufts Medical Center

Additional Information