• Residency Education Program Activities
  • Attend statewide Graduate Medical Education Committee (GMEC) meetings 6 times annually, or as available.
  • Ensure compliance with RRC requirements by scheduling semi-annual individual resident/faculty advisor evaluation meetings.
  • Meet with residents to establish learning goals. Assist residents with timely choice of electives.
  • Manage Thursday education conference schedule, assign faculty facilitators, collaborate with Residency Assistant Education Coordinator to include assigned resident speakers, update spreadsheet, enter into New Innovations, add conference information including internet links to NI, print attendance roster, enter attendance, send thank-yous to outside speakers along with completed survey information.
  • Manage intern bootcamp schedule. Keep list of topics, assign faculty and place on faculty schedules, arrange for specialized training, e.g, TeamSTEPPS, Nexplanon. Notify all involved parties and update all schedules with any changes. Verify that bootcamp is held weekly.
  • Prepare agenda for Res/Fac Rap meetings, attend meetings, introduce agenda items, prepare and distribute minutes
  • Facilitate patient reassignment for graduating residents
  • Serve as point of contact for residency candidates for phone and email communication
  • Independently arrange the lodging, transportation, and interview day schedules for residency candidates during the recruitment season.
  • Prepare information packets on residency candidates for all faculty and residents who participate in interviews or dinners.
  • Conduct clinic tours for residency candidates
  • Participate in the design and scheduling of resident orientation for new and returning residents.
  • Act as a residency educational program resource with knowledge of available rotations, preceptors and community resources.
  • Provide faculty applicants with information on the community and the program.
  • Arrange for community activities such as hospital tours, realtor involvement, community tour, etc.
  • Schedule faculty members to meet with faculty applicants for formal interviews and dinner with other faculty, residents, and other community leaders as directed.
  • Act as key facilitator for various departments located in Madison such as resident payroll and benefits, and the Graduate Medical Education office, in order to establish incoming residents as UW-Madison employees.
  • Distribute resident annual agreements and resident employment manuals, collect and submit signatures to UW Madison.
  • Manage the faculty and residents' personnel and educational files in compliance with ACGME requirements
  • Complete requests from outside entities requiring verification of training and/or letter of recommendation.
  • Develop and update a checklist and implement it to guide graduating and departing residents through the exit process.
  • Monitor resident completion and/or departure process.
• Educational Program Administration and Regulatory Management Activities
  • Record resident program data to substantiate compliance with requirements of the American Board of Family Medicine (ABFM), and the Accreditation Council for Graduate Medical Education (ACGME).
  • Complete online and other required surveys regarding residency program statistics as directed, e.g., ACGME WebAds
  • Initiate establishment of Program Letters of Agreement with rotation sites, and complete appropriate renewals and addendums. Complete annual PLA review.
  • Provide administrative support as requested in working with the ACGME requirements and any site review preparation.
  • Track and report on faculty and resident scholarly activity.
  • Recommend changes in policies and procedures and develop new approaches and processes to resolve issues in the educational program.
  • Develop systems and processes for new initiatives in the residency program.
  • Resident Licensing- Serve as the liaison to the Wisconsin and Minnesota Departments of Regulation and Licensing for resident licensure requirements and interpretation of licensure policies.
  • Complete and be certified as the Training Program Liaison for all applicants and residents who are ECFMG certified. Maintain the records on annual basis.
  • Ensure program compliance with all residents who are on a visa status.
  • Develop and maintain documentation systems for resident and faculty licensure, temporary education permits, DEA numbers and certifications
  • Ensure proper completion of credentialing documents required for Mayo Health System, Marshfield Clinic, Sacred Heart Hospital, Oak Leaf Health Systems and St. Paul Children's Hospital.
• Program Education for other learners
  • Present to faculty requests for rotations by 3rd and 4th year medical students and other observers in our clinic.
  • Manage medical student schedules for all 3rd and 4th year medical students and other observers who are accepted for rotations.Schedule and coordinate medical student rotations assigned through Medical College of Wisconsin.
  • Provide all required documentation for orientation and facilitate the logistics of the medical student experience at Eau Claire and Augusta Clinics.
• Administrative Support
  • Provide direct administrative support to the Program Director, screening, prioritizing, and communicating on behalf of the Program Director.
  • Manage the faculty and volunteer faculty schedules for the clinic, the hospitals and the call systems through Amion and EPIC and work through scheduling conflicts and changes.
  • Report ABFM Self-Assessment Activity monthly
  • Prepare and distribute faculty and resident dashboards from EPIC quarterly
  • Review and revise content of websites as directed
  • Develop community relationships with key people at the major affiliated hospitals/clinics.
  • Attend weekly Program Office meetings
  • Assist in preparing the agenda for and attend weekly faculty meetings. Prepare meeting minutes.
  • Collaborate with chief residents to reassign residents at year end.
  • Attend monthly Eau Claire Family Medicine clinic meetings
  • Serve on the Program Evaluation Committee as requested
  • Assist with planning for events such as end of year education days, residency recruitment lunches, new resident welcome picnic, graduation, and weekly educational conferences.
  • Maintain and exercise Notary Public Certification to serve faculty, residents and staff.
  • Coordinate pager management for faculty and residents.
  • Process reimbursement requests for faculty and residents.
  • Coordinate and schedule resident semi-annual reviews for CCC and Advisor
  • Gather and maintain information for resident and faculty credentialing.
  • Manage annual residency planning calendar.Promptly communicate resident and faculty absences to appropriate staff members.
  • Serve as main point of contact for residency program via public phone number
  • Create and distribute to all residency employees a weekly update email with news and upcoming dates.

• Serves as a contact for all of the department
• Works to solve problems within the department in a timely manner
• Maintains a leadership role within the department at all times
• Provides feedback for co-worker employee evaluations and assists the Supervisor with evaluations as needed
• Maintains department schedules
• Assists the Supervisor with managing absences
• Assists the Supervisor with managing customer complaints
• Assists in the selection and development of new staff
• Attends 1 Prevea Lite class per quarter
• Understands and supports department workflows and changes
• Assisting with coordinating training or providing training to department staff.

• Bachelor's degree required, preferably in Education, Business, English, Social Work, Communications or related.
• Prefer 6 months or more experience in a health care system, residency program or education setting with some program management experience preferred.Non-Essential Duties:
• Typical Working Conditions:
• Other duties as assigned within scope of practice

Essential Functions/Physical Demands

Job Title/Position: Educational Coordinator

Job Classification: Administrative/Professional Support