Residency Coordinator

POSITION: Residency Coordinator DIVISION: Operations

REPORTS TO: Practice Administrator DEPARTMENT: Primary Care

FLSA: Non-Exempt FT/PT: Full Time

Position Summary:

The Residency Coordinator under the direction and supervision of the Practice Administrator is responsible for assisting in the administration of the assign Residency Programs. The Residency Coordinator provides administrative support to the Medical Directors and Chief Resident, and provides support to the faculty, residents. The Residency Administrative Coordinator additionally will interact with contracted Hospitals Systems and regulatory administrative offices. The Residency Administrative Coordinator is also, responsible for the coordination of group visits and other assigned administrative duties. This includes but is not limited to patient advocacy, outreach to eligible patients, registration, appointment scheduling via groups pre-visit screening, reporting.

Primary Responsibilities:

Coordination

• Coordinate the daily operations and logistics of assigned Residency Programs.
• Adhere to procedures and systems that ensure orderly and timely workflows.
• Maintain and build schedule within Epic for residents and preceptors, distribute resident rotation schedules/time off/ meetings/vacations.
• Onboarding and Offboarding of residents.
• Obtain resident schedules from programs, integrate, and create a single master schedule from all programs.
• Update and monitor provider templates with Electronic Health System for accuracy of changes in schedule.
• Work closely with IT to obtain timely access for new residents onboarding.
• High level of communication between programs via email, telephone, and written correspondence.
• Serves as an information source for the program, institution(s) and community.
• Maintains and updates credentialing records with human resources team to assure timely onboarding.
• Serve as liaison for other affiliate institutions.
• Coordinate with operational and clinical teams to ensure appropriate resources and staffing levels for group visits.
• Work with Supervisor to raise awareness of group visits across the health center for patients.
• Coordinate across departments to ensure the interdisciplinary nature of groups
  • (i.e., BH, nutrition, dental, specialists).
• Coordinate monthly meetings of group visit practitioners to share best practices
• Room scheduling and coordination (i.e., Management of the larger group schedule), coordination with other teams' e.g., Registration and Lab to pre-register group patients.
• Collect feedback from patients at the end of each session and compiling this for qualitative data of patient experiences.
• Adequate outreach effort. The coordinator needs to be invested in getting a high show rate for these groups. Outreach cannot only be one phone call with a voicemail and documentation in EHR.
• Develop, upload, run and analyze reports.
• Other duties as assigned.

General Responsibilities:

• Attend meetings as required
• Work collaboratively with the Practice Administrator
• Maintain Residency calendar and group schedule
• All other duties as assigned

Bachelor's Degree preferred. The Residency Coordinator should have the ability to work both independently and, on a team, and have experience working with diverse populations.

Bicultural/bilingual skills required as needed for appropriate target populations. The Residency Coordinator will be able to work collaboratively with staff and other community organizations and will have a working knowledge of health care and social services requirements and availability. Three years of health care administrative experience required. Experience in a dynamic, fast paced environment, preferred.