Family medicine is the medical specialty that provides continuing and comprehensive health care for individuals and families. This specialty integrates the biological, clinical and behavioral sciences and encompasses all ages and sexes, each organ system, and every disease entity. It is this combination that qualifies family medicine physicians to provide continuing and comprehensive medical care and health maintenance and preventive services to each member of a family regardless of patient type or problem be it biological, behavioral or social.
Family medicine physicians, because of their background and interactions with families, are best qualified to serve as a patients advocate in all health-related matters, including the appropriate use of consultants, health services and community resources.
The program manager is responsible for the day-to-day administration of all aspects of the IU-Methodist Family Medicine residency training program. The manager is responsible for various residency program activities with guidance from the residency program director. Program manager is responsible for overall evaluation processes including resident, faculty and program development and oversight. Program manager is primary advocate for Family Medicine GME projects, marketing and expansion activities through the department of Family Medicine.
This position is responsible for interpretation of ACGME, ABFM, institutional and residency policies, implementation of processes as needed around those policies and functional oversight of staff with regards to carrying out the functional aspects of the residency infrastructure. This includes a combination of project management of new and existing projects; support of faculty in coordinating activities as associated with clinical, non-clinical and research activities; and overview management of residency workforce balance and responsibilities. The position is expected to make recommendations to the faculty leadership in a fully professional capacity and facilitate the Program Evaluation Committee agenda and processes. The position is expected to independently research existing processes, policies, procedures and environmental factors and determine best practices appropriate for the required strategic needs of the program. This position serves as requirements counselor to all residents, thus requiring autonomy to make decisions and develop policies for best practices in alignment with departmental, IUSM, and IU policies.
The influence of this role impacts the department and school level. Failure to maintain appropriate clinical and educational activities may jeopardize the accreditation of the residency, create a loss of revenue for the program, impact the completion of resident education, and reduce the number of physicians practicing in the state through decreased workforce. For example, if a resident reaches the end of the training period but does not have enough hours or is missing a required educational component, he or she would be forced to extend the residency until all requirements are met. This would result in a delay in the physician's practice of medicine. Second example, if the Residency Review Committee (RRC) visits the site for the accreditation review and the proper documentation is not in place for each resident, this may result in the program not being accredited or being placed on probation for a period of time.
In addition to resident reporting and tracking aspects of reporting requirements, the balance of workforce needs in various clinical entities including an inpatient adult service, an inpatient obstetric/newborn service, 2 outside prenatal clinics staffed by residency faculty and residents, and the primary Family Medicine Center site which has over 35,000 patient encounters per year. Managing resident and faculty schedules to ensure coverage of clinical responsibilities, access for patients, balance of education, and appropriate time allocation balance for faculty has significant implications for significant impact in patient care coverage/quality, faculty time requirements/compensation, residents meeting graduation requirements, and team based coordination of clinical services.
Primary Duties and Responsibilities:
Operations: * Serves as functional supervisor for support staff engaged in organization operations inclusive of: recruitment of residents, faculty and staff; interview season contracts, scheduling, evaluation of candidates and communications throughout; GME rotation design, scheduling and logistics of oversight/objectives/requirements of clinical activities and coordination of educational content; graduation ceremony; faculty support; resident support; coordination of curricular activities; and student learner clinical rotations. * Provides support in absence of staff responsible for these duties. Assists with operational troubleshooting and identifies/implements work processes to streamline operations. * Primary person to manage resident personnel issues including: edocs; duty hours reporting and adherence; communications with internal and external stakeholders of residents out of compliance with duty hour requirements; FMLA; LOA; and counseling residents, faculty and external supervisors as needed to ensure compliance with IUSOM-GME, ACGME, ABFM, and IU-Methodist Family Medicine Residency policies. * Serves on required and elective committees or organizations related to graduate medical education at local, state, and national level. * Acts on behalf of residency director regarding routine issues and/or questions. * Residency liaison for the IU Methodist Family Medicine Center
Evaluations Management and Program Development: * Resident oversight and development activities include: management and updates of a 360 evaluation system for content mapped to educational requirements, ACGME-FM milestone equivalents, and rotational objectives inclusive of rotational, faculty, precepting, nursing, patient, peer, self and outside evaluations. Includes development/maintenance, dissemination, collection, data management to create resident portfolios for use by the Clinical Competency Committee (CCC). Management of the CCC process of review for each resident and follow-up processes put in place for needed development such as educational prescriptions or remediation. Supervising and maintaining the evaluation system for residents and their education files to maintain appropriate confidentiality and accessibility. Develops finalized resident files upon graduation that ensure all ACGME, ABFM and program requirements are met to ensure the file is complete and in compliance with ACGME requirements. * Oversight and development activities related to evaluation include: management and updates to the faculty evaluation system and distribution of those evaluations for rotational, precepting and longitudinal learning activities as needed by the Department of Family Medicine, the Residency Director, the CCC and individual faculty. Assistance with individual faculty in utilizing Medhub, accessing personal data, and maintaining contributions to residency development through utilization of evaluation processes. * Program oversight and development activities: Assists program director and Program Evaluation Committee (PEC) in assuring residency program meets all ACGME, ABFM and IUSOM-GME policies. Accumulates needed reporting data on clinical experiences for all residents in conjunction with residents and IUH decision support services. Prepares and maintains accreditation records as needed for internal and external reporting needs. Attends national annual program meetings to keep up to date with accreditation changes and innovations. Attends GME institutional meetings monthly regarding program and hospital operations. * Completes residency verification requests and obtains proper documentation and signatures.
Project Management and GME Expansion: * Development and operational oversight of residency projects in conjunction with the residency director, CCC, PEC and Scholarship Committee. Project time allows for dedicated time to assist with and support advancements in education and scholarship innovations for the residency. Examples include: production, editing and display management for resident made patient education videos; development of inter-institutional processes between IUHP, IUH and IU-Methodist FMR for operational enhancements in the residency clinical environments including telemedicine, enhancement of resident educational experiences through electronic transitions in educational content delivery mechanisms, * Oversight of all electronic media activities related to marketing, educational content delivery and operations management, Provide assistance and consultative services for program development and expansions in FM-GME. * Participation in development and management of Family Medicine advocacy projects within IUSOM and across Indiana such as Medical Student Journal clubs and advocacy events. * Development and management of alumni database and relations
Other duties as assigned including cross coverage of Scheduling and Recruitment Coordinator and Senior Administrative Assistant.
Bachelor's degree and two years of program coordination.
Certification or willingness to be certified as TAGME (Training Administrators of Graduate Medical Education) within one year.
Combinations of education and related experience may be considered.
Knowledge of accreditation guidelines. Strong communication, organizational, and interpersonal skills. Critical thinking skills and the ability to work independently. Skill in prioritizing, planning, and organizing multiple simultaneous projects and assignments effectively and efficiently, and assuring timely completion of these projects. Skill in managing office personnel to include work time reporting, vacation requests, and delegated duties. Knowledge of office software applications. Ability to understand and embrace the values system on which operation of the residency is built (e.g. honor code, approach to change, pursuit of excellence).
Degree in business, education, or healthcare related field. Experience in graduate medical education. Knowledge in a clinical or academic setting.
Working Conditions / Demands
This position requires travel on and off campus to meetings. Incumbent may serve as recruitment personnel at local, state and national meetings.
Ability to perform the essential functions of the job with or without an accommodation.
1520 N Senate Avenue
Indianapolis, Indiana 46202
Salary Plan: PAO
Salary Grade: 2AD
Job Function: General Admin
This posting is scheduled to close at 11:59pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.
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