Major Responsibilities:
- Serve as the primary liaison to the IM Residents in regard to ACGME standard for resident reporting and oversight.
- Assist in entering and maintaining the residency management systems for New Innovations and Med Hub which will house all information in regard to resident personnel information; block rotations, evaluations, procedure logs, and resident dash boards.
- Maintain accurate and efficient data to assist with the roll-up of this information to respective committees that will systematically review the progress of each resident in the program semi-annually.
- Assist the chief residents and be the primary resource for residents in regard to annual schedules, elective rotations, evaluations and duty hour compliance.
- Serves as the administrative support for updating regulatory databases of resident’s procedures, patient logs, and other required events.
- Generate reports from New Innovations/Med Hub for procedural logs, Evaluations and duty hours.
- Assist with resident compliance in the following: Employee Health requirements; accesses to proper clinical and non-clinical databases i.e. electronic medical records; library, and Advocate Databases.
- Assist with ambulatory clinic, inpatient and etc. scheduling in New Innovations/Med Hub and resident’s compliance with ACGME recommended thresholds in regard to outpatient sessions, procedures and patient experiences.
- Responsible for residency verifications for current and former residents.
- Coordinates the annual class photo and new intern professional pictures.
- Serves as notary for the DOM.
- Responsible for administrative support for recruitment processes, orientation, meetings and events of IM Residents
- Liaison to the Program Director and Associate Program Director for recruitment.
- Assist with coordination of the interview day; facilitate notification and correspondence with applicants for interviews, housing and knowledge of qualifications of applicants to the program
- Strong communication and coordination skills; under minimal supervision to secure rooms and facilities for annual, monthly, and weekly sessions for residents and the program.
- Sufficient knowledgeable of State mandated requirements for Internal Medicine candidates for residency; ability to communicate and facilitate proper correspondence to applicants and potential candidates for the residency program.
- Liaison for the onboarding access forms such as advocate accounts, emails, care connection and parking.
- Generates and distributes spreadsheets to CliniCare, Medical Education Office, ID Badge, scrubs office and media services.
- Essential ability to maintain and coordinate a consistent process to insure resident information is intact for future verification and reporting to the ABIM and other Internal Medicine regulatory associations.
- Responsible for coordination of the CCC meeting including, agenda, reports, sign-in sheets and distribution of meeting minutes.
- Responsible for ordering and distributing phones (alcoates), pagers, keys and business cards to residents.
- Facilitates the process for education reimbursement of residents.
- Collaborate with and assist Supervisor by logging and appropriate system to track resident expenses for Advocate Med Fund requests.
- Work closely with the Chief Residents (4) for proper and professional coordination of resident and program retreats as educational venues.
- Generate and coordinate training dates and times for ID microbiology to attend in Rosemont.
- Coordinate training and documentation for our IM residents in ID and ER Advocate services.
- Responsible for reviewing front office documentation before it submitted to the Supervisor for final approval.
- Assist and monitor deadlines from Supervisor for front office.
- Answer incoming phone calls in regard to the Department of Medicine, IM Residency program and External.
- Assist and coordinate with the Supervisor in ensuring the front office workload is disbursed evenly.
- Responsible for training the front office staff in regards to CME/Grand Rounds, scheduling, check requests and ordering supplies.
Education/Experience Required:
High School diploma or equivalent and 5-7 years of years of progressive clerical and coordination experience in a healthcare environment, working closely with physicians.
Knowledge, Skills & Abilities Required:
- Strong interpersonal communication skills (verbal and written).
- Superior level of customer service.
- Strong computer skills, ability to multitask, set priorities, and attention to detail. Ability to maintain confidentiality.
- Ability to work independently and as a member of a team.
Physical Requirements and Working Conditions:
- Able to work independently.
- Able to professionally serve as a member of a team.
- Demonstrates tact, good judgment, and confidentiality.
- Mature, motivated, decisive, and flexible.
- Demonstrates exceptional ability to establish and maintain effective professional relationships.
- Able to function in a high volume, multi-task environment.
- Able to work in a stressful environment.
- Proficiency in customer relations and dealing with internal and external customers.
This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.
