Family Medicine Residency Quality (Program Tech 1)

Oregon Health & Science University • Portland, OR

2d • Hybrid

About The Position

The OHSU Family Medicine Residency Program is a nationally ranked, four-year program designed for the modern, full-spectrum physician. Our program is designed for those looking for a comprehensive, integrated, diverse program that will provide them with superior education and preparation for the challenges of Family Medicine practice in the 21 st Century. Read more about OHSU Family Medicine’s Residency: www.ohsu.edu/fmres . The duties of this position are in support of the mission, goals, and objectives of the School of Medicine. This position exists to ensure program compliance, provides technical support, coordinate program quality measures, organize resident recruitment activities, and provide timely communication to approximately 48 residents, residency program leadership, focused faculty, and staff across 5 clinics and multiple external sites. This person is a critical liaison for applicants, residents, faculty, program leadership, external clinical and educational sites, and Graduate Medical Education leadership.

Requirements

• Three years of experience administering or coordinating parts or subsets of a project or program.
• A bachelor’s degree in Business Administration, Management, Public Administration, or a field directly related to the position will substitute for two years of the required experience.

Nice To Haves

• Previous experience working in a higher education and/or medical education setting.
• Advanced skills/knowledge with MS Office applications (including Word, Excel, Outlook, and PowerPoint) and database system.
• Demonstrated ability to use tact and diplomacy with a high degree of confidentiality.
• Must posess strong customer service qualities and the ability to communicate in a professional manner in both written and verbal forms.
• Excellent attention to detail with proven record of accuracy, ability to anticipate needs of team, and exercise sound judgment in decision-making.
• Consistent self-direction, problem solving, and accountability
• Previous experience with MedHub, Graduate Medical Education and ERAS.
• Demonstrated experience disseminating policies and procedural information.
• Knowledge of Graduate Medical Education Programs and ACGME requirements.
• Previous experience utilizing ERAS, MedHub, and WebADS.
• Previous experience working with colleagues at multiple distant sites.
• Intermediate knowledge of team based task management platforms and file management systems (e.g. Smartsheet, Teams, OneDrive)

Responsibilities

• Residency Technical Consultation – Compliance and Operations: Liaison between Graduate Medical Education (GME) at OHSU and the Family Medicine Residency Program Administrative Team, responsible for interpreting policies and procedures for program staff.
• Review and interpret ACGME program requirements, board requirements, and institutional requirements to inform decisions and make recommendations to program leadership about needed program actions.
• Write, revise, and disseminate program policies.
• Create and Coordinate annual reporting processes including ACGME and ABFM surveys, ABFM Residency Training Management System, program updates via ACGME ADS, GME Census, GME Track, and AAFP census and updates.
• Create and Coordinate development and maintenance of affiliation agreements (PLAs) with all resident rotation sites and visiting resident home institutions.
• Manage MedHub Residency Management System.
• Develop and maintain resident certification process including monitoring certification expiration and resident compliance with maintaining active required certifications.
• Create and Coordinate process for creation, delivery, collection, and reporting of all required evaluations. This includes evaluations of residents, faculty, rotations and program.
• Create and Coordinate all stages of resident feedback mechanisms including advising, semi-annual reviews, and summative evaluations. Ensure all materials are prepared, sessions are scheduled, and feedback gathered for these sessions.
• Develop forms and processes for Clinical Competency Committee including preparing evaluation reports, aggregating visit metrics, and finalizing milestones reports for semi-annual reviews and reporting.
• Create, distribute, analyze and report on confidential review of program by residents and faculty annually.
• Develop surveys and analyze data to support development of Annual Program Evaluation
• Residency Program Recruitment Operations: Provide technical consultation to program leadership and staff on changes in residency recruitment regulations as set forth by national bodies including NRMP, ERAS, and AAMC.
• Conduct annual operational review of recruitment processes and coordinate planning an implementation of processes to maintain compliance.
• Develop and deliver training to faculty and staff on recruitment policies and guidelines in advance of residency recruitment season.
• Manage annual recruitment process including application processing and screening, creation of interview schedules, interview day logistics, and evaluation and ranking procedures.
• Collaborate with Program Director and administrative staff to prepare for recruitment season including recruitment dates; assigning faculty, resident, and staff participants to events and tasks, and manage application communication and interview scheduling system (Thalamus)
• Develop and maintain resident recruitment resources including recruitment folio and all materials provided to applicants.
• Manage all aspects of ERAS file review including scoring of standard application package, Dean’s letters, and supplemental applications.
• Organize all internal review processes of applicants including resident review, faculty review, and Sub-I/student review.
• Lead off-site/virtual recruitment events, booths, and materials with OHSU marketing department and DFM communication supervisor.
• Manage in-person open house event for applicants
• Support Recruitment Committee
• Coordinate AIRE fellowship track application process for interested PGY 2 residents
• Residency Program Curriculum and Schedule Support: Support curriculum change processes, and annual block schedule creation
• Manage scheduling and supervision of annual ABFM In-Training Exam for residents and prepare score reports for residents and advisors
• Assist with resident schedule change requests and CME requests as needed
• Assist with scheduling needs related to time away from training
• Oversee intern scheduling of USMLE step 3 exam.
• Other duties and responsibilities: Attend, contribute to, and take notes as needed at residency meetings, committees, and retreats as assigned
• Assist with coordination of resident retreats, program graduation, and preparing awards as assigned
• Support and participate in scholarly projects as needed
• Maintain cloud based resident files including annual archival of past residents, creation of new files, and monthly dashboard updates
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level