UNIV - Program Coordinator II - Department of Clinical Affairs, College of Health Professions

Medical University of South Carolina•Charleston, SC

20h

About The Position

Directs the clinical education processes for assigned program(s). This includes but is not limited to, developing, writing, and presenting training material for students, serving as the liaison between students and site managers, educators and community partners nationwide, and collecting and maintaining all affiliation agreement, site and educator paperwork. Partners with clinical education faculty to coordinate, prepare, create, and evaluate the clinical education component of assigned program(s). Ensures the program follows the established timeline for clinical year education. Create a structure for clinical education-related support to ensure compliance with programmatic accreditation and university requirements; ensures clinical education faculty/representatives receive the appropriate documentation for each student's rotation assignment; manage internal and external databases for applicable clinical sites to obtain availability for clinical rotations. Provides training, technical support and acts as a liaison, ensuring assigned students can navigate any database required by their clinical site. Ensures data and structure are maintained in an organized fashion by performing systematic audits. Manages data requests specific to clinical placement and rotation outcomes. Works closely with Division Director and clinical education faculty to ensure all coordination is addressed professionally and on time. The position provides technical advice, and training to end users. When necessary, data collection and training manuals are generated for training sessions and other publications. Manages the collection of site-specific student compliance documentation and submits it on behalf of the division, using outside computer systems as needed. Facilitates information sessions with students throughout enrollment to ensure effective preparation and execution of the clinical year. Responsible for disseminating all surveys, forms, and evaluations to students and clinical instructors.

Requirements

A bachelor's degree and two years relevant program experience.

Responsibilities

Initiates communication with affected students to ensure instructions, timelines and resources are provided in preparation for their upcoming clinical rotations.
Monitors student compliance with university and clinical site prerequisites with regards to credentialing for every clinical experience.
Maintains compliance data and monitors accuracy for any MUSC as well as non-MUSC clinical site-specific requirements.
Ensures clinical site credentialing requirements are accurate and available to students.
Ensures effective communication with students, rotation sites/preceptors, clinical education staff and/or faculty by initiating follow-up and resolution of any issues relating to clinical site requirements.
Audits and prepares student credentialing packets and ensures each packet is consistent with each clinical site’s stated requirements within their affiliation agreement.
Disseminates credentialing documentation to Clinical Instructors and/or community affiliates in an appropriate amount of time before the start of students’ clinical rotation.
Ensures accuracy of contact information and that the correspondence is professional in appearance and content.
Dissemination is executed according to program and clinical site deadlines.
Updates database as contact information and/or requirements are updated by clinical sites.
Ensures effective communication with students, rotation sites/preceptors, clinical education faculty/representatives by initiating follow-up and resolution of any issues relating to students’ compliance that arise.
Communicates issues directly to the Director of Clinical Education and clinical education faculty.
Coordinates the use of external databases required by specific clinical sites for the purpose of students obtaining clearance to start clinical rotations.
Proactively communicates with clinical sites to ensure compliance with external procedures.
Analyzes reports from multiple databases to ensure the profile for every applicable clinical site includes detailed instructions for students, staff and clinical faculty.
Coordinates initial as well as follow up communication with contracted clinical sites using external databases in determining availability is captured in the applicable database.
Audits applicable databases on a recurring basis to ensure effectiveness and accuracy in the reporting mechanisms associated with tracking student compliance with clinical site-specific requirements, affiliation agreement details and clinical rotation assignments.
Responsible for drafting communication and facilitating training with students on the use of a database as needed.
Reviews uploaded documentation as applicable to ensure students’ compliance with site specific requirements.
Effectively communicates with students in the event requirements are not met.
Ensures invoices received from the use of external databases reflect accurate student assignments and are charged to the appropriate division.
Coordinates communication strategies and establishes protocol for collecting and maintaining information and documentation required for program accreditation as it relates to clinical education.
Manages and audits database to ensure every applicable accreditation requirement is verifiable through reports.
Analyzes reports according to programmatic accreditation and university requirements to ensure accuracy.
Proactively communicates report data to clinical education faculty.
Ensures effective communication with clinical education faculty and/or clinical education partners by initiating follow-up and resolution of any issues relating to documentation requirements.
Advises incoming and didactic students regarding university, college and programmatic documentation requirements.
Facilitates training sessions to ensure first year students are aware and informed of documentation requirements as well as process for submission.
Coordinates process for students providing necessary information and reviews for compliance purposes, and verifies each item submitted meets program requirements.
Ensures accuracy of compliance data entry through routine maintenance and audits of the programs’ clinical education database.
Analyzes student compliance reports according to programmatic accreditation and university compliance requirements.
Assists Student Health Services in ensuring students remain updated with university requirements throughout enrollment.
Proactively communicates report data to the affected students as well as the appropriate faculty on a recurring basis.
Ensures effective communication with students, CHP staff and/or clinical education faculty by initiating follow-up and resolution of any issues relating to students’ documentation requirements that arise.
Coordinates with clinical education faculty to identify an appropriate date and time for the cohort to complete pre-clinical year required events.
Coordinates events with internal and external vendors for the purpose of preparing students for clinical rotations.
Facilitates the scheduling of events that include but are not limited to CPR certification and random drug testing before the start of their clinical experience.
Disseminates communication to specific program cohorts with expectations of the event, scheduling, information, and provides ongoing support to assist students for the event.
Receives and analyzes certifications and results remitted by external vendors to ensure requirements are compliant with program and university requirements.
Coordinates initial as well as follow up communication with clinical sites in determining availability for clinical rotations.
Ensures availability for each site is accurately entered in database system.
Utilizes availability and preference data to collaborate with clinical education faculty in assigning clinical rotations.
Ensures each assignment is accurately captured and available to the affected students.
Communicates with clinical education faculty to determine required clinical rotation assignments.
Analyzes and prepares clinical site data and generates statistical reports as requested by the program.
Proactively conducts group and individual information/training sessions to ensure students are informed and involved in the preparation for the clinical year.
Provides desktop support to students, clinical education faculty and staff.
Customize reports for data analysis.
Serves as point of contact for students as they research and select preferred rotation sites.
Coordinates process for students providing necessary information regarding site selection, reviews submissions and verifies each item meets division requirements.
Develops and maintains systems for monitoring students' preference selections.
Ensures data are readily accessible for clinical education faculty involved in the process of developing clinical rotation assignments.
Coordinates the dissemination and completion of mandatory evaluations of clinical rotation by students and clinical sites.
Initiates contact to ensure timelines are met, the process for submitting evaluations is followed and information is provided in the proper format.
Reviews and verifies each item submitted meets program requirements.
Ensures effective communication by initiating follow-up and resolution of any issues relating to completion of evaluation.
Proactively communicates report data to the affected students, clinical sites and clinical education faculty on a recurring basis.
Performs related duties and assignments as requested.
Position is a point of reference for clinical education processes and components to students, staff and faculty.