Under administrative direction, plans, organizes, directs, and performs managerial, analytical and administrative duties in support of the physician residency training programs at San Joaquin General Hospital (SJGH); supervises the work of Residency Training Program Technicians and other staff performing technical and clerical program activities; and does related or other work as required in accordance with Rule 3, Section 3 of the Civil Service Rules.
CLASS CHARACTERISTICS
This is a single-position, management-level class. The incumbent exercises managerial control over a wide range of residency training program administrative functions and activities and ensures their compliance with applicable accrediting and regulating agency requirements. The incumbent supervises program support staff and works closely with the Director of Medical Education (physician), the residency program directors (also physicians), residency training faculty & staff, and hospital management to develop and implement graduate medical education program administrative policies, procedures and activities. Work requires substantial independent judgment and discretion.
TYPICAL DUTIES
Plans, organizes, and directs administrative activities for the graduate medical education residency training programs sponsored by SJGH; works closely with the Designated Institutional Official (DIO) for SJGH; implements resident training requirements and licensing standards set forth by the Accreditation Council for Graduate Medical Education (ACGME), the Medical Board of California (MBC), the National Resident Matching Program (NRMP), and other organizations involved in physician training.
Ensures that program administrative activities comply with the standards required by ACGME and/or other accreditation/licensing organizations; works with residency program directors to analyze accreditation requirements and develop/implement appropriate policies and procedures as needed; manages SJGH’s Clinical Learning Environment Review (CLER) process, including the gathering and preparation of required information and the coordination of site visits from ACGME officials; advises and counsels physician and non-physician residency program staff on how to successfully navigate the accreditation process.
Monitors and analyzes ACGME, MBC, NRMP, and other residency training information and determines the impact, if any, on SJGH programs; manages the implementation of changes to County personnel, finance, legal, or other related policies and/or procedures and keeps the program directors informed regarding the impact on residency programs and residents.
Coordinates hiring processes for physician residents; recommends salary, benefit, and contract terms; in conjunction with the director of medical education, the Hospital Chief Executive Officer (CEO), and the residency program directors, determines the number of resident positions each fiscal year; gathers, prepares and submits personnel-related hiring documents and employment contracts; verifies that immigration and other types of hiring-related processes and documentation have been completed; setting up the annual orientation for new residents including orientation content, coordination of speakers, and ensuring compliance with ACGME and Hospital requirements; consults with Human Resources, County Counsel, and/or other County departments as needed.
In conjunction with the residency program directors, directs the development and revision of master schedules for each residency program and ensures their accuracy and proper distribution; oversees residents’ compliance with ACGME duty hours standards; analyzes problems such as non-compliance with duty hours and other ACGME common program requirements; oversees resident scheduling, housing, and/or other problems and provides advanced problem resolution; serves as a liaison between interns/residents, hospital administration, the ACGME, the MBC, the NRMP, other County departments, and various regulatory and control agencies.
In conjunction with the Director of Medical Education, manages the resident disciplinary process and coordinates actions taken by program directors; helps administer the appeals process for resident disciplinary actions; counsels residents, faculty and program directors on resident performance evaluation processes.
Supervises the Residency Training Program Technicians as well as other program support staff; selects and trains employees; plans, assigns, directs and monitors staff work; establishes performance standards and evaluates employee performance; analyzes work flow and implements changes to maximize productivity, efficiency, and quality; initiates corrective and/or disciplinary processes if needed.
Creates standardized administrative practices and policies across residency programs at SJGH for the training and evaluation of residents; coordinates and ensures adequate documentation for the preparation and issuance of formative and summary evaluations of residents and evaluation of faculty; ensures ACGME administrative requirements for the clinical competency committee and the program evaluation committees are met by each residency program; assists program directors and technicians in the implementation of required ACGME processes and committees.
Creates, manages, and administers program budgets; tracks and administers accounts; authorizes purchases for activities and events; works with hospital management to ensure the adequacy of institutional resources to support resident training; makes strategic recommendations to the CEO and the Chief Medical Officer regarding matters such as the resources needed for future development of the residency programs.
In conjunction with the Director of Medical Education and the residency program directors, directs and supervises the administrative processes for the annual recruitment and selection of new residents; works with the program directors on determining common criteria for selection and directs and oversees the coordination of special program marketing events.
In consultation with the Director of Medical Education and CEO, participates in the development of strategic plans for graduate medical education at SJGH, the determination of strategies for maintenance and growth of graduate medical education, the evaluation of the medical staff role, and evaluation of the breadth and quality of resident education at SJGH.
Prepares correspondence, reports, tracking logs, and other tools and documents; directs the retrieval, tabulation and reporting of program data from multiple sources; analyzes data and ensures the preparation and submission of required institutional reports; provides statistical information to data banks, the American Medical Association, and/or other agencies; responds to surveys; directs the development and implementation of specialized forms and filing systems.
Serves as the primary contact for other graduate medical education organizations; provides leadership in the design, development and implementation of cooperative initiatives, partnerships and programs.
In conjunction with the Director of Medical Education, organizes and presides over the Graduate Medical Education Committee and participates on other committees, subcommittees, and/or task forces as assigned; may attend conferences, trainings, and seminars; may make presentations.
MINIMUM QUALIFICATIONS
EITHER PATTERN I
Education: Completion of 60 semester (or equivalent quarter) units from an accredited college or university, including at least 30 units in health care administration, business administration, public administration, health science, social science, behavioral science, or a related field.
Experience: Five years performing professional program management and analytical work in a healthcare environment, including experience with program planning, budgeting, operations, and administrative compliance. One year of supervisory experience is required, either included in this program/analytical experience or in a separate job capacity.
Substitutions: 1) Possession of a bachelor’s degree in health care administration, business administration, public administration, health science, social science, behavioral science, or a related field may substitute for two years of the above-required experience; OR 2) Possession of a master’s degree in health care administration, business administration, public administration, health science, social or behavioral science, or a related field may substitute for three years of the above-required, non-supervisory experience.
OR PATTERN II
Education: Completion of 60 semester (or equivalent quarter) units from an accredited college or university, including at least 30 units in health care administration, business administration, public administration, health science, social science, behavioral science, or a related field.
Experience: Six years coordinating and implementing technical administrative activities for a medical residency training program, including substantial responsibility for the program’s compliance with ACGME accreditation and administrative requirements. One year of supervisory experience is required, either included in this medical residency program experience or in a separate job capacity.
Substitutions: 1) Possession of a bachelor’s degree in health care administration, business administration, public administration, health science, social science, behavioral science, or a related field may substitute for two years of the above-required experience; OR 2) Possession of a master’s degree in health care administration, business administration, public administration, health science, social or behavioral science, or a related field may substitute for three years of the above-required, non-supervisory experience; AND/OR 3) Possession of a valid certificate as a residency training program coordinator from the Training Administrators of Graduate Medical Education (TAGME) may substitute for one year of the above-required non-supervisory experience.
KNOWLEDGE
Principles and practices of public administration including administrative planning, budgeting, organizational analysis, statistical analysis, research methods and report writing; principles and techniques of staff planning, utilization, scheduling, supervision and training; the administrative requirements established by ACGME, MBC, NRMP, and related organizations; principles, practices, methods and techniques of administering and coordinating a medical residency training program; the process of resident physician recruiting, matching and selection; typical hospital policies and practices pertaining to the training of resident physicians; methods and techniques of modern office management; personal computer systems and standard office computer software; standard filing and record keeping systems; the use of statistics and graphics in report development.
ABILITY
Apply the principles, practices, methods and techniques of administrative planning and management analysis to program management; understand, analyze and apply the administrative regulations and standards associated with physician residency programs while ensuring that assigned programs are in compliance; interpret and explain a wide variety of technical and medical information pertaining to physician residency programs; manage administrative projects; ; gather, organize and analyze information in order to propose solutions to problems; develop and recommend administrative policies and procedures; develop systems to maintain complex records and resolve difficult scheduling issues; supervise and direct administrative staff and operations; evaluate and establish priorities for self and others; recognize sensitive situations and respond appropriately; work accurately and systematically; utilize standard office equipment, including computer hardware and software, to accomplish tasks; communicate effectively, both orally and in writing; establish and maintain effective working relationships with others, including physicians and medical professionals.
PHYSICAL/MENTAL REQUIREMENTS
Mobility – operate a data entry device; frequent standing and walking for prolonged periods of time; frequent bending, stooping and reaching overhead; Lifting – frequently 5 pounds or less; occasionally 5 to 30 pounds; Vision – constant use of overall visual capabilities; frequent need for color perception, hand/eye coordination, reading and/or close up work; Dexterity – frequent holding, grasping, repetitive motion, and writing; Hearing/Talking – constant hearing and talking of normal speech in person and on the telephone; Emotional/Psychological – frequent public contact; occasional exposure to emergency situations, trauma, grief or death; occasional working alone; Special requirements – may require working shifts/weekends/nights/overtime; Environmental Conditions – occasional exposure to variable weather conditions.
San Joaquin County complies with the Americans with Disabilities Act (ADA) and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions.
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