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Marcie3 (Marcie3)
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Username: Marcie3

Post Number: 6
Registered: 02-2006
Posted on Thursday, December 15, 2011 - 05:22 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

Can anyone share their GME structure where Program Coordinators report directly to the GME Director? We would really like to see an organizational chart if you have one. Thank you!
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Brandonn (Brandonn)
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Username: Brandonn

Post Number: 7
Registered: 02-2007
Posted on Friday, December 16, 2011 - 07:44 am:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

Marcie - in our system, the Program Coordinators report to me: GME Manager. Our DME is a physician and is not part of our hospital management team. For HR purposes, I am their manager, however, program coordinators take direction from the DME as well. I hope that this helps.
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Jmp (Jmp)
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Username: Jmp

Post Number: 2
Registered: 01-2012
Posted on Thursday, October 25, 2012 - 09:27 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

With the Inauguration of CLER visits, and the expectation of CEO participation, I anticipate there will be a revision in some Sponsoring Institutions of the "reporting relationship" in the GME table of organization with the DIO reporting directly to the CEO. Have any of you done this? Or, when it exists already... Can you share your table of organization chart? I am trying to convince my CEO that I should report to him to facilitate preparation for CLER site visits. Any help will be appreciated!
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Jmp (Jmp)
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Username: Jmp

Post Number: 3
Registered: 01-2012
Posted on Saturday, November 10, 2012 - 03:10 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

Does anyone have a job description for a GME Office Administrator, the ONE person who would assist the DIO in the GME office?
The Sponsoring Institution is an academic community-based hospital setting with 5 existing programs. Thanks,all!
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Kwalsh (Kwalsh)
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Username: Kwalsh

Post Number: 1
Registered: 09-2012
Posted on Monday, November 12, 2012 - 12:56 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

My institution has a job posted now;

Job Title: Exec Dir GME Admin
Department: Graduate Medical Educ Admin 92120
Status FT Group: Management
Hours: Flex
Posting Dates: 11/08/2012 - 11/15/2012
FTE: 1.000


Job Code: 203222185
Organizational Unit: GRADUATE MEDICAL EDUC ADMIN - 30092120

Position Summary:
The Executive Director of Graduate Medical Education Administration, in collaboration with the Associate Vice President of Medical Staff and GME Administration and the Chairman/ Designated Institutional Official, GME, is responsible for maintaining the educational quality, financial viability, and administrative structure of the Department of Graduate Medical Education at Akron General Health System.

Job Duties:

Directs the work activities of Graduate Medical Education. Interviews, hires, orients and trains staff. Evaluates performance and provides feedback. Makes personnel action recommendations (e.g. promotions, transfers, disciplinary actions including discharge).
Serves as the administrative lead to graduate medical education, including the coordination of all graduate medical education functions and supervising graduate medical education personnel, including all residency program coordinators.
Serves as the administrative lead for research and all other educationally defined programs within Akron General.
Assists the Designated Institution Official (DIO) in graduate medical education training program administration in identifying opportunities for improvement and assisting in the identification of resources to assist in program improvement.
Assist in the identification and further development of program best practices, as well as promulgation of best practice policies and procedures, to all training programs.
Coordinate institutional and affiliation agreements between Akron General graduate medical education programs and outside institutions with the assistance of Legal Counsel. Oversee and ensure compliance with all institutional and affiliation agreements between Akron General graduate medical education educational programs and outside institutions.
Coordinate and manage all Accreditation Council on Graduate Medical Education (ACGME) institutional reviews, including development, organization and support of all residency training programs in the context of the new ACGME Next Accreditation System (NAS) model.
Manage, coordinate and support the responsibilities and activities of the Graduate Medical Education Committee (GMEC).
Develop, recommend and implement policies and procedures that relate to graduate medical education. Recommend and implement standardization of policies where possible including correspondences, forms and policies to minimize institutional financial and legal liability and ensure compliance with external accreditation standards.
Organize and provide administrative support for all resident/fellow grievance and appeal matters.
Manage the Akron General Continuing Medical Education (CME) accreditation process and the CME committee. Serves as a member of the CME committee and oversees institutional CME activities.
Supports DIO by assisting in the development and implementation of strategies and activities to enhance medical student participation in Akron General educational rotations.
Develops professional relationships with NEOMED administrative staff and participates on committees and work groups as requested.
Provide administrative and financial oversight for the graduate medical education residency clinics.
Directs the development of the annual labor, operating, and capital budgets. Reviews monthly responsibility summaries and provides daily tracking and approval of check requests. Coordinates and implements special budgetary/financial projects, such as cost analyses and financial modeling.
Proactively reviews budgets for negative variance and develops strategies to enhance budget compliance.
Serves as an advocate for securing institutional resources to support and enhance Akron General's graduate medical education training programs and initiatives.
Serve as an institutional resource and educator related to graduate medical education administrative, operations, regulatory and financial issues.
Develops financial models for strategic medical education initiatives that may include revisions to residency complements, developing new residency training programs or enhancing ambulatory/away educational rotations, including direct management of the Medicare GME and Indirect Medical Education (IME) Full Time Equivalent (FTE) cap.
Coordinates a program coordinators committee and works to enhance cooperation and work initiatives between individual residency training programs and GME administration.
Oversee continuing education and educational programming for program coordinators and other graduate medical education personnel.
Collaborate with Medical Staff Administration and other appropriate departments to develop and implement strategies to enhance resident retention within the health system.
Compose, in collaboration with the DIO, an annual institutional report to appropriate bodies including, but not limited to, Graduate Medical Education Committee, Medical Council, and the Board of Directors.
Manage and coordinate all graduate medical education special events such as Leadership Akron White Coat Day, resident graduation, resident orientation, etc.
Directs alumni relations by coordinating special events and other activities related to alumni outreach.
Serves as a leader in a manner that is commensurate with defined Akron General protocols, expectations, policies and procedures.
Actively engage in the Service Excellence initiative, specifically providing leadership and role modeling extraordinary service within the health system and community.
Assists the DIO and Associate Vice President with any and all projects as requested.
Completes mandatory education and training in order to maintain organization and department specific competencies and requirements. Maintains applicable certification/licensure.
Follows system and department policies and procedures with special attention to attendance and punctuality, confidentiality, dress code, display of the ID badge and safety.

Age Specific/Populations Served Criteria:
There is no age specific criteria for this job.

Minimum Qualifications:
Master's degree in business or related field required. Seven years demonstrated management and leadership experience in an academic or health care setting. Three years demonstrated experience in graduate medical education or in an academic health care setting preferred. Proven ability in the areas of financial analysis, budget development and monitoring, decision-making, problem solving, strategic planning, and interpersonal skills. Excellent verbal and written communication skills. Strong leadership skills and qualities.
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Lmcdougal (Lmcdougal)
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Username: Lmcdougal

Post Number: 9
Registered: 12-2015
Posted on Tuesday, July 17, 2018 - 04:15 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

Does anyone have an institutional policy explaining that new GME support staff (coordinators) will be hired through the GME office?

Our current structure is such that coordinators are hired through departments, and the GME office isn't always informed about new hires. The coordinators wear many hats and are not solely in a GME role but also support their respective departments and are not as engaged in GME as a result.

We want to restructure our GME org chart so that all coordinators report directly to GME, are hired through the central GME office, and are only doing GME functions. This will help us protect the GME mission at our institution, have better oversight of programs, and increase engagement.

We will need to create a standardized job description for GME program coordinators and a policy about the GME structure that will be distributed to department chairpersons and administrators. Once final, all new GME coordinators will be hired through GME, and if the program only needs a .5 FTE, the GME office will find another program needing a .5 and hire a 1.0 for GME rather than a .5 GME and .5 departmental position. We will have to develop a process for what programs get combined support also...

Any policies/guidance you have from your institution are much appreciated!
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Vwright (Vwright)
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Username: Vwright

Post Number: 58
Registered: 08-2007
Posted on Tuesday, July 17, 2018 - 04:27 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

Effective 7/1/18, we just revamped our program coordinator structure to now all report directly into GME office. They still live in the various departments, but supervision and direction come from GME. Yes, there was a little resistance, and yes there were some patience drills required with Human Resources, but it is now complete and actively in play.
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Cstenberg (Cstenberg)
New member
Username: Cstenberg

Post Number: 3
Registered: 10-2017
Posted on Tuesday, July 17, 2018 - 09:13 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

I changed to this structure over 3 years ago at my last organization and started with this as the way it is at my new institution. As positions go with the dollars, by in large it also means you have to line up the funding for programs under GME direct control as well and have the PCs sit in the appropriate budgets.
But this allows you to do what you have described - have PC FTEs split between two small programs, mandate professional training and development, build a career path in GME and most importantly have flexibility to weather PC leaves or replacements

This is our generic purpose statement in our HR position manager for PCs (we designate them as Program Managers) - "Under general direction of the DIO, Director of Medical Education and Program Director, assists in the operation of the [insert Specialty] resident education program. Works with the Program Director to maintain residency management software, coordinates rotations and evaluations; designs and operationalizes resident recruitment activities; assists with resident involved research (database management); assists in preparing instructional materials; types various correspondences and performs other duties as assigned"

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