Medical Education Specialist

General Summary

Provides direction, leadership, and day-to-day management of the Academic Affairs office functions and serves as the Human Resources agent for all visiting residents and medical students. The specialist must demonstrate initiative, resourcefulness and problem-solving skills in applying a detailed knowledge of their regional responsibilities, functions and underlying management structure of the Academic Affairs office. The specialist will interact and establish long term working relationships with national accrediting organizations, local, regional and national professional organizations, and teaching hospitals in the local, regional and national arena. The specialist maintains strict privacy in handling large amounts of confidential information.

Duties and Responsibilities

Essential Functions:

• Oversees day-to-day operations of the undergraduate medical education assigned functions.
• Assists in the development of medical student recruitment strategies and materials. Responds to internal and external requests for information.
• Manages the successful on boarding of trainees, visiting residents or medical students, including the fulfillment of all regulatory requirements (e.g., Visas, fingerprinting and background checks, medical school certification of graduation, medical school letters of good standing, securing of medical training licenses, ECFMG Certificates, securing proof of liability insurance, I-9 verifications, health screening clearance, on line required educational modules, etc.).
• Organizes, schedules and participates in hospital orientation of incoming of visiting residents and medical students. to complement each program's clinical orientation.
• Coordinates annual revision of Academic Affairs policies; reviews, communicates and enforces established policies and procedures; recommends changes when appropriate. Assists in the development of and recommends changes. Develops procedures in response to new or revised policies issued by affiliated medical schools, WellSpan Health, the hospital, Vice-President/Chief Academic Officer (VP/CAO) or Designated Institutional Official (DIO).
• Develops, implements, and oversees the maintenance of medical student data base, distribution of policies, procedures, and surveys. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues
• Represents and makes decisions in Department Leadership absence within prescribed limits of authority; updates the VP/CAO , DIO, clerkship director and program coordinator on program issues; alerts the VP/CAO, DIO and clerkship director to potential issues; represents Academic Affairs as requested.
• Maintains effective communication with visiting residents, medical student, clerkship directors, medical schools, program coordinators, CME Directors, outside speakers and accreditation bodies (PA Medical Society, ACCME) appropriate to the situation (e.g. formal letters, email, group paging, etc.); advises regarding requirements and deadlines; obtains appropriate documentation signatures.
• Plans and coordinates events, courses, seminars, programs and presentations; monitors attendance and budget; contacts and schedules guest speakers; coordinates presentations, prepares and distributes agenda and materials; arranges for parking permits, identification badges, audiovisuals. Negotiates contracts with facilities and caterers. Prepares reports and maintains documentation. Maintains expenditures within the authorized budget and prepares reports. Prepares check requests
• Serves as regional liaison between Academic Affairs, hospital administrative offices, hospital, and system entities
• Manages highly confidential material for individuals, programs and institution.
• Receives and screens visitors, telephone calls and e-mails; independently composes, prepares and distributes correspondence, agendas and reports; schedules meetings; responds to information requests.
• Coordinates work (i.e., schedules, creates agendas, takes minutes, tracks action items) of GME/CME committees and maintains minutes and appropriate records.
• Directs the work flow and supervises the necessary administrative paperwork, records and complex filing systems.
• Promotes service excellence principles and leadership behaviors.
• Establishes collaborative relationships with various areas such as engineering departments, food services department, employee health departments, physicians and clinical departments, Service Lines, security administration, information technology (IT) and procurement to further goals and promote continuous quality improvement.
• Participates in professional development to maintain knowledge and skills required to successfully support changing requirements of the position; attendance required.
• Seeks and is responsive to customer feedback.
• Undergraduate Medical Education (UME):
• * Serves as site coordinator and liaison with affiliated medical schools for scheduled rotations at WellSpan, including interfacing with the various affiliated and elective rotation medical schools, coordinating required regulatory paperwork and training, managing the assignment of students to the dormitory space (South Hall), providing orientation and on-site onboarding for medical students, and other duties as assigned.
• * Fosters awareness and compliance with medical school accreditation requirements (LCME); maintains current, highly organized documentation of compliance with accreditation guidelines and affiliated medical school policies.
• * Manages a comprehensive clearance process at the end of each visiting resident and visiting medical student rotation and they have all access removed. Collection of hospital issued ID badges, pagers and keys.
• * Responsible for overseeing the resident call rooms and medical student sleeping rooms. Makes recommendations for improvements to call rooms and reconciles problems including repair request, equipment ordering and management, and liaison for maintenance, housekeeping and IT issues.
• * Maintains and updates databases and program information on all Medical Education Trainees (MET) to analyzes information and creates reports as well as updates the Medical Education Training (MET) schedule for visiting residents and medical students.
• * Coordinates medical student rotations, including pre-arrival contacts and communication, verification of required clearances and immunizations with medical schools/outside institutions, on-site onboarding and orientation, coordination of pagers and initial electronic health record (EHR) training, and other key items required to host medical student rotations.
• * Develops/maintains and up-to-date, accurate database of assignments within the on-site housing for on-call residents, as well as visiting medical students. Coordinates ID badge and security onboarding process with Security Services.
• * Assists in the development and execution of contractual agreements and program letters of agreement with external institutions.
• * Coordinates the Medical Student Stipend program. Follows progress of students through medical school. Provides regular updates on status of students within the program.
• Continuing Medical Education (CME):
• * Develops, implements, and oversees the maintenance data base and CME activity files for historical tracking and verification and accreditation purposes. Maintains CME Activity Files for duration of accreditation cycle.
• * Assures all applications for Category 1 CME credits are completed per accreditation requirements prior to formal approval and track CME events for Commendation Criteria.
• * Assures assignments of Act 13, Act 31 and Act 124 are appropriate for CME content.
• * Provides training, where needed to new and current users of Cloud CME and serve as a liaison and resource for questions/assistance with Cloud CME.
• * Submission of annual Program and Activities Reporting System (PARS) report to the Pennsylvania Medical Society.
• * Assists in planning and agenda development of the quarterly CME Committee meeting.
• * Familiar and skilled with the Cloud CME software platform.
• * Serves as site coordinator and liaison with various accreditation bodies such as Pennsylvania Medical Society and the Accreditation Council for Continuing Medical Education (ACCME).
• * Assists with preparation of accreditation application to the Pennsylvania Medical Society and required site visits.
• * Fosters awareness and compliance with CME accreditation standards; maintains current, highly organized documentation of compliance with accreditation guidelines and CME policies.
• * Manages a comprehensive process of regional CME activities in aggregate at the end of each year
• * Assists physicians with tracking of CME transcripts.
• * Develops, implements, and oversees the maintenance of CME data base, distribution of policies, procedures, and surveys. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues
• * Develops/maintains and up-to-date, accurate database of CME Activities
• * Assists in the development and execution of contractual agreements and letters of agreement with external institutions.
• * Maintains and updates databases and program information on all CME activities. Analyzes information and creates reports.

Common Expectations:

• Types memorandums, policies, committee minutes, manuals, letters, forms, procedures, and other general typing as directed, initiating other documents and correspondence as appropriate.
• Answers telephones, routes callers, takes messages and provides routine information to callers.
• Maintains established policies and procedures, objectives, quality assessment and safety standards.
• Maintains professional growth and development.
• Provides outstanding service to all customers; fosters teamwork; and practices fiscal responsibility through improvement and innovation.

Qualifications

Minimum Education:

• Bachelors Degree In healthcare, education, business or related field. Required

Work Experience:

• 3 years Recent progressive responsibility in an educational, medical, office or service environment. Required
• Medical education. Preferred

Knowledge, Skills, and Abilities:

• Medical Terminology.
• Excellent interpersonal/communication skills and computer skills.
• Works under minimal supervision.
• Strong organizational, problem-solving, logistical, and decision-making skills.
• Ability to prioritize work, work independently, and meet deadlines.
• Excellent written and verbal communication and interpersonal skills.
• Strong data collection and entry ability with attention to detail and high level of accuracy.
• Demonstrates knowledge and skills in Microsoft Office applications (i.e., Access, Excel, PowerPoint and Word) and data management applications.

Benefits Offered:

• Comprehensive health benefits
• Retirement savings plan
• Paid time off (PTO)
• Education assistance
• Financial education and support, including DailyPay
• Expanded Paid Parental Leave

For additional details: Benefits & Incentives | WellSpan Careers (joinwellspan.org)