Residency Management System Specialist

GENERAL SUMMARY:

Reporting to the Henry Ford Health Executive Director for Medical Education, the Residency Management System Specialist provides expertise to all Henry Ford Health Medical Education residency and fellowship programs for technology resources and helps to maintain efficiency and accuracy of use, particularly in the electronic residency management system. The Residency Management System Specialist possesses a detailed knowledge of the responsibilities and requirements of medical education, program departments and demonstrates initiative, resourcefulness, and problem-solving 
skills to work independently to prioritize work, establish/improve procedures, and systems, and ensure orderly and timely workflow.

• Maintains strict privacy in handling large amounts of confidential information.
• Works under minimal supervision.
• Works with the divisional Administrative Medical Education Directors (ADME) and the coordinator/manager to foster strategies to achieve hospital and medical education programmatic goals while meeting the requirements of accrediting and other agencies to ensure program quality.
• Monitors the medical education program’s utilization of the electronic residency management system and provides necessary feedback to the program 
  coordinator/manager and ADMEs. 

PRINCIPLE DUTIES AND RESPONSIBILITIES:

• Coordinates and maintains the day-to-day operation of the electronic residency management system and works with the ADMEs, and coordinator/manager to promote effective use by residency program coordinators and physician program directors. Supports professional growth and continuous improvement of functionality by providing education and training.
• Ensures systems are fully operational and meet the functional requirements as contracted with system vendors.
• Partners with Medical Education leadership to coordinate training programs for program directors and program coordinators.
• Provides in depth support and high-quality customer service to program directors and program coordinators by resolving issues and problems in a timely manner and achieving an acceptable user support satisfaction rating.
• Works with the hospital ADMEs to determine appropriate access and access levels to the electronic residency management system.
• Participates with leadership to regularly assess and evaluate systems, as part of quality control, and report and/or initiate any needed system changes or revisions.
• Develops and implements new processes across Henry Ford Health Medical Education residency and fellowship programs and all medical education offices and employees.
• Works with the coordinator/manager to develop and implement program coordinator development with electronic resources.
• Assists in the development of and recommends changes for policies and procedures across Henry Ford Health Medical Education.
• Understands the Accreditation Council for Graduate Medical Education (ACGME) Institutional, Common, and program-specific requirements. Fosters awareness and compliance with accreditation requirements, and maintains current, highly organized documentation of compliance with accreditation guidelines. Develops procedures in response to new or revised policies issued by accreditation agencies, Henry Ford Health, the hospital, or program director.
• Updates the ADME and/or program director on program issues; alerts the ADME and program director to potential issues; represents the medical education office as requested.
• Ensures programs maintain interns, residents, and fellows separate employment records, as defined by Henry Ford Health policy, and ensures medical student clerkship records are correctly maintained.
• Maintains effective communication with the medical students, interns, residents, fellows, and physicians, appropriate to the situation (e.g., formal letters, email, group paging, etc.); advises regarding requirements and deadlines; obtains appropriate documentation signatures. 
  Coordinates events, trainee orientations, courses, seminars, programs, and presentations under the oversight of the ADMEs.
• Manages highly confidential material for individuals, programs, and the health system.
• Assesses and updates databases and program information on designated websites (e.g., Henry Ford Health, Electronic Residency Application Service (ERAS), NRMP, AOA, ACGME ADS, B-Line, Henry Ford Health program management software). Analyzes information and creates reports.
• Promotes service excellence principles and leadership behaviors.
• Establishes collaborative relationships to further goals and promote continuous quality improvement.
• Seeks and is responsive to customer feedback.
• Performs other duties as assigned.