UNIV - Program Coordinator - Department of Medicine: Division of General Medicine - RUTLEDGE TOWER - 135 RUTLEDGE TOWER

Job Description Summary

Program Coordinator supporting education, research, and clinical missions as well as HR activities for the Division of General Internal Medicine. Works independently on assigned projects and in collaboration with key staff members to ensure issues and problems are addressed professionally and promptly.

Entity

Medical University of South Carolina (MUSC - Univ)

Worker Type

Employee

Worker Sub-Type​

Classified

Cost Center

CC000969 COM DOM GIM Internal Medicine CC

Pay Rate Type

Hourly

Pay Grade

University-05

Pay Range

Scheduled Weekly Hours

40

Work Shift

Job Description

Job Duties:

15% - UIM Precepting Schedule - Create and distribute monthly University Internal Medicine (UIM) Attending/Resident precepting schedules.  Consider multiple factors including faculty/resident planned absences, inpatient schedule, number of residents in clinic on a given half-day, available rooms, etc.  Distribute completed schedule prior to the beginning of the month to all ambulatory faculty, APP’s, residents, clinic nursing staff and relevant key leaders.  Schedule creation is complex and involves a number of moving parts – collaborate with various faculty, residency leaders, and other stakeholders during the course of the month to successfully complete upcoming schedule by month end.

10% - Clinic Cancellations - Coordinate receipt, approval, and processing of clinic cancellations related to provider planned absences.  Review clinic cancellation requests from provider against workforce needs for the requested time off dates to assure adequate staffing of the clinic during that time.  Obtain final approval from clinical leadership and then submit the electronic Clinic Cancellation Request for processing via currently approved workflow and ensure completion.

10% - Administrative Support to Ambulatory Section Director and other General Internal Medicine (GIM) Faculty - Manage calendar looking forward each week to ensure there are no meeting conflicts and where conflicts exist resolve these in advance.  Schedule recurring and non-recurring/urgent clinical meetings coordinating with all relevant parties to identify dates/times that work best for the group.  Utilize Microsoft Teams and record meetings when requested.  Identify and book meeting space as needed.  Order and coordinate delivery of food for meetings when appropriate. Maintain confidentiality and use discretion in making information available to appropriate personnel in accordance with MUSC policies. Handle incoming phone calls to the main GIM line. Complete administrative duties on time and with accurate data.

5% - UIM Call Schedule and Moonlighter Call Schedule - Create and distribute monthly UIM Faculty/Resident and Moonlighter Call schedule for nightly and weekend/holiday call.  Coordinate with Faculty planned absences and other commitments to ensure Faculty are appropriately scheduled. Ensure equitable distribution of number of call days.  Coordinate with IM Residency chiefs and staff to obtain resident/moonlighter schedules.  Enter details of the call schedule into Simon monthly and make updates during the month as needed. Send daily reminder pages to the faculty and resident who are on call for that evening/weekend.

5% - Resident Code Pager Calendar - Create and distribute monthly Resident code pager schedules for daily AM/PM code coverage.  Coordinate with AM/PM resident availability to identify 2nd and 3rd year residents available on a given month and distribute scheduled coverage dates across the group.

5% - Calendar for HD/ED - Create calendar for UIM Hospital Discharge / ER Resident schedule (provided by IM residency) monthly and distribute in advance of the beginning of the month.

5% - Health East Cooper Call Schedule - Enter Simon call schedule for Health East Cooper (HEC) Internal Medicine Practice (provided by HEC clinic 6 months in advance).  Make updates as changes occur.

5% - Geriatrics Call Schedule - Enter monthly Geriatrics call schedule into Simon.

5% - Inpatient Team 4 Faculty Assignment Schedule - Create and distribute the 12-month GIM TEAM 4 Inpatient Teaching schedule 6 months in advance of the upcoming academic year.  This is a 1x per year process and involves a significant amount of correspondence and logistical coordination with the 10-12 faculty who cover this service.  Faculty cover 1-2 week inpatient blocks at a time.  Determine their preference of weeks and also which weeks they are not available.  Once the schedule is finalized, block the faculty’s outpatient clinic schedule for those same weeks they are assigned to inpatient.

5% - Unanticipated Clinic Cancellations - Respond promptly to unanticipated changes in clinical schedules that occur due to provider illness or other unanticipated events.  Coordinate last-minute provider cancellations, including blocking any remaining open appointments on the provider schedule, identifying alternative options for addressing patient needs, identifying alternate providers to cover a vacated schedule, contacting patients to notify them of the cancellation, helping to reschedule them into a new appointment date/time or notifying them they will see an  alternate provider, making changes to physical schedules, notifying all other impacted parties of the change (clinic leaders, schedulers, etc.).  This may involve occasional after-hours / weekend phone calls to patients when needed. There will be backup to support if unavailable.

5% - Clinic Schedule Template Build for new Providers or Template Changes for Existing Providers - Work closely with clinical leadership to coordinate schedule build for new clinical hires, complete relevant PATH schedule change forms, obtain approvals, and submit for processing.  Verify that schedules are accurately reflected upon completion.

5% - Resident Education Sessions - Distribute the UIM Morning Report Education schedule and create monthly Teams invites for these meetings which occur 4 mornings a week. Using sign-in sheets, prepare and maintain a spreadsheet of faculty and resident attendance with totals of morning reports and number of Hopkins modules completed by residents (approximately 20 residents per month).

5% - Resident Evaluation Meetings - Coordinate scheduling and logistics for biweekly UIM Resident Evaluation meetings.  Assimilate scores and faculty comments and feedback and enter into Medhub monthly.

5% - Schedule within Epic - Proficiently utilize Epic to block schedules, cancel schedules, reschedule patients, review templates and other schedule related activities.

5% - Facilitate meeting/event coordination - Support the GIM Division as needed for other meetings/events as assigned.

5% - Provide other administrative support to faculty and leadership as needed.

Preferred Experience and Additional Skills:

• Strong knowledge of Microsoft Office, particularly MS Word, , Teams, Outlook.

• Experience with Epic Cadence

• Demonstrated ability to learn new IT systems.

• Proven track record of being detail oriented with a high level of accuracy.

• Ability to exercise judgment and discretion.

• Ability to clearly and effectively communicate, both written and verbally.

Additional Job Description

Minimum Requirements: A bachelor's degree and one year relevant program experience.

Physical Requirements: (Note: The following descriptions are applicable to this section: Continuous - 6-8 hours per shift; Frequent - 2-6 hours per shift; Infrequent - 0-2 hours per shift) Ability to perform job functions in an upright position. (Frequent) Ability to perform job functions in a seated position. (Frequent) Ability to perform job functions while walking/mobile. (Frequent) Ability to work indoors. (Continuous) Ability to work outdoors in all weather and temperature extremes. (Infrequent) Ability to work in confined/cramped spaces. (Infrequent) Ability to perform job functions from kneeling positions. (Infrequent) Ability to squat and perform job functions. (Infrequent) Ability to perform 'pinching' operations. (Infrequent) Ability to fully use both hands/arms. (Frequent) Ability to perform repetitive motions with hands/wrists/elbows and shoulders. (Frequent) Ability to reach in all directions. (Frequent) Possess good finger dexterity. (Continuous) Ability to maintain tactile sensory functions. (Continuous) Ability to lift and carry 15 lbs., unassisted. (Infrequent) Ability to lower objects, up to 15 lbs., from height of 36 inches to floor level, unassisted. (Infrequent) Ability to push/pull objects, up to 15 lbs., unassisted. (Infrequent) Ability to maintain 20/40 vision, corrected, in one eye or with both eyes. (Continuous) Ability to see and recognize objects close at hand. (Frequent) Ability to see and recognize objects at a distance. (Frequent) Ability to determine distance/relationship between objects; depth perception. (Frequent) Good peripheral vision capabilities. (Continuous) Ability to maintain hearing acuity, with correction. (Continuous) Ability to perform gross motor functions with frequent fine motor movements. (Frequent)

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

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