Family Medicine Residency Quality; Program Tech

Department Overview

The OHSU Family Medicine Residency Program is a nationally ranked, four-year program designed for the modern, full-spectrum physician. Our program is designed for those looking for a comprehensive, integrated, diverse program that will provide them with superior education and preparation for the challenges of Family Medicine practice in the 21st Century. Read more about OHSU Family Medicine’s Residency:(Use the "Apply for this Job" box below)..

The duties of this position are in support of the mission, goals, and objectives of the School of Medicine. This position exists to ensure program compliance, provides technical support, coordinate program quality measures, organize resident recruitment activities, and provide timely communication to approximately 48 residents, residency program leadership, focused faculty, and staff across 5 clinics and multiple external sites. This person is a critical liaison for applicants, residents, faculty, program leadership, external clinical and educational sites, and Graduate Medical Education leadership.

Residency Technical Consultation – Compliance and Operations:

• Liaison between Graduate Medical Education (GME) at OHSU and the Family Medicine Residency Program Administrative Team, responsible for interpreting policies and procedures for program staff.
• Review and interpret ACGME program requirements, board requirements, and institutional requirements to inform decisions and make recommendations to program leadership about needed program actions.
• Write, revise, and disseminate program policies.
• Create and Coordinate annual reporting processes including ACGME and ABFM surveys, ABFM Residency Training Management System, program updates via ACGME ADS, GME Census, GME Track, and AAFP census and updates.
• Create and Coordinate development and maintenance of affiliation agreements (PLAs) with all resident rotation sites and visiting resident home institutions.
• Manage Med Hub Residency Management System.
• Develop and maintain resident certification process including monitoring certification expiration and resident compliance with maintaining active required certifications.
• Create and Coordinate process for creation, delivery, collection, and reporting of all required evaluations. This includes evaluations of residents, faculty, rotations and program.
• Create and Coordinate all stages of resident feedback mechanisms including advising, semi-annual reviews, and summative evaluations. Ensure all materials are prepared, sessions are scheduled, and feedback gathered for these sessions.
• Develop forms and processes for Clinical Competency Committee including preparing evaluation reports, aggregating visit metrics, and finalizing milestones reports for semi-annual reviews and reporting.
• Create, distribute, analyze and report on confidential review of program by residents and faculty annually.
• Develop surveys and analyze data to support development of Annual Program Evaluation

Residency Program Recruitment Operations:

• Provide technical consultation to program leadership and staff on changes in residency recruitment regulations as set forth by national bodies including NRMP, ERAS, and AAMC.
• Conduct annual operational review of recruitment processes and coordinate planning an implementation of processes to maintain compliance.
• Develop and deliver training to faculty and staff on recruitment policies and guidelines in advance of residency recruitment season.
• Manage annual recruitment process including application processing and screening, creation of interview schedules, interview day logistics, and evaluation and ranking procedures.
• Collaborate with Program Director and administrative staff to prepare for recruitment season including recruitment dates; assigning faculty, resident, and staff participants to events and tasks, and manage application communication and interview scheduling system (Thalamus)
• Develop and maintain resident recruitment resources including recruitment folio and all materials provided to applicants.
• Manage all aspects of ERAS file review including scoring of standard application package, Dean’s letters, and supplemental applications.
• Organize all…