Clinical Site Coordinator – Wytheville, Clinch Valley, and Princeton

*Job Summary* The coordinator is an extension of the VCOM office of Clinical Affairs.
The coordinator serves as the direct link or main point of contact with the College for the faculty and students within the clinical site.
The Coordinator must remember they are the “face of VCOM” to that clinical site.
As such, the Coordinator should be courteous and helpful at all times and never adversarial.
If the question the faculty or student has is not directly related to the coordinator’s job, the coordinator shall facilitate finding the person who will be able to assist the student, contact the Director of Clinical Rotations to find the answer or where appropriate the DSME.
Having a positive attitude toward the students, faculty, and the College is a must.
The candidate will also provide assistance, as a representative, to those he or she encounters at the hospital site.
*Job Duties* a.
Assure all paperwork is collected and sent to clinical affairs including: * All necessary paperwork for clinical faculty credentialing at these sites * Sign in / attendance sheets for OMM workshops.
* Evaluations not done on-line.
* Bi-annual Invoices for clinical rotations at these sites b.
_Orientation: _ The Coordinator works with the clinical site to arrange the orientation of students each year.
The Coordinator holds the primary responsibility for this function and works with the DSME and hospital administration in the scheduling.
The Coordinator assures that all necessary paperwork/documents and training requirements of or from the students is completed in a timely manner and distributed to the appropriate administration, personnel, and/or departments at the hospital sites.
c.
_Scheduling: _Working with the DME of the site (or DSME) at these sites, provide the schedule for all clinical rotations for the third and fourth year students at the site annually according to core required rotations as provided by the Director of Clinical Rotations and mutually agreed upon.
A proposed Core third year schedule is developed annually for each site by Clinical Affairs through the Associate Dean and the Director of Clinical Rotations.
The DSME and Clinical Coordinator shall assign those faculty members for the Core rotations from each site that are appointed and who have a direct relationship with their clinical chair at the hospital site.
The coordinator shall facilitate all new faculty appointments by requesting and obtaining the appropriate paperwork for faculty appointment and forwarding those documents to the Associate Dean for Clinical Affairs.
If a faculty member has an emergency and cannot provide their clinical rotation, it will be up to the DSME for the site and the Clinical Coordinator to find an appropriate physician to substitute.
The Coordinator serves as the main point of contact for on-site faculty and students regarding schedules.
The college will have a contract with the faculty members or the hospital site and the Coordinator must complete or assist with the completion of the invoices for payment.
d.
_VCOM Portal: _ Student schedules and evaluations are kept on a portal system and the Coordinator should assure that rotations are listed accurately for 3rd and 4th year rotations at their site.
This will involve an initial entry of rotations but also periodic updates and corrections.
The Coordinator will collaborate with the 3rd and 4th year Directors to make sure all records match.
e.
_Problem Solving:_ If problems should arise the site coordinator should first try to work this out with the DSME and if this cannot be done, should contact the Director of Clinical Rotations or the Associate Dean of Clinical affairs.
The Coordinator must be able to build tables, schedules, and calendars.
f.
_Morning Reports or Case Presentations: _ The Coordinator should ensure the DSME, or another faculty member is present for the student Case Presentations.
Case Presentations are presented by the student and a minimum of two are required by each student per year.
If done at these sites, please ensure to coordinate with the Site coordinator at the students’ core site.
The attending faculty should give feedback on the case.
The Coordinator should work with the DSME to assure the DSME or a designated faculty member is present for all morning reports.
Attendance should be taken as all students are to attend.
g.
_Exam Days:_ The Coordinator should assist with the monthly exam day.
Students will return to their respective core sites to take their end of rotation exams.
The Coordinator shall proctor all exams and collect any paperwork necessary.
The Coordinator must learn to operate all audiovisual and telecommunication equipment.
The coordinator shall ensure the set up for the monthly OMM sessions.
The coordinator will assist in the development of and coordination of the monthly education days, the testing for students from their site on those days, and assistance in identifying members of the hospital site staff for the Associate Dean as potential speakers and contacting them where appropriate.
h.
_Faculty Development and CME: _ Assist the DME in arranging and coordinating faculty development and continuing medical educations programs, or various other meetings with site.
When Faculty Development or CME programs are held on site, either by telecommunications or through a presentation, the Coordinator will facilitate the sign in sheet, any refreshments that are arranged, and assure all equipment is working.
The Coordinator will work directly with the CME Director to ensure brochures, announcements, or other materials are made.
The Coordinator will be responsible for all evaluations.
i.
_Evaluations:_ The Coordinator will ensure all student evaluations of the preceptor and preceptor evaluations of the student are in at the two-week post rotation interval.
The Coordinator shall pursue the evaluation being returned with the faculty member or the student until this has been done.
The Coordinator must be both tactful and persistent in this duty.
The Coordinator should contact the Associate Dean if the student has not turned in the evaluation 5 days after the second reminder.
j.
_One-on-One Assistance: _The Coordinator will work with students in regards to their ongoing schedules and when they are choosing their medicine and surgical rotations.
The Coordinator will maintain a list of faculty for their sites and update clinical affairs annually.
The Coordinator will assist the faculty member and clinical affairs to assure all clinical faculty documents are in place.
The Coordinator shall establish specific times of availability to students and faculty physicians weekly.
At times the Coordinator will assist the Clinical Chairs, the DSME, or on-site faculty in arranging special presentations, meetings with faculty or students, or other educational activities.
The above are the primary duties of the job; however, as with any job, the duties are not limited to these.
k.
_Housing:_ The coordinator will oversee the elective housing if the hospital site offers such housing or if VCOM has arranged housing within the area.
Within the Wytheville, Clinch Valley and Bluefield/Princeton region, the Site Coordinator is responsible for the overseeing of three such properties.
The coordinator shall check the housing once per month and report condition to the OMS 3 Director of Clinical Rotations inspecting and assuring safety and cleanliness.
(VCOM provides financial support for cleaning if leased by VCOM).
l.
Assist with SP Testing, end of year testing, and special events at VCOM including Hospital Day, White Coat Ceremony and Graduation.
*Required Qualifications* * Education: Associate or Bachelor’s degree or equivalent experience.
* Experience: One to three years prior experience in office management preferred * Licensure or Certification: N/A The position requires that the candidate possess a valid driver’s license and a satisfactory means of transportation, as travel will be required.
Other skills important to this position: * Knowledge of principles and practices of basic office management and organization, including information gathering and monitoring * Be highly organized, detailed-oriented, and able to multi-task in a fast-paced environment.
* Ability to work well either alone or as part of a team.
* Excellent interpersonal and communications skills * Strong team player * Commitment to organization’s values * Knowledge of Microsoft Office, telephone protocol, Polycom/Video conference equipment and email applications Preferences may be given to applicants who have experience with medical terminology, operation/knowledge of medical education protocol, and continuing medical education.
The successful candidate will be subject to a criminal history background check.
Regular, reliable, or predictable attendance is an essential function of the job.
*Working Conditions and Efforts* The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
_Physical demands: _While performing the duties of this job, the employee is occasionally required to sit; use hands and vision for office equipment such as computers; talk or hear; moderate telephone usage.
The employee must occasionally lift and/or move up to 50 pounds.
_Work environment: _ Office environment.
Some outside travel required.
The noise level in the work environment is usually minimal.
This position is classified as a non-exempt position because it does not require that the candidate/employee exercise independent judgment and discretion regarding matters of significance.
Employment with VCOM is “at-will”.
This means employment is for an indefinite period and it is subject to termination by the employee or by VCOM, with or without cause, with or without notice, and at any time.
Nothing in this position description or any other policy of VCOM shall be interpreted to conflict with or to eliminate or modify in any way, the “at-will” employment status of VCOM employees.
*VCOM Core Values: *The employee is expected to adhere to all VCOM policies.
As the environment is a professional college, VCOM faculty / staff are expected to dress and behave in a professional manner at work.
VCOM faculty / staff are expected as VCOM employees, to be a person who obeys all laws and professional expectations of an upstanding citizen of the community.
VCOM expects all employees to maintain a positive attitude in all working relationships with all VCOM departments, employees, medical students, prospective medical students, interns, and residents and to treat all other engaged in the duties of the employment, with mutual respect.
I am notified that the College is an equal opportunity employer and does not discriminate on the basis of age, sex, sexual orientation, ethnicity, religion, or disability.
Job Type: Full-time Pay: $36,000.
00 - $40,000.
00 per year Benefits: * 401(k) * 401(k) matching * Dental insurance * Employee assistance program * Health insurance * Life insurance * Paid time off * Vision insurance Schedule: * Monday to Friday Work Location: In person