GME Specialist

J  o  b    D  e  s  c  r  i  p  t  i  o  n

JOB INFORMATION

Effective Date:

4/1/2021

Entity:

Wisconsin

Job Code:

350055

Job Title:

GME Specialist

Exemption Status:

Non-Exempt

Management Level:

Individual Contributor

JOB SUMMARY

The Graduate Medical Education (GME) Specialist staffs an essential team within the GME Office and participates in an array of administrative oversight functions as part of the GME Business Operations Team.  The GME Specialists report to the Manager of GME Business Operations to oversee and support GME programs sponsored by the University of Wisconsin Hospitals and Clinics (UW Health).

Under the direction of department leadership, the Specialist could be involved in the administration and support of any service the GME office provides, generally under established accreditation and regulatory requirements, policies, and processes.  The Specialist is also required to attain/maintain specialized knowledge of GME, as applicable to business operation functions and dictated by: ACGME accreditation, regulatory bodies, institutional policies and systems.

MAJOR RESPONSIBILITIES

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Administers on-boarding logistics and hiring requirements for new residents and fellows, delivered through an on-line portal, including requirements for international medical graduates and J-1 visa holders.

•

Interfaces with affiliate partners to coordinate preparation and delivery of their on-boarding requirements.

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Maintains resident/fellow profiles by training program in centralized residency management system (i.e., MedHub) and UW Health’s human resource system over the course of the training program.

•

Administers changes in applicable systems and databases as residents and fellows progress through training years – e.g., training year promotion, annual contractual appointment, stipend level updates, training completion, and alumni information.

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Maintains training history within resident/fellow profile per regulatory requirements – i.e., to maintain CMS reimbursement eligibility. Responsible for the accuracy of the official training record related to dates and program.

•

Processes leave requests, ensuring compliance with time off policy and other institutional policies.

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Serves as knowledge expert to program administration and residents/fellows related to ACGME, Board, Joint Commission, and Institutional requirements and policies related to GME Business Operations.

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Monitors and audits requirements to confirm they are maintained and supported by documentation.

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Reviews existing policies for needed revisions as requirements and related processes change.

•

Interfaces with residents, fellows, program directors and coordinators, other departments, and affiliate partners in response to inquiries and support requests.

•

Prepares and delivers communications, status reporting, instructional documentation, and process training on applicable GME administration topics.

•

Collaborates with on-going workgroups to optimize process workflows and systems as operational efficiency and compliance changes may require.

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Completes other duties as assigned to balance work volume across staff especially during peak on-boarding period.

ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE UW HEALTH PERFORMANCE STANDARDS.

X

Non-Clinical

JOB REQUIREMENTS

Associate's Degree

in business, systems management, human resources or related field

Required

Two (2) years of relevant work experience or TAGME certification may be considered in lieu of degree, in addition to work experience below

Bachelor's Degree

in education, business administration, systems management, human resources, communications, or related field

Preferred

2 years

of experience working in a business office environment

Required

2 years

of experience as a GME program coordinator or accreditation or regulatory experience

Preferred

•

Knowledge of the principles and practices of office administration

•

Excellent oral and written communication skills

•

Excellent writing skills with attention to detail

•

Demonstrated ability to use Microsoft Office Suite and complex database systems. Experience with MedHub Residency Management and PeopleSoft HR system is highly desirable

•

Excellent organizational skills

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Treats others in a respectful and supportive manner

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Ability to work in a team environment and to collaborate with a variety of professionals

•

Ability to maintain and convey a positive attitude and customer service approach

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Ability to plan and prepare comprehensive and accurate instructions for use in teaching an individual or group a new process or requirement

•

Ability to balance a variety of tasks and assignments in an active office environment prone to disruptions that often require immediate attention

PHYSICAL REQUIREMENTS/WORKING CONDITIONS

☒

Sedentary: Ability to lift up to 10 pounds maximum and occasionally lifting and/or carrying such articles as dockets, ledgers and small tools. Although a sedentary job is defined as one, which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required only occasionally and other sedentary criteria are met.

Up to 10#

Negligible

Negligible

☐

Light: Ability to lift up to 20 pounds maximum with frequent lifting and/or carrying of objects weighing up to 10 pounds. Even though the weight lifted may only be negligible amount, a job is in this category when it requires walking or standing to a significant degree.

up to 20#

Up to 10# or requires significant walking or standing or requires pushing/pulling of arm/leg controls.

Negligible or constant push/pull of items of negligible weight

☐

Medium: Ability to lift up to 50 pounds maximum with frequent lifting and/or carrying objects weighing up to 25 pounds.

20-50#

10-25#

Negligible-10#

☐

Heavy: Ability to lift up to 100 pounds maximum with frequent lifting and/or carrying objects weighing up to 50 pounds.

50-100#

25-50#

10-20#

☐

Very Heavy: Ability to lift over 100 pounds with frequent lifting and/or carrying objects weighing over 50 pounds.

Over 100#

Over 50#

Over 20#

Other - list any other physical requirements or bona fide occupational qualifications not indicated above:

Note: The purpose of this document is to describe the general nature and level of work performed by personnel so classified; it is not intended to serve as an inclusive list of all responsibilities associated with this position.