Medical Education Clerkship Coordinator

This non-exempt day position will support students through the Henry Ford Health & MSU partnership and require in person work at the main hospital campus in Detroit, with occasional travel to other hospital locations and East Lansing.

GENERAL SUMMARY:

Under minimal supervision, the Clerkship Coordinator for Undergraduate Medical Education (UME) manages the daily operations of all aspects of undergraduate clerkship programs. Responsible for facilitating educational project work by providing direction, leadership, and day-to-day management of undergraduate medical education programs and initiatives. Coordinates clerkship projects, formulates needed enhancements for processes, and works with internal and external customers to successfully meet established goals and deadlines. Designs and facilitates the delivery of information to support the ongoing needs of student career and educational development. Utilizes best practice workflows, reflection toward continuous improvement, and critical thinking to maximize the timely implementation of programming and establishing/improving procedure. The Clerkship Coordinator for UME reports to the Manager for Undergraduate Medical Education.

PRINCIPLE DUTIES AND RESPONSIBILITIES:

• Coordinates the daily operations of all aspects of undergraduate clerkship programs. Works in concert with leadership to determine the appropriate focus and direction of clerkship initiatives and projects.
• Acts as a human resources department to collect, evaluate, and store information for onboarding students at the hospital including educational records, health records, and any other documents related to institutional compliance. Evaluates the need for and assigns institutional modules in compliance with hospital policies. Provides access for students to the electronic medical records system, facilities, medical supplies, and other resources for educational activities.
• Maintains and updates appropriate databases of student, clerkship, and preceptor information. Safeguards and protects highly confidential information in compliance with FERPA, HIPAA, system, hospital, and affiliated school requirements. Maintains students' separate non-employment and educational records, as defined by Henry Ford Health policy and in compliance with hospital and affiliated school requirements. Periodically reviews and updates preceptor information, ensuring appropriate credentialing and documentation.
• Plans and educates students in orientations to hospital and clerkships. Designs, reviews, and revises educational/support materials and ongoing guidance to students including web site, brochures, and training materials and manuals.
• Assists and advises Clerkship Directors in managing clerkship programs including creating and maintaining rotation schedules, coordinating educational activities in accordance with curriculum requirements, ensuring availability of appropriate educational materials and facilities, and overseeing accurate scheduling in designated management systems.
• Gathers, tracks, and verifies students' compliance with clerkship and/or curriculum requirements. Compiles and audits information as wells as notifies students, clerkships, and programs of progress toward completion of required curriculum objectives.
• Uses designated software to gather and manage all evaluations (e.g., faculty's/trainees' evaluations of students, students' evaluations of faculty and clerkship, faculty evaluations of clerkship), surveys, certifications (e.g., BLS, ACLS), and exam results (e.g., shelf, progress). Compiles and disseminates results as required by hospital, clerkship, departments, medical schools, and/or external agencies.
• Collaborates with leadership to support implementation of curriculum to meet requirements of affiliated schools. Creates event-schedule, coordinates resources/facilities, and monitors student participation in learning activities.
• Plans and leads major activities/projects that support the education or curriculum of medical students. Creates, designs, and manages project plans, timelines, and budget. Manages and coordinates activities to ensure all process workflows are being handled within the established time parameters by both internal departments and outside stakeholders. Develops and implements solutions to improve current processes and procedures related to project work.
• Maintains effective communication for all clerkship initiatives with students, clerkship, department, hospital system, and medical schools. Monitors and responds to ongoing communication on behalf of clerkship in timely and professional manner (e.g., formal letters, email, group paging, etc.). Serves as key contact between clerkship and other internal and external customers. Advises medical students regarding requirements and deadlines; disseminates information regarding rotations, didactics, and other educational opportunities.
• Receives and screens visitors, telephone calls, and e-mails; independently composes, prepares, and distributes correspondence, agendas, and reports; schedules meetings; responds to information requests.
• Plans and coordinates meetings between students, clerkship, department, hospital, and medical schools as needed to successfully gather feedback, monitor programming/initiatives, and disseminate clerkship information.
• Participates in proctor training and administers progress and subject examinations to students in compliance with system, hospital, and school policies.
• Understands and monitors compliance with Liaison Committee on Medical Education (LCME) and/or Commission on Osteopathic College accreditation (COCA) requirements; fosters awareness and compliance with accreditation requirements through dissemination to hospital leadership and students.
• Supports reporting of information for hospital oversight and outside accreditation including collecting, reviewing, and updating hospital site documentation for the purposes of hospital and system reviews, affiliated medical school accreditation reviews, and applicable hospital accreditation site visits. Designs reports and distributes to appropriate parties.
• Monitors and maintains successful operation of site facilities through accurate and timely reporting and supply ordering.
• Audits, maintains, and updates student management and evaluation systems (e.g., Peoplesoft, MedHub, New Innovations) for accuracy of content.
• Ensures completion of annual revision of clerkship communication and guidance; reviews, communicates and enforces established policies and procedures; educates leadership, students, and faculty on new and existing system and hospital policies; recommends changes when appropriate.
• Responsible for leading and serving on cross-functional teams within and outside of the organization as a representative of clerkships. Develops and maintains strong professional relationships across operational departments and with both internal and external stakeholders.
• Serves as liaison among clerkships, departments, medical schools, and system medical education offices. May include some evenings and weekends as well as travel to other Henry Ford Health or affiliated school sites.
• Supports the Clerkship Director in the implementation of clerkship and department goals and objectives.
• Represents Clerkship Directors and makes decisions in the Clerkship Directors' absence within prescribed limits of authority; updates Clerkship Directors on hospital issues; alerts the UME Director, Administrative Director, and/or Clerkship Directors to potential counseling needs; represents the clerkships as requested.
• Participates in professional development to maintain knowledge and skills required to successfully support changing requirements of the position; attendance required.
• Serves as a mentor to new clerkship coordinators; provides professional development to peers as requested.

EDUCATION/EXPERIENCE REQUIRED:

• Bachelor's degree in a related field required.
• Recent, progressively more responsible experience in an educational or medical environment preferred.
• Strong data collection and entry ability with attention to detail; requires high level of accuracy.
• Demonstrates knowledge and skills in Microsoft Office applications (i.e., Access, Excel, PowerPoint, and Word) and data management applications.
• Self-directed learner with ability to work independently and adapt to change.

Additional Information

• Organization: Corporate Services
• Department: Education - CHM
• Shift: Day Job
• Union Code: Not Applicable