So, you Need to Hire a Coordinator?

Ruth H. Nawotniak MS, CTAGME

You find yourself needing a residency program coordinator.  How do you find one that will give you the support you need to manage the requirements of the Accreditation Council for Graduate Medical Education (ACGME) and the American Board of Surgery (ABS), to keep resident records organized, to track the day-to-day activities of the residents, and to help keep you focused and productive?  The position of program coordinator is no longer simply a clerical one.  The emphasis on education and outcomes from the ACGME, including their documen-tation, presents the need for a program coordinator who can function well as a manager and administrator.  The core functions are:

• learn and adapt to the concepts of graduate medical education
• function well under stress
• multi-task on an ongoing basis
• meet deadlines 
• keep a sense of humor through it all.

The change in the focus of graduate medical education mandated by the ACGME has increased the scope and depth of the function of the program director and resulted in a change of expec-tations.  The need for a higher level of support for both the program director and a more structured training program is now crucial to the success of the program.  With the advent of the National Board for Certification of Training Administrators of Graduate Medical Education Programs (TAGME), a standard has been set for those who function as program coordinators.  Although the criteria for certification are not designed to be a requirement for the position, being certified could enhance the attractiveness of candidates going through the hiring process.

What can you do to ensure that you receive a higher level of support from your new coordinator?

First, understand what the coordinator’s functions are.  The six most common are:

• monitoring and documenting the evaluation processes and dealing with adverse evaluations and subsequent actions
• managing work hours, resident activities, and schedules
• understanding accreditation, board, and institution requirements
• understanding legal, personnel, and human resource issues with regard to employment, visas, discipline, and health care
• understanding and dealing with data management issues
• accessing the resources and Web sites involved in medical education and utilizing networking and Internet opportunities efficiently and effectively.

Second, select a person who possesses the intellect, skills, and abilities needed for the position.  In addition to good writing and communication skills, select a coordinator who has computer expertise in word processing and Web navigation, as well as office management and team building skills.  Your coordinator should also have the ability to:

• assess and analyze data
• create effective and efficient tracking processes
• understand and apply accreditation requirements, as well as state and federal regulations
• listen well and maintain confidentiality. 

Third, select a person with appropriate life experiences and/or education.  Ideally, the person to hire is, or recently was, a coordinator, preferably in surgery or a surgical specialty.  Barring that, a background in education will aid in the understanding of learning concepts, curriculum, and program development.  A background in medicine will aid in the understanding of the content of the clinical educational program and the regulatory constraints in which clinical education is presented.  A background in medical staff services gives an understanding of the career needs of the resident and supports the creation of processes that can facilitate that need. 

A background in office management will provide the organizational skills needed to maintain and process documentation.

Fourth, offer a work environment that supports success.  Appropriate equipment, file storage space, and work table space is needed.  The office should be private in order to support and protect the confidential nature of the position.  A second phone line reserved for use by key administrative personnel such as the program director, allows the coordinator to more easily support their immediate administrative needs.  Provide support through appropriate staffing for the office, a clear job description, and a competitive salary.  Currently, a coordinator’s salary ranges from $30,000 to $60,000, depending upon region, corollary duties, experience, and presence or absence of formal training.

It must be acknowledged that regardless of the ability to select someone with the intelligence and right level of skills and abilities, the program coordinator can only become as good or as successful as the program director will allow.  If the program director provides opportunities and support for success and the development of professionalism, then the program coordinator must take advantage of those opportunities.  This allows for his/her personal professional development.  If, however, the program director does not provide or support those opportunities, then it is almost impossible for the program coordinator to take on that role.

Where do you find good candidates for the position of coordinator?  In some cases, GME offices handle the hiring of coordinators, while in others, the individual department and/or program does their own hiring.  In all cases, advertising through online career opportunity search engines and/or local papers is appropriate.  If the person handling the hiring would like someone with a background in education, medicine, medical staff services, or office management, then additional information can be sent to those targeted audiences.  One excellent, free resource for advertising, is the Association of Program Directors in Surgery (APDS) listserve.

Online January 8, 2007