Physician Services & Rural Residency (RR) Administrator Full Time

Overview
We are seeking a highly skilled and dedicated Physician Services & Rural Residency (RR) Administrator to lead and coordinate physician services within rural healthcare settings. This vital role requires a professional with extensive experience in healthcare management, medical office operations, and practice administration. The successful candidate will oversee the administrative functions of rural residency programs, ensure compliance with healthcare regulations, and foster an environment of continuous improvement to support physicians, staff, and patient care. This position offers an opportunity to make a meaningful impact on rural health initiatives while managing complex operational responsibilities.

Responsibilities

RR Accreditations & Compliance

• Continually assess program compliance with applicable requirements, including HIPAA, ACGME, ABFM, IPRO, and GME policies.
• Identify deficiencies, notify leadership and execute necessary changes for compliance.
• Manage and facilitate external and internal program review, including site visits and GME internal reviews.
• Create and maintain thorough electronic files demonstrating compliance and reflecting trainee and program achievements.
• Prepare for accreditation and readiness and assist with program reviews.
• Manage trainee documentation, including licenses, contracts, visas and health compliance.

RR Recruitment

• Oversee program recruitment, including application, inquiry, and interview processes.
• Screen and evaluate application based on ACGME/GME regulations and program quality indicators.
• Create and distribute reports to guide faculty in candidate review and ranking.
• Organize and execute interview day experiences, including accommodations, events and logistics.
• Manage recruitment systems such as ERAS and NRMP, staying updated on changes and reporting impacts to leadership.
• Support social media and website contact for recruitment, wellness, and alumni relations, partnering with URMC Communications as needed.

RR Evaluation

• Develop, manage, and monitor evaluation processes for trainees and programs using appropriate software.
• Preform data analysis and generate reports to identify strengths and areas for improvement.
• utilize tools to evaluate trainee progression through milestones and learning objectives. Upload appropriate reports to ACGME.
• Maintain alumni databases and deliver annual surveys for program quality improvement.
• Research best practices and create outcome assessment tools for program evaluations.

RR Education Curriculum and Content

• Develop and coordinate educational curricula, including rotation goals, objectives, evaluations, and scheduling.
• Negotiates and facilitates program letters of agreement with outside entities.
• Review education activities to ensure alignment with program goals and ACGME/Board requirements.
• Organize and publicize clinical and didactic conferences, monitor attendance, and evaluate effectiveness.
• Oversee trainee orientation activities and monitor progress with GME onboarding requirements.
• Plan and manage program budges, financial transactions, and special events.

Medical Staff & Administrative support

• At the direction of the VP of Physician Services, has the responsibility for coordination of MD/DO/APP candidate interviews, working closely with the CMO, medical staff, and department leaders to create meaningful itineraries. Collects interviewer feedback and evaluations post interview and aggregates results to support hiring decisions.
• Works closely with VP of PS to coordinate and collect documentation, letters of support and other requirements associated with immigration support for new hires.
• Generates onboarding and orientation schedules for new hires, working collaboratively with CMO, VPs and department leaders to ensure comprehensive onboarding with the organization.
• Responds to CVO and Medical Staff Coordinator requests for information and signatures.
• Submits CBO initial enrollment requests and change forms. Responds to CBO requests for information and documentation in support of the Medical Staff Coordinator and VP of PS.
• Maintains project plans and documents related to CMO, quality and hospital initiatives to include Joint Commission readiness, operational workflow/patient flow, physician services building and moving projects.
• Responsible for generating a schedule of Environment of Care (EOC) and clinical tracers for all hospital departments and maintains a tracking log of findings and follow up.
• Generates first letters of acknowledgement for all patient complaints and grievances within seven (7) days per hospital policy.
• Serves as the second administrator for RL Solutions technical support to include setting up new users, new departments, running reports and making program modifications at the direction of the VP of PS and Director of Quality.

Other Duties

• Attend non-clinical program meetings relevant to the RR program.
• Provides guidance and training to staff; may oversee work of lower-level staff.
• Serve as back-up for other Residency/Fellowship administrators as needed.
• Perform other duties as assigned.

Skills

• Extensive experience in medical office management with proficiency in EMR/EHR systems such as Epic or eClinicalWorks.
• Strong fiscal management skills including budgeting, financial planning, and resource allocation within healthcare settings.
• Proven supervising experience with the ability to lead multidisciplinary teams effectively.
• Knowledge of healthcare regulations including HIPAA compliance, JCAHO standards, and managed care protocols.
• Familiarity with medical terminology, medical records management, and clinical workflows across acute care or hospital environments.
• Experience in dental or veterinary clinic operations is advantageous but not required; emphasis on clinic experience is valued.
• Excellent organizational skills coupled with the ability to manage multiple priorities in fast-paced environments such as hospital or clinic settings. Join us in advancing rural healthcare delivery through strategic leadership and operational excellence!

Education & Experience

• Associate’s degree, Required.
• At least 3 years of secretarial or administrative experience, Required.
• 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation, Preferred.
• Equivalent combination of education and experience.

Pay: $26.73 – $34.33 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Pet insurance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person