Education/Teaching/Training, Medical & Health, Operations/Project Management
The following describes the various aspects of the designated job. Some or all of these aspects may be changed over time, with or without notice, at the sole discretion of the ACGME.
Applicants must be currently authorized to work in the United States (US) on a full-time basis. The ACGME will not provide employment sponsorship for this position (e.g., H-1B Visa or other US employment authorization).
Title: Director, CLER Site Visit Program
Department: Department of Accreditation Services, Institutional Accreditation Section
Reports To: Vice President, Clinical Learning Environment Review (CLER)
Work Schedule: Full-Time
The Director, CLER Site Visit Program directs the flow and execution of work for CLER site visits, and serves as operations administrator to CLER Field Representatives. The Director, CLER Site Visit Program also serves as counselor to CLER volunteers, designated institutional officials, and others on all aspects of site visit operations. Accountabilities include the design and implementation of processes, tools, and materials; to promote optimal communication among a team of geographically dispersed CLER Field Representatives and volunteers; to manage a complex scheduling schema; to ensure uniform implementation of the site visit protocol; and to facilitate management of program data. Additional responsibilities include providing information and guidance to Sponsoring Institutions to assist them in understanding, preparing for, and participating in CLER site visits and other tasks aimed at enhancing the CLER site visit process and its effect on improving the quality of patient care and resident/fellow physicians’ education.
Job Context/Background Information
The primary function of the ACGME is to provide accreditation standards for resident and fellow physician education programs and their Sponsoring Institutions and to monitor adherence with them to ensure consistent delivery of high-quality graduate medical education. Goals include fostering innovation and improvement in the physician learning environment.
The focus of the CLER Program is to promote improvement of patient care and enhancement of the GME experience through regular periodic review of the clinical learning environment in the areas of 1) patient safety; 2) health care quality improvement, including health care disparities; 3) transitions in care; 4) supervision; 5) well-being; and 6) professionalism.
Primary Duties and Responsibilities
Direct the day-to-day operations of the CLER Site Visit Program, serving as primary point of contact for approximately 25 geographically dispersed physician Field Representatives.
Work with the Director, CLER Volunteer Site Visitor Program to co-manage the CLER Volunteer Site Visitor Program, providing support and guidance to approximately 20 volunteer Field Representatives integrating them into the scheduling process, assisting with orientation, and overseeing ongoing administrative support (e.g., travel reimbursement).
Manage ongoing development and implementation of a complex scheduling schema for short-notice scheduling of site visits to 350+ multi-program Sponsoring Institutions and 300+ small program Sponsoring Institutions in continuous cycles every 24 (+ six) months, taking into consideration CLER Field Representative availability, institutional availability, institutional size and its impact on team size, and visit duration; work with the CLER administrative staff and the ACGME Department of Applications and Data Analysis to manage migration to use of online scheduling tools.
Develop and implement processes, tools, and materials to assist workflow and support communication with the members of the CLER Field Staff and with ACGME-accredited Sponsoring Institutions; work with administrative and CLER Field Staff members to develop, test, and refine tools, such as e-mail templates, checklists, telephone scripts, and talking points, to optimize workflow and facilitate uniform implementation of the site visit protocol; oversee eventual migration from paper-based to electronic materials.
Develop and manage processes for final review and distribution of site visit reports to the Sponsoring Institutions and receipt of follow-up responses and feedback from the sites; serve as a resource for questions from Sponsoring Institutions.
Oversee the expense reporting and reimbursement process for all CLER Field Representatives and volunteers; coordinate with the Department of Human Resources to respond to administrative questions, and coordinate vacation requests; oversee maintenance of a team calendar and timely distribution of updates to staff members.
Participate in the planning and conduct of regularly scheduled all-staff teleconferences; work with Senior Leadership to prepare agendas and supporting materials, and lead various components of the calls.
Coordinate with the Director, Program Evaluation to design and oversee processes for tracking and analyzing program metrics, creation and maintenance of file systems for upload and storage of qualitative and quantitative data (including audience response data), and generation of reports to the CLER Evaluation Committee.
Work with Senior Leadership to manage the ongoing evolution of the site visit protocol, including the design and testing of new versions of protocol instruments in the beta phase of program deployment in multi-program Sponsoring Institutions and alpha and beta testing of deployment in small-program Sponsoring Institutions.
Develop a policies and procedures manual to support ongoing program management.
Work with Senior Leadership to develop and implement an orientation program and guidebook for new CLER Field Representatives and volunteers.
Work with Senior Leadership to develop and implement periodic CLER Field Staff training and faculty development meetings.
Maintain knowledge and familiarity with all program equipment and applications, including audience response system software.
Oversee CLER operations team of administrative assistants and program administrators; provide training and performance feedback; ensure work is performed to acceptable standards; provide ongoing communication, coaching, and support to ensure staff members’ familiarity and understanding of CLER Program developments.
Other duties as assigned.
Education, Knowledge, Skills, and Abilities
Master’s degree in a relevant discipline strongly preferred, with five or more years of relevant experience; minimum of Bachelor’s degree and extensive directly-related experience required.
Strong background in program management and experience in health care education, health services research, or a related field required.
Must have proven interpersonal and diplomatic skills, including the ability to work with physicians and act as a liaison with various groups, as well as the ability to interact credibly with those involved in graduate medical education.
Must have excellent written and verbal communications skills and the ability to prepare well-written correspondence appropriate to ACGME stakeholders (medical professionals in particular).
Must have demonstrated management and team-building skills.
Must have demonstrated ability to lead change efforts.
Must have experience developing and delivering presentations.
Must have a solid working knowledge of use of the Internet, web-based programs, online meeting software, and computer software applications of Microsoft Word, PowerPoint, and Excel.
Familiarity with higher education programs, their structure, application and accreditation a plus.
Position requires the significant use of standard office equipment, such as a computer, keyboard, mouse, photo copier, fax machine, telephone, etc
Most of the work of the Director, CLER Site Visit Program is done in the ACGME office with the typical physical demands of an office environment.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
While performing the duties of this job, the Director, CLER Site Visit Program:
Must be willing and able to travel as needed to attend approximately 3 to 4 out-of-state site visits or meetings per year, with duration of two to four days per trip, possibly including weekends.
Will frequently be required to sit in meetings for long periods of time.
Will frequently be required to sit and work for extended periods of time at computer terminal using various computer programs and other computer tools.
An Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer