APPOINTMENT MANAGER (GRADUATE MEDICAL EDUCATION)

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

The School of Medicine has an outstanding opportunity for an Appointment Manager to join their team.

The Appointment Manager (payroll title: Program Operations Specialist) manages the appointment and credentialing process for approximately 500 new residents, fellows and non-accredited, clinical fellows each academic year. The Manager is also responsible for assuring ongoing compliance with appointment requirements for approximately 1,500 residents and fellows in accredited (ACGME, ABOG & CODA) and non-accredited clinical training programs at the University of Washington. The Appointment Manager reports to the Office of Graduate Medical Education’s Director of Housestaff Affairs.

RESPONSIBILITIES
In consultation and coordination with various GME constituents, the Appointment Manager will develop and implement policies and procedures for the appointment, onboarding, credentialing and re-credentialing of residents and fellows to ensure compliance with internal (e.g., hospital, GME) and external (e.g., ACGME, TJC, DOH) policies and requirements. Requirements may vary depending on type of trainee (ACGME resident/fellow, ABOG fellow, CODA resident, and clinical non-accredited fellow).

In this role, the Appointment Manager will work closely with the following constituents:  Program Directors and Administrators, 1,500 residents and fellows, GME Finance, GME Offices at VA Puget Sound Health Care System and Seattle Children’s Hospital, UW Medicine IT Services, UWMC-Employee Health Center, UW Integrated Service Center (ISC), Medical Directors’ Offices, UW Medicine Compliance, UW Office of Risk Management, Office of Academic Appointments and Compensation (AAC) , Office of Medical Staff Appointments (OMSA) and others as necessary.  The position requires an understanding of accrediting agency and regulatory body requirements that impact the appointment and credentialing process; an understanding of human resource processes; and the ability to synthesize requirements, solicit feedback, and develop applicable policies and procedures for housestaff appointments.

Appointments & Onboarding:
• Coordinate onboarding requirements for incoming trainees with various institutional departments, including creation of appropriate hospital accounts, badging, immunizations and health screening.
• Develop and maintain Resident and Fellow Onboarding Handbook for programs to document onboarding process and requirements. Conduct ongoing review and updates to handbook to ensure accuracy of the appointment process at all times.
• Monitor completion of onboarding requirements by programs. Provide guidance to programs as needed to ensure housestaff transition smoothly into clinical activities on their first day of appointment.
• Organize and direct annual GME Onboarding Kickoff Meeting for program administrators and department HR to present the onboarding process for incoming residents and fellows.
• Facilitate the appointment process and policy to ensure effective onboarding of incoming residents and fellows.
• Develop annual appointment process timeline for programs for the spring appointment season.
• Manage dynamic web-based GME application for new and continuing appointments delivered to residents and fellows via MedHub.
• Review and advise on resident and fellow appointments, to include R-level requests/changes and extensions of training.
• Ensure successful provisioning of UW Medicine Accounts for incoming trainees.
• Oversee the Residency and Fellowship Position Appointment (RFPA) Signature Page process for new and continuing residents and fellows.
• Serve as the SOM GME Deans Delegate approver for Workday appointment transactions.
• Serve as a subject matter expert for ISC and Departments for Workday business processes.
• Develop guidance on Workday business processes for resident and fellow appointments.

Credentialing:
• Manage annual credentialing requirements for residents and fellows in response to internal and external regulatory requirements.
• Advise training program directors, program administrators, and housestaff on the Credentialing Policy and general requirements.
• Collaborate with SCH GME Office and VAPSHCS HR Office to ensure accurate communication of hospital credentialing requirements and opportunities for information sharing between offices.
• Establish system in MedHub for auditing resident and fellow compliance with credentialing requirements during the onboarding process and throughout the year.
• Serve as primary point of contact with the Washington State Department of Health and local DEA Office on application requirements and interpretation of policies.
• Advise programs and trainees on UW GME Medical/Dental License and DEA registration policies, application, and compliance requirements.
• Monitor and track compliance with medical/dental/DEA license renewals in MedHub; follow up with programs and trainees as necessary.
• Facilitate Moderate Sedation training via course registration, tracking, and confirmation of certification.
• Oversee background check process for all incoming and re-appointed trainees, including submitting Washington State Patrol and A-Check background checks and querying the National Practitioner Data Bank (NPDB).  Contact incoming and current trainees upon receipt of positive hits on background checks and address results and appropriate follow-up with relevant parties.
• Support UWMC-Employee Health onboarding requirements, including collection of immunization records via MedHub, organizing annual TB and Fit testing, etc.
• Advise on enrollment for Centers for Medicare & Medicaid Services via PECOS and ProviderOne.
• Respond to inquiries from housestaff regarding license applications, training requirements (Learning Gateway, HIPAA), and obtaining access to appropriate UW systems.

Other:
• Primary management of the UW GME email inbox. Responds to inquires and forwards to GME team members, as appropriate.
• Develop and maintain offboarding process guidelines for programs and graduating residents and fellows. Monitor completion of requirements.
• Provide MedHub appointment files when requested by UW SOM Records Management.
• Assess system functionality of the MedHub Residency Management System and propose enhancements as needed.
• Provide day of support as needed at annual GME Orientation event.
• Other duties as assigned.

SUPERVISORY
• Recruit and supervise 1 – 2 hourly temporary employees annually.

MINIMUM QUALIFICATIONS
• Bachelor’s degree and 4 years of experience in program management, human resources and/or appointment and credentialing of staff.

Additional requirements:
• Strong computer proficiency, including Microsoft Office (Word, Excel, PowerPoint), Adobe Acrobat.
• Comfortable using web-based applications.
• Excellent verbal and written communication skills.
• Strong problem solver.
• Ability to multi-task.

Equivalent education and/or experience may substitute for minimum requirements.

DESIRED QUALIFICATIONS
• Experience in graduate medical education and/or credentialing of medical staff.
• Experience working with varied groups of people with competing priorities and needs.
• Experience with MedHub.
• Experience with Workday.

CONDITIONS OF EMPLOYMENT
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

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