Program Manager Roles and Responsibilities

Core functions of the UME/GME Program Manager may include but are not limited to:

• Providing program assistance to the Program Director
• Scheduling and attend meetings that include Program Directors and hospital leaders
• Maintaining meeting minutes
• Knowledge of program accreditation requirements and specialty requirements (ACGME or CPME), if applicable
• Coordinate and manage the Clinical Competency (CCC) meetings, and the Program Evaluation Committee (PEC) meetings
• Ensure all resident and/or fellow Milestones are entered into the accreditation systems, ADS.
• Performing updates and maintaining up-to-date documentation regarding program goals and initiatives
• Ensuring all Program Letters of Agreement (PLAs) are on file for each site where Residents and Fellows rotate
• Ensuring the PLA receives DIO approval
• Ensuring the PLA is renewed every 10 years
• Ensure the Annual Program Evaluation is developed and submitted to Regional GME as well as ADS.
• Ensure resident/fellow evaluations (program, rotation, self, faculty evaluations) are complete and in their educational record
• Communicating with students, residents, and fellows regarding program activities
• Management of operational activities including onboarding residents and fellows and supporting technology needs
• Ensuring compliance of national, hospital and departmental policies
• Purchasing materials for the program
• Processing invoices for program-related expenses
• Organizing team and departmental meetings
• Maintain accuracy and organization of schedules and documentation
• Regional reporting to National Medicare Finance for resident and fellow rotations and data
• Maintaining records and collecting documentation for credentialing reimbursement
• Preparing program surveys
• Ensure all residents/fellows maintain a valid California License (PTL or P&S)
• Coordinating schedules for program events and training
• Coordinating GME recruitment

Fulfillment of the UME/GME Program Manager roles and responsibilities may contribute to achievement of the Program Manager’s annual professional goals, including:

• Maintain less than 5 percent error rate for Intern and Resident Information System reporting.
• Attends, organizes, and conducts local and regional staff meetings, seminars, workshops, fairs and physician education training classes
• Manage resident and fellow onboarding for respective programs
• Maintain accurate residency program management records to ensure residents and fellows meet all program and specialty board graduation requirements, and each required document is submitted by the required due date.

See below for a list of important tasks and dates.