Clinical Education Program Coordinator

The incumbent reports directly to the SMP Clinical Education Program Manager and works closely with SMP and FoM Site Directors and Education Leads, clinical Faculty, Program and Site Coordinators and the Assessment and Evaluation Administrator and Interior Health (IH) administrators. The incumbent interacts independently with medical students, residents, clinical faculty and staff, community preceptors, medical office assistants and hospital administrators throughout the Interior Health Authority; UBC Undergraduate and Postgraduate departments in the Faculty of Medicine; and other healthcare professionals.

1. Provides Program Administration of the Medical Undergraduate Program (MDUP):

Manages student placements for the mandatory MDUP rotations and electives at the relevant site. Year 4 electives, Rural Family Practice rotations and Integrated Community Clerkship (ICC) programs require support and student management collaboration across sites within the interior.

Ensures MDUP students have access to systems, privileges and facilities (UBC and Interior Health) as required for their clinical activity in the region; liaising with medical staff administration as required.

Gathers and collates information on rotations/electives, including community and practice profiles, availability, and local contact information. Coordinates and ensures the provision of hospital privileges for students.

Maintains up-to-date schedules and relevant confidential records and data on all SMP Year 3/4 students and in some cases, other UBC UG learners who are placed within the Interior.

Maintains the on-line learning platforms related to SMP Year 3/4 rotations/electives (currently these are MedNET, Entrada and One45).

Responsible for monitoring performance of the placement experience and, along with the Faculty Lead and Clinical Education Program Manager, ensures that the delivery of the rotation/elective meets program objectives and expectations.

Liaises with Faculty Leads and Clinical Education Program Manager regarding any student/preceptor issues that may arise during the student placements. In collaboration with SMP Student Affairs, supports students with issues or concerns they may have during their placements to support their academic well-being.

Ensures effective internal and external communications between the program and the various staff, students, faculty, preceptors, medical office assistants and hospital contacts (within the Interior, and in some cases rural BC). Responsible for monitoring correspondence on behalf of the FoM rotations/electives, ensuring timely responses and flagging key issues.

Analyzes information regarding other programs affecting the undergraduate medical program, provides projections and forecasts of placement numbers. Responsible for working with undergraduate and postgraduate administrative staff and faculty to coordinate learners' schedules.

Assists in implementing any planning and policy development related to Year 3/4 clinical education and overall program priorities, including faculty development.

Assists the Faculty and Clinical Education Program Manager in responding to recruitment mandates and submits the relevant on-boarding documentation.

Initiates and follows through with critical recruitment and onboarding processes for teaching faculty before teaching can occur.

Works with distributed staff/faculty to coordinate and manage access of Academic Sessions/Lectures delivery and content using both local and a distributed delivery system.

2. Supports Assessment and Evaluation:

Works closely with the SMP Assessment and Evaluation Administrator and Clinical Education Program Manager to support the assessment and evaluation processes. These processes must strictly follow accreditation standards set forth by the Liaison Committee for Medical Education (LCME) and UBC Policies and Procedures, which includes a comprehensive absence policy.

Supports the implementation of a system of appraisal for students and teachers.

3. Supports teaching payments:

Responsible for accurately gathering, tracking and data entry of clinical teaching activity by Faculty of Medicine (FoM) preceptors to ensure preceptors are paid correctly and timely according to the payment schedule, as it relates to tracking clinical teaching payments.

4 . Supports collaborative administration processes for MDUP and PG programs in the region

Works with PGME administrative staff to support and coordinate scheduling of PGME program and MDUP activity in the local hospital(s) and clinics.

5. Performs other related duties as necessary in keeping with the qualifications and requirements of the job

It is imperative that effective partnerships and relationships are built within the various communities and out-patient clinics. Error in judgment, or ineffective communication, may lead to damaged relationships within the community, or with the rotation and program, or loss of preceptors for the program and could have immediate repercussions for the learners and hospital staff, and on medical education program delivery.

The incumbent reports to the Clinical Education Program Manager, they are expected to work with minimal level of supervision. The incumbent is expected to be able to take initiative, exercise judgement, problem-solve, apply discretion to determine course of action and follow through independently. Unusual issues, or decisions where clear procedures are not available, will be directed to the Clinical Education Program Manager, Site Directors, or the Administrative Director as appropriate for direction, advice and collaboration.

None.