Staff - Union
CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)
Senior Program Coordinator, Volunteer Patients
Clinical Experiences Support | Medical Undergraduate | Faculty of Medicine
$4,137.00 - $4,456.00 CAD Monthly
Posting End Date
August 11, 2021
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Mar 1, 2023
| Employment Group: CUPE 2950 (Cler/Secr/Library)
Job Category: CUPE 2950 Program Assist
Classification Title: Sr Program Asst-Med Ed (Gr8)
Business Title: Sr. Program Coordinator, Volunteer Patients
VP/Faculty: Faculty of Medicine
Department: Medicine,Udrgrd Ed.(Dean'sOff)
Salary: $45,960.00 (Annual)
Full/Part Time: Full-Time
This position is responsible for the day-to-day administrative and operational support of the undergraduate education programs within the Faculty of Medicine. It has the key responsibility for the academic patient assessment and scheduling of volunteer patients participating in Years 1 & 2 Clinical Skills teaching sessions at multiple Lower Mainland sites. This individual works closely with Site Directors, program and hospital staff to ensure that suitable in/out-patients and healthy volunteer patients are identified, evaluated and engaged to take part in Clinical Skills teaching. Suitability is determined regarding physical findings, ability to give a medical history, infection control issues, mental health or mobility concerns. This role will be the key liaison between the Program and Lower Mainland clinical faculty, hospital administrators, patient service managers, clinical nurse leaders and nurse in-patient co-ordinators, to ensure students receive comparable learning experiences across teaching sites. The Academic Patient Coordinator works closely with Site Directors, Course Directors and Managers to plan and develop the methodological approach, structure and learning objectives of clinical skills sessions, particularly Clinical Skills Integration, delivered at UBC and at the distributed sites of the University of Northern BC, University of Victoria and UBCO.
This position is based at the Gordon and Leslie Diamond Health Care Centre - 2nd floor, DHCC 2775 Laurel Street with occasional travel to other teaching sites, when appropriate. This position will require availability to work flexible hours to accommodate early morning or late day teaching sessions and/or meetings. This position requires a broad and extensive knowledge of University policies, the medical curriculum and the operation of Clinical Teaching Units (CTUs) at the hospital site(s).
This position reports into the Manager, Clinical Skills, and has extensive contact and interaction with Faculty of Medicine clinical faculty and program staff, the Clinical Skills Site Director(s), Lower Mainland hospital administrators, patient service managers, clinical nurse leaders, patients and members of the general public.
Identifies, evaluates and enlists suitable academic patients for every VFMP Year 1 and Year 2 Clinical Skills session, with the assistance of the volunteer patient coordinator and nurse educators.
In consultation with physician Site Directors and nursing staff, this position is responsible for evaluating the suitability of in/out-patients (regarding physical findings, ability to give a medical history, infection control issues, mental health or mobility concerns) for participation in pre-clerkship foundational clinical skills courses requiring symptomatic patients.
Under the direction of Site Directors, evaluates and identifies adult and paediatric patients for scheduling, in accordance with session learning objectives and site requirements until appropriate teaching slots are filled. Acts primary contact and resource for the patients to answer queries relating to their participation in the teaching session.
Researches, creates and maintains a confidential database of appropriate and consenting out- patients with active and on-going enrolment a priority. Closely monitors the symptomatic volunteer patient turnover, removing those deceased or those no longer interested in participating in the program.
Reports on symptomatic patient number and availability for each Clinical Skills block of sessions. Advises the Site Director, Manager and liaises with clinical faculty and health care professionals when potential out-patients with known findings have been identified.
Meets with hospital volunteer in/out-patients to discuss and obtain written legal consent for their participation in the teaching sessions. Advises these volunteer patients on confidentiality and informed consent issues.
Cultivates volunteer engagement, and organizes volunteer appreciation activities and special events with Volunteer Patient Coordinator.
Sets up suitable teaching environments in Clinical Skills teaching rooms.
Administers and is responsible for a dedicated petty cash account. Co-ordinates and directs the payment of out-patient participation expenses. Designs and generates spreadsheets to track expenditure.
Implements faculty, student and patient evaluation systems related to patient participation and learning experience; makes suggestions for improvements to Site Directors and the Clinical Experiences Manager, Years 1 & 2. Advocates for volunteer patients as well as program delivery.
Participates in the review and creation of course learning materials, providing information related to patient demographics, availability, and other items that would inform or otherwise affect learning materials.
Works closely with the part-time VFMP Site Directors and Clinical Skills Manager to co-ordinate and direct special projects, including Years 1 & 2 Clinical Skills video production projects, Clinical Skills curriculum renewal (including pilot studies), course specific curriculum development pilot studies.
Attends debrief planning and development meetings, local/video-conferenced to teaching locations/distributed sites, as required.
Works with the Clinical Skills Manager and Departmental Program Staff to establish new procedures that currently do not exist as they relate to Clinical Skills, Undergraduate Education and the renewal of the MD Undergraduate Program. Procedures may be site-specific or across all medical program sites in the province.
Provides program support to colleagues as required, including staff absence. Performs other related duties as necessary in keeping with the qualifications and requirements of the job. Assists, where appropriate, in the activities of the Medical Undergraduate Program, for example, invigilating student examinations.
Duties are performed independently as required. Work is evaluated in terms of effectiveness within established policies and guidelines.
Consequence of Error/Judgement
The individual will be expected to exercise considerable judgement in prioritising and scheduling Clinical Skills. Impact of error is considerable as the incumbent would be dealing with sensitive, confidential information as well as material that is widely distributed. Any errors in decision could have repercussions for faculty, patients, students, staff and the image of the Faculty and UBC as a whole. Scheduling accuracy and coordination of sessions are critical as mistakes are costly for both students and physician instructors whose working days are tightly scheduled. This position involves strong organizational and prioritization skills and good judgment. Incumbent must possess a good understanding of the Undergraduate Medical Education Program and must have the ability to resolve situations in the absence of established policies, procedures and guidelines. Utmost tact and discretion must be exercised when dealing with issues of a sensitive nature.
High School graduation and two year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience. Medical experience preferred. UBC experience or experience with a Health Authority preferred. High School graduation and two year post-secondary diploma. Training in administrative and computer skills, office procedures and practices. Minimum of 4 years related experience or the equivalent combination of education and experience. Knowledge of medical terminology and experience in a medical setting preferred. Knowledge of University administrative processes. Ability to type 60 wpm and operate normal range of office equipment. Ability to exercise a high level of tact and discretion with confidential medical information. Ability to be thorough, accurate, have a high level of attention to detail and the capability of independent error checking. Ability to effectively manage multiple tasks and priorities. Demonstrated ability to set, prioritize and work effectively under pressure to meet deadlines. Strong problem solving skills. Proven ability to analyze problems, identify key information and issues, and effectively resolve. Demonstrated ability to take initiative and exercise sound judgement. Ability to arrive at creative solutions to complex problems and should be a highly motivated individual. Superior organizational skills. Ability to compose correspondence, reports, presentations, and other written materials using clear, concise and accurate business English. Ability to communicate effectively verbally and in writing, in a clear, attentive, professional and polite manner. Ability to effectively use MS Word, Excel, MEDICOL, Resource Scheduler, Internet Programs/Email software and Web Browser at an advanced level.
Ability to travel between sites. Available to work flexible hours to accommodate teaching schedules and meetings.
Ability to fulfill he physical requirements of this position, including unpacking hospital linens, making up exam beds, moving tutorial chairs and tables for example.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.