Medical Affairs

**Company Biography**

Orillia Soldiers’ Memorial Hospital (OSMH) is located in the City of Orillia - a beautiful community nestled along the shores of Lake Simcoe and Lake Couchiching. Orillia offers an environment where a health work/life balance is easy to achieve as exceptional urban amenities, natural resources, points of interest, and recreational opportunities abound.

People have always been OSMH’s greatest strength. Our committed team has helped our community for over a century. We offer an environment where each individual works interdependently towards common goals: we believe in _Compassion, Caring, Respect, Participation and Accountability_. We are an organization where individuals’ contributions are valued and there are many opportunities for personal growth and development.

**Position Summary**

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The Medical Affairs and Family Medicine Teaching Program Administrator is a hybrid role between the Medical Affairs Department and the Family Medicine Teaching Program

The Administrator is responsible for overseeing Medical Affairs departmental operations. This role includes direct reporting to the Chief of Staff for the operational oversight portion of the position.

The FMTU Administrator portion of this role is responsible for organizing all the postgraduate educational activities, medical resident scheduling, clinical clerk core rotation scheduling, organizing orientation booklets, meetings, and events. Other job responsibilities include the timely coordination and accurate collection of evaluations, frequent communication with the education leads from the University of Toronto, and from the Community, providing administrative support to the Medical Trainee Education Committee (MTEC) Chair Site Directors, Research Directors, and other program associates, performing cross-functional duties as assigned and/or required

PRIMARY RESPONSIBILITIES:
Medical Affairs Coordination:

- Support the Chief of Staff in creating and maintaining the Credentialed Staff Human Resources Plan, and develop and implement recruitment and retention processes and initiatives.
- Ensure an efficient process for credentialing and privileging, including initial appointments and annual re-appointments of credentialed staff.
- Ensure an efficient process for managing the Medical Trainee Program.
- Develop and update policies, procedures, guidelines, and other documents.
- Support the maintenance of legislative compliance by managing and communicating all credentialed staff rules, regulations, policies, procedures, and by-laws on behalf of the Chief of Staff.

FMTU Coordination:
Scheduling:

- In consultation with the FMTU Site Directors and in collaboration with program faculty, and specialty departments, prepare and manage a master schedule of core and elective rotations for all residents at the site.
- Oversee scheduling of vacations and other short-term leaves from residency.
- Create block specialty rotation schedules for all residents, including scheduling of horizontal family medicine half days
- Create rotation schedules for core Family Medicine rotations for U of T clinical clerks
- Create and manage scheduling for Family Medicine supervising physicians
- Create and manage Academic Half Day schedule
- Create and manage schedules for onsite & offsite clinics

Resident Registration and Orientation (Academic year begins July 1):

- Onboard and orient new Residents
- Ensure that credentials are up to date for all returning trainees and update profiles for each resident with new contact information.
- Organize resident welcome and orientation activities including onboarding with Hospital and partner information and record systems

Support for Residents, MTEC and Site Directors throughout the Academic Year:

- Schedule and coordinate, in consultation with the Site Directors and program faculty, other educational and related activities (e.g., research days, academic half days, resident wellness activities, retreats). The Coordinator’s involvement in academic half-days may include logistics (e.g., finding and booking rooms, arranging for electronic equipment), identifying speakers and topics (in consultation with the Site Directors), and may also include analyzing and reporting on feedback.
- Work with the Site Directors in managing remediation documentation and activities.
- Manage, in consultation with the Site Directors, changes to the initial rotation schedule (e.g., leave requests, respond to faculty or site requests).
- Assist residents with issues related to their training as they arise.
- Liaise with hospital sites regarding any issues related to resident training including coordinating Medical Education meetings
- Liaise with stakeholder organizations (e.g., Post Graduate Medical Education, hospital Medical Education office, College of Physicians and Surgeons of Ontario, Professional Association of Residents of Ontario, RCPSC/CFPC).
- Ensure residents submit their summative reports to the Site Directors.
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