Integrated Program Scheduler

**Integrated Program Scheduler**:
**Primary Purpose**: The Department of Academic Family Medicine is a large complex provincially distributed medical education program in the College of Medicine at the University of Saskatchewan and is dedicated to excellence in patient care, teaching and learning, research, and administration. The integrated program scheduler supports the post graduate program and curriculum scheduling, the related Family Medicine Unit clinic scheduling and other clerical processes within the Department of Academic Family Medicine.

**Nature of Work**: Located in Regina, SK and reporting to the manager, medical education, the position takes direction from the Regina residency site director and family medicine unit director as well as the Regina site administrator. This position has the primary responsibility for maintaining and coordinating schedules for residents and learners through scheduling portions of the division’s electronic record system as well as other communication tools. Professional working relationships must be established and maintained with a diverse group including students, residents, faculty, staff, health authority and clinic personnel and various other stakeholders throughout the province. The work also requires a proactive self-directed approach in a complex, academic and clinical environment with the ability to work and communicate effectively and cooperatively, by a variety of methods. Work must consistently meet high standards of quality and precision. The department is led through a distributed model with sites throughout the province; as such, this position requires the ability to work effectively at a distance.

**Typical Duties or Accountabilities**:

- Establish and maintain daily resident schedules and coordinate schedule details by entering relevant information in the Electronic Medical Record (EMR) system, One45, excel spreadsheets, and word documents.
- Ensure residents are being direct viewed, through the resident observation system.
- Schedule evaluation meetings for each resident during their blocked time at appropriate assessment intervals; support evaluation meeting for residents; distribute to faculty, the meeting minutes, statistics, reports, and all progress for each resident.
- Schedule integrated activities while on block time for residents and learners, for geriatrics including senior house call clinics, women’s health, psychiatry, musculoskeletal including the booking of SIM labs, and physical exams, cast clinics, and physio clinics, underserviced and vulnerable populations, and at other community clinics including addictions assignments, mental health rounds, problem based small group learning, international normalized ration and prescription, in-patients schedule and orientations, detox clinic, dermatology, chronic disease care, family medicine unit procedure clinics, and breakfast clubs
- Schedule self-directed half days & research days and while maintaining learners’ clinic schedules.
- Schedule and maintain academic presentations to be done by residents while on blocked time during Monday, Tuesday, and Friday morning rounds.
- Coordinate and communicate with both preceptors and residents for the family rotations: Palliative Care, Hospital Medicine
- Help coordinate resident electives, selectives and community placements with preceptors.
- Liaise with Regina College of Medicine staff responsible for resident scheduling.
- Provide central support relating to Regina residents for rural rotations, coordinate leave requests for preceptors and schedule interim and exit meetings with faculty advisors, preceptors, and residents.
- Coordinate resident leave requests by following established policy and procedures.
- Support the annual CaRMS process; assist with annual resident recruitment and orientation activities as needed.
- Coordinate the family medicine call schedule; working with the chief residents, gather leave information for blocked time learners, residents on obstetrics rotation and combine information for the chief residents, and distribute to faculty, residents, switchboard, labour and delivery, and Hillsdale medical clinic.
- Provide administrative support of the behavioral medicine coordinator, including SOO schedules, committee support, schedule BMed tapings and meetings, and relevant record keeping.
- Provide back up for videoconferencing activities including IT support for Academic Half Day, up-keep of videoconference schedule, conference room booking, and liaise with RQHR information technology as required.
- In collaboration with the clinic assistant, maintain daily family medicine teaching schedule for residents, clerks and faculty.
- In collaboration with the clinic assistant, ensure the clinic maintains an appropriate balance between faculty and residents for each half day.
- Provide temporary administrative support for hospital rotation as back up to the existing staff as required.
- Support site director as required.