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Administrative Services, Residency Coordinator

Kamloops, BC, Canada
February 18, 2020

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Tanya M. Gagnon


Work Experience - 27 years of hospital administration experience, including 20 years of Medical Records experience and 4 years of Education experience.

The positions I have held over the past twenty-seven years have made me multi-faceted and efficient. I managed the Transcription Department four years which gave me management experience, prior to which I was the Lead Transcriptionist for over five years. In an effort to acquire a diversified skill set I transferred to the Education Institute to become a Residency Program Coordinator for the Pediatric Residency Program, one of the largest programs within the Institute, at one point managing over 40 residents. After two years in Education I became the coordinator for the Nephrology Fellowship and Ophthalmology Residency programs. After leaving Abu Dhabi, I acquired a senior administration position within the Mental Health and Substance Use Network of the Interior Health Authority in British Columbia.

Senior Administrative Services March 2019 – 12 July 2019

Mental Health and Substance Use Network, Interior Health Authority, BC

Managing Schedules

Composing Correspondence

Maintain data management software programs by performing data entry, gathering, organizing, collecting, collating and verifying information.

Issues documentation as required.

Prepares statistical information by gathering and compiling data and developing charts and graphs using applicable software

Arranges and participates in meetings and working groups, prepares agendas, takes and/or summarizes minutes, disseminates the minutes and ensures any action or follow-up is proceeding as required.

Books travel arrangements for staff as requested.

Performs word processing duties, such as maintaining relevant databases, updating manuals, preparing and transcribing reports, charts, tables, letters and presentation material from rough draft, general instruction and/or recording devices using a variety of software applications. Composes routine communication for signature and checks own work for accuracy.

Initiates, processes and monitors purchases via credit cards, purchase orders and requisitions and forwards for approval as required, verifying coding and calculations and following up on discrepancies. Reconciles statement and expense claims.

Researches, organizes and summarizes information for reports.

Performs records management duties.

Provides input into the development and evaluation of program policies, procedures and standards.

Operates office equipment, such as computers, photocopiers, printers and fax machines and carries our minor maintenance.

Performs monthly workplace inspection, fills out workplace inspection summary and brings results to OHS Team to suggest recommendations to remedy hazards.

Residency and Fellowship Coordinator Nov 2014 – October 2018

Education Institute, Sheikh Khalifa Medical City, UAE

Provide support and meets regularly with the Program Directors and Institute Chair regarding issues and activities and the status of projects.

Ensure ACMGE-I compliance and fulfillment of deadlines of all residency/fellowship programs.

Identify and evaluate the methods for improving workflow and make recommendations to the Program Directors for improvement.

Assist in program-level policy development.

Prepare program and institutional annual report.

Apply ACGME-I, national accrediting agencies (HAAD and Arab Board) and hospital policies to support compliance.

Provide administrative supervision and support to all residency and fellowship programs.

Provide administrative supervision and support to residents and fellows.

Act as a liaison between residents and program director, institute leadership or hospital administration when necessary.

Establish relationships and act as a liaison to other hospital education departments, internal departments, and divisions regarding resident orientation, program affiliation agreements, and external rotations.

Oversee department-level trainee orientation.

Inform residents and trainees of inter and intradepartmental policy and procedure changes.

Track, report, and ensure compliance with procedures regarding licensing and initial and re-credentialing of trainees.

Manage materials for specialty-specific trainee exams and proctor exams.

Develop, implement and oversee the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems.

Evaluate and standardize office procedures and effectively troubleshoot and resolve issues.

Maintain databases with resident and faculty data, including New Innovations.

Manage the evaluative processes of the trainees, program, faculty, and rotations.

Plan and implement institutional and program annual orientation.

Organize meetings and prepare and distribute materials for conferences, lectures and Graduate Medical Education Committee (GMEC) meetings.

Prepare and distribute GMEC meeting minutes.

Develop brochures, invitations, or advertisements for events/lectures.

Coordinate resident/fellow rotations.

Track and process initial paperwork for resident onboarding and licensing.

Assist in the preparation for ACGME-I site visits and internal reviews.

Monitor resident/fellow duty hours and case experience.

Receive inquiries from residents/fellows and triage as necessary to others within the Institute.

Perform other duties as assigned by the Institute Chair or Program Directors.

Transcription Supervisor Jan 2010 - Nov 2014

HIMS (Medical Records) Department, Sheikh Khalifa Medical City, UAE

Institute and implement KPI tracking.

Administration of Enterprise Express Dictation System.

Scheduling and staffing.

Ensure Transcriptionists are properly equipped and have access to adequate resources.

Manage workflow.

Ensure transcription turnaround targets are met.

Exercise quality control, including grammar and formatting.

Audit medical reports for accuracy and formatting.

Monthly statistics reporting.

Liaise with Physicians, Wards, Clinics, Release of Information, Medical Affairs, Medical Board, International Patient Care Department, Government Entities, Patient Relations and Patients.

Oversee software changeover (CQuence to Dictaphone Enterprise Express)

Educate Clinic Staff on Dictation System.

Train Transcription staff.

Create and update physician and hospital databases.

Create and maintain Transcription Department procedure manuals.

Troubleshoot equipment and software issues.

EHS Link for HIMS Department

Lead Medical Transcriptionist Jul 2004 - Jan 2010

HIMS (Medical Records) Department, Sheikh Khalifa Medical City, UAE

Assign voice files to Transcriptionists and exercise quality control over the finished product, including grammar and formatting.

Oversee the prioritizing of jobs.

Transcribe and edit medical reports (including correction of grammar for Physicians with English as a second language).

Liaise with Physicians, Wards, Clinics, Release of Information, Medical Affairs, Medical Board, Public Relations and Patients.

Create and update physician and hospital databases.

Monthly statistics reporting.

Troubleshoot equipment failure.

Coverage of the Medical Transcription Supervisor position.

Creation and maintenance of Department Policy and Procedures Manual.

Medical Transcriptionist Nov 2000 - Jul 2004

HIMS (Medical Records) Department, Sheikh Khalifa Medical City, UAE

Transcribe and edit medical reports, including Pathology, Radiology, Consultations, Medical Evaluations, Discharge Summaries, Progress Notes, Diagnostics and Operative Notes for various specialties.

Correct grammar for Physicians with English as a second language.

Medical Transcriptionist Jul 1996 - Oct 2000

HIMS Department, Chilliwack General Hospital

Transcribing of Radiology, Operative Reports, History and Physicals, Consultations and Discharge Summaries.

Medical Transcriptionist Nov 1995 - Jul 1996

Medical Imaging Department, Victoria General Hospital

Transcribing General Radiology, Fluoroscopy, Ultrasound, CT, MRI, Nuclear Medicine and Mammography.

Casual Staff (Working when required) Nov 1992 - Nov 1995

Medical Imaging Department, Victoria General Hospital, Canada

Medical Transcriptionist


Film Library Clerk

Order Entry Clerk

Statistics Clerk


Medical Office Assistants Course Sept 1991- May 1992

Thompson Rivers University, Canada


Microsoft Word

Microsoft Excel

Microsoft Publisher



New Innovations Residency Management Suite

ACGME-I Accreditation

Dictaphone Enterprise Dictation System Administration

Cerner PowerChart

MRRT (Medical Records Report Tracking) System

CQuence Transcription System


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