Clinical Appointment Specialist job with QATAR UNIVERSITY

General Information

Job Family: Academic

College/Department: QU Health. VPMHS office

Supervisor: Director for clinical affairs

Working Relationships

Internal Relationships

• QU Health colleges (CMED, CDEN, CPH, CNUR, CHS)
• Clinical faculty
• Clinical appointments committee
• QU Health Director for Clinical Education
• Heads of Clinical Training for colleges

External Relationships

• Clinical affiliates (HMC, PHCC, Sidra, Aspetar, private hospitals and clinics)
• External stakeholders related to clinical education and licensing

Job Summary and Key Responsibilities

Job Summary

The Clinical Appointment Specialist is responsible for organizing and overseeing clinical appointments and faculty licensing. This position ensures smooth collaboration between QU Health and its clinical affiliates by handling faculty appointments, licensing, and QU Health Graduates’ recruitment. Moreover, the Clinical Appointment Specialist acts as a primary point of contact with external stakeholders, contributing to the effectiveness and success of clinical education programs. Responsibilities include also supporting the development of innovative evaluation tools and manages data collection, reporting, and the dissemination of information through reports and newsletters.

Key Responsibilities

The candidate of this position will be responsible to effectively work with multiple interfaces including colleges (departments heads, associate dean for academic affairs, and dean); colleges under the QU-Health cluster (QU-health Director for clinical education and heads of clinical training for colleges); and clinical Affiliates (mainly, but not limited to HMC; PHCC, Sidra; Aspetar, and private hospitals and clinics).  And MOPH for licensing. Roles and Responsibilities include:

Clinical Appointments:

Facilitate Clinical Affiliate Engagement and Streamline the Clinical Appointment Process:

• Act as the primary point of contact for clinical affiliates, providing comprehensive support and guidance throughout the application and recruitment process at various QU Health colleges (CMED, CDEN, CPH, CNUR, and CHS). 
• Offering guidance and answering questions to help applicants navigate the process successfully.
• Tracking the status of applications and communicating updates to applicants in a timely manner.
• Build and maintain strong relationships with clinical affiliates, ensuring a positive and efficient experience.
• Oversee the entire clinical appointment process, collaborating closely with clinical faculty to ensure a smooth and efficient application and recruitment workflow.
• Develop and implement standardized procedures to optimize efficiency and transparency.

Conduct Thorough Application Reviews:

• Review applications from clinical affiliates, meticulously checking for completeness and accuracy. 
• Request additional details or information from applicants as needed to ensure a comprehensive evaluation.
• Create and maintain detailed checklists for applicants to ensure all required documentation and information are submitted for rank recommendations. 

Monitor Offer Status sent by the Academic Recruitment Office:

• Follow up and track the status of offers sent by the Academic Recruitment Office to clinical affiliates.
• Monitor acceptance rates and manage appeals from applicants, ensuring timely and appropriate responses

Manage Applicant Appeals:

• Respond to appeals from clinical appointment applicants in a timely and professional manner.
• Prepare comprehensive appeal cases for review by the Appeals Committee, ensuring all relevant information is presented accurately.

Manage Clinical Appointments and Renewals:

• Manage and organize all aspects of clinical appointments and contract renewals, ensuring adherence to university policies and procedures.
• Maintain accurate records of appointments and renewals, tracking key dates and deadlines.

Oversee Applications for Promotion:

• Manage and organize requests from clinical affiliates seeking promotion to a higher rank.
• Carefully review each application to ensure it meets all requirements and adheres to university policies and procedures.
• Communicate with applicants regarding their eligibility for promotion. Provide detailed explanations to those who do not meet the criteria for a higher rank, offering guidance and support for future applications.
• For eligible applicants, develop and maintain detailed checklists to ensure all required documentation and information is submitted for rank recommendations.

Oversee Annual Appraisal Process:

• Manage the annual appraisal process for all clinical appointees, sending timely reminders and completeness of appraisal responses
• collecting feedback from colleagues and clerkship directors to verify the accuracy.

Track clinical affiliates research output

• Systematically track the research output of clinical affiliates, ensuring that they accurately attribute their publications to QU as their affiliation and contacting affiliates as needed.
• Analyze the impact of clinical affiliates’ publications on QU’s research ranking and visibility by using tools like SciVal and Elsevier.
• Create and maintain a comprehensive database of clinical affiliates’ research profiles and Scopus IDs for each affiliate. 

Manage Clinical Teaching/Research Awards:

• Announce and promote clinical teaching/research awards, providing guidance and support to clinical affiliates throughout the application process. 
• Review applications and prepare documentation for review by the Awards Committee.

Coordinate Clinical Appointment Events:

• Plan and execute clinical appointment events, managing logistics, invitations, and communication with VIPs. 
• Oversee all aspects of event preparation to ensure a successful and engaging experience for attendees.

Ensure Data Accuracy and Consistency:

• Manage the archiving and maintain an up-to-date database for all clinical appointments, ensuring accurate and accessible records.
• Communicate regularly with HR after each recruitment cycle to ensure that the records of clinical affiliates are accurate and consistent across all departments and systems.
• Address any discrepancies promptly.

Prepare Comprehensive Annual Reports:

• Compile and submit annual reports for the unit, including statistics on new, renewed, and non-renewed appointments, as well as achievements and contributions of clinical faculty.
• Analyze data and provide insights to inform decision-making.

Provide Logistical Support:

• Offer logistical support to clinical appointees, including arranging on-campus visits, coordinating lectures, and facilitating access to necessary resources.

Licensing Function of QU Faculty Members:

Facilitate Licensing Applications:

• Provide comprehensive support to QU faculty members throughout the licensing application process and requirements.
• Ensuring application files are complete, accurate, and submitted on time.
• Acting as a liaison between faculty and the licensing authority (e.g., Department of Healthcare Professions – DHP).
• Troubleshooting any issues that may arise during the application process.

Manage Licensing Documentation:

• Oversee the collection and verification of all necessary documentation for faculty licensing applications. (Academic credentials and transcripts, Professional certifications and licenses. and other relevant documents as required by the licensing authority.

Process License Transfers and Renewals:

• Manage the timely and accurate processing of license transfers and renewals for QU faculty members.
• Tracking license expiration dates and initiating renewal processes in advance. 
• Facilitating the transfer of licenses for faculty members joining QU from other institutions or countries.
• Ensuring compliance with all relevant regulations and deadlines.

Maintain Licensing Database:

• Establish and maintain a comprehensive database of all licensed QU (contact information, license type and status, expiration dates and renewal history), any other relevant information related to faculty licensure.

Monitor Compliance with DHP Regulations:

• Monitor QU Health faculty members’ clinical practice to ensure compliance with DHP regulations and maintain their clinical licensure. This may involve:
• Staying up to date on DHP regulations and any changes that may occur. 
• Providing guidance and support to faculty on licensing requirements and best practices.
• Conducting periodic audits of faculty clinical practice to ensure compliance.

Focal Point with External Stakeholders:

• Assists in coordinating, supervising, and completing special projects as appropriate.
• Perform other tasks and duties that may be occasionally required to meet the requirements of the role and the aims of the University.
• Act as the primary point of contact between stakeholders (HMC, HMDAC, MOPH, PHCC, other institutions) and the health cluster.
• Ensure smooth communication and address any challenges or concerns that arise during clinical affiliation.

Represent QU Health in HMC-HR Meetings:

• Serve as the primary representative for QU Health in meetings with Hamad Medical Corporation’s (HMC) Human Resources department.
• Track and prepare agreements in line with the existing MOUs between HMC and QU, with a focus on the recruitment of QU graduates.
• Collaborate with HMC-HR to facilitate the recruitment of QU graduates into HMC, by sharing information about QU Health programs and graduate
• Tracking the hiring and onboarding of QU graduates at HMC and provide updates on the recruitment process for QU graduates at HMC.
• Streamlining QU faculty supervision for QU students completing clinical placements at HMC.

  1. Any other academic-related issues that may arise between QU and HMC.

Qualifications

Education and Certifications

• MSc or equivalent in health-related fields
• PhD degree or equivalent in health-related fields (preferred)

Languages

• Bilingual (Arabic/English) skills preferred but not mandatory.
• Excellent English written and verbal communication skills.
• Ability to read, analyze and interpret common scientific and technical journals, financial reports, and legal documents.

Experience and workshops and Job requirements

• Has professional and/or administrative experience in relevant settings.
• Has documented accomplishments in teaching, research, and service at a level to be appointed as a faculty member in one of the academic departments of the colleges.

Competencies

Leadership Competencies / Proficiency Level

Leadership and Management Skills:

• Demonstrated leadership and management abilities to effectively guide and develop faculty members and support staff.
• Effective interactions with other colleges and departments within Qatar University and with external funding agencies and institutions.

Organizational Skills:

• Strong organizational and time management skills.
• Meticulous attention to detail and accuracy.
• Excellent written and verbal communication skills, conveying information clearly and concisely.

Communication and Interpersonal Skills:

• Excellent written and verbal communication skills, conveying information clearly and concisely.
• Strong interpersonal skills, building rapport and maintaining positive working relationships with diverse individuals.
• Ability to respond effectively to communications from various stakeholders, including organizations, colleges, faculty, staff, students, and external partners.
• Demonstrated ethical behavior, professionalism, and strong interpersonal skills to build and maintain positive working relationships.

Analytical and Problem-Solving Skills:

• Critical Thinking: Ability to define problems, collect data, establish facts, and draw valid conclusions to solve problems and plan initiatives.
• Data Interpretation: Ability to interpret technical instructions, including those presented in mathematical or diagram form, and to deal with abstract and concrete variables.

Knowledge and Expertise:

• Understanding of Qatar University’s policies and procedures related to faculty appointments, clinical affiliations, and collaborations with external institutions.

Behavioral Competencies / Proficiency Level

Teamwork and Collaboration:

• Ability to work effectively both independently and as part of a team.
• Collaborative approach, readily sharing information and supporting colleagues.

Professionalism and Work Ethic:

• Maintains confidentiality and handles sensitive information with discretion.
• Demonstrates reliability and dependability, consistently meeting deadlines and fulfilling commitments.
• Takes initiative and demonstrates a proactive approach to problem-solving.

Technical Competencies / Proficiency Level

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, etc.)