5 Ways Program Coordinators Make Resident Remediation Work
Sep 22, 2025
When we talk about resident remediation, the spotlight usually shines on faculty. But let’s be real, program coordinators are the unsung heroes holding the entire process together. If you’re a coordinator, this is your standing ovation. If you’re faculty and think coordinators don’t play a role in resident remediation, buckle up. You’re about to find out just how essential they are.
Why Coordinators Matter
Resident remediation is never a solo project. Faculty might design the plan and lead the decision making, but coordinators are the glue that keeps it all from falling apart. They track timelines, organize meetings, maintain documentation, and often notice when something feels off before anyone else does. In my own program, my coordinator has saved me more times than I can count. She works circles around me and everyone else in the program. Without that role, you’re almost guaranteed to miss a deadline, misplace documentation, or walk into a meeting unprepared. Here’s a scenario you might recognize.
Case Example: The Coordinator Who Saved the Process
A resident is midway through a 12-week remediation plan. The CCC asks for updated evaluations at week eight, but faculty get busy, the CCC is focused on milestone prep, and everyone forgets…except the coordinator. She follows up, reminds the team, and makes sure evaluations are collected before the final meeting. Without her, the CCC would have walked in with zero data, weakening the decision and possibly violating policy. This is exactly why coordinators are indispensable to resident remediation. So how exactly do coordinators make resident remediation work? Let’s break it down into five key contributions.
Key Contribution 1: Coordinators Manage the Calendar
This isn’t just about putting time on a calendar. It’s about making sure the right people are in the room, giving residents enough notice, and aligning meetings with policy timelines. Without this, deadlines slip, meetings get rushed, or worse, they get canceled.
Key Contribution 2: Coordinators Are Documentation Ninjas
Program coordinators serve as the official record keepers. They capture what was discussed, who was present, and the rationale behind decisions. Their notes are objective, factual, and consistent, which is crucial if a decision about resident remediation is ever questioned by a resident, legal team, or board review committee. Gaps in the remediation process can be costly.
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Key Contribution 3: Coordinators Keep the File Clean
Managing the electronic file isn’t just digital housekeeping. Coordinators organize documentation, track version history, and control access. A sloppy file can derail a resident remediation plan, but a clean one protects both the program and the resident.
Key Contribution 4: Coordinators Are the Communication Bridge
Residents rarely email the CCC directly. They go to the coordinator. Coordinators translate faculty decisions into clear instructions and answer the “What’s next?” questions that faculty often don’t realize need answering. They also keep communication aligned with GME, especially when remediation steps need reporting.
Key Contribution 5: Coordinators Provide Emotional Support
This one doesn’t get enough attention. Residents often go straight to the coordinator after tough meetings, not to the PD, not to the faculty, not to the behaviorist. Sometimes coordinators hand them a tissue, sometimes reassurance, and sometimes just quiet presence. It may not be counseling, but it’s powerful support that can make the difference in a shaky moment.
Recap & Final Thoughts
Coordinators:
- Manage logistics and timelines
- Document everything objectively
- Keep files clean and organized
- Serve as the communication hub
- Provide quiet but essential emotional support
If resident remediation is a house, faculty may design the framework, but coordinators keep the lights on, make sure the paperwork is filed, and ensure the roof doesn’t cave in.
Faculty, support your coordinators. Include them early, respect their expertise, and thank them often. Coordinators, please know that you matter. You are essential to the resident remediation process, even when the work feels quiet, messy, or exhausting.
The bottom line: program coordinators aren’t just admin. They’re the backbone of every resident remediation effort.
Written by Dr. Nicole McGuire (Doc Mac), Education Specialist at Union Hospital Family Medicine Residency and Founder of Doc Mac Learning. Through her ELEVATE framework, she helps residency programs create remediation plans that are fair, defensible, and effective.
