DNB Coordinator cum Libranian

DNB Coordinator cum Librarian

Department: Medical Education / Academic Department
Designation: DNB Coordinator cum Librarian
Reporting To: Medical Superintendent / Head - Medical Education / Academic Head
Location: Hospital / Healthcare Institution
Employment Type: Full-Time

To coordinate and administer the hospitals DNB/DrNB/FNB academic programmes and manage the medical library and learning resources for trainees, faculty, and medical professionals. The position will ensure effective coordination of academic activities, maintenance of DNB records, compliance with NBEMS requirements, and availability of updated medical literature and educational resources.

• Coordinate day-to-day activities related to DNB/DrNB/FNB training programmes.
• Maintain complete records of DNB trainees, including:
  • Joining and registration documents
  • Attendance
  • Rotation/posting schedules
  • Logbooks
  • Academic activities
  • Assessments and examinations
  • Leave records
  • Training records
• Coordinate with DNB residents, consultants, faculty, and respective clinical departments.
• Prepare and maintain academic calendars, teaching schedules, seminars, journal clubs, case presentations and other academic activities.
• Coordinate DNB trainee postings and rotations as per the approved training programme.
• Assist trainees with academic and administrative queries.
• Coordinate submission of required information/documents through applicable NBEMS portals and communication channels. NBEMS requires accredited hospitals to submit trainee joining/non-joining status through its online system.
• Maintain updated records of NBEMS circulars, guidelines, notices and communications.
• Coordinate with NBEMS/National Board authorities regarding programme-related requirements.
• Assist in preparation for NBEMS inspections, assessments and accreditation/renewal activities.
• Ensure availability and proper maintenance of DNB-related documents for inspection and audit.

• Coordinate academic sessions, seminars, workshops, CME programmes and conferences.
• Coordinate with faculty members for lectures, presentations and academic sessions.
• Maintain records of academic activities conducted for DNB trainees.
• Maintain faculty teaching schedules and participation records.
• Coordinate journal clubs, case discussions, grand rounds and other academic activities.
• Assist in implementation of the hospitals medical education and training calendar.
• Support research and thesis-related administrative coordination, wherever applicable.
• Coordinate with departments for timely submission of academic records and reports.

• Manage the hospitals medical library and ensure availability of required learning resources.
• Maintain updated medical textbooks, reference books, journals and e-library resources.
• Ensure availability of specialty-specific books and recommended reading material for DNB trainees.
• Coordinate subscription and renewal of national and international medical journals.
• Manage institutional access to online databases, e-journals and e-library platforms.
• Maintain library accession registers, issue/return records and inventory.
• Maintain records of books, journals, subscriptions and digital resources.
• Assist DNB trainees and faculty in locating relevant academic and research material.
• Ensure the library remains accessible to trainees as per hospital/NBEMS requirements.
• Monitor utilization of library resources and recommend new books/journals based on academic requirements.
• Maintain proper arrangement, classification and preservation of books and journals.

NBEMS accreditation requirements specifically refer to recommended specialty textbooks/reference books and journal subscriptions, with assessors verifying these resources during assessment.

• Maintain DNB/DrNB/FNB documentation in accordance with applicable NBEMS requirements.
• Keep records ready for NBEMS inspection and accreditation assessment.
• Maintain evidence of:
  • Academic activities
  • Teaching schedules
  • Attendance
  • Trainee records
  • Faculty involvement
  • Library resources
  • Journal subscriptions
  • Training programmes
  • Research/thesis-related activities
• Ensure timely closure of observations raised during inspections.
• Coordinate with hospital departments to obtain documents required for accreditation/renewal.
• Maintain updated SOPs, formats and checklists related to DNB academic activities.

The NBEMS framework expects an academic department with defined academic facilities, including an academic office and departmental library.

• Prepare monthly/quarterly reports related to DNB academic activities.
• Maintain DNB trainee MIS and academic trackers.
• Track trainee attendance, rotations, academic participation and documentation.
• Prepare reports for Medical Superintendent, Academic Head and hospital management.
• Maintain records of library utilization, book inventory and journal subscriptions.
• Ensure timely submission of required reports to concerned authorities.

The role requires regular coordination with:

• Medical Superintendent
• Medical Education Department
• DNB/DrNB Programme Head
• Consultants and Faculty
• DNB/DrNB Residents
• HR Department
• Nursing Department
• Clinical Departments
• Administration
• IT Department
• Purchase/Procurement Department
• NBEMS/NBE authorities