Resident On-Boarding

GME Coordinator MeetingApril 8, 2014

Amy MottaAdministrative AssistantDepartment of Pathology

University of Utah Salt Lake City, Utah

General• Timeline to on-board is Match Week in March

through July• Do tasks in batches so it isn’t so overwhelming• You want your residents to start on time and

have all the tools they need to hit the ground running

• Do what the GME office doesn’t do, things that are specific to your program

What the GME Office Does• GME New Resident

Orientation• University Pagers• University Parking• University ID badge• Benefits• University Computer

Access• Criminal Background

Check

• NPI Number• VAMC (computer

access, fingerprinting, mandatory training)

• Immunizations• Credentialing• Payroll• J1 Visa

To Do – Match Week• Print reports from NRMP (optional)

– Confidential Roster of Program’s Matched Applicants (Monday of match week)

– Match Results by Ranked Applicant (Monday after match week)

• Enter Start Date into ERAS (for export)• E-mail your new residents (after results are officially

released!), tell them:– Stipends for next year (attach memo)– Date of GME orientation and that it is MANDATORY– Ask for their Step 2 CS or CK if you need it (attach policy)– Ask them to call you with their SSN– That you are mailing them their contract and they need to sign

and return it

To Do – Match Week (cont.) • GME New Hire Form or ERAS Export Report• Mail contracts (and any other paperwork) for signature

– PCMC computer access, HCI computer/building access, anything from your Board

• Do announcement to department (website, e-mail) (optional)

• General bookkeeping– Make a file for them– Add them as a contact in Outlook

To Do – March-May

• Order books and labcoats (optional)• Get keys (optional)• Send them their rotation schedule• Plan your orientation with them

To Do - June

• Your orientation• Set up meeting with PD• Add them to ACGME Case Log System• Enter their schedules into E*Value

(including for June 24-30)• Do photo composite (optional)• Get other badges (PCMC, VAMC)

(optional)

To Do - July

• Add bios to Department website (optional)• Print their medical school verifications

from E*Value• Add to ACGME WebAds• Add to Board website• Get their SLC address and phone

numbers

In Closing . . .

• Do tasks as soon as you can so you don’t get slammed in June

• Make up an on-boarding checklist (see template on E*Value)

• Change the checklist as issues come up this year so it will go more smoothly next year