1. Resident On-Boarding
GME Coordinator Meeting
April 8, 2014
Amy Motta
Administrative Assistant
Department of Pathology
University of Utah
Salt Lake City, Utah
2. 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
3. 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
4. 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
5. 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
6. To Do – March-May
• Order books and labcoats (optional)
• Get keys (optional)
• Send them their rotation schedule
• Plan your orientation with them
7. 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)
8. 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
9. 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
