Healthcare · Moraph software

Residency Program Manager

Track resident work hours, procedures and supervision against ACGME requirements

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Overview

What you are buying

Residency Program Manager records residents' clinical and educational work hours and procedure logs, checks them against the ACGME Common Program Requirements and your specialty's requirements, and shows program directors where a resident or rotation needs attention. Faculty verify procedures and program staff review possible violations with the reason and response recorded. The evidence the Graduate Medical Education office needs for annual updates, internal reviews and site visits is kept in one place.

The problem it solves

Most programs collect work hours through one tool, procedure logs through another, and rotation schedules in spreadsheets kept by coordinators. Residents log hours late or in bulk, possible violations are found weeks after they happened, and faculty verification of procedures falls behind. When the GME office prepares an annual update or a site visit, coordinators rebuild the picture by hand, and the reasons behind each exception are hard to show.

  • Work hours are logged late, in bulk or not at all
  • Possible violations are found long after the rotation that caused them
  • Procedure logs wait for faculty verification and drift from the official case log
  • Program and institutional oversight is assembled by hand for each review

Who uses it

  • Graduate Medical Education offices at teaching hospitals and sponsoring institutions
  • Program directors and associate program directors
  • Program coordinators who run schedules, logs and reporting
  • Residents and fellows who log hours and procedures
  • Designated institutional officials and GME committees who oversee every program

Requirements it supports

ACGME Common Program Requirements (Residency), Section VI on clinical experience and educationACGME Common Program Requirements (Fellowship)ACGME Institutional RequirementsACGME specialty-specific Program Requirements and case log minimumsMedicare graduate medical education payment rules (42 CFR 413.75 to 413.83)HIPAA Privacy Rule (45 CFR Part 164) for patient details in procedure logs

The product supports these requirements; meeting them remains your organization’s responsibility.

See how it works

A short walkthrough

Illustrative screens with fictional sample data. They show the workflow, not any client’s data or configuration, and the layout of the product itself differs. A live demonstration uses the product with sample data.

  1. Step 1

    Logging compliance by program

    The GME office starts from a view of every program, showing who is logging, open exceptions and procedures waiting for verification.

    ProgramResidentsHours logged this blockOpen exceptionsUnverified procedures
    Internal Medicine4844 of 48312
    General Surgery3024 of 30758
    Emergency Medicine3636 of 3619
    Pediatrics2726 of 2704
    Anesthesiology2423 of 24217
    The GME office starts from a view of every program, showing who is logging, open exceptions and procedures waiting for verification.

  2. Step 2

    A resident's hours

    Each resident's logged hours are checked against the rules for their level, with possible violations shown beside the week they occurred.

    Resident R-2214 (fictional) · General Surgery, PGY-2

    Current rotation
    Trauma surgery, Example Medical Center
    Average weekly hours, last four weeks
    81.5
    Days off, last four weeks
    4
    Longest continuous shift
    26 hours
    Logging status
    Up to date

    Possible violations

    • Four-week average above weekly limit
    • Short break after 24-hour call on one occasion
    Each resident's logged hours are checked against the rules for their level, with possible violations shown beside the week they occurred.

  3. Step 3

    Reviewing an exception

    The resident explains the circumstances, and the program director records the response, so the exception has a documented outcome.

    Exception EXC-0931 · Resident R-2214 (fictional)

    1. Four-week average above weekly limit detectedSystem check
    2. Reason added: stayed for continuity of care for a critically ill patientResident
    3. Rotation schedule reviewedProgram coordinator
    4. Response: night coverage on trauma rotation adjustedProgram director
    5. Included in rotation pattern reportGME office
    The resident explains the circumstances, and the program director records the response, so the exception has a documented outcome.

  4. Step 4

    Logging a procedure

    Residents log procedures with their role and the site, using the specialty's categories and no patient identifiers.

    Procedure log · Resident R-2214 (fictional)

    Category
    Laparoscopic cholecystectomy
    Resident role
    Surgeon junior
    Site
    Example Medical Center
    Patient age group
    Adult
    Supervising faculty
    Dr. Sample Practitioner (fictional)

    Before you submit

    • Do not enter patient names or record numbers
    • Your supervisor will be asked to verify this entry
    Residents log procedures with their role and the site, using the specialty's categories and no patient identifiers.

  5. Step 5

    Faculty verification

    Supervising faculty see the procedures logged under them and verify or return each one.

    ResidentProcedureRoleLoggedStatus
    R-2214 (fictional)Laparoscopic cholecystectomySurgeon junior2 days agoWaiting
    R-2190 (fictional)Inguinal hernia repairSurgeon chief5 days agoWaiting
    R-2231 (fictional)Central line placementSurgeon junior19 days agoOverdue
    R-2214 (fictional)AppendectomySurgeon junior1 day agoWaiting
    Supervising faculty see the procedures logged under them and verify or return each one.

  6. Step 6

    Progress against minimums

    Program directors see each resident's verified procedures against specialty minimums while there is still time to arrange experience.

    CategoryMinimumVerifiedUnverifiedStatus
    Abdominal25014211On track
    Endoscopy85212Behind for year
    Vascular50334On track
    Trauma operative1061On track
    Program directors see each resident's verified procedures against specialty minimums while there is still time to arrange experience.

Workflows

The principal workflows

  1. Schedule

    Rotations, call schedules and assignments are set for each resident, so expected hours and supervising sites are known before the work happens.

    • Residents and their training levels are imported or entered at the start of the year
    • Block rotations and participating sites are assigned
    • Call and shift schedules are imported or entered for each rotation
    • Scheduled hours are checked against the work-hour rules before the schedule is published
    • Schedule changes are recorded with who made them

  2. Log

    Residents record their actual clinical and educational work hours and their procedures, from a phone or computer, as close to the time as possible.

    • Resident confirms or adjusts scheduled shifts to actual hours
    • Moonlighting and at-home call are recorded separately where allowed
    • Procedures are logged with role, site and de-identified case details
    • Reminders go to residents with hours or procedures not logged
    • Logged procedures are sent to the supervising faculty member for verification

  3. Review

    Logged hours are checked against the rules for the resident's program and level, and possible violations are reviewed by the program with the reason and response recorded.

    • Hours checked against the weekly limit averaged over four weeks, days off, shift length and time off between shifts
    • Possible violations listed by resident, rotation and rule
    • Resident adds the reason, such as patient care continuity or an educational opportunity
    • Program director reviews and records the response or schedule change
    • Patterns by rotation reported to the GME office

  4. Oversee

    The GME office and program leadership see hours, procedures and exceptions across programs, and prepare evidence for annual updates, special reviews and site visits.

    • Program dashboards show logging compliance, exceptions and procedure progress
    • Procedure counts compared with specialty minimums by resident and year
    • Exports prepared for coordinators to reconcile with ACGME systems
    • GME committee reviews programs with recurring exceptions
    • Evidence packs prepared for internal and special reviews

Roles and permissions

Who does what in the product

Each role below is a starting point. During implementation we set them up to match your teams, and every action anyone takes is recorded in the audit trail.

Resident or fellow

Resident, fellow, house officer

Records their own work hours and procedures and explains the circumstances of any possible violation.

Sees

  • Their own schedule, logged hours and rule check results
  • Their own procedure log, with verification status
  • Their progress against specialty minimums

Does

  • Confirms or adjusts scheduled shifts to actual hours
  • Records at-home call and approved moonlighting
  • Logs procedures with role, site and de-identified case details
  • Adds the reason for a possible violation
  • Corrects entries returned by faculty or coordinators

Cannot

  • See other residents' hours or procedures
  • Verify their own procedures
  • Change hours after the program has closed the review period without a recorded correction
Approvals
Their procedures are verified by supervising faculty, and exceptions are reviewed by the program director.
Notified about
Reminders for unlogged hours or procedures, procedures returned by faculty, and requests to explain a possible violation.

Supervising faculty

Attending physician, core faculty, supervising physician

Confirms that procedures logged under their supervision happened as recorded.

Sees

  • Procedures logged by residents naming them as supervisor
  • The resident's role and site for each procedure
  • Their own verification backlog

Does

  • Verifies logged procedures
  • Returns entries with a comment for correction
  • Reassigns an entry logged against the wrong supervisor

Cannot

  • See residents' work hours unless they also hold a program role
  • Edit a resident's entry directly
  • See procedures they did not supervise
Approvals
Their verification is final for the procedure entry; nothing they do needs further approval.
Notified about
Procedures waiting for their verification, and reminders when entries have waited longer than your program sets.

Program coordinator

Program coordinator, residency program administrator, fellowship coordinator

Keeps schedules and logs complete for their program and prepares the program's reporting.

Sees

  • Schedules, hours and procedures for residents in their program
  • Who is behind on logging or verification
  • Open exceptions and their status

Does

  • Enters or imports rotation and call schedules
  • Chases unlogged hours and overdue verifications
  • Prepares data for ACGME annual updates and case log reconciliation
  • Records corrections with a reason
  • Prepares program reports for the program director

Cannot

  • Respond to an exception on the program director's behalf
  • Verify procedures
  • See other programs' residents
Approvals
Corrections to closed review periods are approved by the program director.
Notified about
Residents behind on logging, verification backlogs, new possible violations and schedule feed errors.

Program director

Program director, associate program director, fellowship director

Answers for the program: reviews possible violations, responds to them and watches each resident's progress.

Sees

  • Every resident's hours, exceptions and procedure progress in their program
  • Rotation patterns behind recurring exceptions
  • Program reports and the audit trail for their program

Does

  • Reviews possible violations and records the response
  • Adjusts rotations or schedules to address patterns
  • Approves corrections to closed review periods
  • Reviews progress against minimums and arranges experience
  • Presents program data to the GME committee

Cannot

  • Delete logged hours or exceptions
  • Change rules below the Common Program Requirements
  • See other programs unless granted
Approvals
Approves corrections and exception responses for their program; changes to the program's rules are approved by the GME office.
Notified about
New possible violations, exceptions waiting for their response, and residents falling behind on procedure minimums.

GME office and DIO

Designated institutional official, GME director, GME office staff

Oversees all programs for the sponsoring institution and prepares institutional review.

Sees

  • Every program's logging, exceptions and procedure progress
  • Program comparisons and trends
  • Rotation and site data for GME resident counting
  • The full audit trail

Does

  • Reviews programs with recurring exceptions with the GME committee
  • Approves program rule settings
  • Prepares evidence for special reviews and site visits
  • Grants temporary access for reviewers
  • Shares rotation data with finance for GME reporting

Cannot

  • Respond to exceptions on a program director's behalf
  • Edit residents' logs
  • Edit or delete entries in the audit trail
Approvals
Approves program rule settings and reviewer access.
Notified about
Programs with exceptions above the level your committee sets, and program rule change requests.

Reviewer (read-only)

Internal review committee member, site visitor or auditor (under temporary access)

Reviews a program's records and evidence without being able to change anything.

Sees

  • Hours, exceptions and procedures within the scope granted
  • Program reports and evidence packs
  • The audit trail for the program under review

Does

  • Searches and reads records within their scope
  • Exports records and reports they have been given access to, with each export logged
  • Leaves review notes where the GME office enables them

Cannot

  • Change, verify or delete anything
  • See programs or dates outside the scope granted
  • Keep access after it expires
Approvals
Their access is approved by the GME office, with a scope and an end date.
Notified about
Nothing by default; access granted and expiring is confirmed to the person who approved it.

Administrator

GME systems administrator, application administrator

Manages users, roles, programs and feeds on behalf of the GME office.

Sees

  • Users, roles and program assignments
  • Schedule and roster feed status
  • The record of permission changes

Does

  • Adds and removes users, or maps them from single sign-on groups
  • Assigns users to programs and roles
  • Monitors schedule and roster feeds
  • Runs access review reports

Cannot

  • See residents' logs unless they also hold a program role
  • Change program rules
  • Grant themselves a program role without GME office approval
Approvals
Role changes that grant access across programs are approved by the GME office.
Notified about
Feed failures, access reviews coming due, and accounts not used for a period your policy sets.

Permissions at a glance

ActionResidentFacultyCoordinatorProg directorGME officeReviewerAdmin
Log work hoursOwn work onlyNo accessFullFullNo accessNo accessNo access
Log proceduresOwn work onlyNo accessNo accessNo accessNo accessNo accessNo access
Verify proceduresNo accessOwn work onlyNo accessFullNo accessNo accessNo access
Enter and change schedulesView onlyNo accessFullFullView onlyNo accessNo access
Explain a possible violationOwn work onlyNo accessNo accessNo accessNo accessNo accessNo access
Respond to an exceptionNo accessNo accessNo accessFullView onlyView onlyNo access
Correct a closed review periodNo accessNo accessFullApprovesNo accessNo accessNo access
Set program rules and minimumsNo accessNo accessNo accessFullApprovesNo accessNo access
View all programsNo accessNo accessNo accessNo accessFullView onlyNo access
Export review evidenceNo accessNo accessOwn work onlyOwn work onlyFullView onlyNo access
View audit trailNo accessNo accessNo accessView onlyView onlyView onlyView only
Manage users and rolesNo accessNo accessNo accessNo accessApprovesNo accessFull
  • Full
  • Own work only
  • Approves
  • View only
  • No access

How access is controlled

  • Separation is built in: residents never verify their own procedures, and exceptions are explained by the resident but answered by the program director.
  • Roles are configured with you during implementation. You can rename them, add roles such as associate program director or chief resident, and limit staff to their own program, site or department.
  • Every permission change is recorded in the audit trail with who made it and when, and access review reports list each person's roles for periodic review by the GME office.
  • Users sign in through your identity provider, and roles can follow its groups. Internal reviewers and site visitors get temporary read-only access with a defined scope and an end date, rather than shared accounts.

Features

What it does

Work-hour logging

Residents confirm scheduled shifts or enter actual hours on phone or computer, including at-home call and approved moonlighting.

Rule checking

Hours checked against the Common Program Requirements and any stricter limits your program or specialty sets, by training level.

Exception review

Each possible violation gets the resident's reason and the program director's response, so exceptions are explained, not just counted.

Procedure logs

Procedures logged with role, site and de-identified case details, using the categories your specialty's case log expects.

Faculty verification

Supervising faculty receive logged procedures to verify or return, with reminders when verification is outstanding.

Minimum tracking

Each resident's procedure counts compared with specialty minimums, so gaps show up while there is still time in training.

Rotation schedules

Block rotations, participating sites and call schedules kept with each resident, and checked against work-hour rules before publication.

Logging reminders

Residents with unlogged hours or procedures are reminded on a schedule the program sets, and coordinators see who is behind.

Program dashboards

Logging compliance, exceptions, verification backlog and procedure progress for each program on one screen.

Institutional oversight

The designated institutional official and GME committee see every program side by side, with drill-down to the rotation.

Review evidence packs

Hours, exceptions, responses and procedure data gathered for annual updates, special reviews and site visits.

Audit trail

Who logged, changed, verified or reviewed each entry, and when, kept for the program and the GME office.

Integrations

How it connects to your systems

Connects toHowWhat flows
Scheduling systemsCall and shift schedules from the scheduling tools your departments already use, by scheduled file or API, including Moraph's Physician On-Call Scheduling.In: shifts, call assignments and schedule changes.
ACGME systemsProcedure and roster data prepared in the categories and layout your coordinators need to enter or reconcile with ACGME's Accreditation Data System and Case Log System.Out: procedure counts by category, roster and rotation data for coordinators to use.
Electronic health recordWhere your organization allows it, procedure records can be matched with the health record to help residents log and faculty verify.In: procedure date, type and attending, limited to the logging resident's cases.
Human resources and payrollResident roster, training level and start and end dates from your HR system, and approved moonlighting from your policy process.In: roster, training level and employment dates.
Residency recruitmentIncoming residents from the Match loaded by file at the start of the academic year.In: incoming resident names, programs and start dates.
Single sign-onResidents, faculty and staff sign in through your identity provider (SAML or OpenID Connect).In: user identity and group membership for role assignment.
Work APIHours, exceptions, procedures and rotation data available to your data warehouse and reporting tools through the Moraph Work API, including for Medicare GME resident counts.Out: logged hours, rotations by site, exceptions and procedure records.

Each integration is confirmed in discovery and specified in the design. See how an engagement progresses.

Security and privacy

How your data is protected

Single sign-on

Users sign in through your identity provider, so your password and multi-factor policies apply.

Role-based access

Residents see their own records, faculty see procedures they supervised, and program staff see only their own program.

Patient information kept to a minimum

Procedure logs are designed for de-identified case details; where any patient information is involved, Moraph signs a business associate agreement.

Encryption and keys

Client data is encrypted, with keys Moraph staff cannot use without explicit, time-bound authorization.

Complete audit trail

Every entry, change, verification and review is logged with the person and time, and cannot be edited.

Data residency

Data stays in the hosting region you choose: the United States, the United Kingdom or Australia.

Company-wide controls, independent audits (SOC 2 Type II and ISO/IEC 27001) and data residency are described in our Trust Center, where you can request the evidence pack.

Reporting

What you can report on

11 standard reports, grouped by who uses them. Each shows who it is for, how it can be broken down, how it is delivered and what it is used for. The data behind them is also available to your own reporting tools.

Program operations

Logging compliance

For program coordinators and program directors

Residents with hours or procedures not logged for the current period, and how far behind each one is.

Break down by
Program, Rotation, Training level, Resident
Delivered as
Live dashboard; scheduled email
Used for
Chasing missing logs while the period is still recent.

Verification backlog

For program coordinators and program directors

Procedures waiting for faculty verification, by supervisor and age.

Break down by
Supervisor, Age band, Procedure category, Site
Delivered as
Live dashboard; scheduled email; CSV export
Used for
Clearing unverified entries before they are needed for reporting.

Schedule rule check

For program coordinators and chief residents

Published and draft schedules checked against work-hour rules, showing where a schedule would lead to a possible violation.

Break down by
Rotation, Rule, Resident, Week
Delivered as
Live view; CSV export
Used for
Fixing schedules before residents work them.

Work hours

Possible violations

For program directors and the GME office

Possible violations by rule, with the resident's reason, the program director's response and status.

Break down by
Rule, Rotation, Site, Training level, Status
Delivered as
Live dashboard; PDF; CSV export
Used for
Making sure every exception has a documented response.

Rotation patterns

For program directors and GME committee

Average hours, days off and exceptions by rotation and site over time, to show which assignments drive exceptions.

Break down by
Rotation, Site, Period, Program
Delivered as
Live dashboard; PDF for committee packs
Used for
Changing rotations that repeatedly produce exceptions.

Hours by resident

For program directors

Each resident's logged hours, days off and shift lengths over the period, with rule check results.

Break down by
Resident, Week, Rotation, Shift type
Delivered as
Live view; CSV export
Used for
Discussing workload and well-being with individual residents.

Procedures

Progress against minimums

For program directors, coordinators and residents (own)

Verified and unverified procedure counts by category compared with specialty minimums, by resident and training year.

Break down by
Resident, Category, Training year, Site
Delivered as
Live dashboard; PDF; CSV export
Used for
Arranging experience for residents who are behind while there is time.

Case log reconciliation

For program coordinators

Procedure counts by category and resident in the layout used to reconcile with the ACGME Case Log System.

Break down by
Resident, Category, Role, Period
Delivered as
On request; CSV export
Used for
Keeping the program's records consistent with the official case log.

Institutional

Program comparison

For designated institutional official and GME committee

Logging compliance, exceptions, response status and verification backlog for every program side by side.

Break down by
Program, Period, Department
Delivered as
Live dashboard; PDF for committee packs
Used for
Institutional oversight and identifying programs for special review.

Rotations by site

For gME office and finance

Time each resident spent at each participating site by rotation and period.

Break down by
Site, Program, Resident, Period
Delivered as
On request; CSV export
Used for
Supporting Medicare GME resident counting and affiliation agreements.

Audit trail extract

For gME office and reviewers

Who logged, changed, verified or reviewed records for a selected resident, program or period.

Break down by
Record, User, Action, Date range
Delivered as
On request in the product; CSV and PDF export
Used for
Answering review and site visit questions about how records were kept.

Exports, access and evidence

  • Every report can be exported to CSV, and summary and evidence reports to PDF. Reports can be scheduled to arrive by email for the people entitled to see them.
  • Each report can be filtered and the filters saved, so a coordinator or program director can keep their own views. Reports that need a different shape can be built in your own tools from the data described below.
  • Hours, exceptions, procedures and rotation data is available through the Moraph Work API, and can be delivered to your data warehouse or business intelligence tool.
  • Reports respect each viewer's role: residents see their own records, program staff see their own program, and the GME office sees every program.
  • Institutional and evidence reports can be run as of a past date and give the same result each time. Running and exporting a report is itself recorded in the audit trail.

Deployment

Where and how it runs

Moraph cloud

Hosted and operated by Moraph in the United States region. United Kingdom and Australia regions are available for organizations outside the US.

Dedicated environment

A single-tenant environment for institutions whose policies require isolation, scoped in the proposal.

With a managed service

Optionally run alongside a Moraph managed service for schedule feed monitoring and application administration.

Security controls, independent audits and data residency are set out in our Trust Center. Engagement models and what drives a quotation are on Working with Moraph.

Implementation

What a rollout involves

The general phases are on Working with Moraph. For this product, they involve the following.

Programs and rules

We set up each program with its specialty, training levels and work-hour rules, including any limits stricter than the Common Program Requirements. We need each program's requirements and a coordinator contact.

Rosters and rotations

Residents, faculty, rotations and participating sites are loaded from your HR system and coordinator records.

Procedure categories

Procedure categories and minimums are configured to match each specialty's case log, and checked with program coordinators.

Schedule feeds

Feeds from your departmental scheduling tools are mapped, or coordinators are set up to enter schedules directly.

Workflow and notifications

Reminder schedules, exception review steps and verification rules are configured to match your GME policies.

Training and go-live

Coordinators, program directors and faculty are trained on their workflows, and residents receive short guidance at orientation. Most programs start at the beginning of an academic year or rotation block.

Limitations

What it does not do

Worth knowing before you evaluate it.

  • It is not an ACGME system and does not submit data to ACGME. Your coordinators and program directors enter or reconcile data in ACGME's Accreditation Data System and Case Log System.
  • Compliance with ACGME requirements and accreditation decisions remain with your programs, the sponsoring institution and ACGME; the product records and reports, it does not certify.
  • Work-hour results depend on residents logging accurately. The product reminds and reports gaps, but cannot confirm hours worked that were not recorded.
  • It is not a full residency management system: evaluations, milestones, curriculum, recruitment and credentialing are not included.
  • It does not calculate Medicare GME payments or prepare cost reports; it provides rotation and site data your finance team can use.
  • Procedure logs are designed for de-identified case details; programs should not record patient identifiers in free-text fields.
  • Specialty rules and minimums are configured from the requirements in force at implementation and must be updated by your programs when ACGME revises them.
  • It does not handle resident payroll or time-and-attendance for pay purposes.

Evaluation checklist

What to test in a demonstration or pilot

Questions worth putting to us, and to any other vendor you are considering.

  1. Load one program's rotation schedule and a sample of anonymized logged hours, and check the possible violations it finds against your own review
  2. Ask a resident to log a week of hours and two procedures on their phone
  3. Have a faculty member verify and return procedures and check the reminders they receive
  4. Work an exception from detection to the program director's documented response
  5. Compare procedure counts and categories with what your coordinators reconcile for the Case Log System
  6. Confirm role separation: residents see only their own records, and programs see only their own residents

Questions

Frequently asked questions

Does it send data to ACGME?

No. It prepares counts and roster data in the layout your coordinators need, and they enter or reconcile it in ACGME's systems.

Can we use limits stricter than ACGME's?

Yes. Each program can have its own rules by training level, as long as they are at least as strict as the Common Program Requirements.

Can residents log from their phones?

Yes. Logging works in a mobile browser, signed in through your identity provider.

Do you sign a business associate agreement?

Procedure logs are designed for de-identified details. Where your setup involves patient information, for example matching with the health record, Moraph signs a business associate agreement.

How is it priced?

As a subscription, usually measured by the number of residents and fellows, with implementation charged separately. See Working with Moraph for what drives a quotation.

Is there an accessibility conformance report?

Ask for one through the procurement request form at /how-to-buy/request, naming the version you are evaluating.

Next steps

Evaluate Residency Program Manager

Book a demonstration

See the product working with sample data, focused on your workflows.

Request a demonstration

Request a technical briefing

Architecture, integrations, security and hosting, with our engineers and your technical team.

Request a briefing

Factsheet

This page on two sides, to share with colleagues or add to your evaluation file.

Open the factsheet

Buying through a formal procurement? See How to buy for purchasing routes, accessibility conformance reports and company information. Documentation: Residency Program Manager guides on docs.moraph.com (getting started and security guides are public; setup, administration and integration guides are for client accounts). Support: Residency Program Manager support guide.

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