Residency Program Manager

Principal workflows

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

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

Reporting

• Work-hour logging compliance by program, rotation and resident
• Possible violations by rule, rotation and site, with responses
• Procedure counts against specialty minimums by resident and year
• Faculty verification backlog by supervisor
• Rotation and site assignments for GME resident counting
• Program comparisons for the GME committee

Features

• 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

• Scheduling systems: Call and shift schedules from the scheduling tools your departments already use, by scheduled file or API, including Moraph's Physician On-Call Scheduling.
• ACGME systems: Procedure 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.
• Electronic health record: Where your organization allows it, procedure records can be matched with the health record to help residents log and faculty verify.
• Human resources and payroll: Resident roster, training level and start and end dates from your HR system, and approved moonlighting from your policy process.
• Residency recruitment: Incoming residents from the Match loaded by file at the start of the academic year.
• Single sign-on: Residents, faculty and staff sign in through your identity provider (SAML or OpenID Connect).
• Work API: Hours, exceptions, procedures and rotation data available to your data warehouse and reporting tools through the Moraph Work API, including for Medicare GME resident counts.

Deployment

• 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 and privacy

• 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.

Limitations

• 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.

Next steps

Book a demonstration or a technical briefing at www.moraph.com/solutions/residency-program-manager. Purchasing routes and company information: www.moraph.com/how-to-buy.