Intake Process
In an effort to streamline intake processes and eliminate the duplication of efforts by the residents/fellows, program coordinator staff and hospital intake staff, all participating institutions and programs are asked to participate in the collaborative MMCGME-wide intake initiative. In order for this process to be successful, all parties must cooperate. Listed below are the hospital expectations and program requirements. Hospital RequirementsHospital staff should refer to the New Innovations RMS software (www.new-innov.com) to obtain required information on the rotating residents and fellows by utilizing any of the following methods: Option 1: Custom Reports
Custom reports are available for each hospital based on the information requested in the intake paperwork. The report will give you all the information you request of every rotating resident/fellow in a few quick minutes. Click here for instructions.
Option 2: Personnel Data
Much of the requested information on the residents/fellows is stored in the Personnel Data module of RMS. The information is accessible on an individual resident basis by logging into RMS > hover over Main > select Personnel Data > Enter the last name of the resident/fellow you wish to access in the search window > select Enter. Click here for more information on where the required fields can be found in Personnel Data.
Option 3: Department Manuals
Notices and documents for the residents/fellows can be displayed on the RMS home page. Click here for instructions.
Option 4: Curriculum
Information such as rotational goals & objectives, specific rotational requirements, maps & directions, etc can be uploaded into RMS and distributed to all incoming residents/fellows electronically on a date specified by the administrator. The residents/fellows electronically sign off on reading the materials. Click here for instructions and contact MMCGME Services at RMSHelp@umn.edu to ensure you have proper access to all necessary programs. Click here for instructions.
The RMS evaluations module can be used to distribute information and require residents/fellows
to confirm and electronically signoff the information. For example, the confidentiality forms can be
distributed in the evaluations module and the residents/fellows can electronically sign them. For
more information on how to utilize this module to meet your needs, please contact
RMSHelp@umn.edu. Program Requirements- Submit ERAS and non-ERAS uploads to MMCGME Services no later than April 1.
- Enter all rotations accurately into RMS as soon as they are known, no later than June 1. This step is critical as the custom reports created for the hospitals are based on the rotations entered in RMS.
- Record and update all required information in RMS no later than June 1.
- Update all required fields in RMS as necessary.
The following RMS fields must be reported and maintained by the program with up to date and accurate information. RMS Required Fields Maintained by anyone with Coordinator Status | Required by All Hospitals/Institutions | Required by Specific Hospitals | E-mail Address | Visas (VAMC – When Applicable) | Phone Number (home & cell) | Credentials (United) | Pager Number | Race/Ethnicity (North Memorial & HCMC) | Date of Birth | Gender (Children’s) | Rotation | Citizenship (VAMC) | Rotation Start and End Dates | Emergency Contacts (optional) | Home Address | | NPI Numbers (as soon as received) | | State Medical Licenses & Expiration Dates (when applicable) | | Federal & State DEA License Numbers (when applicable) | | Residency Permit (upload to attached files) | | PeopleSoft ID Number (UMN only) | | Background checks (UMN GME iffice will upload to attached files) | |
The following RMS fields are IRIS required and are maintained by MMCGME Services. Please be sure to report this information to MMCGME Services and review the information in RMS for accuracy. Please notify RMSHelp@umn.edu of any errors. RMS Required Fields Maintained By MMCGME Services | Name (First, Middle, Last) | Social Security Number | Current Program | Current Status | Employer | Post Graduate Year (PGY) | Initial Program | Initial Residency Period (IRP) | Medical School | Medical School Graduation Date | ECFMG & Date (if applicable) |
Additional Information
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