What information do I need to have a faculty/staff member added to RMS?
Request to Add Faculty to New Innovations
  • Name of Faculty/staff member
  • Primary email address of the individual being added
  • Credentials (i.e. MD, DO, etc)
  • Department that you would like them housed?
  • What access do they need in RMS?​
  • Coordinator name
  • Coordinator email
  • Coordinator phone number
  • ​What status do you want them to be?                                   
               - Community Preceptor
               - Evaluator
               - Faculty
               - Part-time Faculty
               - Program Director
               - Associate Program Director
               - Administrator
               - Other

How do I request the archiving of an RMS user?

Program Coordinators or GME Administrators can request the archiving of graduated or terminated residents/ fellows, faculty, and staff that have personnel records in RMS. Note the following:
  • Once users are archived, they cannot log in to RMS.
  • They do not appear by default in RMS drop-down lists.
  • All Personnel data, schedules, evaluations and other information remain available in RMS.
  • Archiving users is reversible if they return to a MMCGME program in the future.
  • Their information usually will not appear by default, but most RMS screens contain a "Show Archived" box.  
Before residents/fellows can be archived, the following actions must take place:
  1. Duty hour logs must be complete and approved.
  2. MMCGME Services must have copies of required documents on file (refer to list of MMCGME Required Documentation).
  3. If your program uses optional RMS functionality, residents must complete all RMS evaluations, procedure logs, conference attendance, etc. (as applicable). 

What do I do if a resident/fellow has time away that extends their training?

  1. Send a Time Away Extends Training form to [email protected]. 
  2. If your program has its own “Time Away Extends” form, ensure that the form clearly indicates the exact start and end dates for the portion of time away that extends training, as well as the new program end date.
  3. Update the resident’s/fellow’s block schedule using the “MMCGME Time Away Extends Training” rotation.

What if a resident/fellows training is funded by an alternative source?

If a resident/fellow is funded fully or partially by an alternative source, send an explanation of the type of funding and the exact dates covered to [email protected].
​
Note: A resident on a training grant must still complete all required scheduling and duty hour activities.

What if a resident/fellow has a name change?

  1. Request from the resident/fellow a copy of the new social security card, marriage license, divorce decree, updated passport, etc.
  2. Send the name change request and documentation to MMCGME Services via [email protected].

How do I request a non-resident/fellow new user account in RMS?

  1. Complete this form or email [email protected] with the following information:
  •      Full name
  •      Primary email address
  •      Which RMS status they should be assigned
  •      Which program they should be housed under
  •      What (if any) specific/special RMS privileges they require
   2.   MMCGME Services staff will create the record in RMS.
   3.   MMCGME Services staff will notify you by email when the new user is added.
 
The following protocol should be applied:
  • Program Coordinators can make requests to add Residents/Fellows and Faculty.
  • Requests for staff member user accounts should include information about the individual's role and job activities so that security privileges are correctly set. 

How do I reset a user's RMS password?

Coordinators can reset a user's RMS password.  Please follow the instructions detailed below:​​​

  1. Go to Personnel > Personnel Records
  2. Search for the person's record
  3. Click Username and Password
  4. Click Reset Password
 
            OR

  1. ​Go to Personnel > Personnel Records
  2. Search for the person's record
  3. Click the key icon below the username