Tracking Visiting Trainees in RMS
A visiting trainee is any resident/fellow who is currently engaged in a non-MMCGME department or program that rotates through your hospital, program or department. It is a requirement to track non-MMCGME visiting trainees scheduling and demographic information in RMS. All visiting trainees will be entered into the appropriate x-rotator program and generate an FTE.
The following outlines the process for tracking such trainees:
1. Rotating hospital will send [email protected] the trainee’s name, current residency or fellowship name and specialty, dates of rotation at your hospital, what percentage of time and where they will be training, and the trainee’s email address.
NOTE: For UMN programs the Visiting Trainee Information Form replaces the above process.
2. The program will be created as appropriate and the trainee will be entered into that program in New Innovations (RMS).
3. The trainee will be added in to RMS.
4. A rotation will be created specific to that program and the training site at your hospital. Rotations are configured for rotation protocol so no duty hours need to be entered.
5. This specific rotation will be added to the trainees block schedule.
6. The trainee will be distributed a Visiting Resident Rotation Checklist which collects the required documentation for IRIS generation.
7. The following information needs to be collected:
8. The first 6 steps the program coordinator or the trainee can complete. The last 3 steps are for program coordinators only. The trainees do not see them.
9. MMCGME will make sure the required information is collected and the RMS record updated with any new information gathered during the onboarding process.
10. FTE’s will be analyzed before final IRS billing to make sure everyone generates an FTE.
NOTE: Children’s Hospital, Fairview Hospital and the U of M training sites might have additional steps that are required.
The following outlines the process for tracking such trainees:
1. Rotating hospital will send [email protected] the trainee’s name, current residency or fellowship name and specialty, dates of rotation at your hospital, what percentage of time and where they will be training, and the trainee’s email address.
NOTE: For UMN programs the Visiting Trainee Information Form replaces the above process.
2. The program will be created as appropriate and the trainee will be entered into that program in New Innovations (RMS).
3. The trainee will be added in to RMS.
4. A rotation will be created specific to that program and the training site at your hospital. Rotations are configured for rotation protocol so no duty hours need to be entered.
5. This specific rotation will be added to the trainees block schedule.
6. The trainee will be distributed a Visiting Resident Rotation Checklist which collects the required documentation for IRIS generation.
7. The following information needs to be collected:
- Complete online form called “Personal Information Form” which collects social security, date of birth, address, phone number & pager number of the trainee
- Complete Prior Training Form indicating what activities they have done since completion of medical school must be completed and uploaded.
- A recent copy of the Curriculum Vitae must be uploaded
- A legible copy of Medical School Diploma (including translation if the diploma is not in English) must be uploaded.
- A legible copy of the ECFMG certificate (only for foreign trained doctors) must be uploaded
- Completion certificates of any completed previous residency or fellowship programs must be uploaded
- Letter of Good Standing including program overall dates and rotation dates on program letterhead must be uploaded.
- Residency Agreement- copies of current residency agreement must be uploaded
8. The first 6 steps the program coordinator or the trainee can complete. The last 3 steps are for program coordinators only. The trainees do not see them.
9. MMCGME will make sure the required information is collected and the RMS record updated with any new information gathered during the onboarding process.
10. FTE’s will be analyzed before final IRS billing to make sure everyone generates an FTE.
NOTE: Children’s Hospital, Fairview Hospital and the U of M training sites might have additional steps that are required.