Tip of the week: Orientation starts right after Match Day

Residency Program Insider, March 16, 2010

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Although your formal orientation for new residents and fellows may not be until June or July, orientation starts right after Match Day as you communicate with residents before they begin training. The organization, clarity, and thoroughness of the packet of information and instructions that you send to incoming residents are examples of how the program is managed.
It also conveys your expectations for incoming residents. For example, following up with soon-to-be residents to ensure they return completed forms and other requested information by the deadline sends the message that tardiness will not be accepted.

The program director, department chair, or graduate medical education (GME) office of the sponsoring institution may consider consequences for those residents who are late with their paperwork. For example, many institutions or programs require residents to complete several online modules before they arrive for the formal program or institutional orientation. If those modules are not completed, you may consider not allowing them to begin training on time. Residents understand that is a serious consequence and that complying with deadlines is crucial.

Information sent to incoming residents prior to orientation varies among programs and sponsoring institutions, but information typically includes the following:

  • Contract
  • Employment paperwork, including the W-2 and other forms for ID badges, parking, health insurance, etc.
  • Medical and immunization information—typically, this goes directly to the health officer responsible for resident health, but it’s one less piece of paper to worry about during orientation
  • Forms specific to your program/institution
  • Licensing, if applicable—state requirements vary
  • Information on housing
  • Timeline of activities for institutional and department orientations

    Today’s tip is from The Complete Residency Program Management Guide by Ruth H. Nawotniak, MS, C-TAGME, published by HCPro, Inc..

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