Residency Program Manager

Residency Program Manager records residents' clinical and educational work hours and procedure logs, checks them against the ACGME Common Program Requirements and your specialty's requirements, and shows program directors where a resident or rotation needs attention. Faculty verify procedures and program staff review possible violations with the reason and response recorded. The evidence the Graduate Medical Education office needs for annual updates, internal reviews and site visits is kept in one place.

The problem it solves

Most programs collect work hours through one tool, procedure logs through another, and rotation schedules in spreadsheets kept by coordinators. Residents log hours late or in bulk, possible violations are found weeks after they happened, and faculty verification of procedures falls behind. When the GME office prepares an annual update or a site visit, coordinators rebuild the picture by hand, and the reasons behind each exception are hard to show.

Who it’s for

• 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

1. ScheduleRotations, call schedules and assignments are set for each resident, so expected hours and supervising sites are known before the work happens.
2. LogResidents record their actual clinical and educational work hours and their procedures, from a phone or computer, as close to the time as possible.
3. ReviewLogged 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.
4. OverseeThe GME office and program leadership see hours, procedures and exceptions across programs, and prepare evidence for annual updates, special reviews and site visits.

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.

Resident or fellow

Logs work hours and procedures and explains possible violations

Supervising faculty

Verifies procedures residents logged under their supervision

Program coordinator

Manages schedules, chases missing logs and prepares program reporting

Program director

Reviews exceptions, responds to them and oversees each resident's progress

GME office and DIO

Oversees every program and prepares institutional reporting and reviews

Reviewer (read-only)

Views records and reports for internal reviews and site visits

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.

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.

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.

Programs and rules

We set up each program with its specialty, training levels and work-hour rules, including any limits stricter than the Common Program Requirements. We need each program's requirements and a coordinator contact.

Rosters and rotations

Residents, faculty, rotations and participating sites are loaded from your HR system and coordinator records.

Procedure categories

Procedure categories and minimums are configured to match each specialty's case log, and checked with program coordinators.

Schedule feeds

Feeds from your departmental scheduling tools are mapped, or coordinators are set up to enter schedules directly.

Workflow and notifications

Reminder schedules, exception review steps and verification rules are configured to match your GME policies.

Training and go-live

Coordinators, program directors and faculty are trained on their workflows, and residents receive short guidance at orientation. Most programs start at the beginning of an academic year or rotation block.

• 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.

• Load one program's rotation schedule and a sample of anonymized logged hours, and check the possible violations it finds against your own review
• Ask a resident to log a week of hours and two procedures on their phone
• Have a faculty member verify and return procedures and check the reminders they receive
• Work an exception from detection to the program director's documented response
• Compare procedure counts and categories with what your coordinators reconcile for the Case Log System
• Confirm role separation: residents see only their own records, and programs see only their own residents