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Recruitment and Onboarding – NRMP, ERAS, Rank, SOAP, Review applications

It is important to maintain and follow a timeline of events and tasks that occur each year in Graduate Medical Education as interview season and resident and fellow graduation can take place in the blink of an eye.

Prepare for recruitment and onboarding for new hires

  • Register for the Electronic Residency Application Service (ERAS)
  • Archive previous ERAS data
  • Schedule applicant interviews for Program Directors and faculty
  • Designate meeting space for interviews and orientation
  • Place catering orders for interviews and orientation
  • Plan and coordinate the New Resident Orientation (NRO) and New Employee Orientation (NEO)
  • Prepare, and distribute checklists to incoming Residents and Fellows
  • Order lab coats and identification badges
  • Request information technology (IT) accounts
  • Issue technology assets such as KP laptops and iPhones
  • Enter new hire information into Medtrics
  • Prepare contracts
  • Update tracking lists such as mailroom lists, supervision guidelines, and phone lists
  • Update distribution lists and notify GME office of Chief Resident appointment

The National Resident Matching Program (NRMP) rank order list certification and Supplemental Offer and Acceptance Program (SOAP) are due in March. Begin planning for the June Orientation in March. Regional Graduate Medical Education will provide information regarding New Resident Orientation and iPhone technology. New Employee Orientation will be done at both regional and individual levels. Please refer to local DME/GME managers.

Group of medical students


Graduation is an exciting time for GME programs as training commences for residents and fellows based on their specialty. Program Administrators will communicate with their Program Director and/or Faculty regarding performing the following tasks:

  • Coordinate ceremony and event logistics such as creating and sending invitations
  • Contact vendors
  • Request catering
  • Purchase/order certificates
  • Purchase/order gifts
  • Create awards
  • Send invitations

Begin planning for June graduations in March.

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