{"id":14,"date":"2022-07-07T20:12:53","date_gmt":"2022-07-07T20:12:53","guid":{"rendered":"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/?page_id=14"},"modified":"2022-07-07T20:12:53","modified_gmt":"2022-07-07T20:12:53","slug":"recruitment-onboarding","status":"publish","type":"page","link":"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/recruitment-onboarding\/","title":{"rendered":"Recruitment and Onboarding"},"content":{"rendered":"<div class=\"wpb-content-wrapper\">[vc_row css_animation=&#8221;fadeIn&#8221; full_width=&#8221;stretch_row&#8221; content_placement=&#8221;middle&#8221; el_class=&#8221;block-hero&#8221; css=&#8221;.vc_custom_1659393511667{background-image: url(https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2022\/08\/hero-10.webp?id=380) !important;}&#8221;][vc_column][\/vc_column][\/vc_row][vc_row][vc_column css_animation=&#8221;fadeIn&#8221; offset=&#8221;vc_col-lg-offset-1 vc_col-lg-10&#8243; el_class=&#8221;block-content&#8221; css_animation_delay=&#8221;.5&#8243;]<h1 class=\"vcex-heading vcex-heading-plain vcex-module wpex-heading wpex-text-2xl\"><span class=\"vcex-heading-inner wpex-inline-block\">Recruitment and Onboarding \u2013 NRMP, ERAS, Rank, SOAP, Review applications<\/span><\/h1>[vc_column_text el_class=&#8221;block-intro&#8221;]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.[\/vc_column_text]<div class=\"vcex-module vcex-divider vcex-divider-solid vcex-divider-center wpex-mx-auto wpex-block wpex-h-0 wpex-border-b wpex-border-solid wpex-border-main\"><\/div>[vc_column_text el_class=&#8221;list-two-columns list-circle-check&#8221;]\n<h2>Prepare for recruitment and onboarding for new hires<\/h2>\n<ul>\n<li>Register for the Electronic Residency Application Service (ERAS)<\/li>\n<li>Archive previous ERAS data<\/li>\n<li>Schedule applicant interviews for Program Directors and faculty<\/li>\n<li>Designate meeting space for interviews and orientation<\/li>\n<li>Place catering orders for interviews and orientation<\/li>\n<li>Plan and coordinate the New Resident Orientation (NRO) and New Employee Orientation (NEO)<\/li>\n<li>Prepare, and distribute checklists to incoming Residents and Fellows<\/li>\n<li>Order lab coats and identification badges<\/li>\n<li>Request information technology (IT) accounts<\/li>\n<li>Issue technology assets such as KP laptops and iPhones<\/li>\n<li>Enter new hire information into Medtrics<\/li>\n<li>Prepare contracts<\/li>\n<li>Update tracking lists such as mailroom lists, supervision guidelines, and phone lists<\/li>\n<li>Update distribution lists and notify GME office of Chief Resident appointment<\/li>\n<\/ul>\n[\/vc_column_text][vc_column_text el_class=&#8221;note&#8221;]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.[\/vc_column_text]<div class=\"vcex-shortcode wpex-clr\"><div class=\"list-resources\">\n  <ul>\n        <li><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2022\/08\/ACGME-Residency-Coordinator-Timeline.pdf\t\" target=\"_blank\"> <span class=\"resource_title\">\n      ACGME Residency Coordinator Timeline      <\/span><i class=\"doc pdf\n      \"><\/i><\/a><\/li>\n        <li><a href=\"https:\/\/www.aamc.org\/services\/eras-for-institutions\" target=\"_blank\"> <span class=\"resource_title\">\n      ERAS for Institutions      <\/span><i class=\"doc external\"><\/i><\/a><\/li>\n        <li><a href=\"https:\/\/www.nrmp.org\/\" target=\"_blank\"> <span class=\"resource_title\">\n      National Resident Matching Program      <\/span><i class=\"doc external\"><\/i><\/a><\/li>\n        <li><a href=\"New Year Maintenance Checklist Job Aide\thttps:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2026\/02\/NewYearMaintChecklistJobAid.pdf\t\" target=\"_blank\"> <span class=\"resource_title\">\n      New Year Maintenance Checklist Job Aide      <\/span><i class=\"doc pdf\n      \"><\/i><\/a><\/li>\n        <li><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2026\/01\/Program-Coordinator-Handbook.pdf\t\" target=\"_blank\"> <span class=\"resource_title\">\n      Program Coordinator Handbook      <\/span><i class=\"doc pdf\n      \"><\/i><\/a><\/li>\n      <\/ul>\n<\/div>\n<\/div>[\/vc_column][\/vc_row][vc_row][vc_column css_animation=&#8221;fadeIn&#8221; offset=&#8221;vc_col-lg-offset-1 vc_col-lg-10&#8243; css_animation_delay=&#8221;.5&#8243;][vc_row_inner content_placement=&#8221;bottom&#8221; columns_right=&#8221;yes&#8221;][vc_column_inner offset=&#8221;vc_col-md-8&#8243;]<figure class=\"vcex-image vcex-module\"><div class=\"vcex-image-inner wpex-relative wpex-inline-block\"><img width=\"1920\" height=\"1280\" src=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2022\/08\/p-graduation.webp\" class=\"vcex-image-img wpex-align-middle\" alt=\"Group of medical students\" loading=\"lazy\" decoding=\"async\" srcset=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2022\/08\/p-graduation.webp 1920w, https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2022\/08\/p-graduation-300x200.webp 300w, https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2022\/08\/p-graduation-1024x683.webp 1024w, https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2022\/08\/p-graduation-768x512.webp 768w, https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2022\/08\/p-graduation-1536x1024.webp 1536w\" sizes=\"auto, (max-width: 1920px) 100vw, 1920px\" \/><\/div><\/figure>[\/vc_column_inner][vc_column_inner offset=&#8221;vc_col-md-4&#8243;][vc_column_text]\n<h2>Graduation<\/h2>\n<p>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:[\/vc_column_text][\/vc_column_inner][\/vc_row_inner][vc_column_text el_class=&#8221;list-two-columns list-circle-check&#8221;]\n<ul>\n<li>Coordinate ceremony and event logistics such as creating and sending invitations<\/li>\n<li>Contact vendors<\/li>\n<li>Request catering<\/li>\n<li>Purchase\/order certificates<\/li>\n<li>Purchase\/order gifts<\/li>\n<li>Create awards<\/li>\n<li>Send invitations<\/li>\n<\/ul>\n[\/vc_column_text][vc_column_text el_class=&#8221;note&#8221;]Begin planning for June graduations in March.[\/vc_column_text]<div class=\"vcex-shortcode wpex-clr\"><div class=\"list-resources\">\n  <ul>\n        <li><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2022\/08\/ACGME-Residency-Coordinator-Timeline.pdf\t\" target=\"_blank\"> <span class=\"resource_title\">\n      ACGME Residency Coordinator Timeline      <\/span><i class=\"doc pdf\n      \"><\/i><\/a><\/li>\n        <li><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2026\/01\/Program-Coordinator-Handbook.pdf\t\" target=\"_blank\"> <span class=\"resource_title\">\n      Program Coordinator Handbook      <\/span><i class=\"doc pdf\n      \"><\/i><\/a><\/li>\n      <\/ul>\n<\/div>\n<\/div><div class=\"vcex-module vcex-divider vcex-divider-solid vcex-divider-center wpex-mx-auto wpex-block wpex-h-0 wpex-border-b wpex-border-solid wpex-border-main\"><\/div><div class=\"vcex-shortcode wpex-clr\"><div class=\"nav-acc-wrap\">\n<div id=\"nav-acc\" class=\"nav-acc\">\n    <div class=\"nav-acc-toggle\">\n\t <h4>Program Administrator Resources and Guidelines<\/h4><i><\/i><\/div>\n    <div class=\"nav-acc-content\">\n<nav aria-label=\"Section Navigation\">\n\n<div class=\"menu-side-nav-container\"><ul id=\"menu-side-nav\" class=\"menu\"><li id=\"menu-item-533\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-533\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/administrative-responsibilities\/\">Program Manager Roles and Responsibilities<\/a><\/li>\n<li id=\"menu-item-554\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-554\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/intern-and-resident-information-system-iris\/\">Intern and Resident Information System (IRIS)<\/a><\/li>\n<li id=\"menu-item-532\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-532\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/accreditation-requirements\/\">Accreditation Requirements\u202f<\/a><\/li>\n<li id=\"menu-item-541\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-541\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/recruitment-onboarding\/\">Recruitment and Onboarding<\/a><\/li>\n<li id=\"menu-item-552\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-552\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/visiting-student-learning-opportunities-vslo\/\">Visiting Student Learning Opportunities (VSLO)<\/a><\/li>\n<li id=\"menu-item-542\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-542\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/program-manager-timeline\/\">Program Manager Timeline<\/a><\/li>\n<li id=\"menu-item-540\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-540\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/professional-development\/\">Professional Development<\/a><\/li>\n<li id=\"menu-item-568\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-568\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/legal-institutional-agreements-program-letters-of-agreement-plas\/\">Legal-Institutional Agreements and  Program Letters of Agreement (PLAs)<\/a><\/li>\n<li id=\"menu-item-539\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-539\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/policies-procedures\/\">Policies and Procedures<\/a><\/li>\n<li id=\"menu-item-535\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-535\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/goals-metrics\/\">Goals and Metrics<\/a><\/li>\n<li id=\"menu-item-538\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-538\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/residency-and-fellowship-program-director-guide\/\">Residency and Fellowship Program Director Guide<\/a><\/li>\n<li id=\"menu-item-566\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-566\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/glossary\/\">Glossary of Terms<\/a><\/li>\n<li id=\"menu-item-569\" class=\"menu-item menu-item-type-post_type menu-item-object-page menu-item-569\"><a href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/memberships-associations\/\">Memberships and Associations<\/a><\/li>\n<\/ul><\/div><\/nav>\n    <\/div\n    <\/div>\n\t<\/div>\n\t\t\t<\/div>[\/vc_column][\/vc_row]\n<\/div>","protected":false},"excerpt":{"rendered":"<p>[vc_row css_animation=&#8221;fadeIn&#8221; full_width=&#8221;stretch_row&#8221; content_placement=&#8221;middle&#8221; el_class=&#8221;block-hero&#8221; css=&#8221;.vc_custom_1659393511667{background-image: url(https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2022\/08\/hero-10.webp?id=380) !important;}&#8221;][vc_column][\/vc_column][\/vc_row][vc_row][vc_column css_animation=&#8221;fadeIn&#8221; offset=&#8221;vc_col-lg-offset-1 vc_col-lg-10&#8243; el_class=&#8221;block-content&#8221; css_animation_delay=&#8221;.5&#8243;][vc_column_text el_class=&#8221;block-intro&#8221;]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.[\/vc_column_text][vc_column_text el_class=&#8221;list-two-columns list-circle-check&#8221;] Prepare for&hellip;<\/p>\n","protected":false},"author":4,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"","_relevanssi_noindex_reason":"","footnotes":""},"class_list":["post-14","page","type-page","status-publish","hentry","entry","no-media"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.5 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Recruitment and Onboarding - Program Managers | Kaiser Permanente Undergraduate &amp; Graduate Medical Education Northern California<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/recruitment-onboarding\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Recruitment and Onboarding - Program Managers | Kaiser Permanente Undergraduate &amp; Graduate Medical Education Northern California\" \/>\n<meta property=\"og:description\" content=\"[vc_row css_animation=&#8221;fadeIn&#8221; full_width=&#8221;stretch_row&#8221; content_placement=&#8221;middle&#8221; el_class=&#8221;block-hero&#8221; css=&#8221;.vc_custom_1659393511667{background-image: url(https:\/\/residency-ncal.kaiserpermanente.org\/program-admins\/wp-content\/uploads\/sites\/3\/2022\/08\/hero-10.webp?id=380) !important;}&#8221;][vc_column][\/vc_column][\/vc_row][vc_row][vc_column css_animation=&#8221;fadeIn&#8221; 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