Fellowship Coordinator Guide

for the Department of Medicine

Recruitment

For residents applying into your fellowship program

MedHub

For all fellows forms/files, evaluations, work hours, and program accreditation

Orientation/Onboarding

For newly matched fellows or new hires into your program

Visiting

For coordinating visitors: residents/fellows from other institutions

Graduation/Offboarding

For fellows leaving GME, transitioning to OPA, or graduating programs

ACGME

For Common Program Requirements, WebADS, APE/Self Study, and CCC


Introduction

Congrats! You are a fellowship program coordinator.

This site is designed to help guide you through the processes throughout the academic year. It is not meant to replace the use of other sites. Please still refer to the GME site for stipends/bonuses, etc.

A fellowship program coordinator is responsible for assisting the program director with the day-to-day administration of a training program.

Responsibilities include communication with the hospital’s GME office and trainees, reporting data in systems, organizing fellowship events and recruitment, and other division-dependent tasks. If your program is ACGME-accredited, there are common program requirements (CPRs) to maintain program status.

 

Academic Timeline

for July Cycle Programs

  • Administer Milestones based rotation/clinic/peer/self evaluations in MedHub
  • Work hours review/reminders in MedHub
  • Review/add/edit schedules in MedHub before end of each month
  • Complete program verifications for current fellows/alumni
  • Program didactics (announcements, setup, etc.)
  • Program Specific: In-Training Exam

Alphabet Soup

Acronyms you need to know

Fellowship Cohort

Reach out to us with questions!


Central Management
:

 
ACGME Program Coordinators:

Coordinators Meetings

  • 2nd Thursdays - 1 PM - H3210 (GME/All)
    Currently on Zoom
  • 4th Thursdays - 1:30 PM - L154 (DOM)
    Currently on Zoom

GME Contacts

Access Needed

authority in parenthesis

  • MedHub (GME)
  • ERAS (PD)
  • ACGME (PD)
  • Division folders/files (Manager)
  • AAMC (PD)
  • Listservs (GME and division)
  • Smartpage* (Hospital)
  • Oracle Financials System (Manager)
  • NRMP (PD)
  • Check with Division Manager for other needs
    (e.g. GFS if you'll be handling postdocs)