Compliance Updates for PROGRAM PERSONNEL

If you have a time sensitive question, send a Google chat to leque@umn.edu for more quicker assistance. Questions that can be answered later should be emailed to gme@umn.edu.

Residents and fellows were emailed last week about continuing and graduating checklists. Continuing checklists are due by June 1 and graduating checklists are due one week before a trainee's end date. Trainees who are ending program training after August 1 received both a continuing and graduating checklist. Anyone with questions can email gme@umn.edu or Gchat with Le Que at leque@umn.edu for time-sensitive questions. Note that chats must be sent from umn.edu accounts.

Onboarding materials and agreements for residents and fellows in batch 2 were released on April 18. Anyone who has not received their onboarding materials can email gme@umn.edu to get the materials re-sent.

Time sensitive questions be can sent by Google chat to leque@umn.edu. Note that chats must be sent from a umn.edu account.

Onboarding materials and agreements for residents and fellows whose Data Exchange records were submitted by their programs to the GME office will be sent in the afternoon of March 14 or the morning of March 15. Data Exchange records that were submitted on or after March 1 will not have their materials ready for release at this time, but will receive their onboarding materials in the next two weeks. Any questions or technical issues can be sent to gme@umn.edu.

Time sensitive questions be can sent by Google chat to leque@umn.edu. Note that chats must be sent from a umn.edu account.

ERAS users may experience an error message when trying to perform an ERAS import from New Innovations. AAMC is working to resolve the issue. The issue is intermittent, so you can again at a later time if you encounter the error.

A few residents have reported their NPI number has been deactivated. Residents and fellows who are notified that their NPI has been deactivated should contact the NPI Enumerator at customerservice@npienumerator.com or (800) 465-3203 from 9 AM–5 PM Eastern Time.

Residents and fellows ("trainees") starting a new program at the University of Minnesota must complete the GME Data Exchange Mandatory Information Acquisition Form ("Data Exchange"). Program administrators can send information to incoming residents/fellows with onboarding steps and deadlines. Be sure to communicate program-specific due dates to residents/fellows to complete the Date Exchange so you can review your information and submit the program section of the Data Exchange entry. An email was sent to program administrators on January 31, 2025.

Resources

• Data Exchange Guide for Residents/Fellows (z.umn.edu/dataexchangeguiderf) - These Google Slides have detailed instructions with screenshots to guide trainees through completing the Data Exchange.

• Data Exchange Guide | Programs (z.umn.edu/dataexchangeguide) - These Google slides are helpful for new program administrators to get an overview of how the Data Exchange works.

• 2025 Onboarding and Advancing Timeline | Programs (z.umn.edu/gmeonboardingtimeline) - Program administrators can refer to the timeline for all the resources that were emailed and deadlines.

The GME Onboarding & Advancing Timeline with important onboarding and advancing dates has been updated with most 2025 dates. Some dates may be subject to small changes throughout the onboarding season. Use this URL to add the calendar view of these dates to your Google calendar. You can also scroll down for a Google calendar view of the onboarding/advancing timeline.

Programs, verify your contact information is correctly listed on the 2025 NPI Directory. Submit corrections by Monday, January 13, using this  NPI Update Form. Contact gme@umn.edu with any questions.

To issue the appropriate checklist for the upcoming advancement season, program are asked to review the end dates and RMS records for their graduating and continuing residents/fellows.

• 2025 Graduating List - Report of residents and fellows with a 2024 end date on either their training agreement or RMS training record.

  • Verify End Date: If the date under “GME Graduation or End Date” is correct, click on the row for the Details panel and check the box under “End Date Confirmed by Program”.

    • If there is no date listed, there is a discrepancy in the end dates in the trainee’s records.

    • Click on the row to open the “Details” panel and add a comment in the “Latest Comment” box to provide information on what the graduation date should be.

  • Verify Completion Certificate: If the response under “Issue Completion Certificate in 2024” is missing or incorrect, update the selection to “Yes” or “No” as needed.

• 2025 Continuing List - Report of residents and fellows who will be advancing in their training program next year.

  • Verify List is Accurate: Review the “GME Graduation or End Date” for your residents/fellows. Submit any LOA or Agreement Amendment forms as needed. If LOA or amendment is not needed, click on the row to open the “Details” panel and add a comment in the “Latest Comment” box to provide information about the correct end date and brief explanation of discrepancy.

• Resources:

  • LOA Input Form

  • Agreement Amendment Request Form (needed for Instructors, Chief Residents, Surgery Lab years, PSTP and other special tracks)  

Contact gme@umn.edu if you encounter any issues logging in to Smartsheet or don't see any data in the provided views.

Prospective applicants can review this list of pre-training requirements distributed to new residents and fellows this coming onboarding season: 25-26 UMN GME RMS Checklist Steps | Onboarding. Note that instructions may change slightly.