Resident Management System (RMS) User Guide
Contents
1. Check the Approve box beside each Resident gt gt Once all stat holidays have been selected hit the SUBMIT STAT HOLIDAY WORKED button at the bottom of the page Bulk Management Stat Holidays Worked UBC FoM RMS v3 0 0f Bob_Program_Admin Program Administrator STAT HOLIDAYS WORKED LISTING Approve Current Program Site Stream Resident Name Hospital ID Holiday Worked Holiday Worked Date Anesthesiology Vancouver CMG Payroll John 13434515 Labour Day 09 01 2014 Submit Stat Holiday Worked k o Once approved the stat holiday will transition to the Approved status and no longer be in the Program Administrator s queue PLEASE NOTE It is NOT possible to Decline or Request Additional Information for Statutory Holiday Requests using the bulk method UBC Faculty of Medicine RMS User Guide v P1 0 5BSearch 6 Search 6 1 Standard Search gt gt To perform a standard Resident search click the Search tab at the top of the Home Page gt gt Select Standard Search Resident in the Tracking Inbox gt gt Check the boxes next to each field to expand search criteria UEC Foi RMS w 000 TreinDeaneOfficelnformmationManager Dean s Office infommation Manager TRACKING INBEDA SEARCH REPOR TING EMTELLISOL ADMINIS THA TOM iat h Resiient Academic Record Resident Request Piegrstnation Audit Log Contact Indarmaton Emergency Contact D cumants Date Type Descrplion Gommers Programs Contract Post2. Protest Your CAL account of SPL el or teed or errs Bhat pore De eos aid D k For pee DAL eer Pee ed ee wf Padre peki ite DRE oul Cedars at pour CWL apn Ate mpare af LRT Segre ibp ew he paa your gu gt gt Enter your CWL Login name gt gt Enter your password PLEASE NOTE Usernames and Passwords ARE case sensitive gt gt Press Enter or click the Continue gt button gt gt The RMS Home Screen will be displayed upon login Unsuccessful logins due to mistyped login name and or passwords will generate an error message and give the user an opportunity to attempt another login There are a maximum number of 3 attempts at which time the user will be redirected to CWL site for password recovery V o ar 1 2 Log Out gt gt To log out of RMS click the Sign Out link that appears in the upper left corner of the screen RMS initiates an inactivity clock when a user logs into the system If 30 minutes of inactivity occur the user is automatically logged out of the system Periods of inactivity include those times between saving data clicking a navigation tab or refreshing the screen by clicking on the refresh icon on the screen PLEASE NOTE You must sign out at the end of each session If the browser is closed without clicking Sign Out the session will not end until the account is timed out due to inactivity 1 3 Home Page The Home Page located in the Home tab is the first screen displayed after logging in
3. It contains queues News amp Notifications Promotions Rotation Exceptions and Statutory Holidays that you will be using ona daily basis HOME TRACKING INBOX SEARCH REPORTING PAGES Home s NEWS AND NOTIFICATIONS No upcoming News or Notifications at this tima RESIDENT REVIEWS My PAGES Show 10 entries Mo saved pages Last a First Name Name Program C MY SEARCHES showing O to O of 0 entries No saved searches ROTATION EXCEPTIONS Show 10 entries Last First Name Name Program UBC Faculty of Medicine Search Stream Review Type Neo data available In table Search Submission Date Status RMS User Guide v P1 0 OBRMS Basics 1 4 Resident Tracking Inbox The Resident Tracking Inbox located in the Tracking Inbox tab contains a list of residents within your program or list of residents you have access to gt gt Resident Portfolios are accessed through the Tracking Inbox tab Change Role P Sign Out Qr TRACKING INBOX SEARCH REPORTING aF access the id rtfoli resident portfolio Donald Michelle 0001 000003 Jennifer 0001 000004 Ankush 0001 000005 Sonya Baik 0001 000008 Jason Faulds 0001 000007 Jessica Luckhurst 0001 000008 Karolina Smith 0001 000009 Tamara Salih 0001 000010 Kara Solmundson 0001 000011 Philip Brost 0001 000012 Eun hse Chang 0001 000013 Thalia Shoshana Field 0001 000014 Dawn Gano 0001 000015 Tatyana Borisovna Hamilton 0001 000018 Jenni
4. Last Name Preferred Name Date of Birth Gender gram Psychiatry Vancouver Current Program Year PGY 5 Resident Portfolio Information Documents Resimin Photo Audit Log Resident Type CaRMS Resident Staius Actrre Additional Training On Leare LOA Part time Transferring Assignments Resident State Funding Source hirisiry of Health 1 7 UBC Postgraduate Medical Education Policies gt gt Please ensure your familiarity with the Postgraduate Medical Education PGME Policies prior to performing any Actions on RMS gt gt Here is a link to the PGME Policies website for your reference http postgrad med ubc ca program information policies 2 UBC Faculty of Medicine RMS User Guide v P1 0 2 Rotation Exceptions DEFINITION Rotation Exception A deviation in the planned course of a learner s participation in the rotations required to complete a program Examples of rotation exceptions include the interruption of training due to a leave of absence transfer etc 2 1 Requesting Rotation Exceptions Basic Steps gt gt Click Resident Tracking Inbox and find the Resident for whom you want to add an exception gt gt Click the arrow to the left of the Resident name to access the Resident Portfolio OR use Standard Search to find a specific Resident gt gt There are two ways to create a Rotation Exception for a Resident 1 Using the Rotation Exception Information or current PGY only a
5. Scroll through the Resident Profile to find the Rotation Exception Information b Click Create Rotation Exception Rotation Exception Information Submission Date Rotation Exception Type No data available in table c Hover over the Rotation Exception link in the left navigation box and choose New Rotation Exception d Choose your rotation exception type using the drop down list e Each rotation exception type will require different submission information and this information will 2 Accessin populate when the appropriate rotation exception is chosen Rotation Exception through the Academic Record for future or retroactive PGY level requests a b c UBC Faculty of Medicine Choose Academic Record in the navigation panel in the Resident Portfolio Choose the specific program year record in which you want to add a rotation exception Q Change Role P Sign Out HOME TRACKING INBOX SEARCH REPORTING Tracking Inbox Resident 0001 000001 2 Resident Name Academic Record Listing Resident Current Program Family Medicine Anes Contact Information Medical School Information Column Filters OFF csv Programs Academic Record i ion Reg Audit Log Anesthesiology Anesthesiology Family Medicine Family Medicine Anesthesiology Assignments Follow steps C D above RMS User Guide v P1 0 1BRotation Exceptions 2 2 Rotation Exception Leave Requests DEFINITION A Resident
6. Secondary infonatan Assignments SEARCH OPTIONS Show English Ger Show SOL Guary gt gt Click the drop down menu within the expanded search criteria to further narrow the search gt gt Once the search criteria have been selected click the Search button gt gt Search results will be displayed MyAccount G ChangeRole PsSignOut Help UBC FoM RMS v3 0 0 TrainDeansOfficelnformationManager Dean s Office Information Manager TRACKING INBOX SEARCH REPORTING ENTELLISQL ADMINISTRATION Search Standard Search Resident Results Matching Results 2 4 q Pagel1 lofi P Di Display 2 per page C Refresh Displaying 1 2 of 2 Resident ID First Name Middle Name Last Name Resident Type Resident Status Program Name Program Site Stream 2014 101024 Uni Test CaRMS New Emergency Medicine Fraser Region IMG i 2014 101055 John Doe CaRMS New Adolescent Medicine o gt gt Select the Resident by clicking on the detail icon in the last column of the search result row UBC Faculty of Medicine RMS User Guide v P1 0 My Account Z ChangeRole PSignOut Help UBC FoM RMS v3 0 0 TrainDeansOfficelnformationManager Dean s Office Information Manager TRACKING INBOX SEARCH REPORTING ENTELLISQL ADMINISTRATION Search Standard Search Resident Results Matching Results 2 i d Pagel of1 P Di Display 2 perpage Refresh Displaying 1 2 of 2 Resident ID First Name Middle Name Last Name Resident Type Resident Status Pr
7. who is taking time off for various reasons including Medical Leave Personal Leave Maternity Leave Parental Leave Compassionate Leave Adoption Leave 2 2 1 Submitting a Leave Request PLEASE NOTE This request is currently initiated by the Program Administrator Residents will be able to request their own Leave Rotation Exception using RMS in early 2015 The RMS Business Support Analyst will provide more information at a later date gt gt Refer to the steps in 2 1 to start a Leave Rotation Exception gt gt Select Leave in the Rotation Exception Type field gt gt Enter or select the applicable information required A Leave Type Start Date and End Date must be entered To enter a date click on the calendar icon to open a separate calendar window allowing you to select the appropriate date Or you can type the date in the mm dd yyyy format Select the date on the calendar by clicking on the appropriate date Clicking the ee or Sa will move the month in the desired direction Clicking the bi jl or _ gt will move the year in the desired direction gt gt To upload a file click the Browse button This will open a dialog box allowing a file to be uploaded Select the appropriate file and click Open gt gt Once all required information has been entered click SAVE gt gt The leave request will now have a status of OPEN Leave This allows the Program Administrator to review or possibly cancel the leave reques
8. EXAMPLE A credit may be requested when a Resident transfers internally to another program and would like to request credit within that program for previous training completed 2 4 1 Requesting a New Credit gt gt Refer to the steps in 2 1 to start a Credit Rotation Exception gt gt Choose Credit under Rotation Exception type gt gt Enter anew PGY End date gt gt A Program Director Credit Letter is a required document in order to successfully submit a Credit Rotation exception Please upload this to the Program Director Credit Letter field gt gt To upload a file click the Browse button This will open a dialog box allowing a file to be uploaded Select the appropriate file and click Open Ceganine ten fold i ay Favecei i270 E ai 7 o s Mode 4 eae fa ha ia gt gt Click SAVE gt gt Your request status has now changed to OPEN Credit gt gt Under Workflow Actions you must submit to Program Director or Dean s Office for approval You can also CANCEL the request if necessary 2 4 2 Submitting a Credit Request As Program Administrator you have just created your Credit rotation exception It is in the OPEN Credit status and you must submit to the Dean s Office or Program Director for approval gt gt Scroll to find Workflow Actions gt gt Choose the appropriate Action Submit to Program Director Your Program Director will receive a notification that they have a task in the RMS System that requires th
9. UeSTonican naan E E TEE s 10 2 3 Rotation Exception Part Time Requests ccccssecsseccseccseccsccsseecaeececceecceesceseceuscessceseeeseeeaes 11 2 3 1 Requesting a Part Time Rotation Exception ssessssssssesssrsersrrssrsersrrsrrssrsressrssessessessessesseesee 11 23 2 SUBMITTING a Pan NME REQUGSE anian EAN 11 2 4 Rotation Exception RCPSC CFPC Assessments of Training Credit Requests ccce 13 ZA Reg estmeaNeEwWGredii econ aa 13 242 S DMINE a Credit REQUEST enion A manana voanptaavesaaanarerermaneubteetns 13 AS ROAOWEXC EPUON WAIVE S eari a OS 14 Dock Requete al VV ANY Cl oer te naeeaiitengeseiec natn saneblamrpaen erence ome 14 25 2 SUDNAITTING a Waiver ROGUES Ei srian aa teats tie atadestoniaauhoitavelamier tee suaenmntenens 15 2 6 Rotation Exception Academic Record AdjUStMents cccccssscccesecceesecceeseceeesceeeeecesseceneneeees 15 2 6 1 Creating amp Submitting an Academic Record Adjustment cccccceeecceeseeeeeecseeeeceseneseeeneeees 15 2 7 ROtALION EXCEDLION Internal Transfer arenon i a EN 16 2 7 Creating a New Internal Transfer RegUESt asinis a E 16 Remediation ssesacccaccctvesieesanmsnscossuvedevasnwesqusswscaquescbescasoeyosenswapbuetanecsiouseventieveunsbiecbspnvesioueeswonnseusnecuaee 18 3 1 Adding in Remediation Time for a Resident ccccceseccccsscccceesececseececeeecceeeeseceseusecesseneceeeuees 18 Resident Annual amp Promotion RevieW sssssssssssssseseses
10. a place of mind THE UNIVERSITY OF BRITISH COLUMBIA UBC Faculty of Medicine Resident Management System RMS User Guide for Program Administrators and Directors VERSION P1 0 Oct 2014 Contents 1 RMS BASICS co ivacsvonayisncsencoeescdewverac wasps ahsecus eucewseascwny se sacansvlaaieuaweievadoue vnede ca pedacnews deus dus edas oimsuwececuweasceens 3 LE LOIN a ees twa beeccracciraetawreaoraewese te ese ceeewen E muesuietaeharserac etcuncuacaeeeee 3 ES NO Uh a oeaciaa testa bay sean ven acres eaten tat cuatanea ou enum eu oniena E E O O 4 ESS HOMER O cosets cscac cea ertaneete tee nose erenawateed caatniee uated la munasieraen cu seaat sas avee neh abte mance yenameeat weutincunenetanee ss 4 LA Resident TraCKIM SD OK neina a cud ouhatedtenute bow suheseutaidecsasnbanastancteayuumiudeubatacwate 5 MS Navo Ie spars cmceesacandsansiotawae A ta cassia neem oateiac eaten areacminananm aa tatibiaecanunantonat 5 LO R sident PORTON tisma a a a a a a a 6 1 7 UBC Postgraduate Medical Education Policies cccccssccccssseccceesecccceecceeeesececeuecesseeceesenseeeees 7 ROtAtON EXCEDUON S erinin i E A A 8 2 1 Requesting Rotation Exceptions Basic StepS sssssessessesserserserssrsersrrssrsressrsresressessessessesseeseee 8 2 2 Rotation Exception Leave Requests c ccccseccseccseecesecesscesecesccesecesecesecesecsseetseetseeteeseeeseeseeees 9 224 WSUDMITIRG a Ledave REGU SSE sanesna a O ee 9 2 2 2 Approving a Leave Reg
11. ach Resident review you have the following Actions to choose from Approve Updates the Review to Approve status signifying that the Promotion information is correct Hold Updates the Review to On Hold status signifying that the Resident requires further investigation gt gt Check the appropriate action beside each Resident You can enter a comment beside any Resident action using the Comment box PLEASE NOTE Comments are visible to ALL users including Residents Internal Comments are only visible to Administrators gt gt Once all reviews have been selected click SUBMIT PROMOTION REVIEW at the bottom of the page If approved or completed the review will be updated to the Approved status and no longer be in the Program Administrator s queue If placed on hold it will remain in the queue until approved or completed Bulk Approve Retident Reviews USC Fo RMS vioc Tran UBC Faculty of Medicine RMS User Guide v P1 0 4BStatutory Holiday Requests 5 Statutory Holiday Requests Definition Statutory Stat Holiday A ParBC approved holiday that entitles a resident to time off Stat Holiday Requests are submitted by the Resident to the Program Administrator for approval The Program Administrator receives a notification via email when a request has been submitted Requests can also be viewed on the RMS Home Page PLEASE NOTE This request is currently initiated by the Progr
12. am Administrator Residents will be able to submit their own Statutory Holiday requests using RMS effective November 2014 5 1 Approving a Statutory Holiday 5 1 1 Approving Statutory Holiday Requests Individually gt gt Select the Resident under the Stat Holidays in your Home Page gt gt Choose the appropriate Action Request Additional Information Request will be sent back to the resident for additional information and will remain in the queue Decline Stat Holiday Request will be denied and the resident will be advised via email Approve Stat Holiday Request will be updated to Approved status and notification will be sent to the Compensation Administrator gt Notes can be provided in the Comments box PLEASE NOTE Comments are visible to ALL users Internal Comments are only visible to Administrators gt gt Click SAVE Once stat holiday has been approved a notification will be sent to the Compensation Administrator for processing 5 1 2 Approving Statutory Holiday Requests in Bulk Statutory Holiday requests can be approved using the bulk method gt gt On the Home Page under My Pages select BULK Approve Stat Holidays gt gt Your Resident Stat Holiday listings will be displayed gt gt Beside each Stat Holiday request you have the following Action to choose from Approve Updates the request to Approve status signifying that the Promotion information is correct gt gt
13. approved Decline Leave will not be submitted Additional Information Required Internal comments can be entered in the Internal Comments box for Program Administrator to review gt gt Click SAVE PLEASE NOTE Comments are visible to ALL users including Residents Internal Comments are only visible to Administrators If the leave request is approved then the following updates will be made to the Resident s profile The Resident s academic record is updated to reflect the time away The program ECD is updated to reflect the final PGY end date PLEASE NOTE Please confirm that the updated academic record and program ECD are correct 1BRotation Exceptions 2 3 Rotation Exception Part Time Requests PLEASE NOTE All Part Time Training Requests must comply with the RCPSC and CFPC Policies on Part Time Training These policies can be found in the RCPSC document Policies and Procedures for Certification and Fellowship and on the CFPC Website under Requirements for Residency Eligibility 2 3 1 Requesting a Part Time Rotation Exception PLEASE NOTE This request is currently initiated by the Program Administrator Residents will be able to request their own Part Time Rotation Exceptions using RMS in early 2015 The RMS Business Support Analyst will provide more information at a later date Refer to the steps in 2 1 to start a Part Time Rotation Exception Choose Part Time under Rotation Exception Type E
14. ctor or Dean s Office takes action in the system gt gt Click SAVE If you choose to Submit to Program Director for Approval the Program Director will receive an OPEN Waiver Exception notification Once the Program Director has received notification to review he she will be required to gt gt Scroll to find Workflow Actions gt gt Choose the appropriate Actions Submit to Dean s Office Cancel Waiver Request gt gt Once the waiver request has been submitted to the Dean s Office you can track the status of the Waiver exception on your Home Page in the Rotation Exception box Once the request is approved the following updates will be made to the Resident s profile The Resident s academic record is updated to reflect the difference in FTE The program ECD is updated to reflect the final PGY end date PLEASE NOTE Please confirm that updates to academic record and ECD are correct 2 6 Rotation Exception Academic Record Adjustments 2 6 1 Creating amp Submitting an Academic Record Adjustment gt gt Refer to the steps in 2 1 to start an Academic Rotation Exception Choose Academic Record Adjustment under Rotation Exception type Choose an Adjustment Reason Block Adjustment or Other Enter a new PGY End Date Enter comments in the Comments box and upload supporting documentation for the request This will allow the Resident Program Director Dean s Office or other Program Administrators to view the reaso
15. e when the Resident is in their final year of training All waiver requests must comply with the RCPSC CFPC policies on waivers of training These policies can be found in the RCPSC document Policies and Procedures for Certification and Fellowship and on the CFPC Website under Requirements for Residency Eligibility 2 5 1 Requesting a Waiver Refer to the steps in 2 1 to start a Waiver Rotation Exception Choose Waiver under Rotation Exception type Enter a new ECD Date when the learner will complete their program Click SAVE Your request status has now changed to OPEN Waiver Under Workflow Actions you must submit to Program Director or Dean s Office for approval You can also CANCEL the request if necessary gt a Ai ai a ay 4 1BRotation Exceptions 2 5 2 Submitting a Waiver Request As Program Administrator you have just created your Waiver rotation exception It is in the OPEN Waiver status and you must submit to the Dean s Office or Program Director for approval gt gt Scroll to find Workflow Actions gt gt Choose the appropriate Action Submit to Program Director Your Program Director will receive a notification that they have a task in the RMS System that requires their attention Submit to Deans Office The Dean s Office will receive a notification that they have a task in the RMS System that requires their attention Cancel The Waiver request cannot be completed until the Program Dire
16. eir attention Submit to Deans Office The Dean s Office will receive a notification that they have a task in the RMS System that requires their attention Cancel The Credit request cannot be completed until the Program Director or Dean s Office takes action in the system gt gt Click SAVE If you choose to Submit to Program Director for Approval the Program Director will receive an OPEN Credit Exception notification Once the Program Director has received notification to review he she will be required to gt gt Scroll to find Workflow Actions gt Choose the appropriate Action Decline Submit to Dean s Office Cancel Request gt gt Click SAVE gt gt Once the Credit request has been submitted to the Dean s Office you can track the status of the credit exception on your Home Page in the Rotation Exception box PLEASE NOTE If the request needs to be submitted to the College for approval the credit rotation exception request cannot be approved until the College Ruling Letter is uploaded Once the request is approved the following updates will be made to the Resident s profile The Resident s academic record is updated to reflect the difference in FTE The program ECD is updated to reflect the final PGY end date PLEASE NOTE Please confirm that the updated academic record and program ECD are correct 2 5 Rotation Exception Waivers PLEASE NOTE A waiver can only be added to a Resident s profil
17. es of common searches amongst resident programs will be forthcoming UBC Faculty of Medicine RMS User Guide v P1 0 6BRMS Support 7 RMS Support All staff support requests related to RMS including new accounts technical support and process questions should be submitted to the Educational Administrative Systems Support Analyst at rms support ubc ca gt gt You can expect your request to be Reviewed within one business day Resolved within two business days or updated with an expected completion date PLEASE NOTE There may be some delays during the RMS implementation phase gt gt When submitting your support requests please include the following information Name Role Program Administrator Program Director Dean s Office Administrator Compensation Administrator Resident CWL Username Contact Information email phone number Department Program Program Site Request Issue Question Screenshot or Additional Details
18. esesesesesesesescscssscscsesesesesesesesesessssseoesesese 19 4 1 Approving Annual amp Promotion Reviews individually cccccccsseccceessccecesececeeececeeeeecesseneees 19 4 2 Approving Annual amp Promotion Reviews in Bulk sssssssussssenssrersesrrrssrrersserressreresereessrereserresseens 19 Statutory Holiday REQUESTS aiita a A 21 5 1 Approving a Statutory Holiday sessur a eaaeereo se 21 5 1 1 Approving Statutory Holiday Requests INGiVIGUAIIY ceccccccsseccceeseccceeesececeeeeceseeeeceeeenes 21 5 1 2 Approving Statutory Holiday Requests in Bulk ck cecccccssseccceesececeeeceeeeeeeceeeesecesseneceeeeees 21 SEINERE EN E EE AEE E EE 23 Buk Stindard sear Meceniren eca aaa a a NON 23 02 002 alae fel a7 C ae ne ee ee a wee eee 24 RMS SUD DONE wssateusiscacatoatarsuvesacussvesncassescassuneenesesdanbas E 25 OBRMS Basics 1 RMS Basics 1 1 Log In gt gt In order to log into Resident Management System RMS a user account must be assigned to you by the RMS Business Support Analyst If you do not have a user account please contact rms support ubc ca gt A Campus Wide Login CWL is required to access the system at the following training site URL www train rms med ubc ca gt gt Here is a link to the UBC CWL page for your reference http it ubc ca services accounts passwords campus wide login cwl fE a place of mind THE UNIVERSITY OF BRITISH COLUMBIA Campus Wide Login Authentication
19. fer Higgins 0001 000017 Kortney 0001 000018 Zengxusn 0001 000019 Shirley chien chieh 1 5 Navigating gt gt Users can navigate through RMS by using tabs across the top of the page buttons and links within each tab Change Role P SignOut bHelp HOME TRACKING INBOX SEARCH REPORTING Tracking Inbox Resident 0001 000001 NS ps Resident Name Basic Resident Info Resident ID 0001 000001 First Name Test Middle Name Last Name Preferred Name Date of Birth 08 28 1968 mmiddlyyyy Gender Male Resident Photo Resident Type CaRMS Resident Status Active Resident State O Additional Training O On Leave LOA O Part time Transferring Funding Source Ministry of Health P Program Summary Program Name Family Medicine Anesthe Button Program Site IMG CMG Stream Program Year UBC Faculty of Medicine RMS User Guide v P1 0 gt gt Once you access a tab a breadcrumb trail will appear allowing you to go back to the previous screen s Definition Breadcrumb Trail a series of links separated by right pointing arrows which display a visual record of exactly where the user is within the system gt gt To navigate using the breadcrumb trail click on the section of the path to be viewed Example In the screen shot below the user is at the Rotation Exception page in the Tracking Inbox In order to go back to any of the previous pages the user can click on the
20. link containing the name of the page that needs to be viewed e g Academic Record TRACKING INBOX SEARCH REPORTING PAGES racking Inbox Resident 0001 000697 Academic Record Listing Academic Record Rotation Exception Listing Rotation Exception gt Users should navigate RMS by using the tabs buttons and links provided by the system rather than the browser s back button to ensure real time information is accessed PLEASE NOTE If a user accidently clicks the browser s back button they will receive an error message Click the Refresh button next to the address bar or press the F5 button on your keyboard to return to RMS 1 6 Resident Portfolio gt gt To access the Resident Portfolio click Resident Tracking Inbox and select your Resident OR use Standard Search to find a specific Resident gt gt The resident portfolio contains the following Resident information Resident Profile Page Contact Information Medical amp School Information Programs Academic Record Registration Stat Holiday Worked Resident Review Documents Audit Log Assignments gt gt gt oe OS DS SD UBC Faculty of Medicine RMS User Guide v P1 0 OBRMS Basics HOME TRACKING INBOX SEARCH REPORTING ENTELLUS EL ADMINISTRA TION Tracking Inki Contact Information Medical School infomation Programs Academic Record Registration Stat Holiday Worked Residen ivi Resident 0001 000009 Middle Mame
21. n s Office the resident s status will be updated If the Resident Release Date is in the future the Resident s status changes to transferring If the Resident Release Date is today s date or before the Resident s status changes to transferred out The Resident s status will update to Active new program on the day of release 3 Remediation DEFINITION Remediation A defined period of time with training objectives and learning components structured to address areas of weakness or deficit in performance or in conduct that have been identified in the Resident s training 3 1 Adding in Remediation Time for a Resident gt gt This request type is still undergoing testing gt gt Any requests for assistance should be submitted to rms support ubc ca gt gt This user guide will be updated with a process workflow once this request type has been implemented Program Administrators will be notified UBC Faculty of Medicine RMS User Guide v P1 0 3BResident Annual amp Promotion Review 4 Resident Annual amp Promotion Review DEFINITION Annual Review A yearly review of all Residents academic records for accuracy initiated by the Dean s Office Promotion Review A review elevating Residents to the next year of training automatically created in RMS based on the Residents academic record These reviews are generally created 20 days before a Resident is due for promotion As Program Adminis
22. n for the Academic Record Adjustment S a a a 4 gt gt To upload a file click the Browse button This will open a dialog box allowing a file to be uploaded Select the appropriate file and click Open gt gt Click SAVE gt gt Your request status has now changed to Approved Academic Record Adjustment The Resident s academic record is updated to reflect the difference in FTE The program ECD is updated to reflect the final PGY end date gt gt No further action is required PLEASE NOTE Please confirm that updates to academic record and ECD are correct 2 7 Rotation Exception Internal Transfer DEFINITION Internal Transfer A resident moving from one UBC Postgraduate training program to another 2 7 1 Creating a New Internal Transfer Request Refer to the steps in 2 1 to start an Internal Transfer Rotation Exception Choose Transfer Internal under Rotation Exception type Enter an Effective Date when the resident will be transferring out of their current program Enter Program Transfer information Click SAVE The Transfer request has now been sent to the receiving Program Administrator for approval and your request status has changed to Transfer Request Verification receiving program gt a gt a a aay a The Receiving Program Administrator will have the following actions available Submit to Dean s Office for approval Request for Additional Information from transfer program Receiving Program Admi
23. nistration must provide further information in the Internal Comments box Decline transfer receiving program PLEASE NOTE Comments are visible to ALL users including Residents Internal Comments are only visible to Administrators 1BRotation Exceptions If you choose to Request for Additional Information from transfer program here are the next steps The Transfer Program Administrator will receive a notification and be able to view the Internal Comments gt gt gt gt gt gt s 4 Open the Exception Notification Upload any supporting documentation To upload a file click the Browse button This will open a dialog box allowing a file to be uploaded Select the appropriate file and click Open Fie name Doctors Hote 0ripie 2014 ha AB Files m Oper Cancel Under Workflow Action choose Submit to Receiving Program Administrator Click SAVE The Transfer request has now been sent to the Receiving Program Administrator for approval and your request status has changed to Transfer Request Verification Receiving Program The Receiving Program Administrator will have the following actions available Submit to Dean s Office approval Additional Information Required from transfer program Decline Transfer receiving program If you choose to submit to Dean s Office for approval the Dean s office will receive a notification Once the Internal Transfer request has been approved by the Dea
24. ntacts Eh Recent Places Resident Policies 1 Rotation fonmatian Letreries gt Doomen d Mie D Pieturas B videos Whe Pera Rie name Qector s Note Cciober 2014 A Files t Open cance gt gt Click SAVE If you choose to Submit to Program Director for Approval the Program Director will receive an OPEN Part time Exception notification Once the Program Director has received notification to review he she will be required to Scroll to find Workflow Actions gt Choose the appropriate Action Decline Submit to Dean s Office Cancel Request gt gt Click SAVE gt gt Once the Part Time request has been submitted to the Dean s Office you can track the status of the Part Time exception on your Home Page in the Rotation Exception box PLEASE NOTE If the request needs to be submitted to the College for approval the Part Time rotation exception request cannot be approved until the College approval letter is uploaded Once the request is approved the following updates will be made to the Resident s profile 4 The Resident s academic record is updated to reflect the difference in FTE 4 The program ECD is updated to reflect the final PGY end date PLEASE NOTE Please confirm that the updated academic record and program ECD are correct UBC Faculty of Medicine RMS User Guide v P1 0 1BRotation Exceptions 2 4 Rotation Exception RCPSC CFPC Assessments of Training Credit Requests
25. nter Start and End Date of Part Time request Add in the FTE Full time equivalent of the part time Click SAVE Your request status has now changed to OPEN Part Time SSF Ay a a a Under Workflow Actions you must submit to Program Director or Dean s Office for approval You can also CANCEL the request if necessary 2 3 2 Submitting a Part Time Request As Program Administrator you have just created your Part Time rotation exception It is in the OPEN Part Time status and further action is required Scroll to find Workflow Actions gt gt Choose the appropriate Action Submit to Program Director Your Program Director will receive a notification that they have a task in the RMS System that requires their attention Submit to Dean s Office The Dean s Office will receive a notification that they have a task in RMS that requires their attention Cancel The Part Time request cannot be completed until the Program Director or Dean s Office takes action in the system gt Upload appropriate documentation PLEASE NOTE A syllabus must be uploaded in order to submit the request gt gt To upload a file click the Browse button This will open a dialog box allowing a file to be uploaded Select the appropriate file and click Open E My Docunsents My Documents Organize Hew fodder 3 be i ay Farines 2 Dj Bindgrt2014 i E etp FI Doctor s Note Ociober 2014 h Cowrtoads Hostal Co
26. ogram Name Program Site Stream 2014 101024 Uni Test CaRMS New Emergency Medicine Fraser Region IMG ti 2014 101055 John Doe CaRMS New Adolescent Medicine o gt gt The Resident Profile page of the selection will be displayed and the search is complete To return to the results screen click Results in the breadcrumb trail at the top of the page To change search criteria click Standard Search Resident in the breadcrumb trail To start a new search click Reset 6 2 Advanced Search The Advanced Search feature of RMS provides a robust search engine and allows the user the ability to view sub level data in the search results export data to MS Excel MS word PDF save frequently used searches create search shortcut in Home Page gt amp share searches with other users gt gt When you navigate to the Advanced Search module the Search Criteria screen is displayed by default gt gt Click on Advanced Search to display search options and navigations tabs gt gt Each tab provides instructions in order to generate various search results UBC FoM RMS v3 0 0 TrainDeansOfficeinformationManager Dean s Office Information Manager on On Hep SEARCH E ENTELUSQL ADMINISTRATION What would you like to search for Advanced Search CaRMS File import e Standard Search Advanced Search Program Administration e Standard Search e Advanced Search Resident e Star ov PLEASE NOTE Sampl
27. t prior to approving or submitting to Program Director for approval UBC Faculty of Medicine RMS User Guide v P1 0 PLEASE NOTE Workflow Overview Always check this area to ensure the status of your request has been updated as well as to read important messages e g missing required information 2 2 2 Approving a Leave Request As Program Administrator you have just created your Leave Rotation Exception It is in the OPEN Leave status and requires approval gt gt Under the Rotation Exceptions queue within your Home Page select the Resident with a Leave that is OPEN and ready for approval gt gt Scroll to find Workflow Actions Worktiow Actions Mexi steos aveweble for ihis request Action gt Choose the appropriate Action from the drop down list Approve Leave will be submitted and approved Submit to Program Director for Approval Your Program Director will receive a notification that they have a task in the RMS System that requires their attention Cancel The Leave request cannot be completed until the Program Director takes action in the system gt gt Click SAVE If you choose to Submit to Program Director for Approval the Program Director will receive an OPEN Leave Exception notification Once the Program Director has received notification to review he she will be required to gt gt Scroll to find Workflow Action gt Choose the appropriate Action Approve Leave will be submitted and
28. trator you will receive notification in RMS when your action is required Annual or Promotion Review notifications will appear on your Home Page under Resident Reviews The review type will be indicated in the Review Type column and the status will show Pending Review 4 1 Approving Annual amp Promotion Reviews individually gt gt Select the resident name under Resident Reviews gt gt Verify the following academic record information is accurate Effective date of PGY level Program Information gt gt Scroll to Workflow Actions gt gt Choose the appropriate Action Approve Promotion OR Complete Review Updates the Review to Approved status indicating that the Promotion information is correct Place on Hold Updates the Review to On Hold status indicating that further investigation is required and remains in the queue until approved or completed gt gt Click SAVE PLEASE NOTE The DUE DATE in the Workflow Overview indicates the date the Review must be completed Placing a resident on hold past the due date will NOT halt the promotion process 4 2 Approving Annual amp Promotion Reviews in Bulk Annual amp Promotion Reviews can be reviewed and approved confirmed by using the bulk method gt gt On the Home Page under My Pages select BULK Approve Resident Reviews gt gt Your Resident Review listings will be displayed UBC Faculty of Medicine RMS User Guide v P1 0 gt gt Beside e
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