Mass General Brigham is fortunate to attract talented candidates to world-class residency and fellowship programs in nearly all specialties and subspecialties of medicine. Although recruitment is exciting, it is also one of the most complex tasks faced by program directors and coordinators.
To ensure a successful Match, programs should familiarize themselves with the following regulations and guidelines.
Key elements to include in a program description to be given to prospective residents and fellows.
Applicants must be provided with clear and sufficiently specific information about the training program. Information (in writing) can be conveyed to applicants via a brochure, website, letter, etc.
Please address the following elements as they relate to your program:
It is also appropriate to indicate that changes to the program structure or content may be prompted by factors outside of the institution’s control—such as the departure of a faculty member, unexpectedly high or low clinical volume, etc. In such situations, the program would aim to minimize the impact on trainees so that the educational program can be delivered as it was described.
Mass General Brigham requires that a contract be issued to each resident and clinical fellow annually. Below are templates and resources for generating and issuing contracts.
Mass General Brigham requires that a contract be issued to each resident and clinical fellow annually. Matriculants must sign their initial contract by July 1st (or August 1 for some fellowships), or upon arrival if they started the program earlier or were accepted into the program after the start of the academic year. Returning residents and clinical fellows should sign a renewal contract prior to the expiration of their current contract. At this time, you do not need to issue a contract to candidates who have just matched to your program, but will not matriculate until July 1, 2024 or later. If you issue an offer letter it should contain the following text and a copy of the USMLE Completion Requirements Policy: “This offer is contingent upon satisfactory completion of the hospital credentialing process and satisfaction of the enclosed USMLE Completion Requirements Policy, and other licensure policies that may be in effect at the time.”
The Mass General Brigham resident salary scale for AY 23-24 applies to all residency programs; fellowship programs may choose to use it as a benchmark, apply it to their fellows, or develop their own salary levels. Fellowship programs are advised to write their own policy regarding their fellows' salaries and provide a copy to interviewees.
Additional guidelines for resident salaries and benefits:
Copies of the policies listed below must be attached to the contract. They, as well as copies of the medical staff bylaws referenced in the contract, can be found on the Policies page.
Program director/coordinator responsibilities include several tasks from on-boarding to graduation.
The on-boarding process for matriculating trainees should start as soon as Match Day or when a trainee is offered a position in a program that does not participate in the Match. Offer letters should be sent out promptly to welcome the incoming trainee, indicate the dates of the complete training period, and list the initial appointment title. Other paperwork material is briefly outlined below.
The hospital appointment process and trainee limited licenses could take a few months to process and need to be initiated as soon as the new matriculants have been identified. The programs should contact the Central Credentialing Office regarding any materials that need to be included in the packets sent to all new trainees.
The United States Medical Licensing Examination (USMLE) Steps 1 and 2 are required for entrance into a Mass General Brigham residency program and Step 3 is required for graduation or entrance into the PGY-3 year. The USMLE Completion Policy can be found on the Policies page. Programs may file for an exemption with the GME Office in certain circumstances. For an exemption form, please contact the accreditation manager for your program.
All programs are required to issue a contract to new and returning trainees prior to the start of the academic year. See the Trainee Contracts above for more information.
All residents and clinical fellows in both accredited and non-accredited training programs are required to attend a day-long, hospital orientation. A mid-June orientation is scheduled for interns and a July 1 orientation is scheduled for new residents and fellows. For programs whose trainees begin at times other than those listed above, programs should contact the GME Office before scheduling their program orientation.
Preparing for the start of a new academic year, programs will need to enter information regarding new trainees in many databases, software systems, and distribution lists, such as New Innovations, ACGME Accreditation Data System (ADS), GME Track, departmental databases, and departmental email distribution lists. Some of these same systems should be used to track program’s graduates.
A PLA is a written document that addresses the GME responsibilities between a program and a participating site. The PLA identifies the educational and supervising faculty, the duration and content of the educational experience, the policies and procedures during the rotation, with attachments delineating the purpose of the rotation, the rotation schedule, and the Trainee Financial Agreement (TFA) for salary reimbursement, if applicable.
PLAs are completed by the programs for required educational experiences and are suggested for elective rotations. PLAs must be renewed at least every ten years; however, some attachments require annual updates.
PLA documents can be accessed on the GME SharePoint site (login required).
Trainees, program directors and administrators, and faculty all use residency management software to help administer the program and evaluate trainees, the faculty, and the program.
New Innovations (NI) is a web-based software application used by program directors and program coordinators to help manage their residency or fellowship, by residents and fellows to log work hours or respond to work hour evaluations (surveys), and evaluate faculty and their program, by faculty, and by the GME office to monitor work hours and, occasionally, other aspects of training programs. It is available via a computer wherever the user has Internet access and on most mobile devices. It also has software that allows residents and fellows to log procedures; access curriculum, conference materials, and rotation or daily schedules; and store scholarly activity information.
Accounts for incoming trainees and new faculty are created at the request of the program staff by the GME office. The program coordinator then contacts the trainee or faculty member with account information.
Program directors and coordinators in ACGME-accredited training programs have the following responsibilities regarding NI:
In addition, although it’s not required that programs use New Innovations to evaluate trainees, the faculty, and the program, it is recommended that they do so.
Providing feedback to trainees is essential to progress in their training. The Mass General Brigham Office of Graduate Medical Education offers several resources to promote effective trainee feedback and evaluation. These resources are available to Mass General Brigham-sponsored ACGME and non-ACGME residency and fellowship programs.
Mass General Brigham GME strongly recommends the use of New Innovations for the distribution and management of trainee, faculty, and annual program evaluations. Anne Rigg can answer specific questions relevant to feedback and evaluation. All assessment templates are available in New Innovations or by contacting Carolyn Ellis.
Further information on the Mass General Brigham initiative to develop and implement multi-source trainee assessment tools can be found on the MedEd Portal site.
If your department currently uses the cab voucher program and are in need of additional vouchers, please contact Boston Cab directly at 617-536-3200 and provide them with the reference number for your department. The reference number is on the current cab voucher booklet.
If your department would like to start using cab vouchers for the first time, send the following information to Michele Johnson in Materials Management:
Please ask house staff to completely fill in the voucher slips and to keep the carbon copies. Some departments have the residents return copies after use; this is a good practice for oversight and expense tracking.
Please treat these vouchers with great respect, as they are equivalent to cash. The usage of vouchers is regularly audited to ensure their appropriate use.
If you need to see copies of your (cab voucher) invoices, contact John Powers Jr.
Timeline of the annual cycle of an ACGME-accredited program for Program Directors and Program Coordinators.
Visit the ACGME website to find a timeline/template of the annual cycle of an ACGME-accredited program. It's provided as a MS Word document so that you can update it for your program. Listed under each month are activities occurring at that time of the year. This summary is meant to put the academic year into perspective chronologically. Please download and edit the document for your specialty and program. Examples of items you may want to add include in-service examinations, board exam preparation, chief resident selection, and specialty-specific conferences and meetings to organize. Once edited for your program, this tool can be an invaluable resource for all program leaders and administrators.