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Assigning Roles in PharmAcademic

Instructions for RPDs and Designees to assign user roles in PharmAcademic

Assigning the correct role gives preceptors and staff access to the appropriate tools and information within your residency program. User roles determine what information a user can access and what actions a user can perform in PharmAcademic, such as managing resident information, editing learning experiences, entering formative feedback, or completing program administration tasks.

This task can be completed by the RPD or Designee.

Before You Begin

    • Users are assigned roles when you add them to your program, but you can return to update their role(s) at any time.
    • Each user can be assigned multiple roles within a residency program.
    • Each program has one Residency Program Director (RPD), approved by ASHP. If the RPD is unavailable, an Interim RPD can be designated to perform RPD responsibilities during a leave of absence.

PharmAcademic Role Descriptions

Review the role descriptions below to ensure the user receives the appropriate level of access before making a role assignment. Go to Manage Program > Preceptors and Staff to add Preceptors or to update roles.

Role

Description

RPD

There can only be one RPD per residency program, and the RPD must be designated on the ASHP online directory.

Users with the RPD role can:

  • View, add and edit residency program information.
  • View, add and edit learning experiences.
  • View, add and edit all resident information (program information, schedule, evaluations, competencies, development plans, PGY2 Appendixes, files and reports).
  • Enter formative feedback.
  • Reassign the RPD role.
  • Complete RPD cosign tasks.
  • Manage preceptor electronic APR forms, including Global APR management, for programs where they have the appropriate role.
  • Download all reports, including all Global Reports, for programs where they have the appropriate role.

    If the RPD requires a leave of absence, they can assign an Interim RPD. Both the Interim RPD and Permanent RPD will be able to perform these tasks.

    Designee

    The RPD can assign the role Designee to multiple users within a residency program.

    Users with the Designee role can do everything the RPD can do except for completing the RPD cosign tasks.

    APR Reviewer

    The APR Reviewer can review and manage submitted preceptor electronic APRs. They have access to the APR management page where they can view current and past APRs, request APR submission, update the APR Review Status, add internal notes, and download the “Current APR Status and Review Notes” report.

    They also have access to the Global APR page and can manage APRs for all programs where they have the APR Reviewer role.

    Residency Advisory Committee (RAC)

    Users with the Residency Advisory Committee (RAC) role can:

    • View, but not edit residency program information.
    • View, but not edit resident information.
    • Add formative feedback for residents.

    Preceptor

    The preceptor role is designed for users who meet the preceptor requirement per the residency standard.

    Users with the Preceptor role can:

    • View residency program and learning experience information.
    • Add and edit learning experiences if “Allow Preceptors to Add and Edit Learning Experiences” has been selected for the residency program, (for the Learning Experiences they are assigned).
    • View resident information for residents on their schedule (program information, schedule, evaluations, competencies, development plans, files and reports).
    • Manage resident evaluations (edit dates, schedule on-demand evaluations, etc.) for the learning experience they are scheduled with the resident.
    • Enter formative feedback for residents on their schedule.

    Note: Assigning a mentor is optional for all preceptors. When a mentor is assigned, evaluations completed by the preceptor will be routed to their mentor for review and cosignature.

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