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Enrolling PGY1/2 Residents

Instructions for RPDs and Designees to enroll PGY1/2 Residents on the Manage Residents tab

The PGY1/PGY2 enrollment process allows the PGY2 RPD to complete one enrollment process in the PGY2 program that enrolls residents in both the PGY1 and PGY2 programs in PharmAcademic.

This process can be completed by the RPD or Designee.

Before You Begin: Understanding How to Manage PGY1/2 Residents in PharmAcademic

  • Combined PGY1/PGY2 programs are managed as two separate programs in PharmAcademic. Residents are automatically enrolled in both programs but are managed in the PGY1 program during the first year and the PGY2 program during the second year. The enrollment process is completed in the PGY2 program, where enrollment details are entered and confirmed for both years.
  • The PGY2 RPD is automatically added as a Designee in the PGY1 program (if they do not already have that role) to support resident management during the PGY1 year. As a Designee, the PGY2 RPD can manage learning experiences, schedules, evaluations, and residency development plans, but cannot complete RPD co-signature tasks. Interim PGY2 RPDs who need access to the PGY1 program should contact the PGY1 RPD to be added as a Designee.

Instructions for Enrolling Residents

Step 1: Open the Resident Enrollment Page
    1. Click the Manage Program button.
    2. Select the Residents tab.
    3. Click the Enroll New Resident link.

Step 2: Add the Resident as a PharmAcademic user

Follow the instructions below based on whether the resident is pre-enrolled.

Pre-Enrolled Residents

Use this option for residents placed in your program through the ASHP Match or Early Commitment process.

  1. Locate the resident and click the Enroll Link. Note: If the resident should not be enrolled in your program: click the Do Not Enroll link, provide the reason why they will not be enrolled and click “Remove Resident from Pre-Enrollment.”
  2. Continue to Step 3: Designate Start and End Dates.

Residents Who Are NOT Pre-Enrolled

Use this process to add residents to PharmAcademic who were not placed by the ASHP match and were not pre-enrolled in PharmAcademic.

Important: This option is only available if you have no pre-enrolled residents or after all pre-enrolled residents were selected as “Enrolled” or “Do Not Enroll.”

  1. Select the reason for the manual enrollment and click the Next button:
    • Resident went through the match but is missing in my Pre-Enrollment List: Please enter the resident’s full name and any background information (including match phase 1 or 2) and click “Submit Support Ticket.” A member of the PharmAcademic support team will contact you to resolve the issue and assist you with enrolling the resident.
    • Resident did NOT match to this program and was hired directly (Free Agency/Post-Match Scramble):
  2. Enter the resident’s First Name and Last Name and click the Search button. Note: If a PharmAcademic account is found for the resident, you will be able to select the resident’s existing account.
  3. Select Add New PharmAcademic User.
  4. Enter the resident’s email address in the Add New User Email field and click the Check Email button. Note: Once added, you will not be able to change the resident’s email address. The resident can update his/her own email address after logging into PharmAcademic or can request assistance at support@mccreadiegroup.com.
  5. Enter the resident’s profile information on the Add New User page. Please complete the required fields (designated by an asterisk).
  6. Click the Save User button.
Step 3: confirm programs and dates

Important: You will need to enter and confirm the correct enrollment details for both the PGY1 and PGY2 programs.

  1. Programs: Select/verify the correct program.
  2. Start and End Dates: Enter/Select a Start Date and End Date for the resident. After the resident is enrolled, you can edit the start and end date on the resident’s Program tab.
Step 4: Review Enrollment Information
    • Academic Year: Used for dashboards, reports, and ASHP Annual Surveys. Contact PharmAcademic Support if the displayed year is incorrect.
    • Competency Areas, Goals, and Objectives (CAGOs) and appendix: Displays the CAGOs and Appendix that will be assigned to the resident upon enrollment.
    • Resident Policy Attestation: Indicates whether the resident will receive an electronic policy attestation. This setting can be updated under Manage Program > Details before enrollment is completed. This setting cannot be changed after enrollment is completed.
Step 5: Save and Verify Enrollment
  1. Click the Save Enrollment button.
  2. Go to the resident’s tab and verify that the correct resident’s program dates, RDP, and CAGOs are listed.

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