Templates/GME Coordinator Onboarding

GME Coordinator Onboarding Checklist & Template

Everything a new GME coordinator needs to know — organized so they can actually learn it.

GME coordinator turnover is expensive and operationally risky. When a coordinator leaves without documented procedures and a new coordinator arrives without a structured onboarding plan, programs routinely miss deadlines, make compliance errors, and lose months of institutional knowledge. This template gives programs the tools to onboard new coordinators systematically — and to document procedures so the next transition is less painful.

What's included

→30/60/90 day onboarding plan — week-by-week structure for the first three months
→ACGME knowledge checklist — 15 foundational concepts every coordinator must know
→Systems orientation guide — what to set up, in what order, in the first two weeks
→Key deadlines calendar template — 12-month GME calendar with all recurring deadlines
→Procedure documentation template — format for writing down what the coordinator does
→30/60/90 day check-in frameworks — structured conversation guides for program director
→Glossary of GME terms — plain-language reference for new coordinators

Who this is for

✓Programs onboarding a new coordinator
✓GME offices preparing for anticipated coordinator transitions
✓Programs that operate on tribal knowledge and want to document procedures
✓Program directors who want a structured way to support new coordinators

Preview

Week 1 Onboarding Checklist

The first week focuses on access, introductions, and orientation basics.

Day 1: Hospital HR orientation complete. Badge and parking access obtained. Email and basic IT access set up. Meet program director — introductory meeting scheduled. | Day 2: New Innovations (or program management system) login created and orientation scheduled. ACGME WebADS access requested. Review program overview document. | Day 3: Meet core faculty — brief introductions. Tour of clinical areas. Review of resident roster and current year schedule. | Day 4: Program management system orientation with outgoing coordinator or IT support. Review of current resident files — understand organization system. | Day 5: Review current accreditation status in WebADS. Review program requirements document for this specialty. First week check-in with program director.

ACGME Knowledge Checklist — Sample Items

Use this checklist to verify foundational knowledge at the 30-day mark.

By day 30, the coordinator should be able to answer without assistance: What is our program's current accreditation status and when is our next review? | How do residents submit duty hours in our system and what is my role in monitoring compliance? | What is a milestone and how often do we submit milestone reports to ACGME? | What is the difference between the CCC and the PEC? | Where are our PLAs stored and when do they need to be renewed? | What information must be in a resident's file and where are files stored?

How to use this template

1Give the new coordinator the full template on Day 1 — transparency about what they're expected to learn reduces anxiety
2Use the 30-day check-in framework at the end of month one — don't skip it even if things seem fine
3Have the coordinator begin documenting procedures in the procedure template as they learn them
4Use the key deadlines calendar to walk through the full GME year in the first week — context before details
5Share the glossary before the first week — many GME terms are not intuitive for someone new to the field

Glossary: annual program evaluation Examples: GME Coordinator Onboarding

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