Templates · Onboarding & Credentialing
PGY-1 onboarding checklist template, filled in for your program
Every incoming milestone dated by counting back from your own July 1: licences, certifications, signed agreements, orientation and the first day of duty.
Coordinators also call this a intern onboarding checklist, a new resident onboarding checklist, or a incoming class to-do list. It is the same document.
What comes out
An example: Internal Medicine, PGY-1 to PGY-3, 3 sites, a July 1 start. Yours comes out with your specialty, your sites and your dates.
PGY-1 onboarding checklist
Incoming class of 2027–2028, starting July 1, 2027
- Program:
- Internal Medicine residency
- Institution:
- Example Health System
- Academic year:
- 2027–2028
- Program director:
- Program director
- Incoming complement:
- 24
Every date below is counted back from July 1, 2027, the first day of the 2027–2028 academic year at Example Health System. Adjust any date your institution sets differently; the order is the part that matters.
Onboarding milestones
| Milestone | Due | Owner | Done |
|---|---|---|---|
| Match results received, incoming class confirmed | March 18, 2027 | Program coordinator | — |
| Welcome packet and onboarding portal invitation sent | March 25, 2027 | Program coordinator | — |
| Appointment agreements issued for signature | April 2, 2027 | GME office | — |
| State medical license or training permit application submitted | April 2, 2027 | Incoming resident | — |
| Visa sponsorship requested where needed (J-1 DS-2019 or H-1B) | March 3, 2027 | GME office and incoming resident | — |
| Contracts signed and returned | May 2, 2027 | Incoming resident | — |
| Background check and fingerprinting completed | April 17, 2027 | GME office | — |
| Occupational health clearance and immunization records received | May 17, 2027 | Occupational health | — |
| Drug screen completed | June 1, 2027 | Occupational health | — |
| ACLS and BLS certification current through the year | June 3, 2027 | Incoming resident | — |
| Institutional modules assigned (HIPAA, safety, EMR) | June 3, 2027 | GME office | — |
| EMR access requested and training scheduled | June 10, 2027 | Program coordinator | — |
10 more rows in the file.
Participating sites for the incoming class
| # | Participating site | Site contact | Access needed |
|---|---|---|---|
| 1 | University Hospital | [Site contact] | [Badge and EMR access] |
| 2 | Community Hospital | [Site contact] | [Badge and EMR access] |
1 more row in the file.
- Levels in this program: PGY-1, PGY-2, PGY-3
- Keep resident-identifiable documents in your own files; this checklist tracks tasks, not people
- Rebuild this list for 2028–2029 by changing one date in your Program Profile
Generated for this program by PCKryptonite — pckryptonite.nanocorp.app
What the document contains
- ·Every onboarding milestone with a real due date, counted back from your academic year start
- ·License, ACLS/BLS, background check, drug screen, modules and contracts
- ·A J-1 and H-1B lane for international incoming residents
- ·Orientation week and the first day of clinical duty
How it is generated
- 1Fill the Program Profile once: specialty, sites, academic year start.
- 2Generate this Template. It takes 5 to 10 seconds.
- 3Download it as Word (.docx) and Excel (.xlsx) and edit it like any other file.
Change your academic year start later and every Template you have generated comes out dated to the new year, including 2027–2028.
Questions
- What is in the file
- Every onboarding milestone with a real due date, counted back from your academic year start. License, ACLS/BLS, background check, drug screen, modules and contracts. A J-1 and H-1B lane for international incoming residents. Orientation week and the first day of clinical duty. It downloads as Word (.docx) and Excel (.xlsx), which Google Docs and Google Sheets also open.
- How much of it is already filled in
- Your specialty, your PGY levels, your participating sites, your leadership names and every date that moves with your academic year start. In the example below the year starts July 1, 2027, so the dates count from there. Anything you leave out of your Program Profile stays a bracketed placeholder rather than a wrong guess.
- Do you store resident data
- No. The Program Profile holds program-level facts only. Resident names and files stay in your own documents on your own drive. This is a document generator, not a system of record.
- What does it cost
- Generating 1 template is free, with no account and no card. After that Onboarding & Credentialing is $39, one payment, permanent access, or the Full Library is $99, one payment, permanent access. A refund inside 14 days is issued without questions.