Office of Medical Education - MD, DO and PA Students

Overview

Grady Health System (Grady) functions as an educational site for clinical student rotations. Students enrolled in a Doctor of Medicine (MD), Doctor of Osteopathic Medicine (DO) or Master of Medical Science Physician Assistant (PA) program of an Affiliate or non-Affiliate Medical School who are completing a core (required) or elective clinical clerkship (rotation) at Grady must onboard through Grady’s Office of Medical Education (OME).

The relationship between Grady and Affiliate Medical Schools is governed by the Master Affiliation Agreement during the current agreement term. Please contact Grady’s OME if you have any questions concerning current affiliate status.

Both Affiliate and non-Affiliate core and elective clinical clerkship rotations are initiated and managed by the Affiliate Student Affairs Office. In addition to compliance with Grady’s onboarding requirements, all MD, DO and PA students must be assigned by the Affiliate Student Affairs Office to faculty who are members of the Grady Medical Staff or credentialed and privileged advanced practice providers at Grady.

Current non-affiliate MD, DO or PA students who are interested in completing a non-core or elective clinical educational experience at Grady must receive approval from and onboard through Grady’s OME. This may require additional processing steps, congruent to the expected educational experience. Please contact Grady’s OME for more information.

All clinical rotations at Grady are processed through ACEMAPP, an online document management system. It is the responsibility of the Student Affairs Office to work with the student to reach and maintain continued compliance throughout the rotation, as well as staying up to date with ACEMAPP learning.

Onboarding Compliance and Timeline

Students are onboarded through ACEMAPP before the start of each clinical year. Grady’s OME requires that students are compliant in ACEMAPP at least 30 days prior to the start of the clinical year, or clinical rotation, to ensure that all onboarding processes can be completed and to avoid any delays in access. Students will have continued Epic access during the year as they rotate through each service.

Requirements for compliance can be found here: MD, DO and PA Student Requirements

In addition to compliance requirements, students must have the following information correctly and completely entered in the demographic section in ACEMAPP before a rotation will be approved:

1. NPI
2. Full name as registered with NPI (no nicknames)
3. School email address
4. Start date in the future
5. Correct program (MD, DO or PA)

The Affiliate Student Affairs Office is responsible for communicating with students directly regarding onboarding status and expectations of potential delays in access that occur when students are not compliant in ACEMAPP. The Affiliate Student Affairs Office should contact Grady’s OME on behalf of students with any questions regarding ACEMAPP approval or Epic access. Students should not arrive to clinical site unless they have completed all requirements and are compliant in ACEMAPP.

Process for clinical rotation approval in ACEMAPP:

1. Student is compliant in ACEMAPP 30 days before start of the rotation, or clinical year.
2. Affiliate Student Affairs Office sends student demographic information (rotation number, student name, student NPI, start/end date) to Grady’s Office of Medical Education via email to medicaleducation@gmh.edu.
3. Grady’s OME will approve rotation in ACEMAPP and notify Affiliate Student Affairs Office once the rotation has been approved.
4. Student will receive read-only, student access in Epic. Student should expect to receive Epic log-in information via email approximately four days after rotation is approved in ACEMAPP.

Once a rotation has been approved by Grady’s OME, Affiliate Student Affairs Office must not make any changes to any rotation component including, but not limited to, start and end dates.

Process for students with “negative dilute” drug screen notification in Advantage Students:

1. Affiliate Student Affairs Office will send an email to medicaleducation@gmh.edu with student’s rotation number, name, and negative dilute status.
2. Grady’s OME will review and approve student’s drug screen results in Advantage Student, if no other issues are identified, including but not limited to a failed drug screen or background check.
3. Grady’s OME will approve student’s ACEMAPP rotation once all other requirements have been met and the student is compliant.

Please Note: Grady’s Help Desk is unable to assist with student Epic accounts or ACEMAPP approvals. Students must not contact the Help Desk. Please contact Grady’s Office of Medical Education with any access questions or concerns.

ACEMAPP clinical site user guide: https://collaboration.acemapp.org/kb/470

For ACEMAPP help, please contact: Heather Cook, Account Support heather.cook@acemappteam.org/ 844-223-4292

For Advantage Students help, please contact: Crystal Sanchez, Team Lead Crystal.Sanchez@infomart-usa.com/ 770-984-2727 x1337

Grady’s Office of Medical Education medicaleducation@gmh.edu | (404) 616-9864