Case logs, procedure counts, rotation sign-off, annual reports, and the credentials a resident presents to sit the exam. ResidencyTrack keeps all of it as it happens, in one record, so that nothing has to be assembled from spreadsheets and email in the last month of a residency.
Each College runs its own deployment, with its own requirements and its own name on it.
Every case entered once, in the fields your College asks for, and searchable for the rest of the residency.
Your minimums, entered once as requirements and then counted as cases arrive.
Each rotation closed by the supervisor who ran it, and the signature recorded against the date it was given.
Written in place across the year, submitted once, and read by your committee in the form it was written.
The credentials packet assembled out of the record, and the exam sittings, results and resits held against the resident.
Applicants submit one form to the College, and it arrives as a record rather than an attachment.
The College accepts, sets the programme dates, and attaches a supervisor to the record.
Residents enter cases and procedures on the day, on a phone in the theatre if that is where they are.
Supervisors close rotations and countersign cases from an emailed link, without an account.
One annual report a year, written across it rather than at the end of it, and reviewed in place.
Credentials go to the credentials committee out of the record itself, already complete.
A residency requires mandatory rotations in other disciplines — internal medicine, surgery, diagnostic imaging, emergency and critical care. The clinicians who supervise those rotations hold no diploma of your College. They have no reason to keep an account in your College’s system, they will not create one, and they cannot be licensed a seat.
That is the point at which a training-record system stops being used, and no amount of the rest of it makes up for it. So signing does not require an account. Here is exactly what happens instead.
The resident requests sign-off on one specific rotation.
An email reaches that supervisor, naming the resident, the rotation, the institution, and every date it covers.
The link opens that one item. No account, nothing to install.
A verification code is sent to the same address, so holding the link is not enough — signing requires control of that mailbox.
They enter the code, their name, and an attestation that they personally supervised the rotation.
The link is single-use, and the signature is recorded against the date it was given.
Diplomates who supervise day to day are given full accounts by the College. Everyone else signs and leaves.
One instance per College, at your own address, holding only your residents. Your requirements, your programme dates, your report template, your name in the lockup and one colour that is yours throughout the interface. Residents and supervisors see the College, not a vendor.
Your College’s name in full, never an abbreviation, on every screen and every document the record produces. The specialty takes your colour.
Greens, violets and reds all work. Blue is the one we will talk you out of: the interface chrome is already navy, so a blue College reads as a shade of the furniture instead of as the College.
Your residents’ personal data and their patients’ clinical records sit in this system for six years at a time. Your committee will be asked who is responsible for them, and the answer is your College.
The College is the data controller. ResidencyTrack is the processor, acting on your instructions and under a written agreement that says so.
Data stays in the European Union, and the processing agreement names where. No transfer to a third country without your instruction.
Who may read which record is enforced at the database row, not merely hidden in the interface. A resident cannot reach another resident’s log by guessing at a URL.
Accounts can be held with a passkey rather than a password, and a sign-in from an unrecognised device is verified before it is allowed.
The whole record exports, in a form that can be read without this software. Nothing about leaving is made difficult, because a College that cannot leave cannot safely arrive.
You send the requirements your residents are already held to. We configure the deployment against them — minimums, rotations, deadlines, your report template — and you check it against your own rules before anyone is enrolled. This is work, it is done with us, and it happens once.
Residents log cases, supervisors sign from their email, reports are written and read, cohorts come and go. None of that needs us, and none of it needs a committee meeting. A residency is six years long; this is the part that has to survive a change of officers.
Your accrediting body asks the College for evidence of its training programmes — resident progress, case volumes, supervised rotations, annual reports. That evidence exists whether or not it is easy to produce. The only question is whether it is assembled continuously, or reconstructed from spreadsheets and email at the point it is asked for.
ResidencyTrack holds it as it happens, in your College’s own fields and your own report template, and it exports.
It is the fastest way to find out whether this fits your College. Send the rules your residents are already held to, and we will come back with the deployment configured against them, so you can judge it on your own requirements rather than on a demonstration of ours.
This is a small field. Before you talk to us, ask a colleague.
We will not put another College’s name on this page, and we would rather you heard it from someone whose term is already over than from us.