What it does
Programs are the training units inside an institution — a residency, a nursing cohort, a veterinary program. The program list and detail pages show each program's profile, leadership, member count, and rotations, and let you update the profile and manage leaders.
Who it's for
Institution and organization administrators oversee many programs; program administrators and directors manage their own program's profile and leaders; coordinators look up program details day to day.
How it works
Program list. The Programs list shows every program you can access: name, code, specialty, type, active status, institution, primary leader, and live member and rotation counts. Search by name, code, or specialty, or sort any column. Open More Filters for program type, active state, and date criteria. When scoped to a program or institution, you can request AI filter suggestions. Review them before applying.
Program profile. Each program has a name, code, type (GME, UME, nursing, veterinary, allied health, rotator, or other), specialty, description, and contact details. It also carries accreditation information: pick an accrediting body from a standard list, or enter a custom one, plus accreditation status and date. GME programs also carry regulatory fields: ACGME ID, NRMP code, length of training, and positions per year.
Leadership. The Leaders tab tracks people in leadership positions — program director, associate program director, coordinator, and any other position your institution defines. Each term has a start date and an optional end date. The current program director shows as the program's primary leader in lists. Ending a term sets its end date to today. The person then shows under Past Leaders. History is kept, never deleted.
Program settings. A settings area for each program covers general details (including which organization roles can be assigned and how learners' Personal Portal behaves), academic periods, integrations, trainee advancement, merge fields, and regional preferences — see the program settings articles for each. Programs can also override the word used for their learners, for example "student" instead of "resident," which flows into schedules and notification copy automatically. Competency expected-level thresholds live with Learner Outcomes, not here.
Before you start
You need program-management permission (settings.program.manage or settings.permissions.manage) to edit a profile or a leadership term. Without it, the page is read-only.
You need the Administration portal, and you must be an admin of that one program. Even with the same role, a program admin for one program cannot open another program's settings.
To add a leader you also need the position — director, associate director, coordinator, or another position your institution set up — and a start date.
Do this
Open the Programs page (
/programs) → you should see the program list with search and filters.Select a program row → you should return to that program's detail page on the Overview tab.
To edit the profile, select the Edit button (pencil icon) at the top right of the Overview card → the Edit Program sheet opens with Program Details, Accreditation, Contact Information, and, for GME programs, Program Identifiers sections.
Update the fields you need — for example Program Name, Program Code, Type, Specialty, or Description — then select Save changes on the sheet → you should return to the Overview tab and see the new values.
To manage leaders, select the Leaders tab → you should see Current Leaders, and Past Leaders if any term has ended.
Select Add Leader → the Add Program Leader sheet opens. Choose the User, Position, and Start Date. End Date and Notes are optional. Select Create → the new leader appears under Current Leaders.
To end a term, open the ⋯ menu on a current leader's row and choose End Term → confirm End Leadership Term? by selecting End Term again → the person moves to Past Leaders with today's end date.
You're done when
The program's profile shows your updated values on the Overview tab.
The person you added appears under Current Leaders with the right position and start date.
A term you ended shows the person under Past Leaders with today's end date, and they no longer count toward Current Leaders.
Boundaries and limits
New programs are provisioned by the Medtrics platform team, not by tenant administrators. There is no "create program" button in the admin app.
Editing a program's profile or leaders needs program-management permission. Viewing a program needs program access, current leadership, or platform administration.
A program can't be deleted while it still has rotations — remove those first. Deletion is a soft archive, never a hard delete, and is handled by the platform team, not from this page.
GME regulatory fields apply only to GME programs: ACGME ID, NRMP code, length of training, positions per year, and the prior-GME-training flag. Other program types do not carry them.
Ending a leadership term sets the end date to today. This can't be undone from the confirmation dialog — you would need to add a new term to restore the person.
Removing a leader (instead of ending their term) permanently deletes that leadership record. There is no undo.
The learner-terminology override needs both a singular and a plural word, each 2–50 characters.
Inactive programs are left out of operational pickers, such as assigning people or workflow targets. They still show on management and reporting pages.
AI filter suggestions are review-first. They don't change the program list until you apply them. Organization-wide suggestions aren't available yet. Use a program or institution scope instead.
Common questions
Q: How do I add a new program? A: You can't create one from the admin app. The Medtrics platform team sets up new programs when your institution is provisioned, or on request. Once it exists, you can edit its profile and manage its leaders here.
Q: Can I change which accrediting body a program lists? A: Yes. Pick one from the standard accreditor list, or enter a custom accrediting organization on the Edit Program sheet. Choosing one clears the other, so a program never shows two.
Q: How do I hand over the program director role? A: On the Leaders tab, end the current director's term — it closes as of today. Then select Add Leader and add a new term for the successor. Both terms stay in Past Leaders and Current Leaders history.
Q: Why does my program say "residents" when we train students? A: The default word comes from the program type. Set the learner-terminology override in program settings to use your own singular and plural words.
Q: I ended a leader's term by mistake. Can I undo it? A: Not directly. Select Add Leader and add a new term for that person with today's start date to make them current again.
Nursing pre licensure programs
Applies to: nursing-pre-licensure. Differences from the base article only.
How it works
Nursing programs use the dedicated nursing program type. Everywhere the platform refers to learners, nursing programs default to "student" / "students" rather than "resident" / "residents"; if your school prefers a more specific term (for example "nursing student"), set the learner-terminology override in program settings and it flows into schedules and notification copy automatically.
Accreditation fields work the same as the base article: pick your accrediting body from the standard list or enter a custom accrediting organization (for example a state board of nursing), with an accreditation status and date.
Boundaries and limits
The GME regulatory fields described in the base article — ACGME ID, NRMP code, approved positions, IRIS participation, and the prior-GME-training flag — do not apply to nursing programs. The platform maintains that regulatory record only for graduate medical education programs, so nursing program profiles simply omit those fields.
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