Using NCOPE Tracker
NCOPE Tracker is a custom software platform created for the O&P profession to log clinical experiences, create detailed reports, and enable the timely submission of residency documentation by residents and mentors.
NCOPE Tracker runs in a modern browser on a computer, tablet, or phone; a separate app is not required.
Looking for competency information and sample forms? View Forms and Competency Assessment.
01
Account access
New to Tracker?
Resident accounts are created after the resident registration form is processed. Account information is sent separately from the confirmation email and includes a temporary password. Residents can log in for the first time on their residency start date.
Mentor accounts
Mentor accounts are provided as needed for qualified mentors affiliated with an accredited residency program who serve as a resident’s primary mentor. Mentors should read the mentor account criteria to learn which mentors require an account. Mentors who provide the majority of a resident’s supervision should email residency@ncope.org with their name, work email, residency site organization, and city/state.
02
Confirm the assigned mentor
At activation, NCOPE staff link the resident to the residency director. If the director is not the primary supervisor, the resident requests a mentor change through Forms Tool → Mentor Status and Change Request Form.
The assigned mentor should be the eligible supervisor the resident works with most. Changes are available at any time; ordinarily, no more than one change per quarter should be needed. Ideally, the request is made on the first day with the new mentor, after all relevant forms and outstanding evaluations associated with the previous mentor are submitted.
A mentor-change request changes the resident’s assignment; it does not create a mentor account. Account guidance appears under New to Tracker? above.
03
Record patient visits
Residents log every patient visit, regardless of duration, throughout residency. Each visit must be entered within 14 days, whether entered manually or uploaded.
A separate case is entered for each unique device or diagnosis, even within one visit. Related administrative or technical work does not need a separate entry, even when completed on a different day.
Enter cases manually
Create or Edit Data Set opens the case-entry screen. Residents complete the required fields, record participation accurately, and review each entry for missing or incorrect information.
Import supported EMR data
Upload Data File includes Step 1 Test Data Set before Step 2 Upload Data Set. Supported routes include OPIE, NextGen, and the export tools created by ForMotion Clinics and Ottobock Patient Care.
Incomplete or unusable exports do not excuse missing cases or the 14-day deadline. Residents must enter affected encounters manually. Company-specific export instructions and detailed corrections remain in the linked guides.
04
Complete required forms
Forms Tool contains the submission forms. The Forms and Competency Assessment guide explains responsibilities, required assessments, and sample forms.
The Evaluation of the Residency Program / Clinical Experience Verification form requires an Executive Report attachment.
Residents and mentors should check the Resident Status Report in Forms Tool and review the form-receipt criteria. They should allow at least two business days before contacting NCOPE about a submitted form; review may take longer.
Submission deadlines and completion
Quarterly forms are due within 30 days after quarter end; final forms are due within 30 days after the residency end date. Late quarterly forms may extend residency; late final forms may move the recorded end date to the date received.
Once NCOPE staff mark residency complete, the resident’s account is deactivated and all Tracker features, including forms, become inaccessible. Residents should retain independent copies before completion. Incomplete documentation can delay completion confirmation and eligibility for ABC exams that require residency completion.
05
Using NCOPE Tracker Reports to Guide the Residency Experience
Residents review reports with residency directors and mentors to identify gaps in clinical experience, plan learning opportunities, and track progress toward requirements and timely completion. Case data also supports residency site renewal by documenting clinical experience and progress toward greater autonomy.
Executive Report
A summary of encounter totals, days of patient care, patient demographics, device categories, orthotic/prosthetic mix, and leading diagnoses. It supports a broad review of experience and the clinical-experience verification attachment.
Full Report
Detailed views of patient populations, diagnoses, participation by visit and device type, documented goals, outcome-measure use, and non-matching device categories. These breakdowns help investigate gaps in experience or data quality.
Minimum Activity Volumes
Category and participation-level totals help residents and supervisors identify experience still needed under the applicable requirements. Meeting a volume requirement does not by itself demonstrate competence.
Resident Status Report
NCOPE’s documentation record identifies recorded form receipt, residency dates, and outstanding completion documentation. It is available through Forms Tool; a case report cannot confirm receipt.
Resident Timeline Report
A separate scheduling tool helps plan required evaluations and form deadlines. Its timeline is distinct from clinical case data and NCOPE’s recorded receipt of documents.
Mentors and directors
Only linked residents appear in the account. If the dashboard shows 0 Active Residents, the resident should check the assignment and request a change when needed. A mentor or director title alone does not grant access to every resident.
Mentor and Director Reporting GuideResident Missing From the Dashboard
06
Troubleshooting and support
Forgot your password?
- Select Forgot Your Password on the appropriate login screen. A password-reset email will be sent to the email address used to log in to NCOPE Tracker.
- Password-reset emails are sent immediately, but users should allow up to four hours for delivery, depending on their email service’s firewall and routing policies. They should also check spam or junk folders, as messages from ncope.org or ncopetracker.org may not be routed to the inbox.
- If access to NCOPE Tracker is still unavailable after a password reset, users should contact residency@ncope.org.
Inactive accounts or incorrect dates
Access begins on the residency start date. Holds and completion also affect access. After 14 days without case-data entry, an account is inactivated; the resident contacts residency@ncope.org with an explanation and reactivation request. This is separate from each encounter’s 14-day entry deadline.
Only NCOPE staff can correct residency start/end dates. Requests should include the resident’s name, organization and city/state, director’s name, and the displayed and correct dates.
Forms are missing or cannot be submitted
Residents should check residency dates and the assigned mentor, then consult the role-specific Forms and Competency Assessment guide. All Tracker access ends when staff mark residency complete.
Imports fail or show missing data
The supported-workflow guides explain export compatibility and data-quality issues. If a usable export cannot be produced, affected encounters must be entered manually within 14 days.
Incorrect Data Set TroubleshootingCorrect Missing Data in TrackerOPIE Workflow Guidance
Technical problems with NCOPE Tracker
For an error or a feature that is not working, users should open Help—the exclamation-point icon in the top navigation—and submit a technical support request. If the problem prevents access to Help, they can contact residency@ncope.org.
Questions not covered by these resources
Questions not addressed by the NCOPE website, Residency Knowledge Base, or NCOPE Tracker FAQ can be sent to residency@ncope.org.
