NCOPE Tracker
Using NCOPE Tracker
A practical guide to signing in, logging cases, managing resident assignments and making sense of reports.
Looking for evaluations or competency forms? Go to Forms and Competency Assessment.
Sign In to NCOPE Tracker
Resident LoginMentor and Director Login
Choose the login for your role. Both work in a modern desktop or mobile browser.
Residents
Enter cases, manage your mentor assignment and review your experience.
Mentors
Access your assigned residents and review their case records.
Directors
Monitor experience and documentation, and coordinate resident assignments.
Get Access and Sign In
Residents · Mentors · Directors
New to Tracker?
Resident accounts are created through NCOPE registration. Account information is included in the registration confirmation email, and resident access begins on the residency start date. The mentor identified during registration is also provided account information when an account is created.
Residents use ncopetracker.org. Mentors and directors use ncopetracker.org/admin. Tracker runs in a modern browser on a computer, tablet or phone; a separate app is not required.
Need a mentor account?
An account is provided as needed for an eligible mentor who is listed with an active residency program and serves as the resident’s primary mentor. Email residency@ncope.org with your name, work email, organization and city/state. Read the mentor account criteria.
Forgot your password?
- Use Forgot Your Password on the appropriate login screen.
- Check your spam/junk folder and confirm that you are checking the email address used for your Tracker account.
- If you still cannot get in, contact residency@ncope.org. Access may also be affected by your residency dates, a hold or account inactivation.
If you can already sign in, select your name at the top right, open Profile, enter and confirm the new password, and select Update. View the password-change instructions and password requirements.
Residents: Log Every Case
Residents
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Log All Cases
Log all cases, regardless of duration, whether you observe, assist or perform the procedure.
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Enter Cases Within 14 Days
Log each encounter no more than two weeks (14 days) after it occurs. This applies to manual entries and EMR uploads.
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Keep Logging Throughout Residency
Continue entering cases for the entire residency, including after achieving competence or moving to indirect supervision.
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Enter Complete, Accurate Records
Your case logs help you and your faculty review experience and support competency documentation.
Enter a Case Manually
- Sign in using the resident login and select Create / Edit Data Set.
- Work from the top of the entry screen downward. Complete the required fields and record your level of participation accurately.
- The final fields for patient goals and outcomes are optional in Tracker; include them when available.
- Review your entry and correct missing or inaccurate information using the edit function in Create / Edit Data Set.
View the case-entry guide · Watch the case-entry tutorial
Fabrication and Administrative Work
Fabrication and practice-management tasks are part of residency training, but they are not separate patient office visits. Do not create a patient visit for fabrication or administrative work performed without the patient present. Technical competence is assessed separately from clinical encounters. Read how technical and administrative activities relate to case logging.
Case volume and competence are different. Keep your case logs current, and use Forms and Competency Assessment to understand how evaluations and evidence of competence fit together.
Residents: Check Your Assigned Mentor
Residents; mentors and directors help coordinate
Tracker links a resident to one mentor at a time. This should be the recognized mentor who works with the resident most and can provide meaningful feedback. That assignment controls who can see the resident and complete forms on their behalf.
- Check the assigned mentor on your Tracker dashboard.
- If a change is needed, open the Forms menu and select the NCOPE Tracker Mentor Status and Change Form.
- Complete required quarterly evaluations for your currently assigned mentor before requesting the change.
- Submit the request so NCOPE staff can update the assignment.
View the mentor-assignment instructions · Watch the mentor-change tutorial
Mentors and Directors: Review Resident Records
Mentors · Directors
Check Who Is Linked to You
Your dashboard shows your active residents. If it shows 0 Active Residents, or a resident is missing, check the assignment with the resident. Only the resident can initiate the mentor change request. Having a mentor or director title does not automatically make every resident visible in Tracker. Read why a resident may not appear.
Run a Case Report
- Select Active Residents and allow the resident list to load.
- Find the resident and select the Reports icon (the paper-airplane symbol).
- Generate a new report to include the latest case entries, or download an earlier report if that is what you need.
View the illustrated mentor and director reporting guide.
Use the Information in Your Role
- Mentors: Review case entries with the resident, identify gaps in experience and use the information alongside direct assessment. Complete forms for residents assigned to you.
- Directors: Use case reports to monitor learning opportunities, and use the Residency Status Report to monitor documentation and completion records. Coordinate mentor assignments and maintain program records.
Go to the resident, mentor and director form responsibilities →
Residents: Import EMR Data Carefully
Residents; mentors and directors support the clinic workflow
Tracker supports compatible data exports from OPIE and NextGen. Correct use of the clinic’s EMR workflow is essential. A spreadsheet you create yourself does not contain the export metadata Tracker needs.
- Generate the supported export using your clinic’s established workflow. Keep separate exports as separate files.
- Confirm your name in the export matches your Tracker account.
- Upload the data, then review the records in Tracker for missing or unrecognized values. Correct those records through Create / Edit Data Set.
- If the export is incomplete or cannot be imported, enter the affected encounters manually within the same 14-day deadline.
Protect the export structure. Do not change time stamps or merge separate exports. The detailed import guide describes limited corrections for the Resident and Resident Level columns; make other case corrections inside Tracker after upload.
OPIE is not including all of my cases.
The supported OPIE Resident Report relies on the resident being linked as an assistant to the supervising practitioner in OPIE Scheduler, including when the resident provides the care. A resident configured as the treating practitioner or with their own WIP may not appear correctly. Ask your clinic or OPIE support about the workflow, and log omitted cases manually. View the OPIE workflow guidance.
I see “Incorrect Data Set.”
Common causes include an unsupported export, a name mismatch, a modified file or duplicate time stamps. Check the source of the file before trying further edits. Follow the detailed data-set troubleshooting guide; if the export cannot be corrected, log each encounter manually.
The upload worked, but records show “Missing Data.”
An EMR value may not match a recognized Tracker option—for example, a local appointment label that Tracker does not recognize as a visit type. Edit the record inside Tracker and select the appropriate valid value. View missing-data examples and corrections.
Choose the Right Report
Residents · Mentors · Directors
These tools answer different questions. A case report cannot confirm that NCOPE has received a form.
| Tracker Case Reports | Clinical encounters and the experience recorded in Tracker. Generate a fresh report when you need current case data. Resident report tutorial · Mentor and director instructions |
|---|---|
| Compliance Overview | Months with zero, relatively low or higher case-entry activity. The display uses 0, 1–39 and 40+ cases; 40 is a dashboard indicator, not an NCOPE standards minimum or a substitute for logging all cases. How the overview is interpreted |
| Resident Status Report | Forms recorded as received, residency dates and other program-level records. Use it to check NCOPE’s documentation record. Run the Resident Status Report |
| Resident Timeline Report | The timeline for required evaluations and forms. Run the Resident Timeline Report |
For residents under the 2025 standards, Minimum Activity Volumes (MAVs) describe required experience. One office visit counts as one activity; several visits in a single episode of care can therefore contribute several activities. Review the applicable MAV categories and requirements. Meeting a volume requirement does not by itself demonstrate competence.
Resolve Common Access Problems
My residency has not started yet, or it is on hold.
Resident access begins on the residency start date. An account may also be inactive during a hold, after completion or because case logging has fallen behind. If you believe access should be active, contact NCOPE residency staff. Read the account-access guidance.
My start or end date is wrong, and I cannot edit it.
Only NCOPE residency staff can change those fields. Email residency@ncope.org with your name, organization, city/state, director’s name, the dates currently displayed and the correct dates. View the date-correction instructions.
Tracker emails are not reaching me.
Check junk/spam and quarantine, mark legitimate messages as not spam, and ask your IT team to allow messages from ncope.org, residency@ncope.org and ncopetracker@ncope.org. Organization filtering may delay delivery. Read the email troubleshooting steps.
I can sign in, but cannot find or submit a form.
Check your residency dates and assigned mentor, then use the role-specific instructions on Forms and Competency Assessment. Residents who need forms after the recorded end date should contact NCOPE staff.
Learn With Tutorials
Choose the tutorial for the task you are doing. The full playlist includes additional resident and mentor guidance.
- Signing In to NCOPE TrackerResidents, mentors and directors
- Entering a Clinical ExposureResidents
- Navigating Tracker as a MentorMentors and directors
- Running ReportsResidents; see the faculty reporting guide above for mentor/director steps
- All NCOPE Tracker Video TutorialsBrowse the complete playlist
Resident Platform Articles · Mentor and Director Platform Articles
Tracker is provided as part of residency fees. The platform was developed for NCOPE by Bamboo Strategic Media.
Get Help
Residents · Mentors · Directors
For account access, resident assignments, dates or documentation questions, email residency@ncope.org.
For a feature that is not working, use the Help icon (the exclamation point) in Tracker’s top navigation to find tutorials and submit a technical support request.
When contacting NCOPE, include your name, residency organization and city/state, your role, and the form or issue involved. For an error, include what you were trying to do and the exact message you saw.