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1 GME Management System E*gme TM E*Value TM Office of Graduate Medical Education.

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Presentation on theme: "1 GME Management System E*gme TM E*Value TM Office of Graduate Medical Education."— Presentation transcript:

1 1 GME Management System E*gme TM E*Value TM Office of Graduate Medical Education

2 2 GME Management System GME Management system incorporates the E*gme and E*Value modules on a web-based system for Residency and Fellowship Management. This system will consolidate all the following functions into one single integrated system. Resident and Fellow appointments Rotation schedules Evaluations (E*Value) - Performance Duty Hours Procedure Tracking Portfolios Manage Affiliate Billing Office of Graduate Medical Education

3 3 What is E*gme ? E*gme is a web-based application that works hand in hand with E*Value. Together these applications are designed to track resident and fellow activities, support GME affiliation agreements, optimize Medicare reimbursements, and provide information to better support operational improvements and planning for GME programs, teaching hospitals and providers. The GME Management System will help bridge the gap between the GME office, programs and the Medical Center Finance office and ensure accurate and timely information is available for reporting purposes. In order for these reports to run successfully, correct information needs to be entered into the system. Most of this information is entered at the individual training program level. Office of Graduate Medical Education

4 4 Seamless Modules E*gme E*Value Biographic Data - Eras Import - E*gme Workbook Import - Manual Entry Training History/ CV/ Ranks -Medical School - Residency - Fellowship Appointments Health Insurance Benefits Provider IDs Evaluations: Trainee Performance Educator Performance Rotation Assessment Praise/Concern Cards Rotation Data Activity List - Affiliate Billing - Medicare - Cost Reports The 4 pillars of E*gme Procedure Tracking Reports: Performance/Co mments/ Ranking Reports Custom/ Offline Reports & Data exports Trainee Biographic Database, CV, Certifications, Training Duty Hours Tracking E*gme populates E*Value functionalities Office of Graduate Medical Education Scheduling Conference Attendance Tracking Curriculum Management MyFolio TM -- Learning Portfolio

5 5 ACGME/ ABMS/ Non-ACGME Graduate Training Programs The E*gme module will replace RFS for appointments and rotation schedule management. ACGME & ABMS programs will use both E*gme & E*Value. Non-ACGME programs are required to use E*gme. They are encouraged to enroll to use E*Value to transition their programs evaluation process to a web based system. Office of Graduate Medical Education

6 6 The System access….. Office of Graduate Medical Education

7 7 Home Page

8 8 Biographic Database Bio Info – Track Name, Photo, SSN, visa status, citizenship, credentials, immunizations, etc. Roles, Groups and Specialties – Define the users program roles and E*Value viewing privileges Training and Education – Track CV history, training locations, Medicare eligibility ECFMG Certification – Track certification issue & validity dates, set expiration auto-reminders Contact and Address – Manage personal and organizational contact information Custom Fields – Create up to 250 custom fields, incl. exam scores, insurance. Export to Excel – Export bio data and data collected in the custom fields, export to Excel in custom format Auto-reminders – Manage and set reminders for licensure expirations, ACLS & certifications Auto-promotion – Set dates and auto-promotion of trainee rank on dates of your choice Contract In & Out Dates – Set dates for incoming and outbound contracts, self-assessments Stipends & Benefits – Track stipends, bonuses, grant funding, waivers, insurance costs, etc. Manage All Biographic Information on Trainees, Educators, Staff and Alumni Office of Graduate Medical Education

9 9 Scheduling Scheduling – automatically generate the release of evaluations based on schedule Block Scheduling – Schedule individuals for block rotations Shift Scheduling – Schedule shifts, clinics, call, vacations, and other activities Team Scheduling – Assign individuals to teams within a rotation for greater flexibility I/O Scheduling Report – Track inbound and outbound rotators Default Educator Scheduling – Link educators to rotations for automatic scheduling Group Scheduling – Schedule groups of people with one click Amion/ OnCall Schedule Import – Link E*Value to your existing shift scheduler Multiple Views – View color-coded schedules per person, activity, and rank Activity Coordinators – Limit the scheduling abilities of users to only relevant activities Schedule Downloads – Download schedules into Excel files for further management Aged Evaluations – Review evals suspended by trainee, accept or reject suspension Create Rotation Schedules, Manage by User or Activity Office of Graduate Medical Education

10 10 Evaluations Management Evaluation Types – Choose from Trainee, Educator, Staff, Patient, Peer-to-Peer, Alumni, Activity/Rotation, Site, Competency, 360-degree, Conference, Mini CEX, Hallway Interaction, Praise Cards, Concern Cards, Performance Snapshots, and nearly 500 other evaluation types Completed Evaluations – Review a permanent record of all evaluations completed On-the-Fly Evaluations – Make impromptu evaluations available to users at all times Creation – Create your own, or have AI create your evaluation forms Question Formats – Choose scale, radial buttons, text entry, drop-down, check box, layered, etc. Questions Types – Make questions mandatory, not-mandatory, or confidential Question Groups – Define question groups to address core competencies and objectives Photographs – See an image of the person you are about to evaluate at the top of form Survey Set-up – Store, manage, and retrieve all evaluations that have been built for program Reciprocity Rules – Help prevent retaliation or payback evaluation reviews by blocking data Review/Release – Review completed evals for appropriateness, act as a gatekeeper Error Checking – Red flag notices for missing required data, and spell check option Low Score Notification – Receive automatic notifications of low scores being given Oldest Evaluations First – Require evaluators to complete oldest evals first to boost compliance Suspend Evaluations – Suspend evaluations if they were mis-assigned, auto-notify administrator Evaluation Sign-Off – Trainees can document level of agreement w/ evals, provide comments Office of Graduate Medical Education Manage Evaluations & Generate Performance Reports of People, Sites, and Activities

11 11 Notifications – Users receive auto-generated emails notifying them of eval release Auto-login – Email notifications contain auto-login URL links to E*Value Save for Later – Users can save incomplete evaluations and finish them later Auto-save – E*Value saves evaluation information automatically, even if computer is shut down Auto-scroll – Review forms more efficiently by turning on the auto-scroll feature Reminders – Non-compliant trainees can receive auto-email reminders of increasing urgency Printing – Print button found within evaluation forms for creation of auto-formatted paper copies Enter Eval Answers - Administrators can use this tool to review and complete open evaluations for participants in their program. Compliance Reports – Monitor eval completion rates by program, user, rank, time-frame, etc. Performance Reports – Track performance of Trainee, Educator, Activity, Site, or Groups Comments Reports – Review comments about Trainee, Educator, Activity, Site, or Groups Scores Reports – Review scores about Trainee, Educator, Activity, Site, or Groups Question Group Reports – Track trainee progress toward ACGME core competencies Time Trend Reports – Java-enabled plotted-points graph tracks performance over time Educator Bias – Determine educator reviewing biases & validity of scores given Notes – There are no additional fees or quantity limits for Advanced Informatics evaluation maintenance services Notes – Reports can be generated in HTML, Excel, and Word format Evaluations Management (contd)

12 12 Duty Hours & Educator Hours Management Monthly Hours Calendar – Quickly log shifts of various customized task types Default Settings – Save defaults by user of commonly worked shifts Shift Comments – Enter optional comments about each shift Educator Hours – Link education activities, lectures, and audience types to shifts PDA App (Palm & Windows) – Log hours on handheld in calendar or text view Edit Trainee & Educators Hours – View, log or edit hours for individuals Custom Activity & Task Types – Designate In-house, night float, call, vacation, or custom tasks Violation Red Flags – Trainees receive instant notification/ stop-check if logging a violation Duty Hours for GME – Hours can be fed to E*gme for GME reimbursement purposes Duty Hours Violations Reports – Identify and respond to trainees in violation Violations Rules Settings - Monitor compliance by ACGME, NY State rules ACGME Reports – Answers the 6 duty hours questions posed by ACGME part 7b (see notes below) Stats Reports – Manage hours & violations, notify trainees Compliance Report – Review number & percentage days logged over period of time, by trainee Notes – Part 7b of the Web Accreditation Data System asks for documentation on each trainee for: 1. Avg Hrs/Wk 2. Avg Days of In-house Call/Wk 3. Max continuous hrs/week; 4. How often resident worked 30+ hour shifts in last 28 days 5. How many off days in last 28 6. Avg hours per shift Log shifts of various types on the Web or PDA, monitor violations and statistics

13 13 Curriculum and Document Management Document Storage – Store all docs (Word, Excel, PPT, etc) at central point on web Custom Homepage Docs – Place important curriculum docs on top of the trainee homepage Upload – Upload documents, store in group of your choice Index – Re-index your documents after theyve been put into storage Search – Search by document grouping or file name Curriculum Evaluation Link – Link docs to evals for review during eval completion Automatic Notification – Automatically send curriculum docs at the beginning of course Document Distribution – Email curriculum docs as attachment or as a link into E*Value Document to Rotation Link – Link docs to specific courses for auto-distribution Curriculum Review Tracking – Track when users receive or download curriculum docs Notes – Virtually all handheld PDA devices come with a built-in document storage application, making it possible to store the same documents on E*Value and PDA Office of Graduate Medical Education Store and Manage all Program Documents on the Web with E*Value

14 14 Conferences Conference Summary – View past & upcoming conferences, handouts & docs, attendance Conference Calendar – All assigned events are posted on user calendar Custom Conferences – Customize and schedule conferences for GME or CME types CME Credits – Link a count of CME credits to conferences, track over time Attach Documents - Attach documents and weblinks to conference descriptions on calendar PDA App (Palm & Windows) for Attendance – Sign-off on trainee attendance on-the-spot Conference Types - Set basic info such as presenters, & link evals for auto-generation after event Conference Categories – Create conference categories, link to educational competencies Conference Details – Track CME credits offered, attach notes or website links Conference Reminders – Set automatic email reminders to presenters Attendance Status Change Request – Petition attendance status from past events Schedule – Schedule conferences, select attendees, clone from existing, send notifications Link Activities – Automatically schedule conferences when trainee activities are set Manage Attendee – Review and update all attendance status by % or CME credit for all users Sign-in Sheets – Access printer-friendly sign-in sheets for each conference Attendance Reports – Track attendance by conference, trainee, setting, time-frame, etc User Notification – Email non-compliant trainees directly from attendance report Notes – Virtually all handheld PDA devices come with a built-in scheduling application, making it possible to store the same documents on E*Value and PDA Office of Graduate Medical Education Manage Events, Attendance & Learning Objectives on Web or PDA

15 15 Procedure & Diagnosis (PxDx) Management Custom Fields – Designate any data entry field of your choice Custom Formatting – Format fields as drop down menus, radial buttons, or text entry Custom Data Sets – Import Procedure & Diagnosis lists, track ICD and CPT Codes Custom PxDx Groups – Find PxDxs faster with structured hierarchy groupings, sort by ICD code PDA App (Palm & Windows) for Trainees – Log and review encounters, synch data to web PDA App (Palm & Windows) for Supervisors – Sign-off on trainee PxDxs on-the-spot Email auto-notifications – Supervisors can receive automatic notices regarding encounters Passive Certification – Supervisors automatically notified when procedure has been completed Active Certification – Certify a procedure has been completed by a resident via PDA or web Competency Certification – Complete an eval about how well the procedure was performed Procedure Order - Trainees log primary, secondary, tertiary and quaternary procedures on patient Operative Logs – Track specific requirements such as CPT codes or RRC groupings Procedure Privileges – Define and track unique trainee privileges for each trainee, procedure type PxDx Evaluations – Supervisors can complete periodic evaluations based on performance Review/Edit – Review or edit completed PxDx encounters Accepted / Rejected Status – Supervisors can accept or reject trainee completion of an encounter Printing – Print PxDx summary logs, patient logs & outcomes, or single encounter reviews Summary Reports – Customize PxDx benchmarks by user and monitor their progress Log Reports – View log of all patient encounters, filter the log contents by various criteria Custom Reports – Create custom report s in HTML or Excel showing only desired PxDx data Counts Report – Monitor count summaries of all procedures and diagnosis completed Report Filter Options – Customize reports by custom field, trainee, setting, time-frame, etc. Notes – PDA applications come standard with selection of E*Value Office of Graduate Medical Education Track Patient Encounters on the Web or PDA with Program-Customized Fields and Reports

16 16 More E*Value Reporting Unit-Level Reports Cross-Compare Institutions, Residencies, Clerkships, Activities and People at GME, Deans Office or Program Level Program Selection Menu – Login to the residency or specialty E*Value site of your choice GME-level Macro Mgmt – Performance outcomes by institution or program Program-level Micro Mgmt – Performance by user, activity, people group, time frame Cross-comparison – Compare performance between programs, activities, people groups, and time frames Viewing Privileges – Customize viewing privileges by individual throughout entire organization Office of Graduate Medical Education

17 17 More E*Value Reporting (contd) Offline Reports & Data Exports Request Useful Reports, User-Data Downloads & Education History Exports ADRDS Catalog – Request detailed trainee, educator, activity reports anytime Data Exporting – Request program data dumps whenever they are desired Education History Exports – Provide trainees a permanent record of CV, training & experiences Notes- No additional fees for standard Offline Reports or data exporting services Educator Reports Track Educator Hours, CME Credits, and Performance Educator Hours – Track hours worked by educator, task, and activity CME Credits – Link CME credits to educators conferences, lectures Educator Rankings – Compare and rank educators by performance data Notes – The above educator reports are in addition to the standard performance reports described in the evaluations management section of this overview Notes – No additional fees for standard educator management Office of Graduate Medical Education

18 18 Other E*Value Features Custom Homepages – Create program-wide notifications, documents, or weblinks for program Promotions – One click method - Promote Trainees each academic year. Password Login Change – Change you login and password information Request Password or Login – Enter your email address to receive login info Auto-login – Login to E*Value directly from your email notifications with the auto-login URL My Calendar / Program Calendar – Toggle between personal and program calendar Program Events Reminders – Set email automatic reminders for events and manage related documents Auto-promotion – Set dates for users that will auto-promote trainees from one year to the next Mailing Labels – Merge user contact info into various mailing label templates for easy printing User-Data Downloads – Request downloads of all information every collected on each user Post Office – Use this internal email engine to send emails, attach docs with E*Value Help Menu – Access Advanced Informatics, FAQs, user manuals and Flash tutorials in moments Wireless Evaluations – Complete evaluations on PDA via your wireless network Link E*Value to Program Website – Access your program website with a single click from within E*Value Office of Graduate Medical Education Work More Efficiently with the Following E*Value Tools

19 19 Contact GME Gitanjali Kapur – Education Technologies Analyst GME Management System consultation, training, technical support. or 415-476-1346 Amy Day - Manager, Resident & Fellow Affairs Resident & Fellow Appointments, Credentialling. or 415-476-1346 Lorenzo Woo – Director, Office of Graduate Medical Education Policies, Contracts, Program related info. or 415-476-1346 Office of Graduate Medical Education

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