MedHub Enterprise Residency Management System

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MedHubEnterprise Residency Management System
Presented by
Indiana University School of Medicine
Office of Graduate Medical Education Peter
Nalin, MD, FAAFP Interim Executive Associate Dean
for Education Associate Dean for Graduate Medical
Education Carol Robinson Office Manager,
Graduate Medical Education MedHub Project
Manager, IUSM
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Presentation Objectives

• At end of this session, attendees will
• Understand why IUSM needs an enterprise-wide
  system devoted to multiple stakeholders.
• Understand the rationale for purchasing an
  off-the-shelf product.
• Understand why MedHub was chosen over other
  software products.
• Understand the functionality MedHub provides for
  multiple users.
• Understand the value added MedHub will bring to
  IUSMs affiliated hospitals.

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IUSM Demographics
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IUSM Demographics

• IUSM educates the second largest medical student
  class (290) in the U.S., with plans to expand to
  364 by 2012.
• IUSM is the only School of Medicine in the State
  of Indiana.
• IUSM has approximately 60 clinical departments
  and subspecialty divisions.

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IUSM Demographics

• IUSM has over 75 ACGME-accredited residency and
  fellowship programs.
• IUSM educates more than 1,000 residents and
  fellows.
• IUSM enrolls approximately 300 new residents and
  fellows each year.

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Residents and Fellows Assigned to Five
Affiliated Hospitalsand Several Other
Locationsn 1039
December 18, 2009
MedHub Enterprise Residency Management System
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Our Affiliated Hospitals and Other
Campus Structures
CLARIAN METHODIST
WISHARD
CLARIAN PEOPLE MOVER
CLARIAN RILEY
VAMC
CLARIAN IU
FESLER HALL
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Reasons for Institution-Wide System
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Rationale for Institution-Wide System

• Widespread data-entry tasks, institutionally and
  programmatically, are currently occurring from
  multiple sources in various venues.
• Resource expenses are redundant in the current
  array, and the systems do not communicate easily
  for institutional monitoring of accreditation and
  program evaluation.
• Current GME system demonstrates an increasing
  array of limitations in its present design, as
  well as limitations in meeting the expectations
  of reliable GME administrative functions in
  expanding arenas of GME compliance, monitoring,
  and accreditation.
• An institution-wide system is needed that can
  collect, maintain, manage, and report from
  specified datasets the activities of residents
  and fellows appointed in graduate medical
  education (GME) training with the Indiana
  University School of Medicine (IUSM).

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Reasons for Institution-Wide System

• Hospital verification of trainee privileging and
  documentation of the advancement of graded
  independence does not meet expectations uniformly
  among our affiliated hospitals.
• ACGME requirements state that the sponsoring
  institution must provide oversight of the
  training programs citations, corrective action
  plans, evaluation processes, and duty hours. The
  MedHub system allows for such oversight.
• Trainees rotate to multiple sites hospital call
  centers need to be able to contact them in a
  timely manner to address patients needs.
• Trainees rotate through other training programs
  faculty and medical students on those rotations
  must be able to complete evaluation forms on all
  residents and fellows.

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Why MedHub?
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Why MedHub?

• MedHub addresses the two fundamental aspects of
  residency management
• Medicare Reimbursement for Resident Training
  MedHub tracks and reports on all information
  required for Medicare Reimbursement and ACGME
  compliance. These functions include resident
  demographics, scheduling, and duty hours. These
  functions are referred to as MedHub Core.
• Residency Program Accreditation and Educational
  Activity MedHub also tracks and reports on
  additional information required by the ACGME and
  each program's RRC. These functions are generally
  optional to the programs, since they may be
  forced to use different data collection tools.
  These modules include evaluations, conferences,
  and procedures. They are referred to as the
  MedHub Competency Modules.

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Why MedHub?

• MedHub is an integrated web-based application
  developed to improve
• communication, information workflow and
  reporting. MedHub is intended to replace multiple
  databases and ad-hoc processes with a single
  unified system and streamlined workflow.
• Workflow
• Information and tasks move from user to user
  through intelligent workflow.
• The result
• Institutional medical training programs are in
  compliance resident activity is fully
• documented and audited and all eligible
  reimbursable funds are actually collected and put
  to use by the institution.

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Why MedHub?

• MedHub Serves
• Undergraduate Medical Education
• Graduate Medical Education
• Allied Health Professionals
• Physicians Assistant Training Programs
• Fiscal Intermediaries
• Dentistry

• MedHub Stakeholders
• Residents Fellows
• Faculty
• Coordinators
• GME Office
• Finance
• Medical Students
• Nurses/Staff
• Paging

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Why MedHub?

• Block Rotation and Call Schedules
• Resident Demographics
• Duty Hours
• Conferences Attendance
• Evaluations (Creation, Delivery, Reporting)
• FTE Affiliated Institutional Billing
• IRIS

• Case/Procedure Logging
• Resident Portfolios
• Mentor and Faculty Functions
• Reporting
• Communications
• Contract Management

Residency Management Features
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Why MedHub?

• Value Added Advantages
• Full program and GME office oversight of all
  activities
• Automated tasks at all levels
• Built-in communications and alerts
• Single source of truth
• FTE, billing, and IRIS reports available in
  real-time
• Built-in rules, flags, and algorithms verify data
  ensuring data quality
• Streamlines data collection, validation, and
  reporting processes
• Program-level customization
• Comprehensive error checking
• Reduction of data entry errors
• Responsive support
• Extensive reporting (pre-built and ad-hoc)
• Custom evaluation form creation tool
• Frequent, redundant data backups
• One major update and two minor updates annually

• Examples of Value Added
• Speaks directly to IRIS KPMG software not needed
  saving money and valuable FTEs
• Compares faculty evaluations across all programs
  providing GME staff capability to notify
  department chairs and program directors about
  their facultys performance compared to faculty
  in other programs
• Provides nursing staff with ability to check
  residents certification to perform procedures
  (JCAHO requirement)
• Compares RRC and internal review citations across
  all programs providing GME staff with oversight
  of programs and capability to assist in resolving
  common issues
• Eliminates need for VAMC timesheets MedHub
  accepted as single source of truth eliminating
  redundant reporting and saving FTEs

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Implementation of MedHub
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Phase I

• Initiate (8/1/2009 through 9/16/2009) Completed
  9/18/09
• Review, approve, and sign MedHub contract
• Define project manager
• Identify project team and its role
• Train the institutional trainers
• Identify program administrators/users
•  
• Rollout Strategy/Plan (9/3/2009 through
  10/23/2009) Completed 10/12/09
• Define communication channels, methods,
  frequency, and content
• Develop training plan
• Develop branded institutional interface
• Determine core configuration activities
  institutional settings
• Define all program attributes
• Convert and validate demographic information on
  current residents 

• Execute (9/9/09 through 12/6/2009) Active,
  Currently in Progress
• Collect and validate rotation schedules and
  program-required materials
• Collect and validate shifts/call schedules
• Collect and validate continuity and ambulatory
  clinics
• Train GME staff
• Train the program coordinator trainers
• Train program coordinators
• Program Director Orientation
• Train resident/faculty
• Train financial staff at affiliated hospitals
• Add faculty and mentors
• Enter evaluation data

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Phase IIBy December 15, 2009, and by the 15th of
each month going forward, rotation schedules,
beginning with the entry of the January 2010
rotations, will be entered into MedHub only.

• Deploy (12/1/09 through 1/15/2010)
• Ongoing GME deployment
• Ongoing program by program deployment
• Data entry review
• Testing and reporting checks
• IRIS information verification
• Enter conference schedules
• Enter procedure log information
• Enter test score names
•  

• Post Implementation (1/16/2010 through ongoing)
• Monthly/Annual maintenance
• Enhancements/Releases/Upgrades
• Continued training
• User support
• Ongoing project management
•  
• All trainees are expected to use MedHub for Duty
  Hours Tracking by April 1, 2010 

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Going Forward Future Plans
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Going Forward Future Plans

• Increase functionality for GME, faculty, program
  directors, program coordinators, trainees
• Provide access for affiliated hospitals including
  call center operators, nurses, finance
  administrative staff, parking operations
• Provide paging functionality
• Review medical student functionality in MedHub
  and bring to attention of medical student
  stakeholders
• Increase networking capabilities and sharing of
  best practices

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Review of Presentation Objectives
At end of this session, attendees will

• Understand why IUSM needs an enterprise-wide
  system devoted to multiples needs.
• Understand the rationale for purchasing an
  off-the-shelf product.
• Understand why MedHub was chosen over other
  software products.
• Understand the functionality MedHub provides for
  multiple users.
• Understand the value added MedHub will bring to
  IUSMs affiliated hospitals.

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Special Thanks

• MedHub, Inc.
• Staff of IUSM Office of Graduate Medical
  Education
• IUSM MedHub Project Team
• IUSM Office of Information Services Technology
  Management
• IUSM Office of Administration, Operations, and
  Finance

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MedHubEnterprise Residency Management System

• Office of Graduate Medical Education
• Indiana University School of Medicine1120 South
  Drive, Fesler Hall 224Indianapolis, Indiana
  46202http//www.medicine.iu.edu/residents
• 317-274-8282

Contact Information