Resident Case Log System

1
Resident Case Log System

• A Web-based system developed by the ACGME to
  allow programs and residents the ability to enter
  and maintain resident experience /case/procedure
  data as requested by the Residency Review
  Committee.

2
ACGMEs Experience with the Online Case Log
System

• Last Year
• 1771 programs (20 specialties) used the online
  system.
• 3.5 millions cases were logged by 16,061
  residents (25 using a PDA).
• Pediatric RRC subcommittee finalized the case log
  application design.

3
Specialties Using Online Resident Case Log
System

• General Surgery
• Vascular Surgery
• Orthopaedic Surgery
• (and subs)
• Plastic Surgery
• Urology
• Ophthalmology
• Anesthesiology
• Pediatric Surgery
• Pediatric Urology
• Obstetrics and Gynecology

Cardiovascular Disease (3prg) Neurological
Surgery Radiation Oncology Neurology (and
subs) Allergy and Immunology Emergency Medicine
(2prg) Dermatology Pediatrics Otolaryngology
4
Application Users

• A passwords is provided to each program.
• Programs administratively distribute resident IDs
  and passwords.
• Residents begin case-by-case reporting.

5
Application Access and Security

• Web-based system available at all times.
• Any computer with Internet access can be used for
  data entry. PDA also available.
• Uses 128-bit SSL encryption for secure transfer
  of information.
• Databases backed up nightly.
• Password protected.

6
Who Has Access to the Data?

• Residents only have access to their own data.
• Program directors (as administrators) have access
  to all data. Perform ongoing review.
• Program directors are responsible for data
  accuracy.

7
What Data are Collected?

• Procedure code (CPT)
• Diagnosis code (ICD-9) -Optional
• Encounter date
• Case ID
• Patient age and gender
• Location / Hospital (from ADS)
• Supervisor
• Panel Patient

8
Location of Case Log System
9
(No Transcript)
10
Must Residents Enter Data Daily?

• The RRC is looking for accurate, consistent and
  meaningful data.
• Daily entry is preferred but weekly systems can
  be established.
• The PDA is available to allow immediate entry.

11
How Should Combined Residents be Included?

• Do not enter combined resident procedures at the
  core program.
• Combined resident should be listed under a
  separate combined program ID.
• Separate ID and passwords will be provided to the
  PD of combined programs (May 15).

12
Can I Use My Existing System?

• Existing systems can be used for everything but
  case logs.
• All first year procedures must be entered into
  the online system beginning July, 2004.
• ACGME continues to explore other viable
  interfaces.
• Communicating application changes has proven to
  be difficult.
• Vendors come and go.

13
How will the Annual Reporting Work?

• Programs will identify graduates and submit
  signed Resident Experience Reports
• ACGME generates reports for programs and RRC.
• Programs receive individual reports with national
  comparisons.
• RRCs review program reports at the time of site
  visit (Attachment to PIF).

14
Misconceptions

• PD can review on ongoing basis.
• Data can be edited if incorrect.
• Dont have to know CPT codes for entry. Just
  select the category and the choices will appear.
• RRC does not access the data on an ongoing basis
  looking at graduates.

15
Work in Progress

• The RRC will continuously monitor the CPT/ICD-9
  mappings
• CPT/ICD-9 codes maybe added/deleted.
• Reporting Categories may change.
• Provide your input to improve the process.
• It will be 3 years until we have complete data.
• Subspecialties down the road.

16
How Can I Get Help?

• ACGME Help Desk - [phone] or
  Oplog_at_acgme.org - 9am to 5pm CST
• ADS Rep at WebADS_at_acgme.org
• Tom Richter Systems Manager
• [phone] or trichter_at_acgme.org.