Transcript Going Paperless in Residency

Going Paperless in Residency
Will it work for your program?
CORD Academic Assembly 2011
March 3-5
San Diego, CA
Colleen Mayer, C-TAGME
Academic Program Coordinator
Emergency Medicine Residency & Fellowships
Morristown Memorial Hospital
Sandra Mirabal
Unit Administrator 1
Department of Emergency Medicine
Education Office
University of New Mexico
This session will examine
methods to retain resident and
graduate files in an electronic
format, with the goal of
minimizing paperwork and
increasing program efficiency
Why Go Paperless?
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Storage
Accessibility
Efficiency
Cost Reduction
Record Recovery
Environmental Benefits
GME and Agency Acceptance
• All institutions have different requirements
– Most GME offices are moving towards
paperless
• The RRC and ACGME seem to accept
electronic systems
Technology & Privacy
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Files can be set to read only or PDF
Usually programs can be customized
It is now legal to sign documents on the internet
August 2008 ACGME e-bulletin:
– “The resident files in a given program may be paperbased, retained in electronic storage or a combination
of the two. It is important that for all media, security
storage is used to prevent loss of the records, and
that for electronic storage, the program has filed
back-up and recovery protocols that are consistently
followed”
Importance of Gradual
Implementation
• Variables to consider
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Do you have the support of administration?
Is program willing to institute change?
Is there financial support available?
Do you have appropriate mechanisms to institute?
• Server space
• Secure location
– Program Director and Coordinator should
communicate needs and preferences before
establishing a system
Simple to Implement
• Determine the system best for your
program
– Electronic Database System
– Shared Drive
– Combination of the two
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Gather necessary records
Scan as PDF or save electronically
Keep in central area
Give appropriate access
Records to Store
• Active Resident Files
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Conference Attendance
Contracts
Duty Hours
Evaluations
ERAS Application
Exam Scores
General Correspondence
License, Certification & Diplomas
Mal Practice Sheets
Moonlighting
Portfolio Items
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Presentations
Self Assessment/Reflective Paperwork
Chief Complaint Audits
Procedural Competencies
Procedure Logs
Reimbursements
Remediation
Verifications
• PDF Files Given to Graduates
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Contracts
License, Certifications & Diplomas
Mal Practice Paperwork
Presentations Given During Residency
Procedural Logs
USMLE / Comlex Paperwork
End Results
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Easy Storage
Easily accessible records
Efficient record management
Cost savings
Quicker record recovery
Saved some trees
Most of all……………..
Happy Program Director!