MedHub GME Features Overview

Personnel Management

Great programs start with a foundation of accurate data that will shape the trainee’s progress.

Onboarding

Streamline your resident onboarding process and ensure all required paperwork is completed prior to a trainees start date.

  • Create dynamic onboarding forms
  • Distribute custom onboarding packages
  • Route document approvals through workflows
  • Save all items directly to resident demographics

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GME-FeaturesPage-onboarding

Onboarding Your Trainees

Streamline your resident onboarding process and ensure all required paperwork is completed prior to a trainee’s start date.

The New Resident Onboarding feature offers complete flexibility to accommodate the unique business processes and requirements of each individual institution.

  • Application Packages are created, and required forms are assigned to each Application Package type.
  • Trainees are assigned an Application Package for completion prior to orientation.
  • Application package requirements are approved and processed (either from within the GME Office or at the Program Level).
  • Resident profile information that is gathered during the onboarding process becomes a core component of the trainee’s profile.

Some of the required forms and documents that MedHub clients have included as part of their New Resident Onboarding process include:

  • Initiate background check
  • Request official transcript
  • Obtain NPI Number
  • Visa status
  • Check trainee against the National Practitioners Data Bank (NPDB)
  • Licensure verification
  • Immunization & screening
  • Official final transcript
  • Resuscitation and training documentation
  • Training assignments, learning modules, and other compliance items can be completed during the onboarding workflow
  • Trainees can view and sign contracts directly in the portal

Credentialing & Appointment

Proactively address upcoming resident credentialing, license and visa expiration issues through automated alerts and reminders.

  • Appoint incoming residents
  • Promote residents as they progress
  • Automatically populate credentials
  • Audit existing credentials

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Credential Your Residents

Streamline your resident onboarding process and ensure all required paperwork is completed prior to a trainee’s start date.

The New Resident Onboarding feature offers complete flexibility to accommodate the unique business processes and requirements of each individual institution.

  • Application Packages are created, and required forms are assigned to each Application Package type.
  • Trainees are assigned an Application Package for completion prior to orientation.
  • Application package requirements are approved and processed (either from within the GME Office or at the Program Level).
  • Resident profile information that is gathered during the onboarding process becomes a core component of the trainee’s profile.

Some of the required forms and documents that MedHub clients have included as part of their New Resident Onboarding process include:

  • Initiate background check
  • Request official transcript
  • Obtain NPI Number
  • Visa status
  • Check trainee against the National Practitioners Data Bank (NPDB)
  • Licensure verification
  • Immunization & screening
  • Official final transcript
  • Resuscitation and training documentation
  • Training assignments, learning modules, and other compliance items can be completed during the onboarding workflow
  • Trainees can view and sign contracts directly in the portal

Demographics Management

Reduce redundant administrative effort, and improve data quality with one system of record across all residency programs.

  • Over 400 pre-defined fields
  • Custom field creation
  • Field-based security
  • HR system integration

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Track Resident Demographics

Reduce redundant administrative effort, and improve data quality with one system of record across all residency programs.

  • Ensure all demographic data critical to reimbursement and ACGME accreditation requirements are fully and accurately populated
  • Intelligent workflow confirms all critical demographic fields driving reimbursement are verified then locked
  • Proactively address upcoming resident credentialing, license and visa expiration issues through automated alerts and reminders
  • More than 400 available demographic fields that can be controlled through the GME office to ensure data quality with a single source of truth
  • Maintain contiguous gap-free training history records for all residents
    Audit resident profile data with demographic error checking analysis
  • Consolidate administrative tasks related to resident’s profile (i.e. name and address changes)
  • Document repository for management of uploaded resident forms/files

GME Office

  • Establish the resident demographic information that is required to be tracked across all programs
  • Define permissions and user read/write access of demographic fields – pre, during and post training
  • Ensure residents do not begin training prior to fulfillment of credentialing requirements with Primary Source Verification
    Immunization history management
  • Complete management of resident appointment history from onboarding through termination
  • Track resident board scores, USMLE scores, licensures, DEA registrations and awards
  • Manage disciplinary actions, leaves of absence requests, and related documentation
  • Dynamically generate Verification of Training letters needed for credentialing at other institutions
  • Generate complete trainee contracts that include pay rates and vital resident contract information
  • Identify non-IRIS reimbursable trainees
  • Differentiate residents currently training from residents that have trained or will be training during the current academic year

Residency Programs

  • Customize test scores and certifications by program
  • Automate personnel data entry for incoming residents with the ERAS import wizard
  • Upload resident demographic data with the Microsoft Excel batch import tool
  • Include photos to be automatically associated with evaluations, procedures and program directories
  • Receive notifications when residents alter their contact information
  • Manage system permissions and user access for program coordinators and faculty
  • Manage PGY level and academic year promotions

Reporting

  • Ad/Hoc Resident Demographic Report
  • Ad/Hoc Faculty Demographic Report
  • Demographic Required Fields Report
  • Certifications and Licenses Report
  • Education Report
  • Resident Profile Report
  • Terminations/Promotions Report
  • Test Scores Report
  • Immunizations Report
  • Ability to generate mail merges and labels

Payroll & Contracting

Streamline your payroll and contracting processes by tracking and managing everything from a centralized database.

  • Design contracts
  • Define pay by level
  • Route through approval process
  • Track through robust reports

Performance Assessment

Measured performance enables formative feedback to guide trainees as they grow into their career.

Evaluations

An effective evaluation module drives the highest possible outcomes by delivering the right evaluations to the right people.

  • Easy to use form builder
  • Share forms from other institutions
  • Robust automated evaluation rules
  • Customizable performance reports

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Measure Personnel Performance

Drive the highest possible outcome by delivering the right evaluations to the right people with one of the most robust evaluation creation and delivery modules available.

A system that casts a wide net by delivering multiple evaluations in hopes that a percentage of them reach the intended target, is a poorly designed system. The result is faculty frustration with a system that delivers evaluations of trainees they never saw. This leads to low outcomes and faculty resistance to log in to the system at all.

MedHub employs multiple methods of evaluation delivery that result in highly accurate delivery by schedule. Accurate evaluation delivery, in turn, builds confidence in the system delivering them and drives outcomes higher because users are not wasting their time deleting improperly delivered evaluations that do not apply.

Evaluation Creation

Not only are evaluations simple to create in MedHub, the flexibility with which options can be added makes any form extremely powerful. MedHub has a standard “library” of answer types ranging from Likert scales, true/false, yes/no, short answer, comments, long answer, etc. Any scale not part of that list can be easily added and even limited to that residency program using it.

Questions can be tagged as required or elective and question can be associated with an ACGME competency for future reporting. Low score thresholds can be automatically set up for single, multiple or all questions within a form that will automatically generate an alert to the residents program coordinator, program director and/or faculty mentor. Forms once created, can be “shared” with other residency programs.

Some of the evaluation creation features include:

  • Simple-to-use evaluation creation “wizard”
  • Supports standard evaluation forms
  • Over 26 different evaluation types including: patient evaluations of faculty/resident/student, self evaluations,
  • Setting for faculty or trainees to initiate on-the-fly evaluations
  • Ability to quickly duplicate and archive forms
  • Function to add descriptions across all points on a Likert scale
  • Formatting functions to control appearance of form
  • Preview form functionality allows easy viewing of forms as they are created
  • The ability to associate curricula/files to evaluation forms
  • Flexible numbering of form questions (1, 2, 3 – a, b, c – i, ii, iii, etc.)
  • Ability to copy another residency programs from for use in your program
  • Ability to reorder questions
  • Ability to tag questions to competencies
  • Ability to grant evaluation creation rights to specified users
  • Flexibility to insert headers/introductory text above blocks of questions
  • Ability to map UME courses to GME residency programs/services

Evaluation Delivery

  • Ability to deliver evaluations “by individual” or “by schedule”
  • Automated evaluations can delivered by complex user defined rules (GME)
  • Tiered/Composite evaluation delivery
  • Ability to fully schedule faculty to the rotation, clinic and shift/call level for accurate evaluation delivery
  • Complex “by schedule” evaluation delivery close to 100% accurate
  • Ability to set up evaluation delivery in advance – to automatically occur on a specific date
  • Full automated evaluation capability to follow multiple delivery rules
  • Setting to require electronic signatures upon evaluation completion
  • Setting to automatically deliver a procedure evaluation to the attending present
  • Ability to quickly deliver conference evaluations based upon conference attendance (trainees or faculty)
  • Option to make an evaluation anonymous upon completion
  • Option to force a reciprocal evaluation completed by resident of faculty before the resident can view completed performance evaluation of resident by faculty
  • Evaluations can be delivered to “outside” recipients such as a faculty member responsible for training a resident during an elective rotation without the need for a
  • MedHub profile/login
  • Ability to easily set up low score alerts and notify coordinator, Program Director or
  • Faculty Mentor
  • Ability to require comments on specific low scores
  • Easy matching of evaluations and a confirmation screen prior to delivery
  • Automatic late evaluation reminders
  • Ability to define a rotation period, service group or add notes to outgoing evaluations
  • Ability to disable “insufficient contact to evaluate” link or notify coordinator when used
  • Multiple institution specific and program specific evaluation settings
  • Ability to “reset” and re-deliver completed forms

Evaluation Reporting

  • Setting for residents to send themselves an alert when a faculty member has completed a performance evaluation of them
  • Resident and faculty aggregate views of evaluation results
  • Robust filtering options for program coordinators to access completed evaluations
  • Single and batch printing options for completed evaluations
  • Resident/Faculty views of all self-initiated completed evaluations
  • Resident view of evaluations by competencies report linked to questions
  • Full export of evaluation data to Excel, comma, pipe and tab delimited format
  • Evaluations by competency reports
  • Trainee evaluation trend report shows improvement or lack thereof over time
  • Evaluation completion history report
  • Evaluation delivery history report
  • Evaluator scoring averages report
  • Resident/Faculty ranking report
  • Aggregate evaluation reports
  • Graphical Evaluation live charts
  • Robust search capability

Evaluation – Residency Program Settings

  • Setting to define number of days a resident should be on a service before receiving an evaluation
  • Setting to determine the number of days after which an evaluation is considered late
  • Setting to display competency averages
  • Setting to define the number of identical evaluations collected by MedHub before faculty can view results in the aggregate
  • Setting to turn off resident access to completed faculty evaluations of them
  • Setting to provide residents access to aggregate evaluation view
  • Setting to activate faculty initiated evaluations of residents
  • Setting to activate resident initiated evaluations of faculty
  • “Track evaluation reviews” setting ensures trainee and faculty met face-to-face to review evaluation results
  • Setting to require electronic signatures on all evaluations for the residency program
  • Setting to copy residency coordinator low score alerts
  • Setting to remove the “insufficient contact to evaluate” link
  • Settings for patient kiosk functionality
  • Setting to attach curricula objectives to outgoing evaluation forms
  • Program Director “hold and release” of completed evaluations

Evaluation – Institutional Settings

  • Ability for GME & UME administrators to send out institution-wide evaluations
  • Ability to have standardized institutional questions merged with residency program specific questions

Procedures

Ensure trainees are being exposed to diverse disease states and patient demographics by capturing requirements through procedure and diagnosis logging.

  • Customized procedure and diagnosis lists
  • Track custom fields and requirements
  • Report on credentialing needs
  • Import from ACGME

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Track Trainee Requirements

Transcend rote documentation of procedures logged with the MedHub procedure module.

Many residency programs required to log procedures through the ACGME website will often use MedHub to log certain procedures that initiate specific actions such as a procedure certification, procedure verification or a procedure evaluation. MedHub tracks training program specific procedure requirements, then displays a trainees progress toward meeting those requirements – in real time – to residents, coordinators, faculty mentors and program directors.

Procedure Management:

  • Flexible settings that establish procedure requirements that can be parsed by procedure, PGY level and/or level of participation in the procedure (primary performed, assisted, observed)
  • Functionality that establishes requirements for procedure certification. MedHub will email faculty mentor/program director/coordinator when that requirement has been met
  • Functionality to allow appropriate faculty member to certify a resident as competent to perform a procedure
  • Ability for that faculty member to rescind certification
    Functionality for global verification of primary performed procedures by attending present
  • Visibility to allow read-only users (nurses, etc.) to see whether a resident is certified as competent to perform a procedure
  • Functionality to index procedures on patient ID, Date, Procedure, Diagnosis, Role, etc.
  • Ability to reorder procedures so they are displayed/listed as required by the program
  • Ability to associate CPT (Common Procedural Terminology) and ICD-9 codes with procedures
  • Procedure lists are specific to training program (Family Medicine residents are no looking at a list that contains Surgery procedures)
  • Ability to initially populate residency program specific procedures from an Excel spreadsheet
  • Ability to send attending faculty an evaluation of the procedure performed
    Import functionality of Excel file from ACGME case logging system

Procedure Reporting:

  • Report to view all recorded procedures (coordinator, faculty mentor and program director access)
  • Ability to export all procedure data to Micorsoft Excel
  • Procedures details report
  • Procedures by resident report
  • Procedures summary report
  • Procedures by requirement

Procedure – Optional Residency Program Settings:

  • Setting to determine the maximum number of procedures that can be logged per encounter
  • Setting to allow certification of residents who meet an established requirement
  • Setting to deliver procedure verification to the attending present when the procedure was performed
  • Setting to allow residents to initiate procedure evaluation form to attending supervisor present
  • Setting to show faculty supervisors in the “home” training program or a list of all faculty members in all training programs
  • Track sick/well visits
  • Track diagnosis with ICD-9
  • Procedure certification functionality
  • Ability to track additional information. Indications, Outcomes, etc.

Procedure Management from the Resident Point of View:

  • Residents can initiate a procedure evaluation upon completion of a procedure (program setting)
  • Residents can initiate a procedure verification to the attending present during the procedure (program setting)
  • Residents have real time access to all of their procedures logged during training
  • Residents have real-time access to procedure requirements and % to total toward meeting training program specific requirements
  • Residents have access to graphical live charts
  • Residents have access to procedure certification approval

Milestone Management

Link pre-loaded packages to evaluations to measure trainee progress against ACGME competencies, sub-competencies and Entrustable Professional Activities (EPAs).

  • Pre-loaded Milestone packages
  • CCC progress reports
  • Resident performance dashboards
  • Detailed Element tracking

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Track Trainee Progress

Expedite the Annual Program Evaluation (APE) process with centralized and systematic accreditation data management of resident performance, faculty development, graduate performance, and program quality.

Define parameters that will be required for the GME Office’s annual review of a program, and identify the respective thresholds that the GMEC will use identify potential Special Review candidates:

General Program Information:

  • Program Information
  • PEC Membership
  • Progress on Prior APE
  • PEC APE Meeting Minutes
  • APE Action Plan

Program Quality:

  • Faculty Scholarly Activity
  • Resident Scholarly Activity
  • Work Hours Compliance
  • Citations
  • RRC Annual Letters
  • ACGME Resident Survey
  • ACGME Faculty Survey

Trainee Performance:

  • Milestones Progress
  • Procedure Logs
  • Evaluation Compliance
  • Match Results
  • Board Exam Scores
  • Program Goals
  • Program Objectives

Faculty Development:

  • Scholarly Activity
  • Participation in CCC
  • Evaluation Compliance

Institutional Accreditation

Manage institutional level requirements in compliance with ACGME standards and Institutional Review process.

  • Customized Accreditation Dashboards allow the GME Office to measure performance across all program, and for the entire institution
  • Manage CLER site visits, letters and response actions
  • Manage ACGME Resident Survey results and issues
  • Internal reviews
  • Centralize institutional GME policy and procedure document management

Portfolios

Consolidate all trainee accomplishments in a single location to give a holistic view of their growth through their program.

  • Complete training summary
  • Dynamic CV creator
  • PubMed Import
  • CME tracking

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Assemble Trainee Accomplishments

Trainees use our interactive learning portfolios tool throughout their residency/fellowship to record and organize their learning, track their progress against defined learning objectives, reflect on their learning experiences, and receive feedback on their skills as physicians.

Residents are able to maintain a comprehensive record of their scholarly activity and evidence pertaining to their professional competence including:

  • Self-reflections of patient encounters
  • Rotation notes
  • Publications
  • Presentations
  • Research project entry
  • Honors and awards
  • Self-assessments
  • Goals and objective progress

With portfolios, Residents are also able to:

  • Share portfolio entries with faculty mentors for feedback on progress toward achieving personal goals
  • Tag portfolio entries to one or more ACGME competencies
  • Upload forms, files and other electronic supporting documentation
  • Maintain their CVs
  • Export portfolios into a .zip file

Faculty Portfolios

Faculty members are able to maintain a comprehensive record of their scholarly activity, manage their Curriculum Vitae, and track CME credits.

Scholarly activities that can be included in the Faculty portfolio include:

  • In-house conferences
  • Away conferences
  • Published articles
  • Posters/Presentations
  • Online learning
  • Reading/Journals
  • Advanced Degree
  • ACGME Residency
  • Faculty/Teaching
  • Self-assessments
  • Discussions
  • Research

Curriculum Vitae Management:

  • Dynamic generation of curriculum vitae
  • CV style tools
  • In-house conference attendance import tool
  • Management of both internal didactic and external CME credits

CME Credit Management

  • AMA PRA Category I
  • AMA PRA Category II
  • AAFP Prescribed Credits
  • ACOG Learning Cognate

Schedule Management

Avoid arduous audits with detailed schedule data you can rely on

Rotation & Call Scheduling

MedHub has its own comprehensive scheduling engine that facilitates the creation and management of master rotation block schedules, shift/call and continuity clinic schedules.

  • Full integration with finance module
  • Call, clinic and shift management
  • Master block rotations
  • Mobile device synchronization

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Schedule Your Personnel

Create and manage master rotation block schedules, shift/call and continuity clinic schedules with MedHub’s comprehensive scheduling engine.

The schedule functionality is fully integrated with many other tasks such as institutional reimbursement, affiliated institutional billing, evaluation delivery, resident training history, work hours and more.

The integration of multiple functions with schedules elegantly drives many associated tasks with minimal administrative effort and redundancy. Back-end system logic ensures the integrity of the business process and quality of the data. Administrative users take an oversight role monitoring and ensuring task completion by the users for which they are responsible.

Some features of MedHub scheduling functionality include:

Master Rotation Schedule Management

  • Multiple views of the rotation schedule from a single source of truth
  • Service key clearly defines the activity and site where the activity takes place
  • Rotational activity is ‘pushed’ to residents personal calendar and work hours
  • The ability to quickly and clearly assign residents to service and clinic activity
  • The ability to ‘release’ residents to other programs for rotation assignments
  • New schedule creation wizards allow programs to selectively copy part or all of last year’s rotation schedule to the next academic year, including shifts and calls
  • Schedule creation wizards pull block rotation structures from previous years to save time

Call Schedule Management

  • The ability to auto-generate call schedule assignments by ‘Q’
  • The ability to allow certain residents to create shift/call schedules
  • The ability to create complex teams-based call schedules
  • The ability to pre-populate work hours for activities where start/end times are defined
  • Real-time access for paging department
  • OnCall/Amion import wizard

Vacation / LOA / Away Conference Requests / Approvals

  • Workflow approval process for vacation and LOA requests
  • Displays accrued vacation/leave days before approval
  • Automatically alerts admin if a shift/call is scheduled for the resident before the vacation/LOA is approved
  • Approved requests automatically flow to the master rotation schedule, work hours and residents personal calendar
  • Training can be automatically extended for Leaves of Absence
  • Paid and Unpaid periods can be defined for approved LOA’s
  • GME can be alerted for LOA’s resulting in an extension of training
  • Extension of training automatically creates a training history record
  • Residents are notified of of approval or rejection of request
  • Complete management of Vacations, LOA’s and Away Conferences from a simple intuitive control panel

Finance Management

The scheduling functionality is fully integrated with reimbursement and affiliate billing tasks to streamline processing to minimize audits and drive timely billing.

  • Accurate IRIS generation
  • Multiple cost reports
  • Integrated affiliate billing
  • Internal program billing

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Generate IRIS Reports

Quickly generate an accurate IRIS diskette using MedHub’s intuitive IRIS tool.

The workflow process ensures that the data is error checked by both the GME Office and programs prior to reporting. Scheduling data is locked once the IRIS generation process has begun. All future updates must be made through Finance and detained audit trails are maintained. In addition, MedHub maintains both the residency and medical school code lists, so you can be sure that all lookup information is up-to-date.

MedHub can and does handle multiple cost reports for the same institution. And in some cases, certain Medhub clients generate the cost report for other institutions under their global umbrella. MedHub also has a function to allow non-MedHub clients that are affiliated with a MedHub client to upload their IRIS data and have MedHub check the data across multiple institutions for overlaps.

MedHub also has an optional login for fiscal intermediaries with all salient documentation in one place, separated by fiscal year and encourages FI’s to audit the rotational data directly back to the source information. This leads to reduced conflicts and complete transparency.

Features:

  • Allows generation of IRIS for multiple Cost Reports
  • Full error-checking prior to export
  • IRIS-compatible file format (DBF)
  • Auto/manual combination of assignment records
  • Data export feature for external reporting tools

IRIS Management Reports:

  • IRIS – Export data report (IRIS data)
  • IRIS – Export Data Report
  • IRIS – FTE by Dept/Program
  • IRIS – FTE by Employer
  • IRIS – FTE by Site
  • IRIS – FTE by Type of Activity
  • IRIS – FTE by Type of Care
  • IRIS – FTE by Years of Res.
  • IRIS – HO Detail – FTE by Dept/Program
  • IRIS – Resident Headcount

Additional Finance Related Reports/Views:

  • Resident Transfer list
  • Approved slots/Actual comparison
  • Billing report
  • FTE Activity Summary
  • Annotated Rotation Summary Report
  • Resident Absence Details report
  • Resident Scheduling Errors Report
  • Schedule Details Report
  • Service Activity by Resident Report
  • Funding FTE Report
  • Funding FTE Summary

Billing

  • MedHub has developed multiple billing functions into its system.

Affiliated Institutional Billing:

MedHub workflow effectively manages intricate and complex billing functions between the MedHub client and billed affiliates. Billed affiliates are defined at the global level through an institutional “site list” , then trainee billing rates can be determined to highly specific levels of details (PGY, Chief, trainees on visa, etc.).

MedHub is “smart enough” to know when an off-cycle trainee has changed their PGY level within a period in which the bill is generated and properly calculate the trainee rate before and after the level change. All bills can be completely audited back to rotational data through the MedHub “where worked” approach to rotational activity. In some cases, VA hospitals at which our residents train accept MedHub data as accurate an complete – thus reducing or eliminating their VA timekeeping system.

Internal Institutional Billing:

For some of our clients, Medhub has built highly specific internal institutional billing processes that reimburse programs via internal funding sources as determine by GME. Trainee activity can be parsed to an almost infinite level of detail based upon activity and merged with different funding sources (grant funded, etc.). Medhub handles the disbursement from the appropriate funding sources to the programs based upon the specific rotational activities of its trainees.

Absences

Allow trainees to easily make requests for Vacations, Sick Days, Away Conferences, or Leaves of Absence (LOA). Create custom approval workflows to ensure timely processing and notification to trainees.

  • Create custom approval workflows
  • See accrued leave days prior to approval
  • Automatically populate rotation schedule
  • Extend training for extended LOAs

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Approve Trainee Requests

Create and manage master rotation block schedules, shift/call and continuity clinic schedules with MedHub’s comprehensive scheduling engine.

The schedule functionality is fully integrated with many other tasks such as institutional reimbursement, affiliated institutional billing, evaluation delivery, resident training history, work hours and more.

The integration of multiple functions with schedules elegantly drives many associated tasks with minimal administrative effort and redundancy. Back-end system logic ensures the integrity of the business process and quality of the data. Administrative users take an oversight role monitoring and ensuring task completion by the users for which they are responsible.

Some features of MedHub scheduling functionality include:

Master Rotation Schedule Management

  • Multiple views of the rotation schedule from a single source of truth
  • Service key clearly defines the activity and site where the activity takes place
  • Rotational activity is ‘pushed’ to residents personal calendar and work hours
  • The ability to quickly and clearly assign residents to service and clinic activity
  • The ability to ‘release’ residents to other programs for rotation assignments
  • New schedule creation wizards allow programs to selectively copy part or all of last year’s rotation schedule to the next academic year, including shifts and calls
  • Schedule creation wizards pull block rotation structures from previous years to save time

Call Schedule Management

  • The ability to auto-generate call schedule assignments by ‘Q’
  • The ability to allow certain residents to create shift/call schedules
  • The ability to create complex teams-based call schedules
  • The ability to pre-populate work hours for activities where start/end times are defined
  • Real-time access for paging department
  • OnCall/Amion import wizard

Vacation / LOA / Away Conference Requests / Approvals

  • Workflow approval process for vacation and LOA requests
  • Displays accrued vacation/leave days before approval
  • Automatically alerts admin if a shift/call is scheduled for the resident before the vacation/LOA is approved
  • Approved requests automatically flow to the master rotation schedule, work hours and residents personal calendar
  • Training can be automatically extended for Leaves of Absence
  • Paid and Unpaid periods can be defined for approved LOA’s
  • GME can be alerted for LOA’s resulting in an extension of training
  • Extension of training automatically creates a training history record
  • Residents are notified of of approval or rejection of request
  • Complete management of Vacations, LOA’s and Away Conferences from a simple intuitive control panel

Conferences

The MedHub conference manager includes a number of time saving functions that make creating conferences and tracking conference attendance simple and straightforward.

  • Track faculty, student or resident attendance
  • Allow presenters to manage documents
  • Track CME credits for attended conferences
  • Create conference requirements

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Create Trainee Conferences

Save time with intuitive conference tracking tools that make creating conferences and tracking conference attendance simple and straightforward.

Residency coordinators can create multiple conferences that share similar criteria with just a few keystrokes. Other time saving features include immediate real time updates to resident work hours as soon as conference attendance is recorded. Managing conference attendance requirements is also extremely easy with residents, faculty mentors and program coordinators receiving up-to-the-minute information around all conferences attended by their residents.

Conference Management:

  • Multiple conferences can easily be created with just a few keystrokes when they share similar attributes (Grand Rounds every Monday from July 1st through June 30th)
  • Attendance requirements can be established by training programs for each conference type or all conferences
  • Requirements can be parsed by conference or PGY
  • Coordinators can exempt off site rotations and absences from the attendance calculation
  • Requirements can be defined using credit hours or a percentages
  • Conferences can be associated to ACGME competencies
  • Curricula can be uploaded to and associated with conferences
    Evaluations can be automatically delivered to conference attendees
  • Conference attendance sheets can be printed if initials or signatures of attendees are required
  • Options to delete or cancel a conference
  • Once conference attendance is recorded, activity automatically flows to resident work hours
  • Conference attendance information is available to residents, faculty mentors and coordinators immediately
  • Residents rotating from another program will automatically show on the conference attendance sheet
  • Ability to record conference specific notes and comments
  • Conferences displayed on resident, faculty and coordinator personal calendars
  • Ability to award asynchronous conference attendance credit
  • Presenters – once identified – can upload materials and curricula for their conference

Conference Reporting:

  • Conference activity can be exported to Microsoft Excel
  • Conference attendance reports
  • Conference attendance summary report
  • Conference presenter summary report
  • Conference requirement summary report

Conferences – Optional Residency Program Settings:

  • Setting to share conferences in one program with another program
  • Setting to record faculty attendance
  • Setting to remind presenters via email of their upcoming presentation
  • Setting to display conference time in military or am/pm format

Conference Management from the Resident Point of View:

  • Residents have real time access to their progress toward meeting conference requirements
  • Residents have real time access to all conferences attended
  • Once conference attendance is recorded, activity automatically populates work hours
  • Graphical live charts showing all conference activity
  • Conferences displayed on residents personal calendar
  • Full views of upcoming conference lists and associated conference specific information

Program Administration

Strike the right balance between program flexibility and centralized management

Work Hours

MedHub has a comprehensive work hour module that takes a proactive approach to work hour documentation. Clients that have switched from other systems have seen a 21% increase in timesheet compliance.

  • Trainee regulations compliance checklist
  • Director review workflow
  • Automated reminders and urgent tasks
  • Comprehensive violations reports

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Track Trainee Hours

Take a proactive, rather than a reactive, stance around work hour documentation with MedHub’s comprehensive work hour module (also available in the mobile app).

Not only do our largest academic teaching hospitals achieve an extraordinarily high percentage of weekly documentation by trainees, violations tend to be reduced through proactive notifications for potential violations before they actually occur.

In order to achieve a high percentage of participation for work hour documentation, we understand it is important to have a process that is both highly effective yet unobtrusive. Because MedHub does not drive institutional Medicare reimbursement through work hour documentation, trainees are not burdened by numerous obstacles preventing them from simply documenting hours.

Our member institutions also tend to leverage most MedHub functionality beyond just work hour documentation meaning trainees are typically already using MedHub on a daily basis for other tasks. This enhances work hour documentation outcomes over systems only used for one or two tasks.

The MedHub work hour module provides alerts to residency coordinators and program directors when residents log ‘potential violations’ – while there is still time to do something about it. Automatic calculations against 2011 ACGME work hour regulations ensure residents, the residency program and the institution have real-time information that ensures a high level of compliance. Comprehensive reporting at the program and enterprise level flag potential problems before they become issues.

Detailed monitoring and workflow of internal and external moonlighting and Program Director review is also part of MedHub streamlined workflow.

Features of the MedHub work hour module include:

  • Easy-to-use intuitive “time sheet” interface
  • New graphical input interface with sliding scale
  • Automatic reminders for late/incomplete work hours
  • Automatic real-time calculations against ACGME regulations
  • Ability to pre-populate standard activities (rotations, shift/calls and continuity clinics)
  • Automated alerts sent to residency coordinators and program directors when a violation is logged
  • GME setting to approve moonlighting by trainee
  • Intuitive method to make distinction between regular work and moonlighting (internal and external)
  • Optional feature to allow work hour sampling
  • Automatic work hours population for recorded conference attendance
  • Comprehensive reports around all aspects of work hour reporting – including service reports

(list continued…)

  • Institutional settings for work hour exemptions
  • Graphical charts and graphs
  • Last updated information – by resident showing time and date of last work hour update
  • Automated alerts when a resident enters a potential violation with notification to
  • Program Director and/or coordinator
  • Resident review of work hour history
  • Compliance checklist to ensure shift/call schedules are prospectively created in compliance of work hour regulations
  • Color coded calendars visually display activity in compliance and out of compliance
  • Coordinator ability to add trainee-specific notes to work hour activity
  • Multiple institutional-level GME work hour reports
  • Ability to view work hour statistics by trainee in real time (maximum work periods, etc.)
  • Vacations and other leave appear within work hour time sheet to ensure accuracy of rotation schedule
  • Automatic and immediate calculation of hours against trainee entries
  • Direct communication links to coordinator and program director from work hour time sheet (setting)
  • 8 hour break check reports
  • Graphical charts available to program directors and coordinators display who is not completing work hours on time
  • 16 hour shift limitation algorithm for PGY 1’s with reports
  • Multiple work hour reports (compliance, by service, summary submission, etc.)
  • GME institution wide work hour reports

Curriculum

Create rotational objectives and share curriculum. Track whether residents have viewed assigned curriculum. Clients that switch to MedHub have seen a 60% increase in resident viewing compliance.

  • Create rotation objectives
  • Share curriculum and documents
  • Track viewing compliance
  • Share through mobile devices

Learning Modules

Create assignments for trainees to complete as part of onboarding or build quizzes to administer as part of their rotational learning objectives.

  • Create online learning modules
  • Build low-stakes examinations
  • Share forms from other institutions
  • Track trainee compliance

Communication

Ensure that your program’s trainees are always in the loop with MedHub’s extensive set of communication tools. Proactively make announcements or email various groups in bulk.

  • Bulk email tool
  • Trainee portal channels & surveys
  • Secure messaging
  • Announcements and forums

Institutional Oversight

The reports you need to analyze what’s happening across the institution without spending hours tracking it down.

Accreditation

MedHub’s program accreditation features allow you to track all NAS events along with issue management and resolution reporting. MedHub’s dynamic APE is a one-stop-shop for annual program progress tracking.

  • CLER Visit tracking
  • Dynamic APE management
  • Program improvement planning
  • Automated ACGME imports

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Manage Accreditation Events

Expedite the Annual Program Evaluation (APE) process with centralized and systematic accreditation data management of resident performance, faculty development, graduate performance, and program quality.

Define parameters that will be required for the GME Office’s annual review of a program, and identify the respective thresholds that the GMEC will use identify potential Special Review candidates:

General Program Information:

  • Program Information
  • PEC Membership
  • Progress on Prior APE
  • PEC APE Meeting Minutes
  • APE Action Plan

Program Quality:

  • Faculty Scholarly Activity
  • Resident Scholarly Activity
  • Work Hours Compliance
  • Citations
  • RRC Annual Letters
  • ACGME Resident Survey
  • ACGME Faculty Survey

Trainee Performance:

  • Milestones Progress
  • Procedure Logs
  • Evaluation Compliance
  • Match Results
  • Board Exam Scores
  • Program Goals
  • Program Objectives

Faculty Development:

  • Scholarly Activity
  • Participation in CCC
  • Evaluation Compliance

Institutional Accreditation

Manage institutional level requirements in compliance with ACGME standards and Institutional Review process.

  • Customized Accreditation Dashboards allow the GME Office to measure performance across all program, and for the entire institution
  • Manage CLER site visits, letters and response actions
  • Manage ACGME Resident Survey results and issues
  • Internal reviews
  • Centralize institutional GME policy and procedure document management

Reporting & Analytics

With over 100 available reports, MedHub’s reporting engine is extremely robust, yet flexible. Each report can be customized with built-in filters and options to get the data exactly how you need it.

  • Over 100 out-of-the-box reports
  • Customize any report with filter options
  • Save time by saving or sharing completed reports
  • Extract any report for further customization

System Utilization

Partner with MedHub to identify areas of the system that are being underutilized by your programs or compare your institution to hundreds of peers across the country.

  • Over 150 different measures to review
  • Peer group benchmarking
  • Performance dashboards and trends
  • Advanced feature utilization

Alumni Management

Manage trainee offboarding by processing alumni requests and completing exit checklists. Keep in-touch with almuni through surveys and verify alumni training for new employment.

  • Track alumni contact info
  • Offboard alumni with robust checklists
  • Keep in-touch with almuni with surveys
  • Verify alumni training history

The MedHub Network

When you become a MedHub client you are buying more more than just a software system. You are joining a growing network of your peers across the country.

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Leverage Shared Resources

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Seek Industry Advice

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Benchmark Against Peers

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Influence Product Roadmap

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Exchange Trusted Data

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Partner With Peers

GME--whats-new

What's New

The latest MedHub release features:

  • Procedure Logging in the MedHub iPhone app
  • Course mid-point evaluations (UME)
  • Evaluation skip logic
  • Violation check and reporting updates to support new ACGME Common Program Requirements
  • New measures to benchmark system utilization
  • Idea Portal voting updates
  • New API calls
  • Preferred partner additions
  • More than 20+ additional enhancements