Early last year the world was upended by the COVID-19 pandemic. At the time this blog post was written, over 27 million people in the United States have contracted the Coronavirus and all our lives have been affected by the virus in some way. Between lockdowns, social distancing measures, and limited in-person interactions, practically every business regardless of the industry has had to pivot from what was once “the norm” to an online or — at best — hybrid approach to key business processes.
At a time when those in the medical field are so vital to our nation’s health, and ultimately survival, it remains important to ensure future medical professionals continue to receive the training and support they need. The medical education industry faces unique challenges in ensuring students, staff, and trainees are set up for success despite ever-evolving regulations and requirements. Orientations serve as the kick-off prior to coursework beginning, so the question became, how do educators transition to an online approach without sacrificing access to valuable orientation information trainees need in order to achieve success in their respective programs going forward?
We’ve collected five tips from customers who are utilizing MedHub to move their graduate trainee orientations online. Here’s what they had to say:
Convert Speaker presentation to Learning Modules within MedHub
The presentations can be PowerPoints or pre-recorded sessions. If documents or videos are too large to upload, you can add links within the requirements in order to allow trainees to access information and complete any related requirements.
Use each speaker or recorded session as a separate module. In doing so, you have visibility into who has (or has not completed) the respective modules. As a bonus, when you set your sessions up as separate modules your trainees will be notified when new modules are added – eliminating orientation completion lag time.
Use the Resources, Forms, and Files sections
Upload COVID-19 specific info or additional information trainees will need to know. You can also add banners to your various modules to ensure trainees are in the know on the latest COVID-19 requirements.
The Test functionality within your MedHub platform can be used for attestation, prompting trainees to provide yes/no or true/false responses to information provided in the modules. This attestation feature puts the onus on the trainees to ensure they thoroughly understand the content presented to them.
Organize your Orientation Packages Thoughtfully
Develop a list of all orientation requirements, then arrange those orientation requirements in order of priority. From there, you can bucket tasks into phases.
For example, grouping all “critical’ requirements in Phase I will help you or your office staff identify the most pressing documents that need attention. Knowing Phase I translates to ‘most important’ means you and your team see the most important and earliest requirements at the top. This helps the GME office staff as they coordinate document verification, they know based on priority or phases what documents they need to focus on.
Use the Document Matrix
For an at-a-glance view. Curious what percentage of orientation documents are complete? The Document Matrix gives you a birds-eye view while offering quick requirement completion stats for reporting.
Eliminate bottlenecks by leveraging your team
Enable administrator access to the members of your team. In doing so, you are allowing other members of your GME team to either upload documents on behalf of a resident or approve documents straightaway. Another way to leverage your team is to enable faculty reviewers. More eyes (and approvers) on documents requiring verification or approval can drastically expedite the process.
Unsure of how to turn the tips above into a reality? Reach out to your Client Success Manager for support and additional ideas.
Despite the complexities of enrollment and orientation requirements, MedHub offers a truly personalized and adaptable approach to moving your orientation process online. While there’s nothing quite like the buzz and excitement of a full auditorium on orientation day, these tips can help you organize critical information, while keeping trainees, and your staff, safe.