ECU Health Medical Center (ECUHMC)

ECU Health Medical Center improved accreditation tracking, simplified administrative processes, and boosted overall program efficiency with MedHub 

This case study examines the post-implementation outcomes experienced by ECU Health Medical Center (ECUHMC) following the adoption of MedHub as its residency management system. Drawing on insights from an in-depth interview with program leadership, the analysis centers on the results, both expected and unexpected, that emerged after the transition. The focus is on administrative efficiency, data management improvements, user satisfaction, and best practices relevant to GME Institutional offices and programs. 

The Challenge 

Before MedHub, ECUHMC experienced gaps in the capabilities and efficiencies of their previous RMS. This approach created inconsistencies, hindered accreditation tracking, and complicated program evaluation workflows. Program coordinators struggled with cumbersome evaluation and scheduling processes. 

Alyson Riddick, MHA, C-TAGME Associate Designated Institutional Official, and Rachel Tutterow, MBA, GME Program Manager at ECUHMC, along with others from their leadership team, recognized the need for a more user-friendly and intuitive system to support ECUHMC’s programs and improve operational efficiency. 

Implementing MedHub Solutions 

The main objectives for ECUHMC were to:  

• Improve accreditation tracking
• Standardize tool utilization across programs
• Enhance user satisfaction and experience 

MedHub was selected for its ability to address these specific pain points by providing a more cohesive and intuitive platform. 

Facilitating a Smooth Transition

Minimizing disruptions to ongoing operations and maintaining the integrity of ECUHMC’s educational programs was of utmost importance while implementing a new residency management system. Riddick says that ECUHMC took a proactive approach, conducting comprehensive demos and including program coordinators and directors in the decision-making process to ensure buy-in from all levels.  

“One of the important things we did that really helped was [that] we had several coordinators and directors participate in the demo too. It helped because they were able to see it and then give feedback from their standpoint that we don’t really see in the institutional office,” she said. 

To keep programs informed and engaged, ECUHMC provided consistent communication regarding expectations, training and progress throughout the implementation period.  

Building a Collaborative Environment for Staff

ECUHMC anticipated that staff could be resistant to changing systems. They addressed it ahead of time by creating a sense of community and encouraging staff to collaborate. Tutterow said working groups were established to facilitate knowledge sharing and support among coordinators.  

“We reserved a computer lab for coordinators to come and work on MedHub together, which was a valuable time for them to learn from each other. We kept MedHub in our program coordinator meeting agenda every month as we were going through the transition,” she said. This collaborative approach helped build both confidence and competence among staff. 

In addition to fostering collaboration, ECUHMC maintained open lines of communication and personalized support to address any concerns or challenges that arose during the transition. Tutterow said that the guidance and support from MedHub’s team of consultants was essential. 

“It really felt truly like we had one-on-one support…It made the transition feel manageable,” she said.  

The Outcomes 

Refining Contract and Onboarding Systems

The implementation of MedHub at ECUHMC led to immediate and significant improvements in several key areas, particularly in contract management and onboarding processes. Previously, the contract issuance process was manual and left room for possible error. The introduction of electronic signatures and centralized data management streamlined these processes, reducing time and effort for staff. 

Improving Data Management and Reporting

MedHub’s platform delivered a more cohesive and intuitive user experience, resulting in improved quality, a simpler onboarding process, and enhanced accreditation monitoring. MedHub helped ECUHMC optimize resource allocation, support compliance initiatives, and have greater confidence in their data management. The platform’s user-friendly interface allowed staff to access, generate, customize, and retrieve reports as needed. 

The transition to MedHub marked a significant improvement in the accuracy and reliability of ECUHMC’s data management processes. Previously used fragmented systems lead to inefficiencies in critical areas like scheduling, an imperative component of GME finance. 

“The ease of use we have with MedHub has allowed us to have more accurate data collection, which has led us to feel a new sense of confidence in our schedules,” Tutterow said. 

The shift to a centralized, user-friendly platform enabled ECUHMC to consolidate information, reduce errors, and ensure that data was both accessible and trustworthy. 

Improving Faculty and Resident Experience with Mobile Access

The MedHub mobile app significantly improved satisfaction for faculty and residents, facilitating easier completion of evaluations and work hour logging. Residents are able to take greater ownership of their schedules due to the app’s enhanced functionality and streamlined processes. 

The benefits of MedHub’s platform extended to faculty as well. The centralized platform and intuitive design provided faculty with real-time access to important data and insights, enabling them to make more informed decisions about program quality and learner progress. 

Lessons Learned and Recommendations

ECUHMC’s transition to MedHub offered valuable insights and recommendations for other institutions considering a similar change. One crucial lesson was the importance of strategic timing and comprehensive guidance and support. Tutterow emphasized that institutions should carefully consider not only what to implement, but also when to do so. 

Another critical lesson was the value of fostering a collaborative and supportive environment throughout the transition process. ECUHMC’s experience demonstrated the importance of involving stakeholders early on and maintaining open lines of communication. Tutterow noted that addressing concerns early helped set the stage for long-term success with MedHub. 

“It’s important to cultivate buy-in and maintain positivity, even when the process feels overwhelming,” she said. 

Conclusion 

ECUHMC’s successful transition to MedHub highlights the importance of choosing not just a platform, but a partner. Beyond using the platform to enhance accreditation tracking, streamline administrative tasks, and improve overall program efficiency, the guidance provided throughout implementation and beyond has proven invaluable to the ECUHMC team, and in turn, has helped MedHub learn and grow to better serve customers, such as ECUHMC. 

Ready to see how MedHub can transform your institution’s processes? Schedule a personalized demo with our experts to see the solution in action. Visit www.medhub.com/request-a-demo or call 866.766.0625 – Ext. 3.