University of Rochester Medical Center

The University of Rochester Medical Center optimized resource allocation with MedHub GME finance consultants, resulting in a considerable return on investment.

The Challenge

The world of GME finances is complex and requires in-depth knowledge of how the intricacies of CMS reimbursement apply specifically to Graduated Medical Education (GME). As is common with large health systems, University of Rochester Medical Center (URMC) faced challenges in managing the complexities of GME financial reporting. The intricacies of GME, CMS, and billing processes had outgrown the capacity of a single employee, necessitating a more robust solution. Dr. Brett Robbins, Professor of Medicine and Pediatrics and Senior Associate Dean for GME, along with others from their GME leadership team recognized the need for additional and specialized support.

The Solution

To enhance URMC’s financial reporting capabilities, Dr. Robbins and team invested in MedHub’s GME consulting services as they felt that the complexities of finance reporting could be better managed by a team with deep knowledge and expertise. In the first year of their multi-year collaboration, URMC has partnered closely with MedHub Finance Consultants, a team with a combined 100+ years of GME and finance experience, to optimize processes, ensuring continuous improvement and the ability to adapt to changing financial demands.

In addition to being highly complex, GME finance reporting can be particularly challenging for large health systems with many sites or those that grow through mergers or acquisitions. Inaccurate financial reporting can lead to significant consequences, including financial penalties, reduced reimbursements, and increased audit frequency, which can be costly, stressful, and disruptive. URMC aimed to avoid these pitfalls and leverage data for strategic growth by optimizing their processes.

Enhanced Data Management

MedHub’s financial services team began with an intensive data review and clean-up of core components. All trainee setup was also reviewed and corrected per acquired or available documentation to ensure audit compliance. This effort was crucial in ensuring that URMC’s financial data was accurate and actionable. MedHub’s finance consultants worked closely with URMC’s GME program administrators in a series of collaborative meetings to better understand all other important aspects of their program, such as personnel, processes and technology. This is a continual, ongoing process that will occur throughout the consulting process as changes to administrators, scheduling, and processes occur.

In combination with the newly cleaned data, these insights allowed MedHub’s experts to focus on process changes and areas of underutilization. Besides reviewing potential areas of growth, the MedHub finance team analyzed time-saving measures as well, especially for the hospital finance individuals.

Strategic Planning and Relationship Building

URMC recognized that a long-term partnership with MedHub would allow GME administrators to fully leverage the potential of MedHub’s GME finance consulting services. This ongoing collaboration allowed URMC to move beyond short-term fixes and focus on developing a comprehensive strategy for managing their complex financial landscape.

“By extending the relationship across multiple years, they’re able to get more than just a ‘one-hit-wonder’ and instead, can benefit from strategic planning, can chart a course supported by data and trusted relationships between MedHub and program administrators, which is crucial given URMC’s large number of programs and trainees,” Dr. Robbins said.  The goal is to clean data elements and ensure processes are developed to help keep the data clean year-over-year.

Cost Center Project

URMC and MedHub undertook a project to link hospital units to activities system wide. By incorporating cost center details into MedHub, URMC improved its ability to analyze workforce distribution and explore additional GME staffing possibilities. The project also supported necessary hospital reporting (B1 stats), which provided better visibility of resource allocation across the institution. Historically, this information was produced manually, resulting in weeks’ worth of preparation time and questionable accuracy.

Results Achieved

The enhanced finance reports enabled comprehensive workforce analysis, helping URMC evaluate staff distribution and report the CMS B-1 Statistical funding report quickly and accurately. This capability allowed URMC to make informed decisions about resource allocation and explore new avenues for funding, ultimately supporting the institution’s broader educational mission. The improved insights also facilitated budget optimization, ensuring that financial resources were utilized efficiently to maximize impact and sustainability.

URMC’s collaboration with MedHub has enhanced its financial reporting capabilities, ensuring compliance and supporting the institution’s broader educational mission.