1 / 46

UCSF Pediatric Residency Training Program

UCSF Pediatric Residency Training Program. The UCSF Pediatric Residency Training Program is a: Large (~85 Residents) Academically oriented Multi-site program. Major Challenges. Budget Payroll Appointments Credentialing Scheduling Compliance Data Management. Administrative Support.

finola
Download Presentation

UCSF Pediatric Residency Training Program

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. UCSF Pediatric Residency Training Program

  2. The UCSF Pediatric Residency Training Program is a: • Large (~85 Residents) • Academically oriented • Multi-site program

  3. Major Challenges • Budget • Payroll • Appointments • Credentialing • Scheduling • Compliance • Data Management

  4. Administrative Support • Mail services • Verifications • Meal Cards • Pagers • Websites • Eddie Books • Conference & Event Support

  5. Credentialing • Appointment Paperwork Each Year for: • UCSF Children’s Hospital (Parnassus) & Mt. Zion • San Francisco General Hospital (SFGH, “the County”) • Kaiser Hospital and Clinics • California Pacific Medical Center (CPMC)

  6. Program Staff Cathy Rex

  7. Why Paperless? • 3 Wall-to Ceiling Filing Cabinets in Office • 1 in Director’s Office • Shelves Everywhere; Boxes and papers piled in every available area or corner. • No Work Areas or Room for Additional Storage

  8. Why Paperless?

  9. Benefits • Ability to access data within seconds improving service and efficiency • Less physical storage required • Working remotely is easier

  10. Environmental Benefits • Clearer workspaces which have an effect on staff motivation and productivity • Saving paper saves trees

  11. Process • Identify Objectives • Gain Commitment • Formulate Plan

  12. Decide What You Will Store • Just because you can scan it, doesn’t mean you should. • There is a tradeoff between space and time to scan.

  13. Decide What You Will Store • What is currently saved? • What is accessed? • in the current files • in the archived files

  14. Decide What You Will Store • What do you need to save? -UC Records Management Disposition Schedules

  15. Decide What You Will Store • Are residents students or academic employees? BOTH!

  16. Records Management Disposition Schedules

  17. Records Retention Policy • Internal Unit Policy • Must be Documented • Consistently Applied

  18. Retention Recommendations

  19. What We Save & Access • Applicant Files • Resident Files • Verifications • Program Documents • Evaluations • Paper File  E*Value

  20. Seize the Opportunity Really Review your Office Workflow

  21. Decide How You Will Store It • Decide on a scanning, filing, and workflow process • Will the scanning be centralized? • How will content from outside be handled? • What about content generated from within?

  22. Decide How You Will Store It • Need a secure server • with enough space to accommodate your files; • and accessible to all who need access to the files.

  23. How We Store Data

  24. How We Store Applicant Data • Applicant Files • Print from ERAS to individual pdf (Portable Document Format) files and store on our server. • Scan the interview feedback forms and save as a pdf file.

  25. Applicant Information

  26. Applicant Files

  27. How We Store Resident Data • Resident Files • Start with a copy of the Applicant pdf. • Scans of appointment paperwork are added to each folder. • Throughout residency, everything is saved to the folder (Portfolio).

  28. Resident Portfolios

  29. Individual Resident Portfolio

  30. How We Archive Resident Data • All files in Portfolio are combined into historical file using Acrobat Combine Tool. • Standard Naming Convention for Archived Portfolio.

  31. Historical Resident File

  32. How We Archive Verifications • Pdfs of completed verifications are scanned to a Verifications folder. • (Information from our database, the archived resident files, and E*Value are used to complete verifications.)

  33. How We Archive Verifications

  34. Decide on a Document Management System • Think about where you would look for a document. • Think about where others would look for a document. • Create and document your file archiving process and your naming system.

  35. Decide on a Backup and Disaster Recovery Plan • Make sure IT people are onboard with the plan.

  36. Select and Install Your Equipment INVEST IN GOOD EQUIPMENT

  37. Select and Install Your Equipment • Scanner • Automatic sheet feeder; • Duplex; • Speed. • Shredder (or Secure Document Service) • High Resolution Monitor • Adobe Acrobat Pro

  38. Implement in Stages • People cope more effectively with slow gradual change. • Start with new paperwork. • Get help to archive older files.

  39. Modify, if necessary. • Be flexible. • Change what isn’t working. • Process will evolve over time into one that works for all.

  40. Training • Provide documentation. • Train all who are involved. • One person can derail entire system.

  41. Start Using Your New System • Don’t expect immediate success. • But do ENJOY the benefits.

More Related