UCSF Pediatric UCSF Pediatric Residency Residency Training Training ProgramProgram

The UCSF Pediatric Residency The UCSF Pediatric Residency Training Program is a:Training Program is a:

Large (~85 Residents)Large (~85 Residents) Academically orientedAcademically oriented Multi-site programMulti-site program

Major ChallengesMajor Challenges

• BudgetBudget• PayrollPayroll• AppointmentsAppointments• CredentialingCredentialing• SchedulingScheduling• ComplianceCompliance• Data ManagementData Management

Administrative SupportAdministrative Support

• Mail servicesMail services• VerificationsVerifications• Meal CardsMeal Cards• PagersPagers• WebsitesWebsites• Eddie BooksEddie Books• Conference & Event SupportConference & Event Support

CredentialingCredentialing

•Appointment Paperwork Each Appointment Paperwork Each Year for:Year for: UCSF Children’s Hospital (Parnassus) & UCSF Children’s Hospital (Parnassus) &

Mt. ZionMt. Zion San Francisco General Hospital (SFGH, San Francisco General Hospital (SFGH,

“the County”)“the County”) Kaiser Hospital and ClinicsKaiser Hospital and Clinics California Pacific Medical Center (CPMC)California Pacific Medical Center (CPMC)

Program StaffProgram Staff

CathyCathy RexRex

Why Paperless?Why Paperless?

• 3 Wall-to Ceiling Filing Cabinets in 3 Wall-to Ceiling Filing Cabinets in OfficeOffice

• 1 in Director’s Office1 in Director’s Office• Shelves Everywhere; Boxes and papers Shelves Everywhere; Boxes and papers

piled in every available area or corner.piled in every available area or corner.• No Work Areas or Room for Additional No Work Areas or Room for Additional

Storage Storage

Why Paperless?Why Paperless?

BenefitsBenefits

•Ability to access data Ability to access data within seconds improving within seconds improving service and efficiency service and efficiency

•Less physical storage Less physical storage requiredrequired

•Working remotely is easierWorking remotely is easier

Environmental BenefitsEnvironmental Benefits

•Clearer workspaces which Clearer workspaces which have an effect on staff have an effect on staff motivation and productivitymotivation and productivity

•Saving paper saves treesSaving paper saves trees

ProcessProcess

•Identify ObjectivesIdentify Objectives

•Gain Commitment Gain Commitment

•Formulate PlanFormulate Plan

Decide What You Will Decide What You Will Store Store

• Just because you can scan it, doesn’t Just because you can scan it, doesn’t

mean you should. mean you should.

• There is a tradeoff between space and There is a tradeoff between space and

time to scan.time to scan.

Decide What You Will Decide What You Will Store Store

• What is currently saved?What is currently saved?

• What is accessed?What is accessed?– in the current filesin the current files

– in the archived files in the archived files

Decide What You Will Decide What You Will Store Store

• What do you need to save?What do you need to save?

-UC Records Management -UC Records Management Disposition SchedulesDisposition Schedules

Decide What You Will Decide What You Will Store Store

• Are residents students or academic Are residents students or academic

employees?employees?

BOTH!BOTH!

Records Management Records Management Disposition Schedules Disposition Schedules

Record Retention

Graduate Admissions 1-15 years

Job Applications 0-10 years

Employment 0-5 after Separation

Degree Evaluations 0-10 years

Corrective Actions 2 years after end of actions related to incident. If related to HIPAA, 6 years after incident.

Records Retention PolicyRecords Retention Policy

• Internal Unit PolicyInternal Unit Policy

• Must be DocumentedMust be Documented

• Consistently AppliedConsistently Applied

Retention Retention RecommendationsRecommendations

Record Retention

Applicant Files 3 years

Resident Files 7 years

Evaluations Indefinitely

What We Save & AccessWhat We Save & Access

• Applicant Files Applicant Files

• Resident FilesResident Files

• VerificationsVerifications

• Program DocumentsProgram Documents

• EvaluationsEvaluations– Paper File Paper File E*Value E*Value

Seize the OpportunitySeize the Opportunity

Really Review your Really Review your

Office WorkflowOffice Workflow

Decide How You Will Decide How You Will Store ItStore It

• Decide on a scanning, filing, and Decide on a scanning, filing, and workflow processworkflow process

• Will the scanning be centralized?Will the scanning be centralized?

• How will content from outside be How will content from outside be handled?handled?

• What about content generated What about content generated from within?from within?

Decide How You Will Decide How You Will Store ItStore It

•Need a secure server Need a secure server – with enough space to accommodate with enough space to accommodate

your files;your files;

– and accessible to all who need access and accessible to all who need access to the files. to the files.

How We Store DataHow We Store Data

How We Store Applicant How We Store Applicant DataData

• Applicant FilesApplicant Files

– Print from ERAS to individual pdf Print from ERAS to individual pdf

(Portable Document Format) files and (Portable Document Format) files and

store on our server.store on our server.

– Scan the interview feedback forms and Scan the interview feedback forms and

save as a pdf file.save as a pdf file.

Applicant InformationApplicant Information

Applicant FilesApplicant Files

How We Store Resident How We Store Resident DataData

• Resident FilesResident Files

– Start with a copy of the Applicant pdf.Start with a copy of the Applicant pdf.

– Scans of appointment paperwork are Scans of appointment paperwork are

added to each folder.added to each folder.

– Throughout residency, everything is Throughout residency, everything is

saved to the folder (Portfolio).saved to the folder (Portfolio).

Resident PortfoliosResident Portfolios

Individual Resident Individual Resident PortfolioPortfolio

How We Archive How We Archive Resident DataResident Data

–All files in Portfolio are combined All files in Portfolio are combined

into historical file using Acrobat into historical file using Acrobat

Combine Tool.Combine Tool.

–Standard Naming Convention for Standard Naming Convention for

Archived Portfolio.Archived Portfolio.

Historical Resident FileHistorical Resident File

How We Archive How We Archive VerificationsVerifications

–Pdfs of completed verifications are Pdfs of completed verifications are

scanned to a Verifications folder.scanned to a Verifications folder.

• (Information from our database, the (Information from our database, the

archived resident files, and E*Value archived resident files, and E*Value

are used to complete verifications.)are used to complete verifications.)

How We Archive How We Archive VerificationsVerifications

Decide on a Document Decide on a Document Management SystemManagement System

• Think about where you would Think about where you would look for a document.look for a document.

• Think about where others would Think about where others would look for a document.look for a document.

• Create and document your file Create and document your file archiving process and your archiving process and your naming system. naming system.

Decide on a Backup and Decide on a Backup and Disaster Recovery PlanDisaster Recovery Plan

•Make sure IT people are Make sure IT people are onboard with the planonboard with the plan..

Select and Install Your Select and Install Your EquipmentEquipment

INVEST INVEST

IN IN

GOOD EQUIPMENTGOOD EQUIPMENT

Select and Install Your Select and Install Your EquipmentEquipment

• ScannerScanner– Automatic sheet feeder; Automatic sheet feeder; – Duplex; Duplex; – Speed.Speed.

• Shredder (or Secure Shredder (or Secure Document Service)Document Service)

• High Resolution MonitorHigh Resolution Monitor• Adobe Acrobat ProAdobe Acrobat Pro

Implement in StagesImplement in Stages

• People cope more effectively People cope more effectively with slow gradual change. with slow gradual change.

• Start with new paperwork.Start with new paperwork.

• Get help to archive older Get help to archive older files.files.

Modify, if necessary.Modify, if necessary.

• Be flexible.Be flexible.

• Change what isn’t working.Change what isn’t working.

• Process will evolve over time Process will evolve over time into one that works for all.into one that works for all.

TrainingTraining

• Provide documentation.Provide documentation.

• Train all who are involved.Train all who are involved.

• One person can derail entire One person can derail entire system.system.

Start Using Your New Start Using Your New SystemSystem

• Don’t expect immediate Don’t expect immediate success.success.

• But do ENJOY the benefits.But do ENJOY the benefits.