Going Paperless in Residency

Will it work for your program?

CORD Academic Assembly 2011March 3-5

San Diego, CAColleen Mayer, C-TAGME

Academic Program Coordinator

Emergency Medicine Residency & Fellowships

Morristown Memorial Hospital

Sandra Mirabal

Unit Administrator 1

Department of Emergency Medicine

Education Office

University of New Mexico

This session will examine methods to retain resident and graduate files in an electronic

format, with the goal of minimizing paperwork and

increasing program efficiency

Why Go Paperless?• Storage

• Accessibility

• Efficiency

• Cost Reduction

• Record Recovery

• Environmental Benefits

GME and Agency Acceptance

• All institutions have different requirements– Most GME offices are moving towards

paperless

• The RRC and ACGME seem to accept electronic systems

Technology & Privacy• Files can be set to read only or PDF• Usually programs can be customized• It is now legal to sign documents on the internet• August 2008 ACGME e-bulletin:

– “The resident files in a given program may be paper-based, retained in electronic storage or a combination of the two. It is important that for all media, security storage is used to prevent loss of the records, and that for electronic storage, the program has filed back-up and recovery protocols that are consistently followed”

Importance of Gradual Implementation

• Variables to consider– Do you have the support of administration?– Is program willing to institute change?– Is there financial support available?– Do you have appropriate mechanisms to institute?

• Server space• Secure location

– Program Director and Coordinator should communicate needs and preferences before establishing a system

Simple to Implement• Determine the system best for your

program– Electronic Database System– Shared Drive– Combination of the two

• Gather necessary records• Scan as PDF or save electronically• Keep in central area • Give appropriate access

Records to Store• Active Resident Files

– Conference Attendance

– Contracts

– Duty Hours

– Evaluations

– ERAS Application

– Exam Scores

– General Correspondence

– License, Certification & Diplomas

– Mal Practice Sheets

– Moonlighting

– Portfolio Items• Presentations• Self Assessment/Reflective Paperwork• Chief Complaint Audits• Procedural Competencies

– Procedure Logs

– Reimbursements

– Remediation

– Verifications

• PDF Files Given to Graduates– Contracts

– License, Certifications & Diplomas

– Mal Practice Paperwork

– Presentations Given During Residency

– Procedural Logs

– USMLE / Comlex Paperwork

End Results

• Easy Storage

• Easily accessible records

• Efficient record management

• Cost savings

• Quicker record recovery

• Saved some trees

• Most of all……………..

Happy Program Director!