UCSF Pediatric Residency Training Program

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

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Major Challenges

• Budget
• Payroll
• Appointments
• Credentialing
• Scheduling
• Compliance
• Data Management

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Administrative Support

• Mail services
• Verifications
• Meal Cards
• Pagers
• Websites
• Eddie Books
• Conference Event Support

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Credentialing

• Appointment Paperwork Each Year for
• UCSF Childrens Hospital (Parnassus) Mt. Zion
• San Francisco General Hospital (SFGH, the
  County)
• Kaiser Hospital and Clinics
• California Pacific Medical Center (CPMC)

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Program Staff

• Cathy Rex

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Why Paperless?

• 3 Wall-to Ceiling Filing Cabinets in Office
• 1 in Directors Office
• Shelves Everywhere Boxes and papers piled in
  every available area or corner.
• No Work Areas or Room for Additional Storage

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Why Paperless?
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Benefits

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

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Environmental Benefits

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

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Process

• Identify Objectives
• Gain Commitment
• Formulate Plan

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Decide What You Will Store

• Just because you can scan it, doesnt mean you
  should.
• There is a tradeoff between space and time to
  scan.

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Decide What You Will Store

• What is currently saved?
• What is accessed?
• in the current files
• in the archived files

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Decide What You Will Store

• What do you need to save?
• -UC Records Management Disposition Schedules

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Decide What You Will Store

• Are residents students or academic employees?
• BOTH!

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Records Management Disposition Schedules
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Records Retention Policy

• Internal Unit Policy
• Must be Documented
• Consistently Applied

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Retention Recommendations
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What We Save Access

• Applicant Files
• Resident Files
• Verifications
• Program Documents
• Evaluations
• Paper File ? EValue

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Seize the Opportunity

• Really Review your
• Office Workflow

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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?

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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.

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How We Store Data
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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.

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Applicant Information
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Applicant Files
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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).

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Resident Portfolios
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Individual Resident Portfolio
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How We Archive Resident Data

• All files in Portfolio are combined into
  historical file using Acrobat Combine Tool.
• Standard Naming Convention for Archived
  Portfolio.

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Historical Resident File
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How We Archive Verifications

• Pdfs of completed verifications are scanned to a
  Verifications folder.
• (Information from our database, the archived
  resident files, and EValue are used to complete
  verifications.)

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How We Archive Verifications
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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.

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Decide on a Backup and Disaster Recovery Plan

• Make sure IT people are onboard with the plan.

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Select and Install Your Equipment

• INVEST
• IN
• GOOD EQUIPMENT

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Select and Install Your Equipment

• Scanner
• Automatic sheet feeder
• Duplex
• Speed.
• Shredder (or Secure Document Service)
• High Resolution Monitor
• Adobe Acrobat Pro

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Implement in Stages

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

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Modify, if necessary.

• Be flexible.
• Change what isnt working.
• Process will evolve over time into one that works
  for all.

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Training

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

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Start Using Your New System

• Dont expect immediate success.
• But do ENJOY the benefits.

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