GME Management System

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GME Management System

• EgmeTM
• EValueTM

Office of Graduate Medical Education
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GME Management System

• GME Management system incorporates the Egme and
  EValue modules on a web-based system for
  Residency and Fellowship Management .
• This system will consolidate all the following
  functions into one single integrated system.
• Resident and Fellow appointments
• Rotation schedules
• Evaluations (EValue) - Performance
• Duty Hours
• Procedure Tracking
• Portfolios
• Manage Affiliate Billing

Office of Graduate Medical Education
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What is Egme ?

• Egme is a web-based application that works hand
  in hand with EValue. Together these
  applications are designed to track resident and
  fellow activities, support GME affiliation
  agreements, optimize Medicare reimbursements, and
  provide information to better support operational
  improvements and planning for GME programs,
  teaching hospitals and providers.
• The GME Management System will help bridge the
  gap between the GME office, programs and the
  Medical Center Finance office and ensure accurate
  and timely information is available for reporting
  purposes.
• In order for these reports to run successfully,
  correct information needs to be entered into the
  system. Most of this information is entered at
  the individual training program level.

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Seamless Modules

• Egme
• EValue

Biographic Data - Eras Import - Egme Workbook
Import - Manual Entry

• Training History/ CV/ Ranks
• Medical School- Residency - Fellowship

Appointments Health Insurance Benefits Provider
IDs
Rotation Data Activity List - Affiliate Billing-
Medicare- Cost Reports
The 4 pillars of Egme
Procedure Tracking
Reports Performance/Comments/ Ranking
Reports Custom/ Offline Reports Data exports
Trainee Biographic Database, CV,
Certifications,Training
Duty Hours Tracking
EvaluationsTrainee Performance Educator
Performance Rotation Assessment Praise/Concern
Cards
Egme populates EValue functionalities
Scheduling
MyFolioTM -- Learning Portfolio
Curriculum Management
Conference Attendance Tracking
Office of Graduate Medical Education
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ACGME/ ABMS/ Non-ACGMEGraduate Training Programs

• The Egme module will replace RFS for
  appointments and rotation schedule management. 
• ACGME ABMS programs will use both Egme
  EValue.
• Non-ACGME programs are required to use Egme.
• They are encouraged to enroll to use EValue
  to transition their programs evaluation process
  to a web based system.

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The System access..
https//www.e-value.net/
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Home Page
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Biographic Database
Manage All Biographic Information on Trainees,
Educators, Staff and Alumni

• Bio Info Track Name, Photo, SSN, visa status,
  citizenship, credentials, immunizations, etc.
• Roles, Groups and Specialties Define the users
  program roles and EValue viewing privileges
• Training and Education Track CV history,
  training locations, Medicare eligibility 
• ECFMG Certification Track certification issue
  validity dates, set expiration auto-reminders
• Contact and Address Manage personal and
  organizational contact information
• Custom Fields Create up to 250 custom fields,
  incl. exam scores, insurance.
• Export to Excel Export bio data and data
  collected in the custom fields, export to Excel
  in custom format
• Auto-reminders Manage and set reminders for
  licensure expirations, ACLS certifications
• Auto-promotion Set dates and auto-promotion of
  trainee rank on dates of your choice
• Contract In Out Dates Set dates for incoming
  and outbound contracts, self-assessments
• Stipends Benefits Track stipends, bonuses,
  grant funding, waivers, insurance costs, etc.

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Scheduling
Create Rotation Schedules, Manage by User or
Activity

• Scheduling  automatically generate the release
  of evaluations based on schedule
• Block Scheduling Schedule individuals for block
  rotations
• Shift Scheduling Schedule shifts, clinics,
  call, vacations, and other activities
• Team Scheduling Assign individuals to teams
  within a rotation for greater flexibility
• I/O Scheduling Report Track inbound and
  outbound rotators
• Default Educator Scheduling   Link educators to
  rotations for automatic scheduling
• Group Scheduling Schedule groups of people with
  one click
• Amion/ OnCall Schedule Import Link EValue to
  your existing shift scheduler
• Multiple Views View color-coded schedules per
  person, activity, and rank
• Activity Coordinators Limit the scheduling
  abilities of users to only relevant activities
• Schedule Downloads Download schedules into
  Excel files for further management
• Aged Evaluations Review evals suspended by
  trainee, accept or reject suspension

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Evaluations Management
Manage Evaluations Generate Performance Reports
of People, Sites, and Activities

• Evaluation Types Choose from Trainee, Educator,
  Staff, Patient, Peer-to-Peer, Alumni,
  Activity/Rotation, Site, Competency, 360-degree,
  Conference, Mini CEX, Hallway Interaction, Praise
  Cards, Concern Cards, Performance Snapshots, and
  nearly 500 other evaluation types
• Completed Evaluations Review a permanent record
  of all evaluations completed
• On-the-Fly Evaluations Make impromptu
  evaluations available to users at all times
• Creation Create your own, or have AI create
  your evaluation forms
• Question Formats Choose scale, radial buttons,
  text entry, drop-down, check box, layered, etc.
• Questions Types Make questions mandatory,
  not-mandatory, or confidential
• Question Groups Define question groups to
  address core competencies and objectives
• Photographs See an image of the person you are
  about to evaluate at the top of form
• Survey Set-up Store, manage, and retrieve all
  evaluations that have been built for program
• Reciprocity Rules Help prevent retaliation or
  payback evaluation reviews by blocking data
• Review/Release Review completed evals for
  appropriateness, act as a gatekeeper
• Error Checking Red flag notices for missing
  required data, and spell check option
• Low Score Notification Receive automatic
  notifications of low scores being given
• Oldest Evaluations First Require evaluators to
  complete oldest evals first to boost compliance
• Suspend Evaluations Suspend evaluations if they
  were mis-assigned, auto-notify administrator
• Evaluation Sign-Off Trainees can document level
  of agreement w/ evals, provide comments

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Evaluations Management (contd)

• Notifications Users receive auto-generated
  emails notifying them of eval release
• Auto-login Email notifications contain
  auto-login URL links to EValue
• Save for Later   Users can save incomplete
  evaluations and finish them later
• Auto-save EValue saves evaluation information
  automatically, even if computer is shut down
• Auto-scroll Review forms more efficiently by
  turning on the auto-scroll feature
• Reminders Non-compliant trainees can receive
  auto-email reminders of increasing urgency
• Printing Print button found within evaluation
  forms for creation of auto-formatted paper copies
• Enter Eval Answers - Administrators can use this
  tool to review and complete open evaluations for
  participants in their program.
• Compliance Reports Monitor eval completion
  rates by program, user, rank, time-frame, etc.
• Performance Reports Track performance of
  Trainee, Educator, Activity, Site, or Groups
• Comments Reports Review comments about Trainee,
  Educator, Activity, Site, or Groups
• Scores Reports Review scores about Trainee,
  Educator, Activity, Site, or Groups
• Question Group Reports Track trainee progress
  toward ACGME core competencies
• Time Trend Reports Java-enabled plotted-points
  graph tracks performance over time
• Educator Bias Determine educator reviewing
  biases validity of scores given
• Notes There are no additional fees or quantity
  limits for Advanced Informatics evaluation
  maintenance services
• Notes Reports can be generated in HTML, Excel,
  and Word format

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Duty Hours Educator Hours Management
Log shifts of various types on the Web or PDA,
monitor violations and statistics

• Monthly Hours Calendar Quickly log shifts of
  various customized task types
• Default Settings Save defaults by user of
  commonly worked shifts
• Shift Comments Enter optional comments about
  each shift
• Educator Hours Link education activities,
  lectures, and audience types to shifts
• PDA App (Palm Windows) Log hours on handheld
  in calendar or text view
• Edit Trainee Educators Hours View, log or
  edit hours for individuals
• Custom Activity Task Types Designate
  In-house, night float, call, vacation, or custom
  tasks
• Violation Red Flags Trainees receive instant
  notification/ stop-check if logging a violation
• Duty Hours for GME Hours can be fed to Egme
  for GME reimbursement purposes
• Duty Hours Violations Reports Identify and
  respond to trainees in violation
• Violations Rules Settings - Monitor compliance by
  ACGME, NY State rules
• ACGME Reports  Answers the 6 duty hours
  questions posed by ACGME part 7b (see notes
  below)
• Stats Reports Manage hours violations, notify
  trainees
• Compliance Report  Review number percentage
  days logged over period of time, by trainee
• Notes Part 7b of the Web Accreditation Data
  System asks for documentation on each trainee
  for    1. Avg Hrs/Wk  2. Avg Days of In-house
  Call/Wk  3. Max continuous hrs/week 4. How
  often resident worked 30 hour shifts in last 28
  days  5. How many off days in last 28    6.
  Avg hours per shift   

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Curriculum and Document Management
Store and Manage all Program Documents on the Web
with EValue

• Document Storage Store all docs (Word, Excel,
  PPT, etc) at central point on web
• Custom Homepage Docs Place important curriculum
  docs on top of the trainee homepage
• Upload Upload documents, store in group of your
  choice
• Index Re-index your documents after theyve
  been put into storage
• Search Search by document grouping or file name
  
• Curriculum Evaluation Link Link docs to evals
  for review during eval completion
• Automatic Notification Automatically send
  curriculum docs at the beginning of course
• Document Distribution Email curriculum docs as
  attachment or as a link into EValue
• Document to Rotation Link Link docs to specific
  courses for auto-distribution
• Curriculum Review Tracking Track when users
  receive or download curriculum docs
• Notes Virtually all handheld PDA devices come
  with a built-in document storage application,
  making it possible to store the same documents on
  EValue and PDA

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Conferences
Manage Events, Attendance Learning Objectives
on Web or PDA

• Conference Summary View past upcoming
  conferences, handouts docs, attendance
• Conference Calendar All assigned events are
  posted on user calendar
• Custom Conferences Customize and schedule
  conferences for GME or CME types
• CME Credits Link a count of CME credits to
  conferences, track over time
• Attach Documents -  Attach documents and weblinks
  to conference descriptions on calendar
• PDA App (Palm Windows) for Attendance
  Sign-off on trainee attendance on-the-spot
• Conference Types -  Set basic info such as
  presenters, link evals for auto-generation
  after event
• Conference Categories Create conference
  categories, link to educational competencies 
• Conference Details Track CME credits offered,
  attach notes or website links
• Conference Reminders Set automatic email
  reminders to presenters
• Attendance Status Change Request Petition
  attendance status from past events
• Schedule   Schedule conferences, select
  attendees, clone from existing, send
  notifications
• Link Activities   Automatically schedule
  conferences when trainee activities are set
• Manage Attendee Review and update all
  attendance status by or CME credit for all
  users
• Sign-in Sheets Access printer-friendly sign-in
  sheets for each conference
• Attendance Reports Track attendance by
  conference, trainee, setting, time-frame, etc
• User Notification Email non-compliant trainees
  directly from attendance report
• Notes Virtually all handheld PDA devices come
  with a built-in scheduling application, making it
  possible to store the same documents on EValue
  and PDA

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Procedure Diagnosis (PxDx) Management
Track Patient Encounters on the Web or PDA with
Program-Customized Fields and Reports

• Custom Fields Designate any data entry field of
  your choice
• Custom Formatting Format fields as drop down
  menus, radial buttons, or text entry  
• Custom Data Sets Import Procedure Diagnosis
  lists, track ICD and CPT Codes
• Custom PxDx Groups Find PxDxs faster with
  structured hierarchy groupings, sort by ICD code
• PDA App (Palm Windows) for Trainees Log and
  review encounters, synch data to web
• PDA App (Palm Windows) for Supervisors
  Sign-off on trainee PxDxs on-the-spot
• Email auto-notifications Supervisors can
  receive automatic notices regarding encounters
• Passive Certification Supervisors automatically
  notified when procedure has been completed
• Active Certification   Certify a procedure has
  been completed by a resident via PDA or web
• Competency Certification   Complete an eval
  about how well the procedure was performed
• Procedure Order -  Trainees log primary,
  secondary, tertiary and quaternary procedures on
  patient
• Operative Logs   Track specific requirements
  such as CPT codes or RRC groupings 
• Procedure Privileges Define and track unique
  trainee privileges for each trainee, procedure
  type
• PxDx Evaluations Supervisors can complete
  periodic evaluations based on performance
• Review/Edit Review or edit completed PxDx
  encounters
• Accepted / Rejected Status Supervisors can
  accept or reject trainee completion of an
  encounter
• Printing Print PxDx summary logs, patient logs
  outcomes, or single encounter reviews
• Summary Reports Customize PxDx benchmarks by
  user and monitor their progress
• Log Reports View log of all patient encounters,
  filter the log contents by various criteria

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More EValue Reporting

• Unit-Level Reports
• Cross-Compare Institutions, Residencies,
  Clerkships, Activities and People at GME, Deans
  Office or Program Level
• Program Selection Menu Login to the residency
  or specialty EValue site of your choice 
• GME-level Macro Mgmt Performance outcomes by
  institution or program
• Program-level Micro Mgmt Performance by user,
  activity, people group, time frame
• Cross-comparison Compare performance between
  programs, activities, people groups, and time
  frames
• Viewing Privileges Customize viewing privileges
  by individual throughout entire organization

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More EValue Reporting (contd)

• Offline Reports Data Exports
• Request Useful Reports, User-Data Downloads
  Education History Exports
• ADRDS Catalog Request detailed trainee,
  educator, activity reports anytime
• Data Exporting Request program data dumps
  whenever they are desired
• Education History Exports Provide trainees a
  permanent record of CV, training experiences
• Notes- No additional fees for standard Offline
  Reports or data exporting services
• Educator Reports
• Track Educator Hours, CME Credits, and
  Performance
• Educator Hours Track hours worked by educator,
  task, and activity
• CME Credits Link CME credits to educators
  conferences, lectures
• Educator Rankings Compare and rank educators by
  performance data
• Notes The above educator reports are in
  addition to the standard performance reports
  described in the evaluations management section
  of this overview
• Notes No additional fees for standard educator
  management

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Other EValue Features
Work More Efficiently with the Following EValue
Tools

• Custom Homepages Create program-wide
  notifications, documents, or weblinks for program
• Promotions One click method - Promote Trainees
  each academic year.
• Password Login Change  Change you login and
  password information
• Request Password or Login Enter your email
  address to receive login info
• Auto-login Login to EValue directly from your
  email notifications with the auto-login URL
• My Calendar / Program Calendar  Toggle between
  personal and program calendar
• Program Events Reminders Set email automatic
  reminders for events and manage related documents
  
• Auto-promotion Set dates for users that will
  auto-promote trainees from one year to the next
• Mailing Labels Merge user contact info into
  various mailing label templates for easy printing
• User-Data Downloads Request downloads of all
  information every collected on each user
• Post Office Use this internal email engine to
  send emails, attach docs with EValue
• Help Menu  Access Advanced Informatics, FAQs,
  user manuals and Flash tutorials in moments
• Wireless Evaluations Complete evaluations on
  PDA via your wireless network
• Link EValue to Program Website Access your
  program website with a single click from within
  EValue

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Contact GME

• Gitanjali Kapur Education Technologies Analyst
• GME Management System consultation, training,
  technical support.kapurg_at_medsch.ucsf.edu or
  415-476-1346
• Amy Day - Manager, Resident Fellow
  AffairsResident Fellow Appointments,
  Credentialling.
• daya_at_medsch.ucsf.edu or 415-476-1346
• Lorenzo Woo Director, Office of Graduate
  Medical Education
• Policies, Contracts, Program related info.
• wool_at_medsch.ucsf.edu or 415-476-1346

Office of Graduate Medical Education