SU‐E‐P‐01: Adaptation of Commercial, Web‐Based, Medical Residency Management Software (MedHub, Inc.) for a Medium‐Sized Medical Physics Residency Program

Abstract

Purpose:Management of a CAMPEP‐accredited medical physics residency program (CaMPRP) is demanding. In our experience, the time required to manage a CaMPRP increased linearly with the number of residents. Managing our paper‐based CaMPRP became unwieldy and inefficient when we increased in size from three to four residents resulting in the purchase of commercial, web‐based residency management software (MedHub, Inc).Methods:All documentation for our CaMPRP was converted into a format that fits the MedHub structure including: all assessments, procedure participation, mentor/resident meeting summaries, director/resident meeting summaries, journals, tumor board and departmental meeting attendance, written reports, presentations, resident/faculty/staff evaluations, didactic coursework approval, licenses, absence tracking, and ethics/professionalism coursework. The conversion process was performed over a 4‐month period and required approximately 120 hours of director time and 100 hours of administrator time. Task assignments and documentation required of residents and faculty are now scheduled and dispersed through MedHub via email. Regular reminders are automatically emailed from MedHub for incomplete documentation. The MedHub server is maintained centrally by a university‐wide system administrator. Data is encrypted and meets FERPA and HIPAA standards.Results:MedHub is a repository for all documentation required of a CaMPRP and is viewable from supported internet browsers. Resident progress and compliance is transparent and viewable in real‐time by residents and administration. Resident and faculty compliance with required documentation and attendance have increased dramatically, approaching 100%. Management of our CaMPRP is now consistent with the medical residency programs who use Medhub campus‐wide. Anonymity is preserved for evaluations of personnel. Lost paper documentation is no longer a concern. Data mining tools are being created to analyze documentation to help increase focus and productivity.Conclusion:Medical residency management software has been successfully adapted by a CaMPRP. This management tool has been very useful toward increasing compliance, access, transparency, anonymity and productivity.