CCC-CCC: Coordinator Claiming Control - Clinical Competency Committee

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1 CCC-CCC: Coordinator Claiming Control - Clinical Competency Committee Ambrosya Amlong, C-TAGME Director, Education Operations Janene Bondie Pediatric Emergency Medicine Fellowship Coordinator

2 Financial Disclosures Ambrosya Amlong, C-TAGME Janene Bondie None of the above speakers have any conflicts of interest to disclose. EMERGENCY MEDICINE

3 Objectives Identify areas for process improvement Develop best practices for small and large programs EMERGENCY MEDICINE

4 Activity Name Data Points Programs pull together to help develop Milestones for trainees. EMERGENCY MEDICINE

5 Pulling All the Data Together End-of- Rotation Evaluations Quality Improvement Activities Sim Lab In-service training exams Confidential For Discussion Purposes Only Clinical Skills Assessment/ Teaching Skills Assessment Clinical Competency Committee Safety Incident Reports Case Logs Nursing and Staff / Techs Evaluations Progress on Milestones Patient/ Family Evaluations

6 Small Program CCC Past Tons and Tons of paper!!! PEDIATRIC EMERGENCY MEDICINE

7 CCC Past Changes occurring up to 5 minutes before the start of the meeting Copying and recopying again No organization to the work that needed to be done in advance No deadlines PEDIATRIC EMERGENCY MEDICINE

8 CCC Present The transformation begins PEDIATRIC EMERGENCY MEDICINE

9 New and Improved CCC Utilizing the Clinical Competency section in the online residency management system All members bring a laptop to each meeting to view documents One binder of the paperwork for the Chair of the meeting The binder is used again by the PEM Fellowship Program Director for the quarterly meetings with the fellows PEDIATRIC EMERGENCY MEDICINE

10 New and Improved CCC How will you ensure that you have gathered all the correct documents every time for each fellow/resident? PEDIATRIC EMERGENCY MEDICINE

11 The Checklist Pulled Uploaded Printed Pulled Uploaded Printed Pulled Uploaded Printed Pulled Uploaded Printed Pulled Uploaded Printed Blank CCC Milestones Form never delete xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx PEM CCC Instructions 2015.pptx never delete xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx PEM Milestones.pdf never delete xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx Block Schedule Moonlighting Report - quarter Duty Hours Summary - quarter run in excel Duty Hours Summary - cumulativrun in excel Faculty completed CCC Evaluation Fellow Self Eval (from MedHub) Aggregate Comments Nursing Comments Peer Comments Milestones NAS Sum. - Quarter Milestones NAS Sum. - Cumulative Proc Requirements by Resident Conference Attendance - quarter Conference Attendance - cumulative Conference Speaker Evaluations Fellows Asynch Conference Attendance Faculty Eval of Fellow in Sim by resident by resident Most recent SOC Summary PEDIATRIC EMERGENCY MEDICINE

12 Load It Up!! Time to upload this massive amount of documents into your online residency software program for the faculty to review and to complete their report for the upcoming CCC meeting. PEDIATRIC EMERGENCY MEDICINE

13 Next Steps Own it! Formulate a plan with clear and reasonable deadlines with the Chair of the CCC Committee Be mindful of the physicians clinical demands when scheduling deadlines Remind your faculty of what is upcoming PEDIATRIC EMERGENCY MEDICINE

14 Next Steps Use your organizational skills to help others become organized Continue to ask for feedback from your faculty on what is working/not working in the process You will then enjoy a smoothly ran meeting with a minimum of hiccups PEDIATRIC EMERGENCY MEDICINE

15 Impact of the Changes Constructive use of the coordinator s time Presenting information in a clear and concise manner Increased faculty satisfaction with a streamlined process for the document review Fellows/Residents receive quality feedback PEDIATRIC EMERGENCY MEDICINE

16 Activity We need 3 small program volunteers to share things they have done that have improved their CCC quality of life. PEDIATRIC EMERGENCY MEDICINE

17 EMERGENCY MEDICINE Large Program CCC

18 EMERGENCY MEDICINE HOLDING UP!!!

19 Changes to Process Centralize into Resident Management System Develop process of managing all data points Streamline plan for problem residents Define reporting plan for milestones GOAL: LOSE ALL THE PAPER SAVE 2 TREES EMERGENCY MEDICINE

20 Monthly CCC Identify missing evaluations for residents Ask faculty to follow-up Discuss any specific resident issues, develop plan, Assign APD to follow-up If a resident on remediation/probation, review progress on plan monthly Manage CCC through Resident Management Portal EMERGENCY MEDICINE

21 RMS Clinical Competency Committee EMERGENCY MEDICINE

22 Clinical Competency Committee Members EMERGENCY MEDICINE

23 EMERGENCY MEDICINE CCC Meetings

24 EMERGENCY MEDICINE CCC Resident Specific

25 Thinking Milestones Data Elements EMERGENCY MEDICINE

26 CCC Defines Performance Ranges At or Above Expectation: 2.8 and higher Below Expectation: Remediation: Below 1.7 EMERGENCY MEDICINE Confidential For Discussion Purposes Only

27 Link Data Sources & Formatting Confidential For Discussion Purposes Only

28 Conditional Formatting 1 Confidential For Discussion Purposes Only Highlight cells to apply the conditional formatting

29 Conditional Formatting 2 Click on Conditional Formatting Highlight Cells Rules Confidential For Discussion Purposes Only

30 Set Ranges Select, Greater Than Ranges Less Than or Between to Set Value Choose the corresponding fill color (e.g., red, yellow, green)

31 EMERGENCY MEDICINE Milestones Meetings

time needed for Milestones with Red Light/Green Light process 2 6-hour meetings reduced to 1 5-hour meeting With reduced

32 EMERGENCY MEDICINE Impact of Changes Saved those 2 trees NO MORE PAPER Modified Monthly CCC to 1½ hours for adequate review of all residents, performance planning Faculty more engaged when information readily available in RMS Reduced amount of time needed for Milestones with Red Light/Green Light process 2 6-hour meetings reduced to 1 5-hour meeting With reduced time commitment, faculty had additional time for shifts, teaching, research Faculty salary cost savings to department $31,500/year

33 Activity Discuss at your table best practices for your program s CCC. EMERGENCY MEDICINE

34 Appreciation We appreciate you sharing your best practices with us. We appreciate your commitment to your house officers!! We appreciate you spending time with us today!! EMERGENCY MEDICINE

35 Thank You GO BLUE!!!! EMERGENCY MEDICINE

Laura Hempstead, DO, FACOFP AODME April 22/2015

Laura Hempstead, DO, FACOFP AODME April 22/2015 Disclosures, Goals and Objectives Nothing to disclose Identify strategies to overcome initial barriers to starting a CCC Discuss ways to use a core competency