MedHub Annual User Conference 2019

To view last year's User Conference booklet, click here. 

Agenda

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  • September 23, 2019
  •  
    7:00 AM  -  5:00 PM
    Registration Open
    8:00 AM  -  4:30 PM
    eValue Pre-Conference Workshop: Beginner Administrator Workshop
    This workshop is for new eValue users who are just getting started with eValue and are looking to accomplish the following training goals:

    - Understand the basic navigation of the system
    - Learn how to create and manage users
    - Learn how to communicate with users
    - Learn how to track personal records for users
    - Learn how to build the elements of a schedule
    - Learn how to manage evaluations
    - Understand options for scheduling
    - Learn how to manage time tracking
    - Learn how to manage case logs
    - Understand these functions from an end user’s perspective

    Agenda of the day:

    1. BASIC SYSTEM NAVIGATION (0.5 hours)
    - Help, Favorites, My Account, Program ID
    - Available Tabs and Submenus, Collapsing the tabs

    2. USER MANAGEMENT & BIOMETRIC DATA (1.25 hours)
    - User Management
    - User Data Settings
    - Adding a user to the system, editing an existing user
    - Explanation of rank and role
    - Creating a people group
    - Assigning directorships
    - Communication tools
    - Post office
    - Email templates
    - View & resend sent emails
    - Creating a custom homepage

    3. ELEMENTS OF THE SCHEDULE (1.25 hours)
    - Activities
    - Creating/editing new activities
    - Creating activity groups
    - Sites and Site Affiliations
    - Creating/editing sites
    - Creating site groups
    - Creating/editing site affiliations
    - Time frames
    - Creating basic time frames
    - View evaluation forms

    4. WORKING TIME (0.5 hours)

    5. SCHEDULE MANAGEMENT (1.5 hours)
    - Manage Schedule
    - Creating the schedule
    - Evaluation deployment
    - Review how the schedule will deploy the evaluations
    - Manage Evaluations
    - Assign individual evaluations
    - Manage assigned evaluations

    6. CASE LOGGING (1 hour)
    - Setup
    - Student view
    - Supervisor sign-off
    - Admin view

    7. TIME TRACKING (0.5 hours)
    - Setup
    - Student view
    - Supervisor sign-off
    - Admin view
    8:00 AM  -  4:30 PM
    eValue Pre-Conference Workshop: Consultation - Reporting in eValue
    eValue's intermediate/ advanced consultation/workshop will cover reporting in eValue.This workshop will walk you through best practices for reporting and putting data into eValue and getting data out. Some of the topics include evaluations report, custom fields, and groupings. This workshop is specifically for administrators and will cover the in-depth pieces and platform outputs.


    Agenda for the day:
    1. GROUPING & REPORTING (0.5 hours)
    - Focusing data and running reports against people groups, course groups
    - Question groups
    - Creating groups

    2. CUSTOM FIELDS (1 hour)
    - Reporting on custom fields
    Demographics/User
    Sites
    Case logs
    - Date fields that can generate reminders
    Expirations of immunizations, affiliations
    Set up arbitrary reminders on custom fields that are tied to demographics fields
    - Custom fields reports
    Creating custom reports to add to user’s biographic data page for their visibility

    3. EVALUATIONS REPORTING INTRO (0.5 hours)
    - Explain differences between Activities, Educator, & Trainee Reporting

    4. EVALUATIONS REPORTING OVERVIEW (0.5 hours)

    5. SCHEDULING REPORTS (1 hour)
    - Data downloads
    - Schedule communication to educators/students (Emailing educators/students their schedules)
    - Configuration (can customize what you see when you click on the name of a site or educator)

    6. COMPLIANCE REPORTING (0.5 hours)
    - Tracking compliance through eValue
    - Evals: Sending emails to users who have not met specific thresholds
    Student
    Educator
    - Time-tracking
    - Personal records

    7. DATA/ACCESS RESTRICTION BY ROLE (0.5 hours)
    - Reviewing access levels
    - Reciprocity
    - Access by role

    8. AUTOMATED REPORTING (0.5 hours)
    - Anonymous reports
    - Mass email to educators

    9. DATA EXTRACT (0.5 hours)

    10. CROSS-TAB REPORTS (0.5 hours)
    - E.g. Exporting evaluation data
    - Excel functions once you export to Excel

    11. WORKING TIME (0.5 hours)
    8:00 AM  -  4:30 PM
    MedHub Pre-Conference Workshop: Beginner Program Administrator Workshop:
    MedHub's Beginner Program Administrator Workshop: This workshop is for program administrators who have begun using MedHub and are looking for training on fundamental MedHub functionality such as: - The administrator portal and alerts - Resident and faculty demographics and training - Resident and faculty scheduling of rotational and clinical activities - Evaluation creation, delivery, and reporting - Procedures and case log management - Didactic conference management
    8:00 AM  -  4:30 PM
    MedHub Pre-Conference Workshop: Consultation - GME Accreditation tools
    MedHub's intermediate/ advanced consultation/workshop will cover GME accreditation tools. Come learn about the MedHub Accreditation tool – including APE, Site Visits, and internal reviews. This session will show you how various modules within MedHub can help improve accreditation outcomes for your institution. We will cover the pieces of feature functionality and platform outputs, so this workshop may not be to a beginner user's advantage.
  • September 24, 2019
  •  
    7:00 AM  -  5:00 PM
    Registration Open
    7:30 AM  -  8:30 AM
    Breakfast Buffet
    8:30 AM  -  9:00 AM
    General Session with MedHub LLC's General Manager
    9:00 AM  -  10:00 AM
    Keynote
    Kenyon Salo is one of the top trainers, facilitators and keynote speakers in the fields of adventure, leadership, team building, sales, customer service, and inspiration/motivation. One of only five members on the Denver Broncos Thunderstorm Skydive Team, he is seen each week during game season flying into the Denver Broncos Stadium at 60+mph, ending with a soft tip-toe landing on the ten-yard line. He brings to the stage over 20+ years of successful audience engagement through humor, awe-inspiring moments, prolific storytelling, and ‘edge-of-the-seat content. With over 6000 skydives under his belt and travels that have taken him all around the world, he’s determined to live life to the fullest and help others do the same. Through his passions for adventure, storytelling, and connecting with people, he found a simple process to guide others on a path to what most of us crave – living a more fulfilled life. His goal through his engagements is to deliver a powerful and heart-touching message on the possibility of how amazing life can be through providing actionable steps that will help any audience, both personally and professionally, embark on a path to achieve anything they desire.
    10:00 AM  -  10:30 AM
    Break
     

    eValue System Maintenance

    10:30 AM  -  11:30 AM
    Designing and Maintaining Role Security Access and Permissions
    Those who attend this session will learn how to research and understand their own eValue roles, and potentially make a plan if clean-up is needed, using the following tools: - How to check "Program Data List" for a program's roles (and back-end label/type). - Understand eValue Role Types (Trainee, Educator, Administrator, Director, Editor, etc) and some basic differences - Setup a Director with a directorship - Hear an introduction to "View Evaluation Viewing Access Levels" and what roles view on reports - "View & Request Access by Role" - see what menu items a role already has, and how to request menu items
     

    MedHub Feature / Function

    10:30 AM  -  11:30 AM
    Designating, Delivering and Mapping a Final Evaluation
    This presentation will give Dean’s Office and Course Coordinators an overview of the workflow to designate, deliver, and map contributor evaluations to final evaluations. Presenters will demonstrate evaluation assignment, automated delivery, mapping contributor evaluations, and monitoring completion status. At the conclusion of this session, the learner should be able to: • Understand the components of final evaluations in MedHub; design, designation, delivery, mapping contributor evaluations to final evaluation questions, and monitoring completion. • Explain how to automate the delivery of the final evaluation and monitor completion status. • Understand how to map contributor responses to each question on the final evaluation.
     

    MedHub System Maintenance

    10:30 AM  -  11:30 AM
    Common Themes and Resolutions among Support Request
    This presentation will provide attendees with an overview of some of the common themes submitted to MedHub Support, via the Support Ticket system, as well as what type of details should be included in a Support ticket. The presenters will review some of the common Support questions and resolutions they are seeing throughout the year and the information that is most helpful in a Support ticket that will help expedite resolution for the user. At the conclusion of this session, the learner will be able to: - Resolve/answer some of the frequent questions/issues its institutions’ users encounter. - Understand what type of information should be included in a Support ticket.
     

    eValue Utilizing Workflows

    10:30 AM  -  11:30 AM
    Putting the eVALUE in Orientation
    The students at Pacific Northwest University of Health Sciences are assigned to 17 different “home” regions across 5 states for their clinical rotation years, and each region provides a mandatory orientation for incoming 3rd years. Janell Kiel Nelson's team provides an orientation outline for each region to follow and has created customized manuals available for students to ensure they know how to utilize eValue during their clinical rotations, but they identified the need to provide further guidance in real time during orientation. By adding this piece to orientation, the Osteopathic Education team hopes to ensure every student gets the same basic introduction to eValue and has some practice in case logs and evaluations. The learning objectives for this session: - Beginner Users will learn more about features like case logs and evaluations - Intermediate Users will learn how to build these eValue features into orientation - All attendees will benefit from time for open discussion, to learn how other users in the room approach their orientations and eValue training
     

    MedHub Expert Panel / Roundtable

    10:30 AM  -  11:30 AM
    Transform your Institution through Market Expert Consulting & our Learning Portal to Drive Adoption
    At the conclusion of this round table and expert panel session, attendees will be able to: - Speak first hand with our UME and GME consultants and understand the value they can offer your institution in order to excel in accreditation outcomes, system utilization, and setup. - Engage with our GME finance consultants and recognize how they can partner with you to increase your reimbursement and set you up for success in IRIS and billing. - Meet with our Director of Training and Instructional Designers to understand how the learning portal can radically change your ability to utilize MedHub and standardize best practices through proper use and training of our system.
     
    11:30 AM  -  1:00 PM
    Lunch
     

    eValue Feature / Function

    1:00 PM  -  2:00 PM
    Making the Case: Understanding Case Logs
    - Participants will walk away with deeper knowledge on how to customize their case log settings to meet curricular or accrediting requirements. - Participants will learn how to set up a case log summary report and how to edit their current settings.
     

    MedHub System Maintenance

    1:00 PM  -  2:00 PM
    UME Best Practices and Collaboration
    This presentation will give UME Offices a look at how Stanford University School of Medicine improved or modified their processes to work with MedHub platform. At the conclusion of this session, the learner should be able to: - Conduct a needs assessment with course administrators to best capture their requirements and experiences, as well as potential challenges. - Maintain the individual ownership and management of contributor evaluation data - Give specific examples of how Stanford set-up their clerkships in the MedHub.
     

    eValue Utilizing Workflows

    1:00 PM  -  2:00 PM
    EPA Assessment Utilizing Case Logs and Evaluations
    Case Logs Procedures utilizing simple one question evaluations as the confirmation method has proven to be an effective tool which allows for robust reports that indicate both overall performance and performance over time. Student and educator compliance, with reminders, is quite high in the 95 to 99 percentile range which is a testament to the ease of use for this process. This session will focus on the following: - CU SSPPS approach to EPAs - Reports: Begin with the end in mind - Pros and cons of using Case Logs with Evaluations - Setup
    Speakers:
     

    MedHub Utilizing Workflows

    1:00 PM  -  2:00 PM
    Work Hours – Visualizing the Review Periods on the Trainee Timesheets for Compliance with ACGME Requ
    This presentation will give GME Offices a look at how Mayo Clinic School of Graduate Medical Education (MCSGME) partnered with MedHub to enhance their work hour functionality to incorporate visual components for trainees and program staff to identify dates of work hour review periods. MCSGME programs and trainees want to abide by the ACGME work hour requirements while ensuring the focus of medical education is on patient care and learning. MCSGME leadership and program directors vocalized a need for trainees and programs to clearly know the MedHub work hour review period dates and have the ability to proactively track compliance within these dates. At the conclusion of this session, the learner should be able to: - Abide by the ACGME work hour requirements while ensuring the focus of medical education is on patient care and learning. - Understand the background, recommendations, and outcomes of the customized work hour tracking functionality.
    Speakers:
     

    eValue Expert Panel / Roundtable

    1:00 PM  -  2:00 PM
    Just in Time Learning – Discovering the Brilliance of our Learning Portal
    This presentation will give users insight into the new interactive e-Learning platform designed to provide just-in-time learning for the continuous platform and process adoption and to provide useful data for institutional oversight on the Learning Portal. After this session, the learner will be able to: - Identify the types of activities that will be available within the Learning Portal. - Identify available reports and methods to track completion and retention over time. - Distinguish between the value of the Learning Portal vs. traditional standalone video tutorials. - Assess the value of the Learning Portal for your institution
     
    2:00 PM  -  2:15 PM
    Transition Break
     

    eValue System Maintenance

    2:15 PM  -  3:15 PM
    Tips & Tricks in eValue
    - Participants can find new ways to enhance their workflow. - Improve the eValue experience for students and educators.
     

    MedHub Feature / Function

    2:15 PM  -  3:15 PM
    Leveraging Reports in MedHub to Create Brilliant Compliance Trackers and Data Visualizations
    This presentation will give Program Administrators and GME offices a look into how provided reports in MedHub, including the Program List export can be combined, manipulated, and ultimately presented for many uses. This presentation will highlight how the GME Office at the University of Chicago is using MedHub to create a more robust project that still only utilizes Microsoft Office products, which are usually available at most institutions. This presentation will discuss simple tips and tricks on building a blended report using only Excel and present simple strategies for utilizing reports to their highest potential. At the conclusion of this session, the learner should be able to: - Discuss simple tips and tricks on building a blended report using only Excel. - Understand how to combine various reports together to create compliance and data tracking tools. - Highlight simple strategies for utilizing reports to their highest potential.
    Speakers:
     

    MedHub System Maintenance

    2:15 PM  -  3:15 PM
    Introduction to the Learning Portal
    This presentation will give users insight into the new interactive E-Learning platform designed to foster and monitor continuous learning on the MedHub Platform. At the conclusion of this session, the learner should be able to: - Recall the types of activities that will be available within the Learning Portal. - Recall available reports and methods to track completion and retention over time. - Distinguish the value of the Learning Portal vs. current training offerings. - Assess the value of the Learning Portal for their institution.
     

    eValue Utilizing Workflows

    2:15 PM  -  3:15 PM
    Using your Assessment Plan to Guide Implementation & Utilization
    Whether you are just getting started or advancing your utilization of eValue, the process can be daunting. Frequently users prioritize clinical workflow – scheduling, evaluations, and student tracking to direct functionality. To unlock the true programmatic (e)value, we need to look beyond the mundane tasks and look to broader programmatic effectiveness. How do we know if we are transitioning students to clinicians? How do we know if we have checked all the accreditation boxes? How do we know our learning outcomes have been met? The answer is assessment. Learning assessment, faculty assessment, and programmatic assessment involve ongoing processes and information that can provide invaluable guidance in eValue implementation. Using assessment planning will not only maximize data capture, but decrease workload for Dean’s, Chairs, Program Directors, and Clinical Coordinators. Objectives: - Establish the role of assessment planning in guiding data entry and outcome decisions for eValue utilization. - Model a process for taking Student, Faculty, and Programmatic Outcomes from your program to the eValue platform. - Examine the data-driven results from coordinating eValue implementation with assessment planning.
     

    eValue Expert Panel / Roundtable

    2:15 PM  -  3:15 PM
    Honing your Processes in eValue for Ease of Data Access to Satisfy Your Accreditation Needs - What's
    Do you need to sharpen and refine your skills and processes in eValue you use for data collection and reporting in order to meet accreditation standards? Or, do you have some ideas for unique and easy eValue processes you would like to share with other schools? Networking with others in the field of pharmacy education is one of the best ways to share your knowledge as well as pick up helpful hints from others facing the same day to day activities. With this in mind, we would love for you to be a part of this roundtable led by 3 experienced pharmacy school eValue consultants.
     
    3:15 PM  -  3:45 PM
    Refreshment Break
     

    All E*Value Clients

    3:45 PM  -  4:45 PM
    Evaluation Builders "Show and Tell": An Active and Engaged Workshop
    Have you ever wondered what other institutions are doing with their evaluations? What questions are you asking students to answer for faculty and course evaluations? What questions do you ask for clerkship and rotation evaluations? What scale types do you use and why? How do you structure your comment questions? For most intermediate and advanced users that build evaluations, these questions are at the front of their discussions and are actively seeking advice and suggestions from peers across curriculum and state. This collaborative Show and Tell session will take users back to kindergarten basics: showing, telling, and sharing our best work. Attendees should plan to bring their laptop, iPad, or electronic device to access evaluations within their program(s).


    At the end of this session, users will be able to:
    - Identify and discuss best practices for formatting your evaluations
    - Appraise and evaluate examples of how other institutions evaluate clinical and pre-clinical events
    - Review the various types of questions asked for effective program outcomes
    Speakers:
     

    eValue System Maintenance

    3:45 PM  -  4:45 PM
    Knowing and understanding your settings across the system
    By the end of this session: - Attendees will know where to change a setting - Attendees will learn how to change a setting - Attendees will have an idea of what affect setting changes will have in the system - Attendees will learn about module settings that they may not currently have access to, to spark interest in further adoption
     

    MedHub Feature / Function

    3:45 PM  -  4:45 PM
    Fitting a Round Peg in an Oval Hole: Making the MedHub Platform Work for You
    Every GME program sends out their evaluations on different schedules for a variety of reasons. Fortunately, there are many different ways that MedHub delivers evaluations to residents, faculty, students, and patients. In this presentation, I will cover the variety of ways to use the schedule to automate evaluations, use the deliver evaluations function if evaluations are not associated with a schedule, using the RIS system, and how to use the Resident Dashboards for CCC meetings to tie all of the data together. At the conclusion of this session, the learner should be able to: - How to create automatic evaluation delivery rules based on rotation or clinic schedule - How to deliver evaluations not based on the rotation or clinic schedule - How to set up and utilize the Resident Identified Supervisors system - How to use Resident Dashboards to leverage all the data collected in evaluations for CCC
    Speakers:
     

    MedHub System Maintenance

    3:45 PM  -  4:45 PM
    Transitioning an idea into a new feature
    This presentation will give GME Office and Dean’s Office users an overview of the relaunched MedHub idea portal. The presenters will demonstrate how MedHub takes the unique approach to understand the end-user’s problem and maximize the user experience when developing new features/functions. Users will be able to experience how MedHub integrates User Experience design methods to release new functionality. At the conclusion of this session, the learner should be able to: - Explain the New User Story format to better document the problem to be solved. - Identify the Status updates on ideas to create roadmap transparency. - Understand how an idea becomes a new feature. - Recognize the time it takes to do the research to develop new features through user experience design research. - Identify how trending ideas are discussed during the monthly Advisory Board meeting
     

    MedHub Expert Panel / Roundtable

    3:45 PM  -  4:45 PM
    Leveraging MedHub for Success in Managing and Reporting Institutional Outcomes
    This round table discussion is designed to encourage collaborative discussions on how Institutions are using MedHub to manage and report on Institutional Outcomes. Lead by industry experts this session will provide you with suggestions and ideas for leveraging the powerful tools found within MedHub. Learning Objectives: - Make connections with peers in the industry and build relationships for cooperative work moving forward. - Use collaborative information to increase the use and efficiency of managing institutional outcomes for accreditation and institutional reporting.
  • September 25, 2019
  •  
    7:00 AM  -  5:00 PM
    Registration Open
    7:30 AM  -  8:30 AM
    Breakfast Buffet
    8:30 AM  -  10:00 AM
    eValue General Session
    Come hear from your eValue product owners in regards to the product roadmap & services overview.
    8:30 AM  -  10:00 AM
    MedHub General Session
    Come hear from our GME and UME Product Owners in regards to the product roadmap & services overview.
    10:00 AM  -  10:15 AM
    Transition Break
     

    eValue Feature / Function

    10:30 AM  -  11:30 AM
    Tracking Domain Outcomes to Demonstrate Student Proficiency
    Attendees will learn the following by the end of this breakout session: - "Why outcomes?" Understand the rationale for using Outcomes in eValue - Know how to Create and Apply Outcome tags to new or existing Evaluation questions - Identify Outcomes Reports and the Radar Chart Report (in a list of "Evaluation Student Reports")
     

    MedHub System Maintenance

    10:30 AM  -  11:30 AM
    A year in the life of MedHub
    This presentation gives GME Office and Program Administrators a view of how the GME Office at OHSU utilizes MedHub through a July to June academic calendar year. From onboarding to schedule creation to reappointments to terming, OHSU's GME Office will discuss their approach to incorporating MedHub functionality to ensure timely completion for our internal processes. Some specific MedHub capabilities that are integral to our office and which will be highlighted during this session are MedHub profile creation, onboarding and reappointment packages, exit checklists, annual rollover process for programs and certification tracking. In addition to this, they will explain OHSU’s initiatives to continue education with the MedHub system throughout the academic year with monthly drop-in sessions and Program Admin specific presentations.
     

    MedHub Utilizing Workflows

    10:30 AM  -  11:30 AM
    Student On-boarding (Student Enrollment)
    This presentation will provide the Dean’s Office with an overview of MedHub’s Student Onboarding functionality. The presenter will review how to create a package of required documents and how to deliver the package to the institution’s students. At the conclusion of this session, the learner will be able to: - Build a library of documents/forms to include in a student application package. - Create a package consisting of a collection of documents/forms to deliver to the students. - Assign and deliver the application package to the students. - Manage the documents required and submitted by the students.
     

    eValue Expert Panel / Roundtable

    10:30 AM  -  11:30 AM
    Mastering Curriculum Management for the Masses
    This session will provide definition, clarity, and usability for the eValue curriculum mapping tool. Curriculum Management specialists will discuss what a curriculum map is, what it can do for an organization, and provide best practices for how to manage the data needed. Uploading to the AAMC will be discussed and how to use the tools within eValue to build and report on the curriculum to discover gaps and redundancies. By the end of this session participants will be able to: - Define what a curriculum map is. - Take advantage of eValue’s curriculum mapping tool to update, report and manage curriculum. - Use eValue’s curriculum mapping reports to present information to curriculum committees and school leadership to drive curricular compliance and continuity.
    Speakers:
     
    11:15 AM  -  11:30 AM
    Transition Break
    11:30 AM  -  1:00 PM
    Lunch
    1:00 PM  -  2:00 PM
    Oh, the Ways You Can Evaluate Entrustability!
    By the end of this session, attendees will be able to: - Describe how to evaluate entrustablity using the evaluation builder - Highlight how this evaluation tool allows for assessment of the EPAs along with an overall performance scale, and professionalism rating. This tool is a hybrid of the milestones tool used in evaluations in GME, which allows anchors to be shown to the educator assessing the EPAs. - Review the reporting functionality and how you can gauge the students' entrustment level.
     

    MedHub System Maintenance

    1:00 PM  -  2:00 PM
    Tech Talk: Software Development 101 (Software Development Life Cycle)
    This presentation will continue the discussion of Transitioning an Idea into a New Feature, we will look at the process of taking a feature specification and turning into a deployed feature. This session will provide an overview of software development methodology, and then take a look at the development lifecycle used by MedHub. At the conclusion of this session, the learner should be able to: - Understand the difference between Agile and Waterfall development lifecycle - Know how a feature request translates into technical requirements - Demonstrate feature testing prior to completion - Know the impact of a conceptual feature request on the functioning of the MedHub platform - Know the steps the development team takes to improve platform stability
     

    MedHub Utilizing Workflows

    1:00 PM  -  2:00 PM
    Maximizing MedHub for a Successful Trainee Onboarding
    This presentation will give GME Offices a look at how UCLA has evolved their usage of the MedHub Onboarding features over time. UCLA went live with MedHub in April 2014 and began leveraging MedHub's "Resident Application" functionality to onboard residents and visiting residents in 2015. Over the course of the last four years, we have expanded the use of the functionality, often through trial and error. At the conclusion of this session, the learner should be able to: - Considering dynamic application form content - Evaluating current practices for opportunities to streamline - Leveraging “Resident Applications” for multiple stakeholders - Visiting resident process overview
     
    2:00 PM  -  2:15 PM
    Transition Break
     

    eValue System Maintenance

    2:15 PM  -  3:15 PM
    Enterprise Set-ups: Managing Parent Child Information
    By the end of this session, attendees will: - Learn how information can flow from parent to child: custom fields, sites, personal records and evaluation data. - Determine what information you want in the parent VS the child. - Use the ability to report at the Enterprise level for oversight of your institution’s data.
     

    MedHub Feature / Function

    2:15 PM  -  3:15 PM
    GMEC Oversight: Annual Program Evaluations (APE) Peer Review Process
    This presentation will give GME Offices a look at tools to use in support of a robust and comprehensive approach in structuring your Annual Program Evaluation process. Using MedHub to successfully facilitate the peer review process, provide feedback to your programs and engage members of your GME community are key in adapting the new 2019 Common Program Requirements. We will look at what questions are important to include, what data should be tracked and begin to think about how the APE process will support your self-studies. At the conclusion of this session, the learner should be able to: - Identify best practices for the Annual Program Evaluation (APE). - Learn how to engage your GME community in APE s using MedHub’s Accreditation functionality. - Develop a comprehensive process for institutional oversight of the APE process. - Provide early intervention for struggling programs. - Begin to look at a bridge to the self-study using your APE.
    Speakers:
     

    MedHub System Maintenance

    2:15 PM  -  3:15 PM
    Tricks & tips to ensure you have clean data – doing a high-level review (IRIS)
    This presentation will give GME Office and Finance users a walk through the MedHub Finance Consultants process of reviewing programs, sites, and trainee information, as well as some inside tips on how to utilize outside sources and MedHub reports to help with this process. This presentation will outline ways to prevent having your cost report rejected. This presentation will briefly discuss the CMS IRIS changes for the next year. At the conclusion of this session, the learner should be able to: - Review their institution programs for accuracy cross-referencing ACGME or other external sources - Review their site lists for accuracy cross-referencing ACGME or other external sources such as program web sites - Review their Activity lists for accuracy using various MedHub reports for review - Review their trainee data for accuracy using various MedHub reports for review, including simultaneous match setup - Understand the changes coming in the future with the CMS IRIS changes.
    Speakers:
     

    MedHub Utilizing Workflows

    2:15 PM  -  3:15 PM
    Curriculum Mapping (Part 1) Data Entry
    This presentation will give the UME Office an overview of the curriculum mapping data entry functionality in MedHub. Presenters will demonstrate how to enter educational program objectives, course objectives, sessions, and session objectives. This is part 1 of a 2 part series. Part 2 is called Curriculum Mapping (Part 2) Searching and Exporting. At the conclusion of this session, the learner should be able to: - Explain how to enter educational program objectives. - Customize a set of assessment methods and session topics. - Understand how to enter course objectives, sessions, and session objectives. - Understand how to complete the Curriculum Map Import template. - Understand common pitfalls when entering curriculum map data.
     

    eValue Expert Panel / Roundtable

    2:15 PM  -  3:15 PM
    Leveraging eValue for Success in Managing and Reporting Institutional Outcomes
    This round table discussion is designed to encourage collaborative discussions on how Institutions are using eValue to manage and report on Institutional Outcomes. Lead by industry experts this session will provide you with suggestions and ideas for leveraging the powerful tools found within eValue. By the end of the session participants will: - Make connections with peers in the industry and build relationships for cooperative work moving forward. - Use collaborative information to increase the use and efficiency of managing institutional outcomes for accreditation and institutional reporting.
    Speakers:
     
    3:15 PM  -  3:30 PM
    Transition Break
     

    MedHub System Maintenance

    3:15 PM  -  4:15 PM
    Continuing Education of the MedHub System - Keeping Your Program Administrators Engaged and Updated
    This presentation will give Program Administrators and GME offices a three-pronged approach to continuing education with the MedHub system through the eyes of two different institutions, Iowa and OHSU. The presenters from both offices will highlight their approach to educating those who are first starting in the GME world and those who are seasoned users. They will discuss best practices such as structured curriculum, one on one sessions, and regular Q and A drop-ins. Both use this interactive approach to engage all levels of learners and promote the use of the MedHub system. This helps with standardization across our institutions, informing about new functionality, and continuous process improvement. They hope to engage the audience by having an active discussion with their MedHub educational opportunities!
     

    MedHub Expert Panel / Roundtable

    3:15 PM  -  4:15 PM
    How to use billing functionality with the constraints and uniqueness of the VA
    Invoicing the VA presents unique challenges to GME Offices. With directives, handbooks, and specific rules that may restrict payment, MedHub billing users must be knowledgeable and proactive to ensure proper compliance with federal regulations. During this roundtable discussion, you will hear how 3 different MedHub clients work with their local VA Medical Centers, and how MedHub is used in these processes. Round table objectives: - Attendees can see how 3 other clients are currently set up to bill a VA Medical Center & discuss those nuances - Attendees will have the ability to share personal pain-points regarding their VA or other complex billing issues - Attendees can share/discuss desired enhancements to help address VA billing
    Speakers:
     

    eValue Feature / Function

    3:30 PM  -  4:30 PM
    Documenting & Tracking Direct Observation to Meet Institutional and LCME Compliance Needs
    This presentation will highlight the eValue tools Baylor College of Medicine utilizes to enforce and emphasize the clinical Direct Observation requirement. It puts the onus on the student to launch the Direct Observation form. Ultimately, the data will demonstrate institutional and LCME compliance. Hopefully, the process will also translate into positive responses by the students on the AAMC Graduation Questionnaire about being directly observed. At the conclusion of this session, participants will be able to: - Create an Ad Hoc WDYWW evaluation for students to launch in order to initiate the Direct Observation process - Build a universal Direct Observation evaluation form - Retrieve and interpret report data for student compliance.
    Speakers:
     

    eValue System Maintenance

    3:30 PM  -  4:30 PM
    Let's Group It Together. Using Groups in eValue.
    In this session attendees will learn how useful grouping items together can be. You will see multiple types of groups such as: - User Groups - Site Groups - Activity (Course/Rotation) Groups - Site Groups - Personal Records Groups - Evaluation Question Groups
     

    MedHub Feature / Function

    3:30 PM  -  4:30 PM
    Schedule Lottery- Is it right for you?
    This presentation will give Dean’s Office users a high-level overview of the schedule functionality. Presenters will discuss the ways to optimize this functionality at their institution. This session will also walk through how to determine if the schedule lottery functionality is right for your institution. At the conclusion of this presentation, the learner should be able to: - Identify if the lottery is a good fit for your school's scheduling process - Recognize the overall usage and output of the lottery process - Describe the best practices for using the lottery - Understand when the lottery should and should not be used. - Recall the difference between a lottery and an optimization - Recall the role the course list plays in the scheduling lottery - Recall the role enrollments play within the scheduling lottery
     
    5:00 PM  -  7:00 PM
    Client Appreciation Event
  • September 26, 2019
  •  
    7:30 AM  -  8:30 AM
    Breakfast Buffet
     

    eValue System Maintenance

    8:30 AM  -  9:30 AM
    Agile Evaluations – Handle scheduling unknowns and evaluation routing complexities with eValue’s Who
    Have you ever encountered a scenario where it is unclear who should evaluate who during a rotation? Have you ever wanted a follow-up evaluation to go out to a specific person for verification, review or sign off? Take some of the guesswork out of scheduling and routing evaluations off your plate and let eValue help by using our Who did you work with / Where did you work functionality. If you are not currently using these tools in your evaluations, this session is definitely for you. Even if you are familiar, come learn new, creative ways to use them for purposes like data collection and review and sign off on evaluations, among others. After this session, you will be able to: - Build and update Who did you work with / Where did you work questions and evaluation forms - Deploy these type of questions/forms to handle situations where the educator/site in unknown prior to a clinical rotation - Use these types of questions to route forms to another person for review/sign off (compliance) or for absence/leave requests
     

    MedHub Feature / Function

    8:30 AM  -  9:30 AM
    Gradebook 2.0- Did you release the grade?
    This presentation will give Dean's Office users an overview of the Gradebook functionality which manages students’ assignment and exam grades. We will also review recent updates that now allows Student Admin users access to the Gradebook and provides institutions more control in releasing grades to students. At the conclusion of this session, the learner should be able to: - Provide an overview of how to use the Gradebook to manage assignment and exam grades - Explain how Student Admin and Course Coordinator users can add Final Grades in the Gradebook - Review updates that now allow more control over when grades are released to students
     

    MedHub System Maintenance

    8:30 AM  -  9:30 AM
    Streamline your GME Billing
    This presentation will give GME Office and Finance users a look at how to streamline their billing processes. Whether sending out bills or not, this functionality can help GME Offices really know what is expected to happen and what actually happens month-to-month or year-to-year. This can assist GME Offices in negotiations with hospitals/sites for funding or various other tasks as well. At the conclusion of this session, the learner should be able to: - Set up basic billing rate tables - Set up billing rate tables with components - Add a Component or a Custom Billing Component - Assigning Custom Billing Components to trainees - Set up Funding Sources - Add Funding Budgets information at GME Office level - Open budget tables for program entries/view information at a program level - Adding a Billing Exceptions to adjust what is billed - Generating a month and review missing issues - Run reports for one month or multiple months for some or all funding sources and programs
    Speakers:
     

    eValue Utilizing Workflows

    8:30 AM  -  9:30 AM
    Path less traveled: Absence Request Forms and Tracking Students Attendance
    This session the presenters will: - Discuss how MUSC with E*Value created an Absence Request Form within the Initiate Ad Hoc queue to allow students to submit absence requests - Explain how E*Value developed a process in which the Absence Request Form can be routed within the system for approvals - Demonstrate reporting functionality of this Absence Request Form and how this can be used across multiple programs
     

    MedHub Expert Panel / Roundtable

    8:30 AM  -  9:30 AM
    Conquering the Challenges of the Self Study – Partnering with MedHub
    The panel will discuss and answer your questions regarding the use of aggregated and longitudinal high-value data housed in MedHub to support your self-study. You will work in small groups to unlock the mysteries of the self-study. You will learn how to identify what data is critical in developing your self-study documents and be shown how partnering with your GME community can save you time and enhance your oversight abilities. We will also begin to discuss how to develop your AIMS, identify strengths and areas of improvement through the use of data you already have. At the conclusion of this session, the learner should be able to: - Identify best practices for navigating the self-study process - Learn how to engage your GME community to streamline the self-study process - Develop a comprehensive process for using high-value data to support your self-study - Learn how to connect your annual program evaluation (APE) data to the self-study
    Speakers:
     
    9:30 AM  -  9:45 AM
    Transition Break
     

    eValue Feature / Function

    9:45 AM  -  10:45 AM
    Site Compliance and Letters of Good Standing for Sites
    Attendees will learn: - How to setup site specific compliance - How to generate a letter of good standing for sites
    Speakers:
     

    eValue System Maintenance

    9:45 AM  -  10:45 AM
    Using eValue for effective communication
    This session will cover: - Communicating within eValue - Accessing communication channels - Configuring communication channels
     

    MedHub Feature / Function

    9:45 AM  -  10:45 AM
    Communicating within your institution using the Portal Channels
    The Portal Channel within MedHub is one of the most visible and immediate features of MedHub, and yet despite its prominence, it can be one of the more challenging aspects of MedHub to manage given the myriad potential uses and applications in the course of an office's or program's work. Both Indiana University and Mayo Clinic had seen the MedHub Sandbox's portal channel buttons on CSM calls and Brown Bag webinars, envying the consistency, structure, and organization offered by this embedded functionality without a sense of how to implement on their own platforms. Indiana sought to cut down on the information shared directly within the Portal Channel since it had grown long and cumbersome, often being cut off within the browser window based on a given user's display settings and detracting from the effectiveness of MedHub's dashboard views given the prioritization of Portal Channels at the top of the MedHub Home page. Mayo Clinic desired a way to elevate its portal channel with a more professional look and a streamlined process to ensure information stays up-to-date and relevant. This presentation will detail the processes undertaken at Indiana University and the Mayo Clinic on their MedHub Portal Channels for improved user experience while still highlighting key resources and announcements within the MedHub Portal Channel. After reviewing key challenges and nuances related to Portal Channel use at each institution, the speakers will provide a step-by-step overview of how each Portal Channel was updated to include embedded button functionality using images and advanced HTML code, emphasizing the underlying structures and processes that support the visual and technical changes to each Portal Channel. Though somewhat advanced functionality due to the underlying considerations related to file management and HTML coding within the Portal Channel itself, implementing buttons can transform the way an office or program utilizes the Portal Channel, resulting in an improved user experience overall.
    Speakers:
     

    MedHub System Maintenance

    9:45 AM  -  10:45 AM
    Knowing and Understanding Your Settings Across MedHub
    This presentation will give users information about key configuration settings to customize their MedHub experience. Also known as “root settings”, these configuration settings have been an important piece to understanding the plethora of features within the MedHub platform. At the end of this session, you will be able to… - Identify the categories for root settings within MedHub. - Recall the process for updating a root setting, including the institutional contact who can update settings. - Identify some key settings related to important and popular MedHub features, include trainee demographics, task wizards and evaluations.
     

    eValue Utilizing Workflows

    9:45 AM  -  10:45 AM
    Managing Student Schedule Requests
    By the end of this session, Attendees will: - Discover how students can manage their own schedules by requesting to add or drop courses, blocks, sites, or preceptors. -Learn how to effectively manage those students’ requests and which options are available for configuration. - Review how to track the approval process through shared documents and record the dialogue between administrators and students.
     
    10:45 AM  -  11:00 AM
    Transition Break
    11:00 AM  -  12:00 PM
    Milestone 2.0 transition from 1.0 and Progress Reports during CCC
    This presentation will give GME Office and GME Administrators an overview of the revamped milestone functionality in MedHub. Whether your program already has a new Milestones package or may get one in the future, this session will cover the changes MedHub implemented to accommodate multiple Milestone packages per program. The presenters will demonstrate how these changes Progress Reports, evaluations and reporting. At the conclusion of this session, the learner should be able to: - Understand the new Milestones versioning functionality and its benefits - Create and update Evaluations with the new milestones, subcompetencies, and EPAs - Identify changes in Reporting due to Milestones 2.0 - Understand the current functionality of the Progress Reports
     

    eValue Feature / Function

    11:00 AM  -  12:00 PM
    eValue Scheduling: Exploring Your Options
    Participants in this session will: - Discover the range of scheduling options in eValue. - Understand the pros and cons of each scheduling option. -Be able to identify the option that suits their specific scheduling need.
     

    eValue System Maintenance

    11:00 AM  -  12:00 PM
    Overview of 2019 Enhancements
    During this session attendees will: - Understand how to use the new shift-based scheduling functionality - Preview the curriculum map and provide feedback
     

    MedHub Feature / Function

    11:00 AM  -  12:00 PM
    Automating your Program Letter of Agreement Process
    This presentation will provide attendees with an overview of the PLA Management functionality including how to define PLA templates, set up customized electronic approval/signature workflows; with the final outcome being a fully signed and executed PLA PDF document that can automatically append to your Site Contracts so you receive proactive notifications prior to expiration. At the conclusion of this session, the learner will be able to: - Create a standard template - Create dynamic tokens and field types - Specify who is responsible for data entry - Setup up custom approval and signature workflows - Specify recipients of notification and alerts throughout the PLA approval process
     

    MedHub System Maintenance

    11:00 AM  -  12:00 PM
    Tech Talk: API, Data Warehouse, and SIS integrations
    This presentation will provide an overview of Application Programming Interfaces (APIs) as a web technology, and then take a look at how you can implement the MedHub API to benefit your institution. The presenter will also cover the MedHub Data Warehouse service and how it compares to the API, and walk through an API implementation example using SIS Integration. At the conclusion of this session, the attendee should be able to: - Understand general concepts of APIs as a technology. - Know the differences in capability between the MedHub API and Data Warehouse. - Have a general understanding of API implementation through the SIS example. - Be able to identify areas in which the API might be useful to their institution.
     

    eValue Utilizing Workflows

    11:00 AM  -  12:00 PM
    Using eValue For Collecting Data From Students, Educators, & Sites
    Those attending this session will learn how to use eValue for data collection and surveys from Students, Educators, and Sites through Evaluations and Coursework. Attending this session you will see and hear about the following: - Sample forms used to collect data. - Ways to retrieve the data to ensure quality control and accreditation requirements within your own institution. - Ways in which forms can be used as surveys. - How to create the forms necessary for specific data collection. - Places in eValue where information can be stored about individual people and sites that others in the system can view if needed.
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