Tip of the week: Setting up your electronic residency management system for next year

Residency Program Insider, May 10, 2011

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Entering resident and faculty member schedules into a residency management system (RMS) ensures that attending physicians receive evaluations to complete for the residents they supervised. Programs that use an RMS to manage their schedules can easily match which evaluations go to which faculty member because the information is all in the same system. However, programs using an EMS to manage evaluations and another system for scheduling can create time-consuming data entry.
Because this process takes a lot of time, consider waiting until orientation ends to start the data entry. You can sit down, focus, and push through it.

How far out coordinators enter schedules will depend on your own preferences. Some coordinators like to fill in the schedules for residents and attending physicians for the entire year while others may just enter a few months at a time. However, it can be difficult to get the attending physicians’ schedules at the institutions where your residents rotate.

Rather than harassing department administrators, enter the block schedule framework for those rotations into the RMS, and ask counterparts at the outside hospitals to input the attending physicians’ schedules for you. It saves time because it’s often easier for someone at the institution to request those schedules.

The only downside to entering the entire year’s schedule is that you must constantly update the system, as faculty members and residents frequently make changes to their schedules.

That’s exactly the reason why some coordinators think it’s more efficient to enter the schedules into the RMS a couple of months at a time. It is a waste of time to go in and update the RMS every time the schedule changes. By doing it every couple months, you usually have the most up-to-date information and you have to do it just once.

This week’s tip is from Residency Program Alert.

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