Introduction to RMS & GME Payment ent · Confidential and Proprietary to MMCGME Services | 5 . Training Objectives . By the end of the GME Payment training course, trainees will:

ent

MMCGME Services2017

Introduction to RMS & GME Payment

Confidential and Proprietary to MMCGME Services | 1

TABLE OF CONTENTS

Training Objectives ................................................................................................................................................ 5

HISTORY & BACKGROUND OF MMCGME ............................................................................... 7 Timeline of MMCGME ............................................................................................................................................... 7 MMCGME Mission Statement ................................................................................................................................... 7 MMCGME Community .............................................................................................................................................. 8

GME PAYMENT PROCESS ....................................................................................................... 9

INTRODUCTION TO RMS ...................................................................................................... 10

Logging into RMS ................................................................................................................................................. 10

Home Page .......................................................................................................................................................... 11

Personnel Records ............................................................................................................................................... 11

Optional Modules ................................................................................................................................................ 16 CONFERENCES ............................................................................................................................................................. 16 CURRICULUM FEATURE (UNDER BLOCK SCHEDULING).......................................................................................................... 16 EVALUATIONS .............................................................................................................................................................. 16 PORTFOLIO ................................................................................................................................................................. 16 CHECKLISTS AND ONBOARDING (REQUIRED FOR UMN PROGRAMS) ...................................................................................... 17

ENTERING NEW USERS ........................................................................................................ 18

For a Resident or Fellow ...................................................................................................................................... 18 Process for Non-University of Minnesota Programs ............................................................................................... 18 Process For University Of Minnesota Programs ...................................................................................................... 18

For Faculty/Other ................................................................................................................................................ 19

Timeline ............................................................................................................................................................... 20

CREATING ACADEMIC YEARS ............................................................................................... 21

Configure Single Academic Years ......................................................................................................................... 21

Configure Recurring Academic Years ................................................................................................................... 22

ROTATIONS ......................................................................................................................... 24

2 | Confidential and Proprietary to MMCGME Services

View Existing Rotations ....................................................................................................................................... 24

Add, Update, Remove or Archive Rotations ......................................................................................................... 24

Rotation Naming Standard .................................................................................................................................. 25

MMCGME Rotations ............................................................................................................................................ 26

IMPORTANT BLOCK SCHEDULE INFORMATION ..................................................................... 27

Understanding the Block Schedule with Other RMS Modules .............................................................................. 27

Value of Integrated Functions .............................................................................................................................. 29

USING MEDSCHEDULER WITH BLOCK SCHEDULER ................................................................ 30

MedScheduler ..................................................................................................................................................... 30

Installation Process .............................................................................................................................................. 30

Logging In ............................................................................................................................................................ 31

Creating the Block Schedule................................................................................................................................. 31 Splitting Rotations ................................................................................................................................................... 32 Deleting a Rotation ................................................................................................................................................. 32 Replacing a Rotation ............................................................................................................................................... 33 Modify Rotation Date Range ................................................................................................................................... 33

Customizing MedScheduler Views ....................................................................................................................... 34 Altering the Workspace ........................................................................................................................................... 34 Schedule Filtering .................................................................................................................................................... 35

Synchronizing MedScheduler ............................................................................................................................... 36 Other MedScheduler Synchronization Options....................................................................................................... 36

CREATING/EDITING BLOCK SCHEDULES ................................................................................ 37

Rotation Interval Field Definitions ....................................................................................................................... 39

ASSIGNMENT DEFINITIONS .................................................................................................. 40

Viewing current assignment list ........................................................................................................................... 40

Is a new assignment definition needed? .............................................................................................................. 40

Assignment Definition Fields ............................................................................................................................... 41


Naming standards for new assignment definitions .............................................................................................. 42

RMS Duty Types ................................................................................................................................................... 45

Applying Assignments .......................................................................................................................................... 46

Removing Assignments ........................................................................................................................................ 48

STATEMENTS OF ACTIVITY ................................................................................................... 50

FTE Detail Reports ............................................................................................................................................... 51

Sample Sponsor Report ....................................................................................................................................... 53

Sample Program Report ....................................................................................................................................... 54

FAQ’S ON RMS .................................................................................................................... 55 How do I request to archive a user in RMS? ........................................................................................................... 55 How do I add a resident/fellow’s photo into RMS? ................................................................................................ 55 What if a resident/fellow has an alternate funding source for training? ................................................................ 56 What if a resident/fellow has a name change? ....................................................................................................... 56 How do I view documents on file for each resident/fellow? .................................................................................. 56 What if a resident/fellow rotates to another MMCGME participating hospital? ................................................... 57 What if a resident/fellow has an out-of-state conference or rotation? ................................................................. 57 What if I have a visiting resident? ........................................................................................................................... 57

REFERENCE MATERIALS: WEBSITE/FORMS ........................................................................... 58

Forms for Program Coordinators to Complete ..................................................................................................... 58

Informational Forms ............................................................................................................................................ 58

PERIODIC CHECKLISTS .......................................................................................................... 59 MONTHLY -- By the last working day of each month .............................................................................................. 59 ANNUALLY -- By August 1st or one month after resident/fellow BEGINS a program ............................................. 60

PERIODIC CHECKLISTS .......................................................................................................... 60

ANNUALLY -- By August 1st or one month after resident/fellow FINISHES a program ........................................... 60 ANNUALLY -- Every June or at least one month BEFORE a resident/fellow begins training ................................... 61

Reviewing Duty Hours ......................................................................................................................................... 62

Usage Report ....................................................................................................................................................... 62

Block Gap Report ................................................................................................................................................. 63


Review individual residents’ duty hours ................................................................................................................. 64

TIME AWAY ......................................................................................................................................................... 65 Time Away-Does Not Extend Training-Short ........................................................................................................... 65 Time Away-Does Not Extend Training-Long ............................................................................................................ 66 MMCGME Time Away-Extends Training Rotation................................................................................................... 67 MMCGME Time Away-Does Not Extend Rotation .................................................................................................. 67


Training Objectives By the end of the GME Payment training course, trainees will:

Have a general understanding of the GME payment process

Complete required demographics and documentation activities according to the MMCGME

timeline

Maintain the demographics fields that are the program’s responsibility and monitor MMCGME-

maintained fields to ensure accuracy

Understand the process steps required to create, edit and update the block schedules and

assignments and how the activities affect the GME payment process

Apply naming standard conventions for creating assignment names

Learn how to use the RMS software to create, edit and update block schedules

Learn about the month end close process and your role in checking resident and fellow duty

hours for timeliness and accuracy

Understand the monthly statements that are sent to the sponsors, providers and departments

and know what to look for depending on your role


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History & Background of MMCGME

Timeline of MMCGME

MMCGME Mission Statement

The Metro Minnesota Council on Graduate Medical Education, or MMCGME, was formed with the

intent of developing a community within graduate medical education in the Minneapolis and St. Paul

metro area. We partner with the GME Sponsoring Institutions & Affiliated Hospitals to:

Facilitate outstanding educational experiences in Metro Minnesota for future primary care &

specialty physicians

Encourage collaboration to optimize training of future physicians

Support high quality GME in a fiscally responsible manner

Maximize revenues & minimize costs for the provision of GME


MMCGME Community

The MMCGME Member organizations are illustrated below.

Members o Hennepin County Medical Center o Minneapolis VA Health Care System o Regions – HealthPartners o University of Minnesota Medical Center

/M Health o University of Minnesota

Associate Members o Allina Health System o Children’s Hospitals & Clinics of MN

Other Affiliated Hospitals o Essentia Health – St. Mary’s Medical

Center o Gillette Specialty Children’s Healthcare o HealthEast Care System

o St. John’s o St. Joseph’s

o Mayo Clinic Health System in Mankato o Methodist Hospital o North Memorial Medical Center o St. Luke’s Hospital - Duluth

The MMCGME Services team supports 130+ programs, 21 hospitals and 1300+ residents as illustrated

below.

For more information on MMCGME Services and team members refer to the MMCGME Services website

(www.mmcgmeservices.org)

MMCGME

7SponsoringInstitutions

21 Hospitals

1300 +Trainees

130+Programs


GME Payment Process The key process steps for the GME Payment Process are depicted in the following diagram. The colors identify the entities that have primary responsibility for each step of the process throughout the year. This training focuses mainly on the steps performed by the programs.

Integration of Functions through RMS

RMS (Residency Management Suite) is the software that MMCGME uses to gather the data required for

the monthly billing, annual GME payment reporting and accreditation activities that are part of the GME

payment process. This tool enables us to centralize duty hour data and complete tasks that were

historically performed using multiple, incompatible methods. Some of the functions that are integrated

through RMS include:

Creation of resident schedules

Duty hour tracking

Evaluations

Program reimbursement

Medicare, Medicaid, MERC, and HRSA reimbursement

Site visit documentation

Board requirements

ACGME curriculum documentation

Create &

Maintain

Create &

Maintain

Provider Data

Create &

Maintain Block

Schedule

Create &

Maintain

Assignments

and Daily

Schedule

Configure

Assignments

with Provider

& Payment

KEY:

MMCGME Services

Hospital Reimbursement

Program

Audit GME

Payment

Report

Process Month

End Billing

Advance &/or

Graduate

Residents

Approve Daily Training

Assignments

Process Annual

GME Payment

Reporting (IRIS)

Collect Data &

Maintain Personnel Records


Introduction to RMS RMS stands for Residency Management Suite; RMS was developed by New Innovations based in Ohio.

All programs in the MMCGME community use the RMS software, in addition to many residency and

fellowship programs across the country.

Logging into RMS To log into RMS, go to the following website: www.new-innov.com. Once you are there, click on the

“Client Login” button in the upper right corner. From here, follow the steps below to log in.

Note: Your username will be sent to you from MMCGME Services. Passwords for administrators are

automatically generated and will be sent in an email directly from New Innovations.

Enter “mmcgme” as the

institution login and then enter

your username and password.

http://www.new-innov.com/


Home Page Once logged into RMS, the department’s home page is displayed. From this page, access to a number of

different items is available as seen below. To navigate to any of the modules, use the menu ribbon.

Personnel Records Personnel records are used to store demographic information about the people in an institution. This information includes emergency contacts, phone and pager numbers, education history, immunizations, and much more. Information entered on the demographics record is available throughout the software. The personnel record contains personal information about a resident/fellow or their program. From the main Demographics page, you can also search for people in your department by selecting the “Search” tab near the top. To find someone, click “Search” and then type in the name using the format “Last, First.” (The system also accepts partial names, so you can just enter a few letters if you are unsure of how to spell the full name.) Within each record, there are four main tabs: Demographics, Schedule, Verifications, and Files & Notes. The screenshots on the following pages show the information in each tab of the personnel record.

To change your username or password, select this link.

System-Wide Notices are designed to show up for program

coordinators (they will not display on residents’ home pages). In this

section are links to forms on the MMCGME Services website and other

helpful information.

To display information to your department, Department Notices may

be customized so it contains program specific information.

The Notifications section displays if any items such as evaluations or

curriculum need to be completed.

To access the modules use the menu ribbon.


The Demographics tab (pictured below) contains important information about a trainee’s program start and end dates as well as personal identification information. If, at anytime, incorrect information is displayed, please notify [email protected] to have it updated.

The Training Record establishes information about an individual’s progression through training and was developed with the release of ACGME’s Next Accreditation System (NAS) and the need to assess milestones every six months for each trainee in the program.

mailto:[email protected]


Clicking on the Schedule tab (pictured on the next page) shows the rotations and assignments at a glance the resident has in their schedule. This screen includes links directly to the Block or Assignment schedule which is useful if either needs to be updated or corrected.

The Verifications tab (pictured below) allows information to be obtained from other modules to create a verification letter using the Mail Merge function in Microsoft Word.


Lastly, the Files & Notes tab (pictured below) allows files to be uploaded to the resident/fellow’s record.

Files uploaded via Onboarding will be stored in the Onboarding folder under Checklist Documents.

However, if there is a need to keep additional program files associated with the trainee’s record in RMS,

this is the location to which those files should be uploaded. In addition, notes may be added to the

trainee’s record.

Personnel Record Management

Review resident demographic information annually and update any necessary fields. It is very important

that the necessary RMS Personnel Record fields are accurately entered and updated as hospitals use this

as a resource to obtain information on the residents and fellows rotating to their institution.

The following RMS fields must be reported and maintained with up to date information:

RMS Required Fields Maintained by Programs/Program Coordinators

Required by All Hospitals/Institutions Required by Specific Hospitals

E-mail Address Visas (VAMC – When Applicable)

Phone Number (home & cell) Credentials (United)

Pager Number Race/Ethnicity (North Memorial)

Date of Birth Gender (Children’s)

Rotation Citizenship (VAMC)

Rotation Start and End Dates Background checks (upload to attached files - optional)

Home Address Emergency Contacts (optional)

NPI Numbers

State Medical Licenses & Expiration Dates (when applicable)

Federal & State DEA License Numbers (when applicable)


The following RMS fields are IRIS required and maintained by MMCGME Services. Please be sure to

report this information to MMCGME Services and review the information in RMS for accuracy. Please

contact [email protected] if errors are noted. This information is required to create a new user

profile.

RMS Required Fields Maintained By MMCGME Services

Name (First, Middle, Last)

Social Security Number

Current Program

Current Status

Employer

Post Graduate Year (PGY)

Initial Program

Initial Residency Period (IRP)

Medical School

Medical School Graduation Date

ECFMG & Date (if applicable)

It is also necessary to collect and send documentation on continuing and new residents/fellows to

MMCGME Services on an annual basis. For a list of required documentation, see the Documentation

Checklist on the MMCGME Services website (www.mmcgmeservices.org) located on the Resources

page.


http://www.mmcgmeservices.org/


Optional Modules New Innovations contains many useful modules beyond what is required for duty hour tracking. Below

is a list of the most program-relevant modules.

CONFERENCES

The Conferences module is used to manage conferences by tracking attendance, speakers, topics and to run various reports that detail attendance by conference and by person, specifying whether the residents and fellows are meeting the attendance requirements set by the administrator.

CURRICULUM FEATURE (UNDER BLOCK SCHEDULING)

The Curriculum area is a place to store rotation goals and objectives documents and distribute them to

residents and fellows prior to their scheduled rotations. Administrators can set up email and home page

notifications to direct recipients to the curriculum documents.

Once the recipients read the curriculum, they can confirm they have read and understood the rotation goals and objectives. Program administrators can then generate Confirmation Reports and use them for documentation proving they have a process to distribute rotation goals and objectives and ensure that residents and faculty have read and understand the goals and objectives prior to the start of their rotations.

EVALUATIONS

The Evaluations module is a place to build and manage questionnaires, distribute the questionnaires

according to the block schedule and report on the completed evaluations as well as the compliance

rates of completion.

PORTFOLIO

Reviews The Milestone Review is where the program staff or CCC can record a trainee’s milestone

competency level. Additionally, the CCC can use this area to review feedback from evaluations

completed on trainees.

The Portfolio Review feature is a centralized reporting tool used to gather resident/fellow performance data from many modules in the RMS, including:

Conferences

Duty Hours

Evaluations

Personnel Record

Procedure Logger

Schedules

Scholarly Activities

This feature was created to facilitate semi-annual Program Director reviews of resident and fellow performance for the ACGME Common Program Requirements (See II.A.4.g). This module offers:

Customized performance feedback delivery

Centralized portfolio review management

http://www.acgme.org/acWebsite/dutyHours/dh_dutyhoursCommonPR07012007.pdf


Journaling

Journaling is a Practice-Based Learning and Improvement tool that gives trainees a place in the software to capture their reflections on individual learning experiences and analyze those experiences by writing about them.

Individuals in your program can use their journals to:

Identify strengths, deficiencies and limits in their knowledge and expertise

Systematically analyze their practice and plan changes that will improve their performance

Use information technology to optimize their learning

Scholarly Activities

The Scholarly Activity feature enables users to document the wide range of details involved in tracking

progress and participation in Scholarly Activities.

Residents, Faculty and Fellows log their scholarly achievements and activities through a list of available

Activity Forms previously setup by an Administrator. When Activity Forms are submitted the details of

each entry; including any uploaded external documents, are recorded in the database. Each user can

review the history of their logged entries as well as those activities they have been associated with

through the Contributor function.

CHECKLISTS AND ONBOARDING (REQUIRED FOR UMN PROGRAMS)

The Checklists feature is specifically designed to automate the distribution and collection of documents

and tasks residents and fellows must complete before they begin their employment with your programs

and institutions. Checklists are housed within the Personnel module.

Checklists allow you to:

Build an interactive to-do list to share forms and documents with recipients

Share links to pertinent websites

Customize to-do lists for recipients based on special circumstances

Send automatic notifications and reminders via email

Receive daily status updates on your applicants completion progress

Oversee the entire process

MILESTONES

Under the Next Accreditation System (NAS), residents are to be reviewed every six months on their program's milestones. Milestones identify the levels of competency a resident has achieved as they move from a medical school graduate to a practicing physician. A Clinical Competency Committee (CCC) is to be created to rate the resident's level of competency on the milestones.

Once the Committee completes its milestone assessments of the program's residents, a program administrator can then enter residents' ratings into the ACGME's Accreditation Data System (ADS). At this time, the ACGME does not provide a resource that will allow for the electronic importing of milestone scores.


Entering New Users Go to the MMCGME Services website at http://www.mmcgmeservices.org/resources--forms.html .

For a Resident or Fellow

Process for Non-University of Minnesota Programs

ERAS Process

1. Go into ERAS after the match and mark matched trainees as will start. 2. Send an email to [email protected] once this has been done. Be sure to include the start hire

date/Program Start and End Date in your email. 3. MMCGME Services will initiate an ERAS data import which will create the resident/fellow

records in the New Innovations Personnel data file. MMCGME Services will send a screenshot of the residents that were imported into New Innovations to the coordinator/program representative for verification.

4. Programs are encouraged to begin gathering required documentation and building block schedules in RMS for the residents/fellows.

5. MMCGME Services will follow up on missing IRIS information.

Manual Process If the program does not use ERAS, new residents and fellows must be manually added to RMS detailed below.

1. Download the manual spreadsheet and return the completed form via a secured email server. 2. MMCGME Services manually enters the information into New Innovations to create the

personnel data record. 3. MMCGME Services will email the coordinator or program representative to inform them that

their users have been entered into New Innovations. 4. Programs are encouraged to begin gathering required documentation and building block

schedules in RMS for the residents/fellows. 5. MMCGME Services will follow up with the programs if there is missing IRIS information.

Process For University of Minnesota Programs

Please go to the University of Minnesota Graduate Medical Education website for more information.

http://www.mmcgmeservices.org/resources--forms.html

https://apps.aamc.org/myeras-web/#/landing


https://drive.google.com/file/d/0B6VmZcHcgjjVUzU4d1ZqV2Mwanc/view?usp=sharing

http://hub.med.umn.edu/graduate-medical-education/program-management


For Faculty/Other Collect the following personnel information and report it to MMCGME Services to request a new

faculty/other account:

Name (first and last)

Email

Department

Type of account requested (Faculty, GME/Department Staff, etc.) You can use the New User/Faculty Form on our website at: http://www.mmcgmeservices.org/resources--forms.html. Note: MMCGME Services will inform the requester of the new username when the profile has been created. It is up the program to inform the faculty member of their new username and password along with instructions on how to access and log into RMS.



Timeline Once a resident/fellow begins training, it is important to gather and submit documentation that verifies

the information entered in the personnel record in a timely fashion. Below is a visual timeline showing

when documentation is due to MMCGME Services.

August 1

MMCGME Documentation Due

(One month after start date)

June

New Residents Start!

April 1

Send new trainee info

to MMCGME by this

date (or earlier)

March

ERAS Match


Creating Academic Years The first step in creating and maintaining the block schedule is to create a new academic year in RMS. The Academic Year defines the parameters for building the block schedule. The academic year is a period with a start and end date (typically July – June) and is divided into intervals (determined by the program). You must have an academic year built to view your block schedule. Note: RMS allows up to 53 intervals within the academic year.

Configure Single Academic Years 1. From the top menu ribbon, select Administration > Software Setup. Under “Local Setup,”

ensure the appropriate department name is displayed and choose, Academic Years. Click New.

2. Enter a name for the academic year.

3. Enter the start and end dates.

4. Select the Primary or Hidden checkbox. *The primary academic year is the year that is used for the

majority of your schedules. Marking an academic year as primary keeps it at the top of the list of academic

years to choose from and it allows your department to enable the Duty Hours Signoff feature. Hidden

academic years are only visible to administrators. Check the box to work on schedules and prevent residents

and faculty from seeing them. Remember to come back and unhide the academic year when you’re ready to

make your schedules available to all users.

5. Specify the number of intervals for the academic year.

6. Edit the interval dates and names, if necessary.

7. Click Save.


TIP: If creating more than one academic year (i.e., If your residents advance in the program on

different dates or if the residents are required to complete evaluations at varying intervals), be

sure to make the academic years easy to differentiate as they will appear in various drop-down

menus throughout RMS.

The Start and End Dates of one interval may not overlap those of any other interval. Also, verify

that there are no gaps in the year.

TIP: A recommended best practice is to end a rotation on December 31, not January 1, because

December 31 is the end of the fiscal year and ending on January 1 may result in the loss of

reimbursement as January 1 is a holiday.

Configure Recurring Academic Years 1. From the top menu ribbon, select Administration > Software Setup. Under “Local Setup,”

ensure the appropriate department name is displayed and choose, Academic Years. Select the Recurring tab.

2. Select New. 3. Choose a start date for the recurring pattern of the academic year. 4. Determine the number of intervals. 5. Select when RMS should create the new academic year. 6. Check the Primary Academic Year Checkbox, if necessary. *The primary academic year is the

year that is used for the majority of your schedules. Marking an academic year as primary keeps it at the top of the list of academic years to choose from and it allows your department to enable the Duty Hours Signoff feature.

7. Enter email addresses for all individuals who should be notified when the new academic year is created (i.e., the program coordinator or other program staff that assist with RMS maintenance).

8. Each time a new year is created it is named using the start and end date year. If additional identifying information is required, enter it in the text box. For example, if creating an academic year for first year residents, enter ‘RL1’ into the text box. When each new year is created it will display as ‘2016-2017 RL1,’ ‘2017-2018 RL1’ and so on.

9. Click Save at the bottom of the screen.



Rotations The next step in creating and maintaining the block schedule is to look at the existing rotations in RMS

and compare them with the rotations identified in the annual rotation schedule. From there, determine

if the rotations needed already exist or, if necessary, create new rotations or update old rotations.

View Existing Rotations 1. From the top menu ribbon, click Schedules.

2. In the Block Scheduling box, under Setup, click Rotation Names.

Make a note of any rotations that do not currently exist but are required to build block schedules and

submit a rotation request to MMCGME Services using the Rotation Request Form on the home page of

RMS or at www.mmcgmeservices.org.

TIP: If a program is uses the Evaluations Module, it is NOT recommended to use rotations from other

departments as other programs may delete or change rotations without your knowledge.

Add, Update, Remove or Archive Rotations When a new rotation is needed, an existing rotation requires updating, or an outdated rotation requires archiving, complete the “Rotation Request Form” found under the Resources/Forms section of the

MMCGME website (www.mmcgmeservices.org).

If you have any questions or difficulties, please contact [email protected] for assistance.

Upon receipt of the Rotation Request Form, MMCGME Services will review the request to determine if the information is complete and if the request meets the requirements of the institutions involved. These institutions are the Sponsoring Institution (Program) and the Receiving Institution (Training Site for the Rotation).

If the Sponsoring and Receiving Institutions are different, formal agreements called Program Letters of Agreement, or PLA, must be in place before sending a resident/fellow to that training site. The program is responsible for initiating these agreements with the Receiving Institutions.

When the MMCGME Services receives a Rotation Request Form, they will contact the Receiving Institution via email to: a) double check whether a PLA is in place; and b) get approval from the Receiving Institution for the rotation.

MMCGME Services will process the request and, if a similar rotation exists, will update the similar rotation to reflect the needs of all programs that use it.

http://www.mmcgmeservices.org/new-rotation-request.html




Rotation Naming Standard The naming standard for rotations is: Institution-Department/Program-Subspecialty-Learning Experience-Site

Example: UMN-PEDS-CC-PICU-HCMC

UMN = institution/site which sponsors the training program

PEDS = abbreviated name of the department (Pediatrics) that “owns” the program (aka ‘division’ – which is New Innovation’s term)

CC = sub-specialty (Critical Care) -- many of the sub-specialty names are long, so they may be abbreviated

PICU = learning experience detail (Pediatric Intensive Care Unit)

HCMC = site where rotation occurs (Hennepin County Medical Center) -- a rotation may occur at more than one site, so all sites may be listed or “Multi” may be used to indicate multiple sites


MMCGME Rotations

MMCGME Services has created standard rotations for events common to all residency and fellowship programs. These rotations DO NOT require assignment scheduling:

MMCGME Rotation Definition

MMCGME-LATE START When a resident starts off cycle, this block occupies the time between the start of the academic year and the resident’s program start date.

MMCGME-RESIGNED This rotation identifies when a resident resigns or leaves the program early without completing all requirements. When this happens in the middle of an academic year, this block occupies the time between the termination date and the end of the academic year.

MMCGME-OFF CYCLE

GRAD

This rotation identifies when a resident graduates from a program mid cycle. When this happens in the middle of an academic year, this block occupies the time between the program end date and the end of the academic year. Typical use of this rotation takes place when a resident starts late, had maternity/paternity leave or any other occurrence that caused them to graduate off-cycle.

MMCGME-TIME AWAY

EXTENDS

This identifies dates during which a resident is on a Time Away that EXTENDS her/his time in the residency program. This rotation should appear in the block schedule without any other rotations appearing in the block schedule for that time period. (Note: Time Away – Does NOT Extend does not need to appear on the block schedule. It only appears on the assignment schedule). The Time Away Extends form can be found on the www.MMCGMEServices.org on the “Resources/Forms” page (Time Away Process).

The following MMCGME rotations DO require assignment scheduling:

MMCGME Rotation Definition

MMCGME-ELECTIVE This may serve as an elective rotation or it can serve as a placeholder for an elective that has not yet been defined. Use of this rotation as a placeholder allows for a full block schedule. When the elective is known, this block may be replaced with the defined activity.

MMCGME-

ORIENTATION

This identifies the portion of the year during which residents are engaged in orientation activities (usually in June). Residents need to have a block schedule during every day they are incurring costs, even orientation, so this must be used at the beginning of the year for programs that have an orientation component. Assignments must be attached to this rotation.



Important Block Schedule Information The Block Schedule provides the detail for the academic year and consists of designated intervals of time

to which the rotations are assigned. The information in the Block Schedule drives the process for

calculating monthly billing and annual GME payment reporting.

The Block Schedule consists of designated time periods (intervals) to which rotations are

assigned. It is the source of information about where residents and fellows are working and

when.

The information in the Block Schedule drives the process for calculating monthly billing and

annual GME payment reporting.

MMCGME Hospital Affiliates run reports based on block schedules to prepare for onboarding of

trainees.

Where a rotation takes place

Contact information

Rotation curriculum/objectives

Avoid gaps in the Block Schedule. It is important to remember that residents need to have a rotation

assigned to them for every week of the academic year. Rotations must be assigned even for time a

resident spends in non-reimbursable activities. To identify time when a resident is not participating in

reimbursable activities, a generic MMCGME block is inserted in the schedule.

Understanding the Block Schedule with Other RMS Modules Two modules feed information to the Block Schedule:

1. Administration: provides the academic year, rotation names and rotation favorites

2. Personnel: provides demographics information for the person(s) being scheduled including

status, workload, home department, program and post graduate year (PGY)

Note: When default value changes within a Rotation Interval, only the data in the Rotation Interval

is changed; the information in the Demographics Record must be changed in the personnel record.

Likewise, if you make changes in a person’s demographics record, the information is not be updated

in the rotation.

The information contained in the Block Schedule module, in turn, feeds relevant information to other

RMS modules as illustrated on the following page.


RMS Area Block Schedule

IRIS Establishes the timeframe for which IRIS is calculated

Evaluations Sets up auto matching for evaluation sessions

Assignments Enables users to assign daily work assignments to a rotation

Conferences Enables use of Conference Attendance Report to determine a resident’s rotation(s) worked

Curriculum Distributes curriculum according to rotations

There are two ways to create the block schedule (listed below). Both methods are detailed in the

following pages.

1. In MedScheduler

2. In the RMS online database

Block Schedul

e

IRIS

AdministrationPersonnel

Record

AssignmentsConferencesEvaluations Curriculum


Value of Integrated Functions A variety of individuals utilize RMS for many reasons; therefore, it is important to maintain accurate,

timely information in RMS.

Source of Truth

Resident Schedule

Duty Hour Tracking

Program Reimbursement

Medicare, Medicaid,

MERC, HRSA Reimbursement

Board Requirements

ACGME Curriculum Documenta

tion


Using MedScheduler with Block Scheduler

MedScheduler MedScheduler is a desktop application which installs directly onto a computer. It communicates securely

over the internet directly with the New Innovations online database. MedScheduler retrieves current

scheduling information from the department the user is logged into when the application was started.

Once done modifying schedules in MedScheduler, simply synchronize, and the online database is

immediately updated to reflect the changes.

Installation Process 1. From top menu ribbon, click Schedules

2. Select Install MedScheduler (located beneath the scheduling boxes to the right)

3. Click Download Tab

4. Check the I Accept button to agree to the End User License Agreement.

5. Click Continue (A Launching Application dialog box will appear which will display for a few

moments before displaying the next screen.)

6. Click Install when the Application Install Security Warning appears.

7. The Installation Progress screen will appear. When the progress bar is complete the installation

process is finished.


Logging In Logging in is required each time MedScheduler is started or synchronized. MedScheduler retains the last

department and username used on the last login.

1. Select Start > All Programs > New Innovations, Inc > MedScheduler

Note: First download the MedScheduler application. See instructions on previous page.

2. After loading, the Synchronization Wizard dialog box will appear. Click Next to continue.

3. Enter Login Information: The Institution Login is always MMCGME. Enter your User Name and

Password, then click Next to continue.

4. Select a Department/Division and a Year then click Next to continue.

5. Verify the correct Academic Year is selected and click Next to continue.

6. Choose Commonly Used Statuses. (Use the arrow buttons to transfer statuses from the

Available Statuses list to the commonly used list.)

IMPORTANT: Include all status types that may be necessary as MedScheduler will not allow

more to be added later.

7. Verify the Academic Year selected for each Status and Click Next.

8. Click 'Finish' and MedScheduler will load the schedule for editing.

Creating the Block Schedule To schedule individuals for rotations in MedScheduler, users must ensure that they are logged into the

proper department/division of the individuals to be scheduled. Demographic records of individuals

belong to specific departments and the list of potential people for scheduling is determined by which

department the user is logged into when the MedScheduler session was started.

1. Select Block from the “Edit Schedule” tab along the top of your screen.

2. MedScheduler offers two options for creating Block Schedules, one is By Person and the other is

By Rotation. These instructions outline the By Person method.

3. Select a Rotation from “Selections Panel” displayed on the left side of the screen.

Note: If desired rotation is not visible, click “All Rotations” at the bottom of the panel. Click on

the “+” icon to expand department rotation lists.

4. Locate the row of the person and the column of rotation interval to be scheduled. Click the cell

to assign the rotation to that person.

Select the By Person tab at the

bottom of the screen if not already

selected.


5. Repeat for additional rotations.

Note: Rotations scheduled in the MedScheduler are not saved to RMS until synchronization (see

Synchronization of MedScheduler for further instruction occurs).

Editing the Block Schedule

Examples of situations that may require changes to a resident/fellow’s schedule are: A rotation changes An individual switches rotations A resident/fellow goes on leave during a rotation

Splitting Rotations

1. Click the appropriate rotation/block for the affected resident.

2. Go to the Properties window on the right hand side of the screen.

3. Adjust the Start or End Date field to the new date based on the rotation split and hit Enter.

4. The primary first rotation will display a (date) to indicate the newly entered Start or End date

from the previous step.

5. Select the new rotation from the Rotation Favorites list on the left side of the screen.

6. Click the block that will be split.

7. The new rotation will also indicate a (date) depending on if it covers the first or second portion

of the block.

Note: By default the rotation split will adjust to the start and end dates set in the Academic

Year. However, these dates may be adjusted on a rotational level as described in step 3.

Deleting a Rotation

1. Right-click on the cell containing the rotation to delete.

2. Select a Delete option from the popup menu.

Note: The menu options that appear depend whether using the 'By Person' or 'By Rotation' grid.

‘By Person’ Delete Options:

Delete this [EXAMPLE] rotation - Deletes the single instance of the rotation

Delete all [EXAMPLE] rotations - Deletes all instances of the rotation on the schedule

Delete all rotations for [PERSON] - Deletes all rotations for the selected individual

Select one of the methods of

deleting a rotation as described

here.


‘By Rotation’ Delete Options:

Delete [PERSON] from this [EXAMPLE] rotation - Deletes the single instance of the

rotation

Delete [PERSON] from ALL rotations - Delete the person from all rotations on the

schedule

Delete everyone from all [EXAMPLE] rotations - Deletes all individuals on the schedule

from the rotation

Replacing a Rotation

The following may be done on a resident-by-resident basis or for all residents at once:

1. Select the replacement rotation from the Selections panel.

2. Right-click on the cell containing the rotation to be replaced.

3. Select the Replace menu option.

‘By Person’ Replace Option:

Replace the Select [EXAMPLE] rotation with the [EXAMPLE] rotation - Replaces the rotation in

the destination cell with the rotation highlighted in the Selections Panel

Note: If using a newly created Rotation Favorite, MedScheduler may need to re-synchronize depending on your last login.

Modify Rotation Date Range

When rotations are scheduled they automatically adapt the date range for the interval cell in which they

were placed. The rotation 'Start' and 'End' dates may be modified to any range within the current

schedule time period.

1. Click the cell containing the rotation to modify.

Note: The Rotation Panel on the right side of the screen will load the details of the selected

rotation.

2. Click on either the Start or End Date field and modify the date by manual entry or select the

drop down control to access a calendar.

Select the “Replace” option

from the pop-up menu.


3. Hit Enter on the keyboard (or click back into the original cell) to modify the Start or End Date of

the rotation. The new Start or End Date will appear in parenthesis before or after the rotation

name as well as an additional scheduling cell above or below the rotation entry.

Customizing MedScheduler Views

Altering the Workspace

Highlighting a Selection Checking the Highlight selection box in the workplace panel highlights every instance of the selected rotation throughout the current schedule worksheet. This can be used to verify that rotations are appropriately scheduled for the year. Display Counts of a Selection Checking the Show counts box displays a count of how many times a person is on the selected rotation as well as how many people are on the rotation for each block. Colorize by Status Type Checking the Colorize by Status box displays each status type by the designated color codes. Note: Colors are arranged in the Status Types Legend Panel on the right side of the screen and may be changed by clicking on the down arrow next to the color. Color coding allows for a visual representation of the individuals status type and will help distinguish those ‘off-cycle’.


Schedule Filtering

The Filter Schedule options are available in the Filter box on the Home bar across the top of the screen.

These filtering options allow selected information to be displayed or suppressed.

Show Rotators Checking this option displays personnel rotating into the department that are available for scheduling. Note: This option is checked by default and may be deselected if desired. Show Archived

Checking this option displays archived personnel in the department. Show Status Types Checking this option allows filtering of the list to display selected status type. For example: to view only RL1’s, RL2’s or FL1’s. Clicking the Status button displays a list of status types to choose from. Show Non-Primary Checking this option filters rotations to only show those that are primary. Leaving this option unchecked displays all rotations.


Synchronizing MedScheduler It is necessary to synchronize MedScheduler to transfer the data back to RMS. The Sync Results button

displays a report listing the details and results of the last synchronization.

1. On the Home tab along the upper left section of the screen, in the Current Schedule group, click

Synchronize.

2. Click Next to continue.

3. Enter Login information and click Next to continue.

4. Click Next to synchronize the schedule.

5. The application re-verifies the submission of changes at this time, click Yes.

6. A window appears displaying changes made to the block schedule during the synchronization,

click Next.

7. The application indicates that the synchronization process is complete, click Finish.

Other MedScheduler Synchronization Options

Refresh

This option allows updating of MedScheduler with changes made to the online site but does not

transmit any data/changes from the MedScheduler.

Discard

This option allows discarding of all changes made on the MedScheduler without updating the online site.

New

This option allows downloading a new department/division and an academic year. This data replaces

current data without saving it.


Creating/Editing Block Schedules 1. From the top menu ribbon, select Schedules.

2. In the Block Scheduling box, select Schedule Rotations.

3. See screenshot below for specific instructions.

4. Select Option Two

Selecting Option Two is the best practice because it automatically generates Rotation Interval

for the selected academic year and allows the addition of others, one interval at a time. This is

helpful and recommended when working with “split” rotations.

After selecting Option Two, the following screen displays. Complete the following steps:

A. Select a person from the Person drop-

down box. Be sure the correct

Academic year is selected.

C. Selecting Option Two is the Best

Practice. See below for more

information on this option.

1. Modify the start and end dates

if needed to reflect the interval

length.

4. Verify that resident’s Home

Department, Program and PGY are

correct.

3. Select a rotation from the drop-

down menu.

5. Select Save and Continue to

display the next interval to be

scheduled.

2. Ensure the Status is correct.

B. Check the Include Archive People

checkbox, if desired.


Tip: Each subsequent Rotation Interval should begin the day after the End Date assigned to the previous

Rotation Interval. For example, if you assigned an End Date of July 15 to the first interval, and click the

Save and Continue link, the next interval should begin on July 16.

Each Rotation Interval successfully saved displays at the bottom of the screen and appears as follows:

To Edit or Delete any of these rotations, click in the appropriate checkbox and select either the Edit or

Delete link.


Rotation Interval Field Definitions Field Description

Start and End Dates These are the default dates of the interval within the selected Academic Year.

Person Status This is the default status from demographics. (The status in demographics needs to be aligned with the status in the rotation to allow proper reimbursement.)

o For example: if a person is currently a RL1 and is set to auto advance on 10/1, then it will default to a Status of RL1 and a Post Graduate Year of 1 for July, August and September. From October on, the values will reflect the planned advancement with a Status Type of RL2 and Post Graduate Year 2.

o Note: The advancement process does NOT affect Block Schedules that are already built.

Rotation Department The list contains all of the Departments/Divisions within the institution. It defaults to “Rotation Favorites.”

Rotation This list contains the rotations from the selected Rotation Department.

Primary This is checked by default and designates this rotation as the one used for IRIS and billing calculations. Multiple rotations can be scheduled for the same interval, but IRIS only allows one rotation to be designated as Primary. Keep the PRIMARY box selected (for Primary Rotation) when assigning a rotation to a resident.

IMPORTANT: All 365 days in an Academic Year need to be covered by a Primary Rotation. They cannot overlap and there should be no gaps (even on weekends.)

Work Load This defaults from demographics, if populated, and will almost always be 100%. Part-time individuals are an exception.

Compensation Status This defaults from the demographics, if populated.

Home Department This defaults from demographics. It should not be changed unless the resident/fellow is changing programs mid-year.

Program This defaults from demographics. It should not be changed unless the resident is changing programs mid-year.

Post Graduate Year This defaults to the current post-graduate year at the time entered into the demographics record for each resident/fellow. This field is used to calculate for IRIS reimbursement billing and must contain the same as the PGY field in demographics.

Person Pager A resident may be assigned a pager for the entire academic year. This information comes from demographics and can be included on a custom view of the block schedule.

Rotation Pager A resident may be assigned a pager for a specific rotation. This information can be included on a custom view of the block schedule.

Note: The definitions highlighted in gray are maintained by MMCGME Services. Please contact

[email protected] if you notice any errors.



Assignment Definitions Review assignments and create new assignments if residents/fellows are going to new training sites or if

they have a change in the experience. Archive any old assignments that are no longer necessary. Look

for opportunities to simplify and condense the number of current assignments. Contact

[email protected] to get a new location code, if necessary.

Viewing current assignment list 1. From the top menu ribbon click, Schedules

2. In the Assignment Scheduling box, under the Setup list, click Assignment Definitions.

3. Review the list for accuracy and note any assignments which may need to be added or removed.

Is a new assignment definition needed? When to create a new assignment:

It is necessary to archive the old assignment and create a new one if the location changes where the assignment takes place (e.g., UMMC instead of UMN). Also, if the options for sharing between Duty Hours and Assignment Scheduling need to be changed, a new assignment must be created.

When to update the existing assignment:

The short name, start time, duration and color of any assignment maybe changed.

An Assignment is created

incorrectly.

E.g. The Sharing options

between Duty Hours and Scheduling

need updating.

E.g. the location prefix

should be UMMC but it is currently

UMN.

Archive & Create New

An Assignment is

created incorrectly.

E.g. The assignment

does not meet naming

standards.

E.g. The name contains a

typo.

Update Existing

Assignment



Assignment Definition Fields RMS Field Definition Changeable Future/All Assignment Name The standard is: [Location]–[Department] [Activity]

[Program Name] [Program Specific]. This provides consistency and imbeds intelligence into the name for many audiences (residents, reimbursement, auditors, etc.) to understand.

Typos, naming standards only

All

Short Name An abbreviated title named at program’s discretion. Yes All

Duty Type Used to calculate compliance with ACGME duty hour rules.

Yes Future

Training Location Where the learning experience occurs; address of the provider.

No N/A

Start Time What time the assignment begins. Use the default of 9:00 if schedules are not created in advance.

Yes Future

Duration The length of the assignment. Note: This is NOT the end time. Use the default of 1:00 hour if schedules are not created in advance.

Yes Future

Color Differentiates between assignments; used at program’s discretion.

Yes Future

Excuse from Conferences when on this Assignment

This is used in conjunction with the Conference Model. Example: Night Float – if a resident is on night float from 5:30pm-7:30am, they are not expected to attend the Noon Conference.

Yes Future

Duty Hours – Scheduling Sharing

Always check this box so the assignment shows up in both Assignment Scheduling and Duty Hours.

No N/A

Scheduling – Duty Hours Sharing

Always check this box so the assignment shows up in both Assignment Scheduling and Duty Hours. Hours.

No N/A

Key RMS Field - name of the field in RMS Definition - explanation of what this field contains Changeable - this refers to whether or not that field can/should be changed in an assignment name; fields that should not be changed are highlighted in gray Future/All - references to if a change is made, it affects all instances of the assignment history or just the ones from the point of change on


Naming standards for new assignment definitions The standard for naming assignments is as follows:

[Location]–[Dept] [Activity] [Program Name*] [Program Specific*]

*Optional

Examples Include:

HCMC-OB/GYN Clinic AM (Hennepin County Medical Center OB/GYN clinic, morning session)

USTH-Sports Medicine Training Room (University of St. Thomas Sports Medicine Training Room)

UMN-Adol Health Lecture (University of Minnesota Adolescent Health Lectures)

RGHP-Ortho OR AM (Regions Health Partners, Orthopedics, Operating Room, AM shift)

Below, we cover each of the individual fields in detail.

Location: Pre-defined identifier (usually 4-letter location – such as ABNW for Abbott Northwestern or HCMC for Hennepin County Medical Center)

RMS has a standard list of locations including names, short names, and addresses.

To view the list of locations, go to top menu ribbon, click Administration> Software Setup > Institution/Locations.

Example: SCEP Associated Skin Care Specialists 18315 Cascade Dr., Suite 150 Eden Prairie, MN 55347 USA

Hyphen: (no space before or after location or department names)

Dept: Where in the hospital this activity takes place. The purpose of this field is important information needed by reimbursement staff to configure the assignment for reimbursement. For example: a surgery resident is performing an OB rotation. This guides the resident on where they need to be and provides reimbursement staff with additional information to configure the appropriate cost center.


Activity: Specific resident learning experience. For example: call, clinic, inpatient.

Examples of Resident Activity Types:

Patient Care

OR (aka Surgery)

Same Day Surgery

Inpatient (aka Attending, Service, Ward, Floor, Float, Rounds)

Outpatient (aka Therapy, Consults)

Emergency Medicine (EM)

Morning Report

ICU

New Born Nursery

Morbidity & Mortality (M&M)

Clinic

Continuity Clinic

Research

Patient Care Activity (analyzing current or recent patient care data)

Bench Research (lab research, examination of old patient records, etc.)

Instructor-Led Learning (Didactic)

Journal Club

Grand Rounds

Noon Conference

Lecture

Core Curriculum (Institutional)

Core Competency Lecture

Technical/Computer Training

Evidenced Based Medicine Conference

Professional Conference

Self-Directed Learning

Benchmark Labs

Coursework

Labs

Scholarly Activities/Projects

Community Experience

Reading

Parental/Child Development (Mommy/Daddy & Me)

Time Away

Time Away – Does Not Extend Training Short Time Away – Does Not Extend Training Long

Call

Call (aka On Call, House/ Overnight, includes post-call time)

Home Call (Backup, Weekend Coverage, Chief Call)


Program Name: This field is optional.

Program Specific: This field is optional and may be used to further define the assignment, such as adding a preceptor name, program name or the time of day the activity takes place.

If the assignment is new due to a change in NPS agreement, update the existing assignment name to include “pre<effective date>,” then archive the existing and create a new assignment.

When creating an assignment it is strongly suggested to contact the hospital reimbursement staff for guidance in creating the assignment. The names and contact information for the hospital reimbursement staff are listed below:

Hospital Contact Email Address Phone Number

Allina Roger Newcomb [email protected] (612) 262-4734

HCMC Marie Davis [email protected] (612) 873-4759

Children’s Hospital-Minneapolis & St. Paul

Ralph Norusis [email protected] (651) 220-6133

Gillette Specialty Children’s Hospital

Charissa M DeBow

[email protected] (651) 325-2103

HealthEast David Knowlan [email protected] (651) 232-6440

Methodist John Rodewald [email protected] (952) 993-1835

North Memorial Crystal Sele [email protected] (763) 520-1393

Regions Hospital Rick Roberts [email protected] (651) 254-0811

UMMC, FVRS Rena Garni [email protected] (612) 672-6977

VAMC, UMN, & Duluth MMCGME Services

[email protected] (612) 625-3625









RMS Duty Types Definition of Duty Types: Duty Types are general assignment definition categories in RMS. Duty Types

link each individual assignment definition to the duty hour rules that should be checked for that activity.

RMS Duty Type Definitions:

Call: Overnight in-house call (not home call and not Night Float)

Conference: Didactics/Instructor Led Learning

DH-May See New Patients o Most clinical assignments fall under this duty type. o Includes assignment definitions that residents are allowed to perform during the first 24

hours of continuous time on duty but are not allowed to perform during hours 25-30 of continuous time on duty.

DH-No New Patients o Includes assignment definitions that residents are allowed to perform at any time during 30

hours of continuous time on duty (i.e., residents are allowed to perform these assignment definitions during hours 25-30 of consecutive work or at any other point).

o Note: See next page for an explanation of when to use this duty type.

Home Call/Backup (not called in) o For use when a resident is on a “home call” assignment and is not physically on duty at a

training site.

Moonlighting-External & Internal o Moonlighting that occurs outside of the sponsoring institution or any of the sponsor’s

primary clinical sites. o Moonlighting that occurs at the sponsoring institution or at any of the sponsor’s primary

clinical sites. o Hours logged under this duty type do count towards the 80 hours per week rule.

OB Continuity Delivery o Continuity of care activities for which a resident is called in from home.

Off Duty o Activities that are outside of training, are not vacation/leave, and do not count against any

duty hour rules. o These activities do not “count” toward duty hours or GME Payment, so tracking these

activities is optional. o Examples: “Can’t work,” “Holiday Party,” “Didactic Prep,” "Study Time," "Prep Time."

Vacation/Leave o Assignments under this duty type are Time Away-Does Not Extend Short and Time Away-

Does Not Extend Long. o Assignments under this duty type are subtracted from rule checking where 4-week averages

are involved.


Applying Assignments Using the Scheduling-Assignment module

1. From the top menu ribbon, click Schedules.

2. In the Assignment Scheduling box, click Schedule Assignments.

3. Apply the selected Assignments to the schedule using one of the two following options:

Option One: Accept the default On the selected dates option and select a date or dates from the

calendar


Option Two: Select the radio button to the left of Every _ days from the first selected date.

TIP: Click on the double arrow icon ( ) to the left of each week to select an entire week. To select

an entire month, select the asterisk symbol ( ).

4. Click the Apply Assignments link, located on the bottom left of the page, to create Assignments

for the selected individuals on the selected dates. The Assignments will be then be displayed at

the bottom of the screen on the selected Schedule View.

a. Check the Confirm these changes before finalizing them checkbox to see a list of

Assignments before saving them to the Assignment Schedule. Although this is a good way to

catch mistakes, it does increase processing time. Mistakes made on the Assignment

Schedule may be corrected.

b. If processing time is slow, check the Hide calendar when editing (faster) checkbox. This will

remove the schedule display at the bottom of the screen.

c. Click the Close Editor link to display only the Schedule View. To re-open the Editor, click the

Apply link.


Removing Assignments 1. From the top menu ribbon, click Schedules.

2. In the Assignment Scheduling box, under the Setup list, click Schedule Assignment.

3. If desired, change the Active Schedule Dates at the top of the screen to restrict the range of

dates from which Assignments can be removed. Click Change to apply the new dates.

4. Use one of the following two options to select Assignments for removal:

Option One: Select the Assignment Definitions radio button to remove Assignments by their associated

Assignment Definition.

Option Two: Select the Duty Types button to remove Assignments by their associated Duty Types.


5. Once the Assignment Definitions or Duty Types have been selected, choose the following

options:

The Assignments are displayed at the bottom of the screen using the previously selected Schedule View.


Statements of Activity Below is a list of MMCGME Statements of Activity:

Report Type Received By To Be Used For

FTE Detail for Program

Program Report

FTE Summary by Person

Coordinators

Directors

RMS Coordinators

Current comparison to budget and to

evaluate if adjustments are necessary

FTE Detail for Provider

Provider Report

Finance Managers

Reimbursement

Personnel

Analysis of budget versus actual;

assists in making financial decisions

Sponsor Report Sponsoring Institution

Administration and

Financial Personnel

Billing invoices are created based on

this report


FTE Detail Reports

FTE Detail for Program

This report details to which provider(s) each resident has rotated, and the frequency for the entire

month.

Note: Each program report has an FTE Detail report attached that specifies which residents comprise the

program report.

FTE Detail for Provider

This report lists the details that comprise the provider reports.

Note: This is sent out with the provider reports.

FTE Summary by Person

This report lists a summary of all the individuals that comprise the “FTE Detail Report by Program.” It is

sent with the program and provider reports on a monthly basis. Below is a sample FTE Summary Report.

Potential Reasons an FTE is less than one or may be missing from an FTE Report

Resident started late

Resident terminated or graduated early

Resident is missing a rotation (a block gap) or has an unspecified rotation

Resident was on “Time Away Extends”

Resident is missing IRIS demographic information (Med school grad date, SSN, ECFMG date, etc.)

Resident is on training grant (and, therefore, excluded from billing statements)

Resident has no hours during a rotation

Resident approved hours after the most recent IRIS run date (5th working day of each month)

Rotation not marked as primary

Sample Program

Resident A Resident B

Resident C

Resident D

Resident E

Resident F

Resident G

Resident H

Resident I


Sam

ple

Pro

vid

er

Re

po

rt


Sample Sponsor Report

Note: Sponsor Reports for the University of MN are similar to the sample Provider Report on the previous page.

Definitions Reimbursable: RMS FTE’s that can be claimed for GME Program Reimbursement

Shared Provider: FTE’s from the non-reimbursable, shared provider fiscal year are proportionally allocated to providers based

on each of the provider’s FTE count for that program. This is done before any institutional rollup to assure the distribution of

non-reimbursable FTE’s are not influenced by other programs.


Sample Program Report

Program Report

The Program Report informs the programs what they can expect to receive from the reimbursement

accountant who will allocate funds that came originally from other sponsoring institutions on a monthly

basis. This report is sent out on the 12th working day of every month.

Sponsor Report

The Sponsor Report list all the hospitals that a provider has agreements with, and informs the sponsor

what is owed by the hospitals for the current month based on the number of FTE’s. The FTE’s are

annualized in order to make comparisons to the approved budget. This report gives a snapshot of

where the FTE’s are going so the hospitals can make any necessary adjustments, and is distributed on

the 8th working day of the month.

Provider Report

The Provider Report list informs the provider what they owe to various sponsoring institutions based on

which residents have rotated at various hospitals. This report is sent out on the 12th working day of

every month.


FAQ’s on RMS

How do I request to archive a user in RMS?

Archiving graduated residents in RMS removes them from drop down menus and reduces visual clutter.

It also makes reporting options run more efficiently. Archiving of old residents is not completed

automatically but can be done by MMCGME Services. Before archiving former residents, MMCGME

Services requires the following documentation:

Program Completion Certificate

Term Form (located at http://www.mmcgmeservices.org/resources--forms.html)

Time Away Extends documentation, if applicable

Data on archived residents may be viewed by selecting the “Show Archived” option in any module. To

archive former residents, please use the New User Form at www.mmcgmeservices.org and select

Archiving a user or email [email protected] stating which residents are to be archived along with the

appropriate documentation.

How do I add a resident/fellow’s photo into RMS?

1. From the top menu ribbon, select Personnel>Personnel Records. 2. Hover over the bold name in the yellow file folder.

3. Select the individual’s name from the drop-down list or the search box. 4. Place the cursor over the designated photo area and click on the “Change Photo” link that appears.

(By default, all user entered into RMS receive a placeholder graphic of the New Innovations logo.)


https://drive.google.com/file/d/0B6VmZcHcgjjVQVdNazZyQ1hqSjQ/view

http://www.mmcgmeservices.org/new-userfaculty-request.html




5. Click the Select button, navigate to the file, and then click the Open button or to remove a photo, click the Remove Picture link. Note: Uploaded images are restricted to 12MB in size and must be in JPG, GIF, PNG or BMP. When removing a photo, it is replaced with the New Innovations logo. The logo can only be removed by replacing it with another photo.

6. Click the Upload Picture link.

What if a resident/fellow has an alternate funding source for training?

In some cases, a resident’s or fellow’s training may be funded by an alternative source such as: Military grant Training grant Alternate source

If this is the case, send an explanation of the type of funding and the exact dates the funding covers to [email protected]. MMCGME Services needs to adjust the resident/fellow’s status in RMS so the grant time is excluded from the FTE. Note: Trainees on training grants must complete all required scheduling and duty hour activities.

What if a resident/fellow has a name change?

1. Request from the resident/fellow a copy of the new social security card or marriage license. 2. Upload the appropriate documentation to the resident/fellow’s Attached files folder.

a. Go to Personnel>Personnel Records, search for the resident/fellow’s name b. Click the green Files and Notes tab c. Single click the Attached Files folder d. Choose the Upload Files button/link e. Click Browse and direct to the location where the file is saved, click Open f. Click Upload

3. Email MMCGME Services that you have a person with a name change and have uploaded their relevant documentation via [email protected].

How do I view documents on file for each resident/fellow?

1. Go to Personnel>Personnel Records, search for the resident/fellow’s name 2. Click the green Files and Notes tab




What if a resident/fellow rotates to another MMCGME participating hospital?

Contact the hospital medical education office for instruction on hospital processes and required

forms/information.

What if a resident/fellow has an out-of-state conference or rotation?

Create an assignment that identifies the accurate location. “Offsite” is used only if the assignment detail identifies where the resident will be and what activity they will be doing.

Example: Offsite conference-California Offsite conference-Radisson Hotel

Offsite missions trip Romania “Offsite orientation Regions” should be “RGHP orientation” If the offsite activity is part of allowed time away from the program for professional development, identify it as off duty conference, and the time will be un-configured and identified as time away.

What if I have a visiting resident?

1. Provide the following documentation to MMCGME Services:

RMS Data Form - found on the MMCGME services website (www.MMCGMEServices.org)

A copy of the medical school diploma

A copy of the ECFMG Certificate, if applicable

A letter of good standing from the resident/fellow’s current program

2. The coordinator should:

Create a block schedule for the resident/fellow for the time they will be visiting.

Make sure duty hours are entered and approved for the rotation length.

https://drive.google.com/file/d/0B6VmZcHcgjjVbGtEQkJiY3E3UUU/view


Reference Materials: Website/Forms The following forms are located at www.mmcgmeservices.org on the Resources / Forms page.

Forms for Program Coordinators to Complete Name of Form When to Use

Rotation Request Form Use the form on the MMCGME website under the Resources/Forms section to request the creation of new rotations and/or archiving unused rotations.

Graduating/Transitioning Form (located here) Submit to MMCGME Services for graduating or terminating residents and fellows.

RMS Data Form Submit to MMCGME Services for new resident and fellow.

Time Away Extends Form Submit to MMCGME Services for residents and fellows with time away that extends their training.

Informational Forms Name of Form When to Use

Periodic Checklist To aid in accurate duty hour checking.

Assignment Naming Standards Reference Guide Reference guide listing common naming standards and their uses.

Required Documentation Checklist Lists of all documentation that is required by MMCGME Services for each resident/fellow. Please review this form when requesting new resident/fellow accounts or when a resident/fellow graduates or leaves the program.

Time Away (located here) Details the appropriate uses for time away rotations and assignments.

Tracking Visiting Residents Details the proper procedure for tracking visiting residents' schedules and demographic information in RMS.



http://www.mmcgmeservices.org/new-rotation-request.html


https://drive.google.com/file/d/0B6VmZcHcgjjVbGtEQkJiY3E3UUU/view


https://drive.google.com/file/d/0B6VmZcHcgjjVOUs0RmJEX25MYWc/view

https://drive.google.com/file/d/0B6VmZcHcgjjVOU9GdjV2eDZERjg/view

https://drive.google.com/file/d/0B6VmZcHcgjjVSUxzVDFmNUwzSWs/view


http://www.mmcgmeservices.org/tracking-visitingrotating-residents-in-rms.html


Periodic Checklists MONTHLY -- By the last working day of each month

Activity Recommended Actions/Tools

1. Ensure that all resident time has been entered for the month, including: Duty hours (such as inpatient, OR, conferences,

clinic, call assignments, etc.) Time Away Short (Vacation/sick leave or other

time that is less than or equal to 50% of the length of a rotation)

Time Away Long (Vacation/sick leave or other time that is greater than 50% of the length of a rotation)

Review the Duty Hours Usage Report

1. From the top menu ribbon, click Duty Hours, then Reports.

2. Under Usage, select Usage Summary.

3. Deselect Exclude Vacation/Leave hours from total and View Report.

4. Review individual residents’ duty hours or calendars.

Look for:

Low hourly totals (<160 per month, or appropriate hours for your program)

Gaps of >2 days for which time needs to be logged

Unapproved hours

2. Review schedules for any time away that will extend training (leaves of absence, FMLA, etc.). Add the MMCGME – Time Away Extends

rotation to the block schedule for any resident who falls into this category.

Fill out Time Away Extends form on RMS home age or send in program Time Away Extends form that includes: o Exact dates of the period of time that will

extend training o New End Date for the program

Edit the block schedule to add MMCGME – Time Away Extends rotation to resident’s block schedule. From the top menu ribbon, select Schedules, in the Block Scheduling box, click Schedule Rotations. 1. Select the Person and Academic Year from

the dropdown menus. 2. Scroll down to the list of Rotation Intervals

and check those you need to edit. Then click the Edit link.

3. To create a split block rotation within a selected interval, change the existing start/end dates to create a “gap” in the schedule. Add the new rotation information to the created gap.

4. Edit the Rotation Intervals. Click SAVE at the bottom of the screen.

3. Run a Block Gap Locator Report to check for scheduling gaps. Ensure rotations are listed as primary and that there are no unspecified rotations (rotations without a name). There should be no gaps for any previous months through the upcoming month.

Use MMCGME Rotations for situations where the resident fellow is: Starting the program late Graduating early On a leave that will extend training In Orientation

If any gaps appear for previous months through the upcoming month, adjust the rotation so that there are no dates within the Academic year that are not covered by a rotation. Gap Locator Report: From the top menu ribbon, click Schedules, in the Block Scheduling box, under the IRIS Tools list, click Gap Locator. Block Schedule Checklist: MMCGME Services will run a monthly Block Schedule Report and contact programs if revisions are required.


Periodic Checklists MONTHLY -- By the last working day of each month


4. Review life events for residents/fellows including:

Off-cycle graduations Terminations/resignations from the program New hires Name changes

5. Provide the appropriate documentation to

MMCGME.

Required Documentation: Copies must be sent to MMCGME within one month after the resident begins the program. Graduations: Completion Certificate/Termination

Form with graduation date listed Terminations/Resignations: Termination Form

with last date in program and Completion Certificate

New Hires: Provide the following information:

First, middle, last name

Program name

Program start and end dates

Previous program information

Medical school name and graduation date Name Changes: Provide proof of the change (e.g.,

copy of new Social Security Card or Marriage License)

All resident/fellow time for the previous month must be entered and approved by the 5th working day of the new month.

ANNUALLY -- By August 1st or one month after resident/fellow BEGINS a program Activity Recommended Actions/Tools Ensure that copies of the following reimbursement and audit-related documents for all residents/fellows are on file with MMCGME Services:

RMS Data Form Medical School Diploma Copies of all certificates for prior completed

GME programs Contract/Residency Agreement ECFMG Certificate (for graduates of foreign

medical schools)

Submit required documents to MMCGME Services to: [email protected] Campus Mail: MMCGME Services Delivery Code MMC 293 U.S. Mail: MMCGME Services 420 Delaware St SE, MMC 293 Minneapolis MN 55455

Periodic Checklists ANNUALLY -- By August 1st or one month after resident/fellow FINISHES a program Activity Recommended Actions/Tools

Ensure that copies of the following audit-related documents for all residents/fellows are on file with MMCGME Services:

Residency/Fellowship Completion Certificate (after program completion)

Termination/Resignation Form

Time Away Extends Documentation (if program was extended due to time away)

Submit required documents to MMCGME Services to: [email protected]

Campus Mail: MMCGME Services Delivery Code MMC 293 U.S. Mail: MMCGME Services 420 Delaware St SE, MMC 293 Minneapolis MN 55455




ANNUALLY -- By August 1st or one month after resident/fellow BEGINS a program


ANNUALLY -- Every June or at least one month BEFORE a resident/fellow begins training


1. Create an academic year for your residents/fellows, and add intervals for each block rotation.

Steps to Create Academic Year and Add Intervals

From the top Menu ribbon, select Administration > Software Setup > Academic Years (Under Local Setup).

Click New.

Enter a name for the Academic Year and set the date range.

Select the number of intervals that will compose your Academic Year, rename the intervals and edit the interval dates if necessary. (One Academic Year may include as many as 53 intervals.)

Click the Save link at the bottom of the screen.

2. Create a block schedule for each resident/fellow.

Steps to Create Block Schedule

Select Schedules from the top Menu ribbon.

In the Block Scheduling box, click Schedule Rotations.

Select a person from the Person drop-down box. Check the Include Archive People checkbox, if desired.

Then select an Academic Year from the Academic Year drop-down box. You may only create rotations for the selected Academic Year.

Next, select one of the three options for building a Block Schedule for the selected individual.

Verify that the following fields are correct:

Start and End Date

Person Status

Home Department

Program

Post Graduate Year

Select a Rotation from the list that will be assigned to this interval.

Click SAVE at the bottom of the page.

Repeat these steps to build each resident/fellow’s block schedule.


Reviewing Duty Hours

Usage Report This report streamlines the program review process by combining approved hours, unapproved hours,

total hours, conflicts, days without logs, vacation/leave days, latest logs and last updated dates for each

resident in the specified program for the specific time period into one report.

Instructions to run the Usage Report:

1. From the top menu ribbon, click Duty Hours.

2. Click Reports.

3. Under Usage Reports heading, select Usage Summary.

4. Follow the steps detailed below:


Block Gap Report The Block Schedule Gap Locator tool assists in identifying individuals of selected Status Types not

assigned to a Rotation within a specific date range.

Instruction to access the Block Gap Report:

1. From the top menu ribbon, click Schedules.

2. In the Block Scheduling box, under the IRIS Tools list, click Gap Locator.

3. Follow the steps detailed below:

A.The program you logged in to will be

selected by default. To change this,

select a program(s) from the list.

B. Select the status types

represented in you program. Ex.

RL1, RL2, FL1, FL2, etc.

C. Select the start and end dates or

the academic year. TIP: It is

recommended to select “Include

People without a Block Schedule” as a

check to make sure that all residents /

fellows have schedules. Then Click

“View Rotation Gaps.”


Review individual residents’ duty hours 1. From the top menu ribbon, select Duty Hours. 2. Under the My Duty Hours list, click View Hours 3. Once the Duty Hours screen displays, select a resident/fellow to view from the dropdown list

and specify the time period. 4. Select Update to view the duty hours for the period entered. 5. Check individuals who had unusually low totals or did not appear on the report to determine if

there are: Gaps of more than 2 days for which time still needs to be logged. Hours logged that still need to be approved.

A. Select a resident from the drop-down menu.

B. Select a start and end date.

C. Click “Update” to refresh the Duty Hours.


TIME AWAY There are four main types of Time Away that are used in RMS. Depending on your resident/fellow’s

situation, it is important to choose the correct type of time away because it has an impact on your

trainee’s eligibility and amount of reimbursement. The four major types of time away include:

1. Time Away-Does Not Extend Training-Short (trainee on payroll) 2. Time Away-Does Not Extend Training-Long (trainee on payroll) 3. Time Away Extends (trainee off payroll/on short-term disability) 4. Time Away that Does Not Extend (trainee off payroll/on short-term disability)

Below is an in-depth look at each type of time away including what to log in RMS and its impact on

reimbursement.

No time away assignments are required for weekends, holidays and regular days off.

Time Away-Does Not Extend Training-Short

What is it: Used to cover any program-paid leave that is less than or equal to half the length of the rotation. (E.g. if a rotation is 30 days long, any paid program leave that is 15 days or less would fall into this category.) Common uses: Standard vacation, sick leave, and other PTO typically fall into this category. How it looks in RMS: Handled at the assignment level. (Keep rotation schedule as is – a training rotation must cover this period!) Add Time Away-Does Not Extend Training-Short assignments for the days the resident is on paid leave. Assignment should be 8-9 hours in length, not 24. Scenario: Resident X is on vacation from 7/1-7/7/09. This is how the block schedule would look: 7/1-7/30/09 – Blue Medicine Rotation (regularly scheduled rotation) This is how the assignment schedule would look: 7/1 – 7/7/09- Time Away-Does Not Extend Training-Short 7/8 – 7/21/09 – UMMC Blue Medicine 7/21 – 7/30/09- VAMC Walk in Clinic How it is reimbursed: Time Away-Does Not Extend Training-Short assignments are not directly configured for reimbursement. When using the Time Away-Does Not Extend Training-Short assignment, the time the resident spends on vacation is divided proportionately among the other places the resident has rotated during that month. Using the scenario above, the vacation would be split between UMMC and VAMC depending on the amount of days spent at each site.


Time Away-Does Not Extend Training-Long

What is it: Used to cover any program-paid leave that is greater than half the length of the resident’s rotation. Common uses: If a resident takes a long vacation, leave, sick time. Or, if a resident is on a short rotation (e.g. 2 weeks) and is gone for greater than half. How it looks in RMS: Handled at the assignment level. (Keep rotation schedule as is – a training rotation must cover this period!) Add Time Away-Does Not Extend Training-Long assignments for the days the resident is on paid leave. Assignment should be 8-9 hours in length, not 24. Scenario: Resident X is on Blue Medicine rotation from 7/1-7/30/09 and is on vacation from 7/1-7/21/09. This is how the block schedule would look: 7/1-7/30/09 – Blue Medicine Rotation (regularly scheduled rotation) This is how the assignment schedule would look: 7/1 – 7/21/09- Time Away-Does Not Extend Training-Long 7/22 – 7/30/09 – UMMC Blue Medicine How it is reimbursed: If a resident is gone for greater than half the length of a rotation, rather than having the remaining time be divided up, (effectively making the sites where the resident is at during the final week pick up the 3-week vacation,) the reimbursement committee has decided to calculate time away long differently to try and more fairly distribute the leave time. Time Away-Does Not Extend Training-Long assignments are manually configured by MMCGME Services to proportionately reflect the training sites the resident has worked at over the past 12 months. MMCGME Services will replace the Time Away-Does Not Extend Training-Long assignment with a special assignment (e.g. Time Away Long-Resident X) specific to the resident that is taking the leave. For example, in the scenario above, Resident X worked the following locations in the past year: UMMC- 50% VAMC- 20% HCMC- 30% Based on this, a new assignment is created and configured to the locations proportionately. The original assignment will be replaced with this new custom assignment (by MMCGME Services.) The newly created assignment is then archived by MMCGME Services.

Time Away Long and Short are specific to the length of a rotation. A resident may be gone 7 days from

one rotation and 10 days from another rotation and it is still time away short for the entire time period.


MMCGME Time Away-Extends Training Rotation

What is it: Used if the resident is on leave and the amount of time he is gone will extend the time spent in the residency/fellowship program. During this time, the resident is NOT being paid by the program. (May receive FMLA/short-term disability.)

Common uses: Maternity Leave, FMLA, short-term disability

How it looks in RMS: Handled at the rotation level. No assignments are needed for Time Away Extends! However, it is possible to combine Time Away Extends with vacation/leave (Time Away Short or Long.) For example, if a resident takes 2 weeks of vacation, then goes on maternity leave for 6 weeks (covered by short-term disability) you would use Time Away Short/Long assignments for the first 2 weeks and then the MMCGME-Time Away Extends rotation for the remaining 6 weeks.

To set up Time Away Extends, you must replace the rotation the resident would have been doing during that time with the MMCGME-Time Away Extends training rotation. Additionally, send a “Time Away Extends Training” form to [email protected].

Scenario: Resident X was scheduled for Blue Medicine from 9/1 – 9/30/08. Resident X was on maternity leave from 8/15 – 9/30/09.

Resident X’s schedule originally looked like this:

7/1 -7/31 8/1 – 8/31 9/1 – 9/30 10/1 – 10/31 11/1 – 11/30

OB/GYN Surgery Blue Med Radiology Peds

Resident X’s updated schedule looks like this:

7/1 -7/31 8/1 – 8/15 8/16 – 9/30 10/1 – 10/31 11/1 – 11/30

OB/GYN Surgery Time Away Extends Training

Radiology Peds

How it is reimbursed: If a resident is on MMCGME-Time Away Extends, the rotation is taken out and is not eligible for any reimbursement. This allows coverage for the time that the resident needs to make up at the end, when he or she has resumed clinical duties.

MMCGME Time Away-Does Not Extend Rotation What is it: This is used for unpaid time away that will not extend the program. The resident/fellow should not receive a stipend and benefits paid by the program during this time.

Common uses: Some programs allow residents to take extended periods of time off that do not extend the length of the residency. This is very rare – check first with MMCGME Services if you have residents/fellows who you believe fall into this category.

How it looks in RMS: Handled at the rotation level, using the MMCGME Time Away Does Not Extend rotation. Note: To avoid confusion, this rotation has not been added to the each programs rotation favorites. If you have a need for this rotation, please email [email protected] and it will be included in your favorites.

How it is reimbursed: Time is not included in reimbursement or PGY calculation and a resident may receive reimbursement when the time is made up at the end of the program.

Text in blue font refers to time away assignments

Text in green font refers to rotations


