Heiko Spallek DMD, PhD, MSBA. Marnie Oakley DMD A s s o c i a t e D e a n o f C l i n i c a l A f f a i r s
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1 Credentialing Employees and Students: Changing Our Approach and Ending the Administrative Nightmare ADEA Annual Session, San Antonio, Texas March 17, 2014 Marnie Oakley DMD A s s o c i a t e D e a n o f C l i n i c a l A f f a i r s Heiko Spallek DMD, PhD, MSBA A s s o c i a t e D e a n o f F a c u l t y A f f a i r s 1787
2 Objectives 1) identify requirements within various levels of credentialing 2) develop policies and procedures for credentialing employees/students with heightened efficiency 3) be able to develop a plan to construct software similar to the Credential Keeper at your institutions, and/or explore if Credential Keeper can be deployed at your school
3 Disclaimer While the current version of Credential Keeper is a product solely owned by the University of Pittsburgh, the presenters are considering commercializing the product. In the event of a successful commercialization, the presenters may financially benefit.
4 Factors Affecting Credentialing Requirements Federal Regulations State Regulations Parent Institution Guidelines/Policies School Guidelines/Policies Commission on Dental Accreditation
5 One Example: Credentialing Requirements of a New Faculty Hire Curriculum Vitae Declaration Sexual Harassment Training Certificate Conflict of Interest (Disclosure Statement/Training Certificate) HIPAA Researchers Privacy Training Certificate PHI Data Extraction, Export and Report Policy Acknowledgement Human Subjects Research Training Certificate Responsible Conduct of Research Training Certificate IT Computer Safety Training Certificate Hazardous Communication Training Certificate OSHA Training Certificate Workers Compensation Policy Review Acknowledgement
6 One Example: Credentialing Requirements of a New Faculty Hire + Clinical Privileges Curriculum Vitae Declaration Sexual Harassment Training Certificate Conflict of Interest (Disclosure Statement/Training Certificate) HIPAA Researchers Privacy Training Certificate PHI Data Extraction, Export and Report Policy Acknowledgement Human Subjects Research Training Certificate Responsible Conduct of Research Training Certificate IT Computer Safety Training Certificate Hazardous Communication Training Certificate OSHA Training Certificate Workers Compensation Policy Review Acknowledgement Dental License DEA License Specialty Training Certificate General Bloodborne Pathogen Training Certificate Hepatitis Type B Immunization Series Tuberculosis Skin Test Medical Emergency Training Certificate Dental Specific OSHA Training Certificate Review of Clinic Manual Acknowledgement
7 Impact 12 credentials for New Hire + 10 Clinical Privileges = 22 credentials 22 credentials X 180 faculty = 3,960 documents 14 credentials X 200 staff = 2,800 documents 19 credentials X 65 residents = 1,235 documents 19 credentials X 320 students = 6,080 documents total = 14,075 documents
8 Discussion 1) How many of your clinical faculty are out of compliance? 2) What is your enforcement mechanism when clinical faculty fall out of compliance, e.g. expired OSHA training? 3) How do you handle incoming students who are scheduled to enter the clinic during their first week, but are not yet fully credentialed, e.g. not vaccinated for Hep B? 4) How do you handle credentialing of non-clinical faculty and staff?
9 Compliance in the Current System
10 Compliance in the Current System
11 Compliance in the Current System
12 Compliance in the Current System
13 Compliance in the Current System
14 Compliance in the Current System
15 Compliance in the Current System
16 Time for a Change: What Do We Want? Wish List Easy to comprehend and use Accessible from s outside parent institution Stable Full use of the product Technical support Affordable (consider Total Cost of Ownership)
17 Time for a Change: What Is Out There? IntelliCred - cloud-based architecture - complicated interface
18 Time for a Change: What Is Out There? EchoCredential - client-server architecture - handle provider recruitment
19 Time for a Change: What Is Out There? SyMed: One App Pro - client-server architecture - does not store actual documents
20 Time for a Change: What Is Out There? Cactus Software Compliance - robust, cloud-based - ongoing monitoring of State Medical License Boards
21 Time for a Change: What Is Out There? MSO Credentialing Management Software - client-server architecture and cloud-based version - includes committee management & peer case review
22 Credential Keeper Time for a Change: Invention
23 Time for a Change: Invention Credential Keeper Remember, the Wish List Easy to comprehend and use Accessible from s outside parent institution Stable Full use of the product Technical support Affordable (consider Total Cost of Ownership)
24 Time for a Change: Invention Remember, the Wish List Easy to comprehend and use Accessible from s outside parent institution for end users: 1-page interface regardless of which credentialing item Stable Full use of the product Technical support Affordable (limited hidden costs)
25 Time for a Change: Invention Remember, the Wish List Easy to comprehend and use Accessible from s outside parent institution Stable can be used with any prior to onboarding Full use of the product Technical support Affordable (consider Total Cost of Ownership)
26 Time for a Change: Invention Remember, the Wish List Easy to comprehend and use Accessible from s outside parent institution Stable Full use of the product Technical support Affordable (consider Total Cost of Ownership) runs on Microsoft Azure cloud service - continuous backup - load balancing
27 Time for a Change: Invention Remember, the Wish List Easy to comprehend and use Accessible from s outside parent institution Stable Full use of the product Technical support tailored towards the needs of a dental school Affordable (consider Total Cost of Ownership)
28 Time for a Change: Invention Remember, the Wish List Easy to comprehend and use Accessible from s outside parent institution Stable Full use of the product Technical support Affordable (consider TOC) as beta site.25% FTE of a staff member to troubleshoot bugs software company handling continuous improvements no internal IT staff involved no server administrators
29 Credential Keeper: Infrastructure Assign individuals to oversee all users in the organization = System Admin, examples: Associate Dean for Faculty Affairs + admin assistant new accounts for faculty hires Associate Dean for Clinical Affairs + admin assistant new clinical people identified Chief Financial Manager (staff) + admin assistant = new accounts for staff hires
30 Credentialing Items Curriculum Vitae Declaration Sexual Harassment Training Certificate Conflict of Interest (Disclosure Statement) OSHA Training Certificate
31 Credentialing Item List
32 Credentialing Item Example
33 Credentialing Item Example
34 Credentialing Item Example
35 Credentialing Items Types Curriculum Vitae Declaration Sexual Harassment Training Certificate Conflict of Interest (Disclosure Statement) OSHA Training Certificate Clinical Faculty Clinical Staff Research Staff Dental Class of 2017 Resident
36 Type List
37 Credentialing Items Types Curriculum Vitae Declaration Sexual Harassment Training Certificate Conflict of Interest (Disclosure Statement) OSHA Training Certificate Clinical Faculty Clinical Staff Research Staff Dental Class of 2017 Resident Groups Periodontics Restorative Dean s Office Student Services
38 Group List
39 Communication About Website instructional videos technical demonstrations PDF tutorials scan tutorials contact information
40 Communication Introductory & Instructional Videos
41 Communication Policies & Procedures
42 Policies & Procedures Communication
43 Communication Policies & Procedures
44 Communication Policies & Procedures
45 Policies & Procedures Communication
46 Training Workshop
47 Group Admin Workshops
48 Group Admin View
49 User Detail View
50 Notifications
51 Resources ~.25 FTE (staff) to implement for 3 months ~.05 FTE (staff) ongoing ~.05 FTE (administrator) ongoing software development: $64,000 concept, functional description: inestimable
52 Outcomes We are NOT 100% compliant, but we know who is missing what. Disabled EHR accounts: 12 (as of 2/24/2014) Instant access to everyone s credential items for various purposes (not just in case of litigation).
53 Acknowledgements TrueFit, Inc. ( Jesse Vitela Holly Kuethe all Group Admins at the School of Dental Pitt many more Questions: moakley@pitt.edu or hspallek@pitt.edu
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