Cleveland Clinic

Cleveland Clinic is one of the top five teaching hospitals in North America in size and number of programs, representing one of the most complex MedHub installations to date

The Challenge

Cleveland Clinic had its own internally developed, GME managed system to handle many critical functions around residency program management. It also had a number of other systems and tools designed to handle additional tasks around contracting, trainee appointments. In 2005 Cleveland Clinic began researching commercially available residency management systems as a possible all-in-one replacement for its internal system. Cleveland Clinic evaluated the different systems available and concluded there would be so much institution specific functionality required a change would be extremely challenging. Cleveland Clinic needed an extremely flexible, logical and robust system to handle its many highly specialized requirements.

MedHub conducted more than 20 internal presentations to various stakeholder groups within the institution over a four-month period.  In 2007 MedHub concluded a contract with CCF that not only included the base RMS functionality, but the development of over 60 institution specific enhancements that would have to be fully completed prior to institutional deployment.

Many of these institution specific enhancements addressed the unique manner in which Cleveland Clinic organized its divisions and departments. Other significant additions included:

•     Multiple contract types
•     Multiple trainee types (including Research Scholars, Clinical scholars
•     Interfaces to internal legacy systems
•     Imports from internal legacy systems
•     Unique methods of sorting data
•     Customized reports
•     Highly customized aggregate evaluation
•     Tiered evaluation functionality
•     Data change management
•     Joint Commission job description functionality
•     Enhanced primary source verification functionality for trainee credentialing
•     Additional rate tables for new trainee types
•     Intelligent/dynamic forms design

Cleveland Clinic Statistics:

• 2 Cost Reports
• Multiple Affiliates
• 115 Residency and Fellowship Programs
• Cleveland Clinic Lerner College of Medicine (UME)
• Cleveland Clinic – Florida (all residency programs)
• 300+ Program Coordinators, GME and Finance Users
• 2,000+ Residents and Fellows
• 1,000+ Researchers, Research Scholars, Clinical scholars
• 3,000+ Faculty and Staff
• $100 Million in Reimbursable Medicare Revenue Managed

The Solution

Cleveland Clinic required a fully integrated workflow system designed from the bottom up solely for the complexity found in a large enterprise. They concluded systems built for use within a single residency program did not have the level of integration required to smoothly and efficiently drive functionality across 115 residency and fellowship programs.

MedHub completed development of these institution specific requirements concurrent with institutional training and deployment. These system requirements were completed within aggressive deadlines established by Cleveland Clinic – GME.

Now that the system has been fully deployed across all 115 residencies and fellowships, MedHub has been contracted to rollout fully-integrated functionality that will incorporate Medical Students from Cleveland Clinic’s Lerner College of Medicine and its affiliate institution, Cleveland Clinic – Florida, just north of Miami.

As part of ongoing support, MedHub conducts weekly teleconferences with Cleveland Clinic’s Project Sponsor (GME) when not physically on site. MedHub Support’s role is not only ongoing training but a significant amount of consulting to define and implement best business practices, discuss regulatory changes and define and determine new functionality for future system releases.

The Result

All 115 residency and fellowship programs were fully implemented, deployed and trained on MedHub in less than six months. MedHub is now handling the full functionality of Cleveland Clinics former homegrown system in additional to addressing multiple routines the other system did not handle.

All legacy resident demographic records were converted and validated back to 1931 and are now managed through MedHub.

As with all MedHub deployments to date, workflow has brought structure and higher data visibility has led to improved data quality. Residents have enhanced access to information and faculty and administrators have better oversight of routine training program functions with workflow driving users to address and complete tasks in a timely manner.

MedHub has become a successful non-punitive workflow approach to managing the daily tasks of multiple stakeholder groups.