Automated Scheduling Solution
Through our continued work with teaching institutions and clinical partners, we recognize the importance that optimized scheduling has on the quality and long-term viability of medical education programs.
In our eyes, scheduling serves as the heart of every medical education program. Decisions made around the distribution, rotation, and documentation of learners have a real downstream impact on the following program fundamentals:
- Clinical Capacity
- Quality of Patient Care
- Fulfillment of Educational Requirements
- Program and Departmental Economics
- Learner Wellness and Satisfaction
To ensure that supporting institutions are maximizing the value of the clinical training programs that they support, Germane Solutions has partnered with Plum Flower Software to bring Calerity, an automated scheduling software solution, to our clients. Germane’s unmatched expertise within Medical Education, coupled with the advanced capabilities of the Calerity scheduling platform, is helping to drive optimization and enhance value across the healthcare industry.
Since Calerity was built with Medical Education in mind, its capabilities and feature set have been designed to help programs streamline the following areas:
1. Automated and Adjustable Scheduling
When designing schedules, clinical training programs are actively balancing their core commitments (educational/regulatory requirements, clinical staffing needs, and individual preferences) with unique and variable complexities like the availability of resources, the PGY level/clinical capability of each learner, and even the seasonality of certain services. Programs often struggle to navigate the collection of these considerations and inevitably end up with one or more of the following outcomes:
- Inefficient Distribution of Care Providing Resources
- Suboptimal Learning Experiences
- Expensive/Temporary Solutions Attempting to Resolve Service or Satisfaction-Related Challenges
Calerity gives program leaders and scheduling personnel the ability to anticipate and account for all these commitments and considerations and within a matter of minutes automate and adjust the construction of their program’s schedules. Whether it be block rotation schedules, or the daily assignments within each rotation (i.e. Shifts, Clinic, Call, Non-Clinical Activities, etc.), Calerity uses the collective context provided to it and produces a training model that is both compliant and optimized.
Programs that use this automated scheduling approach gain greater adaptability when clinical needs or requirements around the program change. Rules can be easily adjusted, and new schedules can be generated to validate that the new parameters have been accounted for, and in turn both service coverage and educational expectations continue to be met. Calerity’s scheduling outputs ultimately help to enhance the value of each available resource while minimizing handoffs and disruptions to the care of each patient.
2. Enterprise Scheduling Across Multiple Programs, Departments, and Provider Types
One of the most common pain points within institutions that support multiple educational programs is trying to accommodate the educational needs of each individual program but also accounting for the clinical limitations of the services and departments that these learners are all looking to leverage.
In almost all academic institutions, each program is independently responsible for building and managing their respective schedules. Often the challenge with this developmental process is that schedules are designed in a vacuum with limited insight into what the other programs have configured.
Due to the way that Calerity and its scheduling mechanics were designed, it has the power to take the individual details and context of each program, combine them with minimum and maximum thresholds from the various shared services/departments, and then schedule the collective resources in the most optimized and fair way possible without overwhelming or oversaturating the services/departments that support them.
Giving organizations the ability to automate resource scheduling on an enterprise level is a huge step forward for institutions to ensure consistency of clinical coverage and reducing financial inefficiencies throughout the year.
3. Administrative Effort
Scheduling for Medical Education Programs is always a huge burden on leadership and administrative staff. Program personnel are regularly asked to manually plot out schedules while keeping in mind contextual elements such as:
- Learner Levels and Capabilities
- Completed Rotations
- Experiences Yet to be Satisfied
- Clinical Service Commitments
- Non-Clinical Activities
- Personal Events (PTO/Sick Leave, Holidays)
Naturally, the larger a program is, the more complex and time-consuming this manual scheduling process can be. Along with the initial generation of the learner schedules, Calerity can assist leadership with midstream adjustment and management of these schedules. Using the management tools within Calerity, administrators can modify key parameters, and the platform will then help to integrate these changes for the remaining academic year. Individuals whose schedules are impacted by a significant change in constraints can also be automatically notified immediately when it happens, reducing administrative errors that could affect the delivery of care.
Calerity can also monitor and share real-time reports to leadership regarding the consistency of coverage and balance of experiences across learners. Due to the significant time saving that Calerity offers, previously tied-up administrative personnel can now be redeployed to help focus on supporting and improving other fundamental areas of the program. Calerity’s reporting capabilities enable leadership to ensure fairness among the learners and scheduled resources. High levels of satisfaction are achieved by making the scheduling process more transparent, equitable, and objectively driven, while also helping the learners track their personal progress throughout their time in the program.
As you can see, institutions that use Calerity to schedule and monitor their programs see the immediate benefit and enhanced long-term value of their GME programs. It is a small investment that significantly improves operational efficiencies, financial savings, administrative bandwidth, and overall satisfaction and wellness of learners.