After more than 10 years of service, the Office of Graduate Medical Education is retiring the in-house developed resident management software, known as GMEIS. The replacement software, New Innovations (NI), was selected by the RFP evaluation team and purchased in 2015. All resident on-boarding for the 2016 academic year was performed in the software beginning in March 2016. All active residents were migrated into the software and became fully active on July 1, 2016.
GMEIS was developed to manage resident demographics, rotations, evaluations, supplements, duty hours, etc. However, the functionality was limited and many functions, including the annual program review and financial interfaces, had to be managed using primarily manual efforts. The advanced integration and functional sophistication in the NI software led GME to seek the replacement. NI partners with ACGME and ensures the functionality for the annual program review, duty hours, procedure logs, etc. is kept current with the changing ACGME guidelines. NI’s development support ensured the required customizations and interfaces were properly developed, tested, and implemented.
“One of the major advantages of the New Innovations software is that it will allow us to integrate many of the functions involved in graduate medical education, from scheduling rotations and processing payroll to providing program directors with dashboards of key information about their training program,” said Dr. Margaret Uthman, associate dean for Educational Programs.
With over 100 programs and over 1,000 residents, the continued use of manual processes was leading to more and greater challenges in many areas. The new software automates and interfaces the payroll and benefits with the vendor ADP and the billing with UTHealth’s PeopleSoft FMS, freeing up time that was previously spent performing data entry. More than $5 million a month is processed in resident stipends and billing to hospital contracts.
“The advantages gained in the automation of functionality and the interfaces include data accuracy, integrity, and security,” Angela Weatherill, project manager for the replacement project, added. “We’ve gained much efficiency with NI, which will ultimately allow for residency program growth with greater ease.”
Phase 2 of the software implementation includes migration of the alumni data and remaining functionality in GMEIS into NI. Once completed in September 2017, GMEIS will be decommissioned. The software and the team supporting it are to be commended for its many years of dedicated use.
“The tremendous effort and dedication of the project team, which included members of GME, Finance, Administration, IT, Med Foundation, NI, ADP and others to complete the implementation, evidences the success and strength of working together,” Weatherill said. “We are fortunate to have projects that challenge us and help us to grow together and grow stronger as an institution.”