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Healthcare Electives

Decrease the administrative workload for your staff, reduce the cost of maintaining electives records and increases the efficiency of your electives management process.

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Overview

The Healthcare Electives module provides the healthcare institution with the tools required to manage student elective records from beginning to end. Administrators identify the elective registration form(s) and subsequently the students submit the completed form; administrators review and validate submissions.

Why?

  • Automate the process of collecting student elective information
  • Decrease the dependency on hospital administrative staff to collect and disseminate information
  • Improve compliance by sending automated email notifications to students involved requesting elective registration completion
  • Maintain updated elective records effortlessly with minimal administrative involvement

Who?

  • Hospitals
  • Schools

Features

  • Specify healthcare discipline and education program (undergraduate, graduate, postgraduate)
  • Define parameters for registration forms including elective information, home address, medical school, elective appointments, postgraduate information, license and certificate information, as well as an elective's checklist
  • Preview registration forms before sending to students
  • Ability to upload additional necessary forms for student or administrator completion
  • Establish email notification settings including the maximum number of emails to be sent and frequency
  • Ability for administrator to add, edit and delete student elective records
  • Send invitation emails requesting students to complete elective registration
  • Review elective records submitted by students
  • View elective registration status, validity and date invitation emails were sent
  • Validate student electives
  • Manage lookup tables for hospital departments
  • Allow students to view a listing of current and previous electives

Return on investment

LinkingHealthProfessionals offers an online healthcare electives management solution for healthcare organizations that reduces the cost of maintaining electives records and increases the efficiency of your electives management process.

You can achieve this by:

Decreasing the administrative workload for hospital staff

Introducing a web-enabled electives management system transfers electives registration to the student whereby the student completes the registration online, eliminating the need for data entry by hospital administrative staff. As students submit electives registration forms, administrators can automatically validate the elective, meaning there is no need to make numerous phone calls to follow up on the elective request. Also, email notifications are sent automatically to students reminding them that elective registration is in progress shifting the onus onto the student and reducing time spent chasing down delinquent elective forms.

Case Study

Overview

Business Needs

Though programs in healthcare are structured, there is usually an elective component where students are provided with the option to select alternative courses or learning experiences. Depending on the choice, there can be additional information that the student will need to provide in order to be approved. The recording, validating and maintaining of the various pieces of information are essential to the integrity of the overall curriculum.

Solution

The Healthcare Electives module provides an automated method for collecting and recording student elective registrations, from email notifications inviting students to complete online elective forms to a validation process for training site coordinators. The process eradicates inefficiencies in collecting information and centralizes where elective data is recorded.


Benefits

Introducing the web-enabled Healthcare Electives module into an organization can reduce the amount of administrative manpower required to manage the process while creating a central database to store elective information. This provides administrators with the ability to readily monitor and assess elective requirements while ensuring that the information collected is accurate.


Case

St. Michael's Hospital is a major teaching and research facility fully affiliated with the University of Toronto. Located in downtown Toronto, the hospital has a long tradition in providing compassionate patient care and innovative research. The hospital provides medical training and research opportunities for the University's postgraduate residents and fellows, as well as medical training for undergraduate medical students.

Challenges

As healthcare electives are selected by students, various departments and locations become involved in the process. Individual departments have their own methods of tracking student electives using a combination of paper-based files and spreadsheets; resulting in a decentralization of information. This method of electives management makes it difficult for administrators to monitor the elective and training requirements. Tracking and following up on delinquent students and forms, as well as keeping up with data entry during a busy registration period consumes valuable resources.

Solution

With the LinkingHealthProfessionals Healthcare Electives module, an organization can eliminate the inefficiencies of a manual process while creating a central location for storing elective information. Elective registration forms are easily created and sent to students automatically for completion. Students provide all the necessary information, eliminating the need for data entry and increasing the accuracy of the information. Based on notification settings, email reminders are sent to those who have yet to complete their forms and as forms are submitted, training site coordinators can immediately validate each elective request. With a centralized source of information, administrators can monitor all electives for multiple departments enabling them to assess elective requirements as needed.

Benefits Realized:

Along with increasing the efficiency of the overall electives management process, the Healthcare Electives module offers benefits in the following areas:

Self-Serve Component

By providing the student with a self-serve component for elective registration, the benefits are two-fold; first the electives information is stored in one central database, reducing the need for administrative staff to collect and disseminate information to students and administrators, and secondly, since the students are entering their own information, data entry errors are reduced. Automated email notifications and reminders also do away with the need for numerous telephone calls, reducing the workload required to manage the electives registration process.

Reducing Costs

As the system in automated, the organization is eliminating costs in a number of ways. The required workload of administrative staff decreases significantly due to the self-serve component of the Healthcare Electives module. There is no need to print and copy elective registration forms, reducing paper and copying costs. Data entry and error correction is minimal as the student enters all the required information.

Reporting

Healthcare Elective administrators have the ability to view elective records in aggregate format listing student names, email notification dates, validation status and elective time frame, as well as the ability to drill-down to each individual elective record to view specific information. Administrators are able to view, edit or delete elective records, as required.

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