Here is how an Academic Health Center consolidated its data and significantly
cut down its administrative burden

Introduction

The University of Iowa Department of Physician Assistant Studies and Services has been an Exxat client for over 7 years. Carol Gorney, Director of Clinical Education (DCE) at the University of Iowa implemented Exxat’s platform several years ago. Gorney is a client partner and advises on several initiatives at Exxat.

The Challenge

Seven years ago, prior to implementing Exxat, the DCE faced several challenges.

• There were several data systems that the University of Iowa used, but they did not talk to each other. This required her team to input the same data several times in different systems.
• Redundant data entry wastes time and resources, and if data discrepancies are found while pulling reports from different systems it requires more time and effort to find the source of the error.
• Redundant data entry wastes time and resources, and if data discrepancies are found while pulling reports from different systems it requires more time and effort to find the source of the error.

The University initially maintained data across 3 systems. This created a cumbersome system of schedules, coursework, placements, etc., the system and the tools were stand-alone, but the data was interdependent.

She knew they needed a more streamlined approach to manage clinical education programs effectively and to simplify the workload of documenting compliance and requirements for clinical education.

“When we originally went from three systems to one, we probably cut the administrative time in half.”

- Carol Gorney, Director of Clinical Education, University of Iowa

The Key Considerations

While doing her due diligence, the Director of Clinical Education realized that she needed a system that was integrated. While the University was already using technology early on (instead of Excel sheets), there were a lot of specialized systems that created silos and fragmented data.

With these criteria in mind, the Physician Assistant program of the University of Iowa started looking for a multi-purpose solution, an all-in-one platform that would help them tackle the outlined challenges.

“I am very excited about Exxat Prism - it is easy to operate; and very intuitive.”

- Carol Gorney, Director of Clinical Education, University of Iowa

The Impact

After reviewing several options available on the market, Exxat was a clear choice that met all the criteria that their team had agreed on.

Implementing Exxat impacted the PA program at the University of Iowa in several positive ways:

• Exxat is so well integrated within the day-to-day operation at the University of Iowa, that about 40% of the staff uses it, with 30% of the staff using it daily. It became their one source of record for all their data.
• The workload of the PA administration team was reduced by about 50%, saving valuable resources. Over the years, as the compliance for the PA program grew, the DCE was able to maintain the same headcount and do more with Exxat.
• Implementing Exxat allowed the DCE to make data-driven decisions that in turn enabled several strategic and executive decisions that helped the program grow its footprint.
• Moving away from 4 different systems and adapting just one instead saved about 30% in technology costs overall.
• By partnering with Exxat, the University of Iowa found a long-term technology partner that adapts to the changing needs of the program and listens to the needs of the client.

Exxat’s platform helped to streamline the process, reduce the time and resources required for curriculum mapping, and make the administrative process more efficient. Thus, in terms of the need for skilled personnel, the program has maintained its current faculty without onboarding new resources to tackle the hassles of data management and clinical education.

Best Practices

Implementing any technology is a long-term commitment for a health science program. It is important to ensure that the company that you choose is your long-term partner and is committed to your success. Here are some tips from the DCE on choosing and implementing a new technology platform:

• The problems of any two institutions are hardly similar. The University needs to have a clear vision of what exactly they require, especially the new programs or the ones that have completely overhauled themselves. So, instead of relying on a generic system, consider your individual needs, understand what needs to be tracked and what is essential to your program, and draw up a plan accordingly.
• It's important to know your time constraints and prioritize tasks accordingly. She recommends identifying the most critical data or information that needs to be captured first, setting a deadline, along with some contingencies in place.
• The DCE also draws attention to the fact that many tools are available within Exxat Prism. It is important to take the time to roll them out in phases to avoid potential overwhelm. Keep in touch with the onboarding team and ask questions. Modify your implementation plan according to the shifting priorities.
• One of the key capabilities of Exxat Prism is its reports. It is essential to make sure the user is acquainted with all the possibilities and 'plays with' all the options on the dashboard, as there is a lot of useful data in the system. It is essential to browse it to determine what is helpful for the program and how to generate better reports.

The Way Forward

The field of health science is evolving at a rapid speed. The DCE states that the increasing demands and compliances in clinical education in the last 5 to 6 years have made the operations challenging for the Universities. The documentation and compliance requirements imposed by ARC have also added to the workload.

Therefore, an efficient system that addresses the needs of such programs is no longer a luxury but a necessity for administrators. In addition, programs need a system that provides continuity and ease of use, which Exxat Prism provides efficiently. It has been a powerful tool in managing the increased demands of clinical education over the past several years.