Case Log Reports

[Tonya Harris]

How often do you guys run these reports and how can you tell if they’re current?

[Monica Welsh]

Hi Tonya.  I run the log activity report on the ACGME case log site every Friday.  Our residents are required to log their cases for the week by noon on Friday.  I select all residents, aggregate report layout and put the current week in.  You can look at the date of last entry to tell when it was updated.  If one of the residents didn’t log their cases, I text them and they usually log by the end of the day.

Monica Welsh, C-TAGME

University of Louisville

ARCOS Board Member -at-Large

[Tonya Harris]

So if there’s nothing logged in the “last case” column does that mean they didn’t have any cases or does it mean they didn’t log anything? If that makes sense.

[Anonymous]

We run case logs monthly and send notifications to any resident who are behind. We give them a few days to enter and then run again to confirm completion. There are two columns in the case log report – date of last case and date of last entry. Be sure that the date of last case is current.

[Laurel Lewis]

Tonya,

It depends upon which report you are pulling.  We check quarterly and I pull two reports Surgery Minimums and Experience by Year (attached).  The last column is Total and since there is a zero for Incision that means the resident did not log any of those cases.  There will only be data in any of the reports if the resident logs the case.

So, yes, the resident may have completed a case but it “didn’t happen” unless they put it in their case logs.

Does that answer your question, Tonya?

Monica, weekly is awesome!  I just don’t have the time for that!!!

~Laurel

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[Joni Roberts]

Hi Tonya

I run the case log report every Monday morning.  The residents are required to enter in their cases weekly.  If there is no case log listed in the last column they have not entered in any case logs.  If a resident is over 2 weeks behind I highilght that column and the report is sent out to all residents.  It helps keep them up to date with the highlights for the delinquency.  If they are over 3 weeks behind I send a separate email to them with cc to the program director asking them to update their records and give them a set date deadline.

Hope that is helpful.

Joni

[Tonya Harris]

Wow!  I’ve never even seen this report before. Thank you for the insight!

[Kim Reising]

Hi Tonya,

I run my reports on the 15th of each month. Residents are required to have all cases logged for the previous month by the 15th and if not, they get an email reminder with a CC to our program director and associate program director informing them they have until the EOB on the 16th to get their cases logged before we remove them from clinical duties. If we need to remove them from clinical duties, they report to my office, and I get the pleasure of babysitting them while they update their case log.

Kim

[Tonya Harris]

Thank you all for your input!

One last thing so I’m clear. I’m a new coordinator and just want to understand.

Last Case date reads 10/4/22 but Last Entry Date reads 2/4/23 ?

This means they are 4 months behind? Correct?

 

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