Implementation of a Departmental Resident Web-Based Database

The Accreditation Council for Graduate Medical Education requires the gathering, monitoring, analysis, and reporting of a large number of resident performance parameters. To provide faster and more efficient documentation and tracking, we developed an online database.

We used a commercial, customizable and affordable web-based relational database software to develop a multiplatform, flexible database that can track a myriad of resident data and is easy for residents, faculty, and administrative personnel to enter and retrieve specific data. The database can quickly build report pages/pivot tables according to user specifications/needs.

Since the implementation in January 2015-April 2020, over 34,355 data entries have been made. Around 82% of our current residents agree or strongly agree that the database is a useful addition to our program, with 53% of resident respondents agreeing or strongly agreeing that the database is intuitive, easy to navigate, and allows for quick data entry. A total of 61% of the faculty respondents agreed or strongly agreed that the database is a useful addition to the residency program. Pre Clinical Competency Committee (CCC) meeting preparation time by the Program Coordinator has been reduced by about 90%, and by CCC faculty by at least 50%. Annual Accreditation Data System (ADS) web reporting has become faster and more streamlined.

The database has markedly facilitated and improved efficiency of Milestones and ADS reporting as well as preparation and review of this data at CCC and Program Evaluation Committee meetings. Residents can monitor their own performance throughout residency. The database structure can be exported to other institutions.