Context
Transforming Medical Residency Management
A realistic view of the challenges faced in residency programs.
Medical education is challenging by nature, but during the 2021–2022 pandemic, these challenges became even more evident. Between exhausting shifts and an outdated management system, medical residency program managers faced issues that went beyond education:
- Lack of Transparency: Residents had no access to their grades, schedules, or study materials.
- Inefficient Management: Supervisors struggled to easily monitor the health of the program or identify areas for improvement for each student.
- Overloaded Bureaucracy: Attendance tracking and daily follow-ups required time-consuming manual processes.
These shortcomings not only made the work of managers more difficult but also negatively impacted the learning experience and professional growth of residents. It was in this context that I was invited to lead the creation of a solution to modernize and optimize the entire process.
The Challenge
How we turned problems into a practical and scalable solution.
The goal was clear: to develop a medical residency management system that addressed the needs for transparency, efficiency, and support. With this in mind, we used the Lean Inception methodology to prioritize features and build an MVP centered on user needs.
Key functionalities implemented:
Daily Overview for Residents: Access to schedules, allocations, and study plans for the day.
Performance Monitoring: Supervisors can view each resident’s progress, identify areas for improvement, and make more informed decisions.
Online Attendance Tracking: An automated system to record resident attendance, eliminating manual processes.
Simplified Communication: Integrated chat for direct communication with supervisors, mentors, and other residents.
Document Management and Downloads: Storage of instructional materials, grades, and documents for easy access and downloads.
Web and Mobile Versions: Flexibility to access the system on different devices, with a responsive design tailored to user needs.
My Role
A Team United for a Greater Purpose
Our team included Full Stack developers, Frontend specialists, and medical professionals, led by Dr. Jorge Hamilton, coordinator of the residency program. Each member brought valuable perspectives to ensure the solution met both technical and practical needs in day-to-day healthcare.
My role as coordinator was essential for:
- Understanding Client Pain Points: Identifying the challenges faced by doctors and managers in resident management.
- Planning and Designing: Creating the visual interface and ensuring the solution was intuitive and functional.
- Ensuring Collaboration: Facilitating teamwork among the multidisciplinary team, combining technical and medical knowledge.
Result
How we designed an accessible and functional system.
Based on insights gathered, the interface was designed to be simple, usable, and accessible.
Web: The desktop version is for managers who need to get a panoramic and detailed view of the programs.
Mobile: The mobile version is intended for residents, enabling them to use optimized features that make consultations quick and track their attendances.
Key design principles:
- Visual Clarity Easy-to-use dashboards where data is clearly presented in charts and tables.
- Simple Navigation: Logical flows that minimize the time it takes to get to crucial information.
- Inclusive Design: Large buttons and readable text facilitate operation in high-stress conditions.
Impact
Significative Impact
- Total Transparency: Residents now have access to their grades, schedules, and daily guidance, reducing confusion.
- Administrative efficiency: Supervisors report more than 75% time savings on manual tasks.
- Improved Communication: Integrated chat features fostered collaboration and real-time support.
- Additionally, user feedback highlighted that the system not only made their work easier but also created a sense of organization and continuous support.
50% less time filling out paperwork or chasing after preceptors, and more time for patients
Greater productivity in the wards, increased productivity of residents
Supervisors noted that tasks like organizing reports and tracking attendance were streamlined, freeing time for other responsibilities
Opportunities for Growth
For the next steps, I have planned some improvements to the product, such as:
AI-Based Reports: Automatically identify trends and areas for improvement for each resident.
Integration with Patient Management Systems: Connect residency program data directly to patient care outcomes.
Gamification: Encourage continuous learning with badges and achievements for residents who meet specific goals.
