The University of Pittsburgh School of Medicine opened its doors with a class of 57 students in September 1886. One-hundred and thirty-five years later, the School of Medicine has evolved and grown to be recognized as one of the top medical schools in the world.
Today, it consistently receives awards and accolades for being national leader in biomedical research. Only the best and brightest future-clinicians are selected in Pitt Med’s admissions process, with a fraction of those that applied securing their spot. With such a rigorous and competitive admissions process, UPSOM upholds its mission “to educate science-based, skilled, and compassionate clinicians prepared to meet the challenges of practicing medicine in the 21st century and conduct cutting-edge biomedical research that betters the human condition and advances the fundamental understanding of medical science.”
Reducing administrative burden
Just as incoming students must complete a competitive process to gain acceptance to the school, a faculty evaluation system is also in place to ensure its effectiveness and to identify areas for improvement. However, the existing manual, paper-based system created an administrative burden – requiring a full-time employee to manage 2,000 annual evaluations captured on 10-pages of paper forms. There was no way to track incomplete and missing forms, no overall audit process, and no data insights into trends arising from the evaluations. The University’s Director of Information Technology Health Science, Jeffrey A. Gaal, knew that digitizing this time-consuming process was long overdue.
Initially, Gaal worked with his colleagues to utilize their existing content management system, SharePoint. But as they reviewed their requirements with provider All Lines Technology, it became clear that they would need sophisticated workflows and role-based access to forms that required an additional, but complementary, technology.
A revolutionary overhaul
All Lines Technology recommended Nintex Workflow and Nintex Forms and working with Gaal’s team implemented the solution in about six weeks, with additional time to gather requirements and test the solution. The solution handles more than 200 rules and logic along with complex workflows and electronic signature via Nintex Sign® powered by Adobe Sign.
The revamped evaluation process now begins with an automated email to the faculty member to be evaluated, with a link to the SharePoint portal:
- There, the faculty member can access an evaluation form custom-generated to reflect the faculty member’s roles and responsibilities.
- Faculty members can complete their forms themselves or delegate parts to administrators or others who have relevant information.
- Once faculty members submit their completed forms, they are routed sequentially via workflow to a series of evaluators and to the department chair, for final review and electronic signature.
- The workflow then routes the form back to those being evaluated for their added comments.
The school’s solution is a revolutionary overhaul of its faculty evaluation process that has delivered 100% compliance on evaluations for the first time; made that process faster, simpler, and less expensive to implement; and expanded transparency, and established automated reporting and auditing.
“As more departments start digitizing their forms-based processes, the first thing we think of is Nintex. Nintex is easy to use and fully customizable to deliver what we need. It’s a game-changer for us.”
Jeffrey A. Gaal, Director of Information Technology Health Science, University of Pittsburgh
A game-changer, indeed. The digital transformation success that the University experienced resulted in the school being recognized as a finalist for Industry Breakthrough (Education) in the 2021 Nintex Solution Innovation Awards.
Read the case study to learn more about how the University of Pittsburgh School of Medicine is saving faculty hundreds of thousands of hours with the Nintex Process Platform.
To learn more about how we can help your organization with process automation, get in contact with the Nintex team today.