General Survey Information Instructions · General Survey Information The AAMC Group on Information...

2018 GIR Medical School IT Survey

https://surveys.aamc.org/se.ashx?s=7C7E87CB6F46C8B4[9/21/2018 10:28:07 AM]

General Survey InformationThe AAMC Group on Information Resources (GIR) has developed this survey, which is focused on the use of information technology in schools of medicine, to provide meaningful information to technology leaders and deans at our constituent academic medical centers. This survey explores services and resources that are utilized by the school of medicine and are under its direct control or provided by a direct affiliate.

In even years, the survey collects information about IT services at medical schools, such as leadership organization, reporting structure, strategic plans, budget, staffing, funding of services, and provision of services. In odd years, the survey collects information on IT applications used at medical schools, as well as future IT projects.

InstructionsThis survey can be completed by the school of medicine's IT leader or their designee. Participation in this survey is voluntary, and there are minimal risks in participating.

Please complete all sections of the survey using resource information from the 2018 fiscal year or most recent fiscal year. The survey is due December 3, 2018.

The survey is organized into the following sections:

Survey Contact - Contact information for survey.

Organizational Structure and Leadership - Organization of IT services in the school of medicine, including IT leadership, reporting relationships, and leadership responsibilities.

Governance and Policies - Governance structures and policies in place to support IT at the school of medicine.

Staffing and Finance - Overall staffing and financing of IT services for the school of medicine, including the sources of funding.

Services - IT services provided by the school of medicine.

The expected time to complete this survey is about two hours. Please remember to print a copy of your survey responses for your records before the survey closes.

ConfidentialityThe data collected with this web-based application are classified as restricted. All information will be stored in a secure server at the AAMC to which a limited number of staff will have access. Identified school-level data from this survey are released to participants. Data may be released at the discretion of the AAMC president or his designee to qualified individuals and organizations who agree to protect it.

Risks/BenefitsThis data collection is considered to be minimal risk. The AAMC has taken extensive measures to ensure the security of the data. If the data provided in response to this survey were made public, it is expected to have a limited adverse effect on individuals and institutions. Institutionally-identified data will only be shared with participating institutions. Institutions that are given access to restricted information may not publish or share it with others.

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https://surveys.aamc.org/se.ashx?s=7C7E87CB6F46C8B4[9/21/2018 10:28:07 AM]

Participating institutions will receive the data file of school-level responses to the survey.

Contact InformationThis survey has been reviewed in accordance with AAMC policies and procedures. If you have any questions or concerns about your rights as a participant in this survey, please contact the AAMC Human Subjects Protection Program at [email protected]. If you have questions about this survey or need any assistance, please contact our survey staff at [email protected]. By continuing, you acknowledge that you have read the above statement and understand the risks and benefits associated with this survey.

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Survey ContactOur records indicate that you are associated with . If this is not correct, please contact [email protected] completing the survey.

Person Completing the Survey (will serve as the primary contact for follow up)*First Name

*Last Name

*Title

*E-mail

*Phone

Extension

*Indicates required field

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Organizational Structure and Leadership - IT StructureHow are IT services at the school of medicine organized? (Choose all that apply)

IT services are provided to the medical school through a central IT organization at the medical school. IT services are provided to the medical school through one or more departmental IT organizations at the medical

school. IT services are provided to the medical school through a central IT organization at the university. IT services are provided to the medical school through a central IT organization at the health science center or

academic medical center. IT services are provided to the medical school through a central IT organization at the hospital or clinical site. Other (please specify)

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Organizational Structure and Leadership - IT OrganizationThe following questions ask about the organization of administrative, education, clinical, research, regulatory/compliance management, and security IT utilized by the school of medicine that are either under its direct control or provided by a direct affiliate.

"Centralized" indicates that the respective services are managed entirely from one location, regardless of where it may be. "Distributed" indicates that its management is not located in a single location. Please indicate your school of medicine’s administrative IT organization:

Centralized Distributed

Please describe:

Please indicate your school of medicine’s education IT organization:


Please describe:

Please indicate your school of medicine’s clinical IT organization:


Please describe:

Please indicate your school of medicine’s research IT organization:


Please describe:




Please indicate your school of medicine’s regulatory/compliance management IT organization:


Please describe:

Please indicate your school of medicine’s security IT organization:


Please describe:

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Organizational Structure and Leadership - Chief OfficerWhat is the position title for the chief officer with primary leadership responsibility for IT decisions at the school of medicine?

Title:

What is this individual's administrative level? Please indicate the administrative level that most closely resembles this individual's role, regardless of the individual's title.

Vice President/Chancellor for IT Chief Information Officer/Chief Operations Officer Director of IT Senior Associate Dean/Vice Dean Associate Dean Assistant Dean Other (please specify)

This individual reports to: (Check all that apply)School

of Medicine

Health Science Center

University Practice Plan Hospital

President/Chancellor/CEO

Highest ranking academic officer (Provost, Academic VP, Dean)

Second level academic officer (Vice Provost, Assistant or Associate Provost, Academic VP, Vice Dean)

Highest ranking administrative officer (Administrative VP, Executive VP, Executive Dean)

Second level administrative officer (Assistant or Associate VP)

Highest ranking business officer (Business officer, CFO)

Chief officer responsible for research

Librarian

Other (please specify below)

If indicated "Other" above, please specify

What are the operational and/or budgetary responsibilities of this individual? (Check all that apply) Administration of IT organization (budget, personnel, planning) Administrative Systems (ERP, financial systems, HR systems, training, grants management) Application Development Audiovisual Services (classroom technology) Clinical Systems (electronic medical records, patient billing and registration, PACS) Data Center Operations Educational Technology (course management system, simulation) Enterprise Services (E-mail, file and print services, document management) Help Desk/Desktop Support Infrastructure (network (wired and wireless), storage, backup) Instructional Design Library Systems (resource discovery tools, electronic resource access, proxy) Public Student Computing (computer lab, kiosks, information commons) Regulatory Compliance Systems (IRB, clinical trials management) Research Computing (bioinformatics support, high performance computing, grid computing) Security Services (accounts and access, security policies, antivirus, firewall) Student Systems (student information systems, student admissions, financial aid) Telephony Videoconferencing (distance learning, telemedicine) Web Development (web page design, web hosting) Other (please specify)




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Organizational Structure and Leadership - Chief Medical Informatics Officer (CMIO)Does your organization have a Chief Medical Informatics Officer (CMIO)?

Yes No

The CMIO reports to: (Check all that apply)School

of Medicine


University Practice Plan Hospital

Chief Information Officer

Director of IT

President/Chancellor/CEO

Vice President/Chancellor for IT

Highest ranking academic officer (Provost, Academic VP, Dean)

Second level academic officer (Vice Provost, Assistant or Associate Provost, Academic VP, Vice Dean)

Highest ranking administrative officer (Administrative VP, Executive VP, Executive Dean)

Second level administrative officer (Assistant or Associate VP)

Highest ranking business officer (Business officer, CFO)

Chief officer responsible for research

Librarian

Other (please specify below)

If indicated "Other" above, please specify

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Governance and Policies - Strategic PlanIs there a strategic plan for IT at the school of medicine?

Yes No

If available online, please provide a public URL.

URL:

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Governance and Policies - IT GovernanceDoes the school of medicine have an IT governance process that provides advice on decisions about IT issues/projects? (Note: this could be managed by a larger organization but includes school of medicine issues)

Yes No

Describe the IT governance charge.

Describe the types of projects/issues reviewed by the IT governance.

Indicate who leads and who is represented in the IT governance.

If your institution has its IT governance process publicly available online, please provide the URL:

URL:

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Governance and Policies - Data Governance Does the school of medicine have a data governance process that provides advice on decisions about dataissues/projects? (Note: this could be managed by a larger organization but includes school of medicine issues)

Yes No

Describe the data governance charge.

Describe the types of projects/issues reviewed by the data governance.

Indicate who leads and who is represented in the data governance.

If your institution has its data governance process publicly available online, please provide the URL:URL:

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Governance and Policies - Emerging Technology Policies

Please indicate if you have policies related to the following topics and if they have been recently developed, have been updated, or are planned at your institution. Where possible, please provide public URLs to policies or procedures.

Development Status Public URLRecently

developed Updated Planned

Cloud Computing

Collaboration Tools

Social Media

Virtual Patients

Other emerging technology policies (please specify below)

If indicated "Other" above, please describe the technology

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Staffing and Finance - InstructionsThis section is concerned with the overall staffing and financing of IT services for the school of medicine, regardless of the source of funding.

In the previous section, you indicated how IT is organized at the school of medicine. Some IT services may be provided by a central IT organization within the school of medicine, some services may be provided by central IT in the parent health sciences center or university, and some IT services may be provided by individual departments.

In this section, please include ALL of the IT organizations that provide your school with services. We recognize that it will be difficult to obtain precise budget and FTE figures for multiple organizations, so we ask that you ESTIMATE these to the best of your ability.

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Staffing and Finance - IT BudgetApproximate school of medicine IT budget in US dollars, regardless of funding source. Note: Please enter theentire amount comprising the school of medicine's IT operational budget including university funds and othersources.

(To convert CAN$ to US$, please use the bank conversion rate of 1 CAN$ = 0.7715 US$, which was theconversion rate as of August 27, 2018.)

Less than $1,000,000

$1,000,001 - $5,000,000 $5,000,001 - $10,000,000 $10,000,001 - $15,000,000 $15,000,001 - $25,000,000 $25,000,001 - $50,000,000 $50,000,001 - $75,000,000 $75,000,001 - $100,000,000 More than $100 million

We are not able to provide an approximate school of medicine IT budget regardless of funding sources.

Please provide a single US dollar amount as an estimate for the school of medicine's IT budget that is paiddirectly by the school of medicine's IT budget, regardless of funding source.

(To convert CAN$ to US$, please use the bank conversion rate of 1 CAN$ = 0.7715 US$, which was theconversion rate as of August 27, 2018.)

$ Please provide a single US dollar amount as an estimate for school of medicine's IT budget under the oversightof the chief officer with primary leadership responsibility for IT decisions at the school of medicine.(To convert CAN$ to US$, please use the bank conversion rate of 1 CAN$ = 0.7715 US$, which was theconversion rate as of August 27, 2018.)

$ Please indicate what percentage each of the following entities contribute to the school of medicine's IT operationsthrough funding and/or services. (Enter a number below so the total equals 100%. Enter "0" in entities that do notapply.)Department

Medical School


University

Practice Plan

Hospital

OtherTotal (should equal 100%) 0




This budget includes the following services: (Check all that apply)Administration of IT organization (budget, personnel, planning)

Administrative Systems (ERP, financial systems, HR systems, training, grants management) Application Development

Audiovisual Services (classroom technology) Clinical Systems (electronic medical records, patient billing and registration, PACS)

Data Center Operations Educational Technology (course management system, simulation)

Enterprise Services (E-mail, file and print services, document management) Help Desk/Desktop Support

Infrastructure (network (wired and wireless), storage, backup) Instructional Design

Library Systems (resource discovery tools, electronic resource access, proxy) Public Student Computing (computer lab, kiosks, information commons)

Regulatory Compliance Systems (IRB, clinical trials management) Research Computing (bioinformatics support, high performance computing, grid computing)

Security Services (accounts and access, security policies, antivirus, firewall) Student Systems (student information systems, student admissions, financial aid)

Telephony Videoconferencing (distance learning, telemedicine)

Web Development (web page design, web hosting) Other

Please indicate the best estimate for the IT operating budget of the school of medicine as a percentage of the totalschool of medicine budget.%

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Staffing and Finance - IT Budget and Other Changes Please indicate whether the school of medicine budget increased, decreased, or remained the same in the last year, as well as what, if any, changes impacted the central IT budget.

Increased. Please describe:

Remained the same. Please describe:

Decreased. Please describe:

Please provide any background information about IT organization, staffing, and financing in your institution that could be useful to other participants who may utilize the data for benchmarking purposes (for example, "We hired a consultant to redesign our funding model").

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Staffing and Finance - IT FTEs How many IT FTEs supporting the school of medicine are funded by the school of medicine's IT budget?

0 - 10 11 - 25 26 - 50 51 - 75 76 - 100 101 - 125 126 - 150 151 - 200 201 +

How many total IT FTEs, including university and other sources, support the school of medicine's IT operations?

0 - 10 11 - 25 26 - 50 51 - 75 76 - 100 101 - 125 126 - 150 151 - 200 201 - 300 301 - 400 401 +

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Services - Funding and Provision of ServicesThis section of the survey looks at who provides and funds specific IT services to the school of medicine.

The following two questions provide in grid format a listing of many of the IT services that the school of medicine uses. For each of these services, the first question asks “who pays?” and the second question asks “who provides?”.

In some cases the responses may be the same for the two questions, and in some cases they may differ. For each of the listed services, you may check one or more funders/providers. For the following services indicate where the funding source originates.

Services

Funded By (check all that apply)

Department Medical School


University Practice Plan Hospital Other

Administration of IT organization (budget, personnel, planning)Administrative Systems (ERP, financial systems, HR systems, training, grants management)

Analytics

Application Development

Audiovisual Services (classroom technology)Clinical Systems (electronic medical records, patient billing and registration, PACS)

Data Center Operations

Educational Technology (course management system, simulation)Electronic Health RecordsEnterprise Services (E-mail, file and print services, document management)

Services





Help Desk/Desktop SupportInfrastructure (network




(wired and wireless), storage, backup)

Instructional Design

Library Systems (resource discovery tools, electronic resource access, proxy)Public Student Computing (computer lab, kiosks, information commons)Regulatory Compliance Systems (IRB, clinical trials management)Research Computing (bioinformatics support, high performance computing, grid computing)Security Services (accounts and access, security policies, antivirus, firewall)

Simulation Support

Student Systems (student information systems, student admissions, financial aid)

Services





Telephony

Videoconferencing (distance learning, telemedicine)Web Development (web page design, web hosting)

For the following services indicate which organization provides the service to the school of medicine.

Services

Provided By (check all that apply)




Administration of IT organization (budget, personnel, planning)Administrative Systems (ERP, financial systems, HR systems, training, grants management)



Analytics

Application Development

Audiovisual Services (classroom technology)Clinical Systems (electronic medical records, patient billing and registration, PACS)

Data Center Operations

Educational Technology (course management system, simulation)Electronic Health RecordsEnterprise Services (E-mail, file and print services, document management)

Services





Help Desk/Desktop SupportInfrastructure (network (wired and wireless), storage, backup)

Instructional Design

Library Systems (resource discovery tools, electronic resource access, proxy)Public Student Computing (computer lab, kiosks, information commons)Regulatory Compliance Systems (IRB, clinical trials management)Research Computing (bioinformatics support, high performance computing, grid computing)Security Services (accounts and access, security policies, antivirus, firewall)

Simulation Support

Student Systems (student information systems, student admissions, financial



aid)

Services





Telephony

Videoconferencing (distance learning, telemedicine)Web Development (web page design, web hosting)

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Services - Analytics ProgramWhere in your medical school does the analytics program reside?

Centralized in IT Centralized, not in IT Some centralized, with some area-specific groups Decentralized Other, please specify My medical school does not have an analytics program

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Services - Electronic Health Records Are clinical electronic health records (EHR) integrated into your medical school’s curriculum?

Yes No

Does your medical school have a separate electronic health record (EHR) for curriculum use?

Yes No

Are medical students at your medical school allowed to document in a patient’s EHR?

Yes, and there are easily identifiable means of determining what documentation in a patient’s EHR was provided by a medical student.

Yes, and there are NOT easily identifiable means of determining what documentation in a patient’s EHR was provided by a medical student.

No, but there are plans to allow medical students to document in a patient’s EHR in the next 6 months. No, but there are plans to allow medical students to document in a patient’s EHR in the future. No, and there are no plans to allow medical students to document in a patient’s EHR. Other (please specify)

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Services - Community-Engaged Research How does your medical school provide IT support for community-engaged research (CER)? (Check all that apply)

Manage systems to track or engage community groups Manage online resources for community-engaged research Provide technical support for community-engaged research Other, please specify My medical school does not provide IT support for community-engaged research

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Thank youPlease estimate how much time it took for your institution to complete the survey. Please report as whole numbers.

Hour(s)

Minutes

Please share any thoughts that you have about this survey.

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Thank you for completing the 2018 GIR Medical School IT Survey.

Please finalize the survey information by clicking the "Save and Submit Survey" button below. After clicking "Save and Submit," you will see a complete listing of the responses you entered.

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