moving toward a paperless admissions...
TRANSCRIPT
Moving Toward A Paperless Admissions Process
Timothy Quigley, MPH, PA-C, Director of Admissions
Mariah Kindle, BS, Admissions Services Coordinator
MEDEX Northwest
Division of Physician Assistant Studies
Department of Family Medicine
University of Washington
School of Medicine
Objectives
• Positive changes associated with electronic admissions processes
• Utilize existing technologies to create a paperless admissions process
• Data and privacy protections
• Time & cost savings attributed to paperless admissions processes
Paper Copy Costs
1 x 15 pages per application x 810 = 12,150 pages
12,150 x 1.6 cents per page = $194.40 (black & white printing only)
36 applications x 12 interviewers x 8 interview conferences = 51,840 copies
51,840 x 1.6 cents = $829. 44 (black & white copies only)
Total cost of printing and copying = $1,023.84
Labor Costs
Labor = 12 hrs (printing) + 64 hrs (copying) x Hourly wage = $16.50
Total labor costs per year = $1,254.00
Total cost per program per year = $2,277.84
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Paperless Applications
• E-submitted CASPA application
• Web based supplemental application
• In-house data base software
• Hard copy documents o International Medical Graduate (IMG) transcripts
o Military documentation
o Optional fourth reference
How it works
Relational Data Base
CASPA Application
Supplemental Application
Application Screening & Faculty Review
• Screened electronically by admissions staff
o Screened for completion
o Additional documents added
o Data entry
• Assigned to faculty for a full review o Password protected access
o Access to assigned applications
o Scoring and comments sections
• Security o Multi-layered log in passwords
o Data back up schedule
How it works
Relational Data Base
CASPA Application Supplemental Application
Application Review System
Application Review System
On-Line Interview Process
• Web based interview schedule
o Access to full application
o Instructions of the day’s event
o On-line interview scoring system
• Why web based? o Distribution of applicant information
o Interview scores & comments directly to data base
o Easy to use!
• Security o Password protected
o Data management
On-Line Interview Scoring
• Web based scoring system
o Using web based schedule
o Access to individual electronic score sheet for each applicant
o Changeable at any point during the conference
• Advantages o Eliminates post interview data entry
o Instant scores and decisions
o Decreases discussion time
• Disadvantages o On-site and remote monitoring
o Interviewers unfamiliar with web based systems
o Wi-Fi access protocol differences at each site
How it works
Relational Data Base
CASPA Application Supplemental Application
Application Assignment Online Interview scoring
system
On-line Interview Scoring
On-Line Interview Process Advantages
• No hard copy files needed o Saving time
• Saves money o No money spent copying (remember slide 1 & 2?)
o No need to ship hard copies
• Easy access for faculty & non-faculty interviewers o Bring your own device (BYOD)
On-Line Interview Process Disadvantages
• Few disadvantages
• Relies heavily on application review process
• Preparation time needed o Creating .pdf files
o Web based schedule
o Interactive scoring system
Paperless Admissions Processes
• Why not use WebAdmit on-line?
• What kind of data base software is needed?
• Is a dedicated IT team required?
• Is there any paper used at all?
Paperless Admissions Conclusion
• CASPA inspired web based processes
• Improvements to existing technology
• Electronic protections: FERPA compliant
• Time and cost savings!