Surge Management Tool (SMT) User Guide

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• Home brings you back to the entry screen.
• Manage Personnel allows you to add or edit information about the faculty or trainees in your division or program.
• Manage pools allows you to indicate the availability of your faculty or trainees’ for the surge response pool.
• Deployment requests allows you to respond to requests to redeploy faculty or trainees in your division or program.
• Change program allows you to change programs if you are overseeing more than one.

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If you have multiple programs or divisions that you are overseeing, you may have the option to change your program.

1. To change your program or division, hover over Account and click Change Program.
2. Select the correct program from the list of programs you administer.

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Trainees assigned to a risk pool may be placed in one of three groups or marked unavailable:

• Group 1: Available to start within hours during dates indicated
• Group 2: Available with minor scheduling changes
• Group 3: Available with major scheduling changes
• Unavailable: Trainees that meet exclusion criteria as outlined above or are currently assigned to work on other critical patient care services. See surge planning protocol for sample exclusion criteria.

Please update the pool as providers become available or unavailable. If someone is sick or quarantined, please remove them from the pool as soon as possible.

Video Demonstration

Step-by-Step Guide

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2. Select the Start and End dates for the period you would like to assign trainee to.

NOTE: Current version of the tool requires using the date picker to update your schedule view.

3. Filter your trainee list by PGY as needed.

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4. Drag the trainee(s) from Available Personnel into the correct Group.

5. To simplify the process of scheduling trainees who are available, you can click and drag unavailable trainees to Unavailable Personnel. This reduces the number of available trainees you need to manage at any one time.

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6. Select dates that trainee is available. You can type the date in the MM/DD/YYYY format or use the calendar drop down to select a date.

7. Select the Locations that trainee can work at. NOTE: Only select locations where the trainee is credentialed, badged, and ready to start.

8. Click Confirm. The trainee is now listed in the correct Group.

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10. When you let go, a dialogue will appear asking if you are sure. Click Confirm to complete the change. Click Cancel if you changed your mind.

IMPORTANT NOTE: Please place ALL your trainees into one of the Groups or Unavailable Personnel.

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Video Demonstration

Step-by-Step Guide

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2. Click Faculty to begin managing faculty pools.

3. Set your filters.

The faculty page has additional filtering options:

• Clinical Area
  Faculty name blocks will change color based on their preparedness for the selected clinical area. The most prepared faculty will sort to the top of the list.
  GREEN (independent), PURPLE (with guidance), and RED (out of scope).
• Location
  Faculty designated as available to work at the selected location during the schedule period listed will appear on the schedule.
• Shift
  Faculty designated as available to work the selected shift during the schedule period listed will appear on the schedule.NOTE: Shift selection changes depending on the clinical area selected.

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5. Drag the faculty from Available Personnel into the correct Group.

NOTE: For providers who have split weeks, you currently need to enter each week fragment separately. A more efficient method is coming soon.

6. If the faculty is unavailable, click and drag them to Unavailable Personnel.

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7. Select Dates that trainee is available. You can type the date in the MM/DD/YYYY format or use the calendar drop down to select a date.

8. Select the provider’s Care Types.

9. Select the Locations that the provider can work at.

10. Select the Shifts that the provider can work.

11. Click Confirm. The provider is now listed in Group 1.

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12. If something changes or you make a mistake, you can drag and drop the provider to Unavailable Personnel or back to Available Personnel.

NOTE: For providers who have split weeks, you currently need to enter each week fragment separately. A more efficient method is coming soon.

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12. When you let go, a dialogue will appear asking if you are sure. Click Confirm to complete the change. Click Cancel if you changed your mind.

IMPORTANT NOTE: Please place ALL your faculty into either Group 1 or Unavailable Personnel.

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Video Demonstration

Step-by-Step Guide

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Home brings you back to the entry screen.

Availability allows you to indicate the availability of your faculty or trainees’ for the surge response pool.

Profile allows you to add or edit information about the faculty or trainees in your division or program.

Change program allows you to change programs if you are overseeing more than one.

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If you serve in multiple programs or divisions, you may have the option to change your program.

• To change your program or division, hover over Account and click Change Program.
• Select the correct program from the list of programs you work in.

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Video Demonstration

Step-by-Step Guide

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2. Enter or edit information as needed.

3. Set your Capabilities.

4. Set your Locations.

5. Scroll down

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6. Indicate your Default Shifts.

7. Click Submit.

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8. A notification will appear to confirm you successfully updated your profile. Click OK to double check your updates.

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Video Demonstration

Step-by-Step Guide

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5. Select the additional Care Types as desired.

6. Select the Locations you can work.

7. Select the Shifts you can work.

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NOTE: If you are available for some but not all days of a week (referred to as a split week), you will need to enter each segment of availability separately. For example, this shows a faculty who is unavailable on the 12th.

(A more efficient method is coming soon.)

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Video Demonstration

Step-by-Step Guide

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2. Select the Trainees tab.

3. Click the Add New Personnel button.

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4. Enter information in at least the 3 starred fields.

5. Select Trainee.

6. Indicate the trainee’s PG Year.

7. Click Submit.

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Video Demonstration

Step-by-Step Guide

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2. Select the Trainees tab.

3. Click the Edit button next to the person you want to update.

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4. Edit or enter information as needed.

5. Click Submit.

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Video Demonstration

Step-by-Step Guide

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2. Select the Faculty tab.

3. Click the Add New Personnel button.

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4. Enter information in at least the 3 starred fields.

5. Select Faculty and scroll down.

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6. Enter Shifts, Locations, and Capabilities in as much detail as you can.

7. Click Submit.

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Video Demonstration

Step-by-Step Guide

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2. Select the Faculty tab.

3. Click the Edit button next to the person you want to update.

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4. Enter or edit the information as needed.

5. Scroll down.

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6. Update Shifts, Locations, and Capabilities as needed.

7. Click Submit.

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