Client: University of California, San Francisco

University of California, San Francisco is a leading university dedicated to defining health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care.

We chose to work with Echo Lane due to their dedication to nonprofits, their evident understanding of our requirements and their willingness to go the extra mile to work with a group that was very new to the concept of CRM.

Kevin Souza
Assistant Dean, Medical Education

Challenge

UCSFs The Office of Community Based Education (OCBE), a unit within the Office of Medical Education (OME) helps students gain real world practical experience training in medicine. The OME matches physicians with medical students in order to mentor these students through 'preceptorship' experiences and medical internships. The department also manages hundreds of affiliation agreements between UCSF and participating preceptorship institutions including hospitals, private practices and medical groups.

The OCBE had a number of disparate systems that were used to track this information including excel spreadsheets and home grown databases with no central repository for this data, making it difficult to report and manage this information.

The OME also required a flexible platform that could scale to other divisions and integrate with other systems.

Solution

The OME investigated a variety or on premise solutions to address the data management issues for the precetorship and training affiliation programs including:

  • Develop a custom database
  • Create a custom .NET application
  • Implement Microsoft CRM

After seeing a demo of the scalable and flexible salesforce.com platform, UCSF was certain the Force.com platform could adapt and scale to meet their needs now and in the future. The OME used Salesforce.com's implementation partner, Echo Lane, to meet the tight 8-week time line for the first 10 users in the program. Echo Lane's nonprofit practice reviewed OME requirements and used the Force.com platform to develop a solution using custom objects to track the program information.

Affiliation Program Management

OME also tracks hundreds of former and current agreements and amendments inside Force.com to easily determine which institutions have active or expired affiliation agreements. With Salesforce.com's built-in mail merge functionality, OME can easily generate agreements within a few clicks, eliminating long hours of administrative work.

Preceptorship Management

Today the Force.com platform tracks all volunteer clinical faculty (preceptor) data , with a flexible design that can easily be integrated into student data systems. Echo Lane migrated historical program and precetorship data into Salesforce.com and today OME can easily search by students, physicians, or programs to see preceptorships past and present.

Reports and Analytics

Real-time analytics and dashboards present data to the OME including tracking when agreements and amendments will be expiring, what preceptorships are active, what physicians have volunteer clinical faculty appointments and more.

Results
  • Real-time 360° view of all preceptorship information: student participation, active programs, current agreements, ongoing affiliations and participating physicians
  • Visibility into program success metrics: program activity physician engagement and student involvement
  • Strategic physician relationship management based on historical program participation
  • Streamlined and efficient affiliation agreement and management from creation to approval, implementation and renewal