1.   How to add a case?
2.   How to edit a case?
3.   How to delete a case?
4.   How to setup residents with a login for case logs?
5.   How to reset a password for a resident?
6.   How to modify a user ID for a resident?
7.   How to setup the Case Log system for use of the residents?
8.   How to download the raw data of my cases?
9.   Why I would want to download raw data?
10. How to add/delete an attending?
11. How to add an institution?
12. How to add a rotation? (General surgery only)
13. How to add a rotations for Pediatrics and Med/Peds Combined programs?
14. Why and how to create an administrator login?
15. How to request a resident transfer of data? (Only for Administrators/Director)
16. How to create a report of the resident’s data?
17. How to setup residents with the Handheld option for Case Logs?
18. What is the Handheld program for Case Logs?
19. How to remove residents that have left your program in the past?
20. How to search for a CPT code while entering a case?
21. Why can’t I print my report?
22. Why can’t I view my report?
23. How to export a report as a PDF?
24. How to correct a Social Security Number (SSN) for a resident?
25. How to correct a name of a resident?
26. How to correct a Resident’s year in program?
27. Why do I see this message? "Sorry, your session has timed out Or you are not accepting cookies."

To add a case, select the “Case Entry” tab and select “Add.”

What is required to add cases depends on your specialty. Please select the link below to view these requirements under the Case Entry Instructions by Specialty section.

Link: http://www.acgme.org/residentdatacollection/documentation/manual_menu.asp

You may edit a case by selecting “Case Entry” and select “Search/Update.” Within the window that appears, enter any parameters that might help in finding the case (You may leave all fields blank to display all cases). From the search results, select “edit” to make any updates necessary. Select “Update” to save your changes.  

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You may delete a case by selecting “Case Entry” and selecting “Search/Update.” Within the window that appears, enter any parameters that might help in finding the case (You may leave all fields blank to display all cases). From the search results, select the option to “delete” which will take you to the actual case before it is permanently deleted. After verifying this is indeed the case you are to delete, select the “delete” option within the case entry screen.

BEFORE YOU GET STARTED :
Before you begin, you will need your login information for both the ADS and Case Log system. .

FIRST STEP
Add your resident into the ADS system
( https://www.acgme.org/ads/default.asp ). When logged in, select the link "Add Resident/Fellow." Once you have completed the four-step form, the record will be sent to the Case Log system to be added.

SECOND STEP
After you add the resident into ADS, you need to login to the Case Log system
( https://www.acgme.org/residentdatacollection/ ) with your admin/program director login to assign a user id and password to the resident.

Once logged into Case Logs, select the “Program Setup” tab. You then select “add/update” under the resident heading. You will locate the resident's record on this page as long as the academic year is set to the current academic year.

Next to the residents name, select “add” or “edit,” and create the login information by filling in the user id and password fields.
Please note that the dots in the password field are always present, so please type over them. Select save when done.
(Examples of user IDs: jsmith, js1234, johnsmith, or js)

LAST STEP
Once you have saved the residents login, pass the login information to the resident. Residents have the option to change their password when they login. For information on how to log cases by your residents, refer them to the link below under "Case Entry Instructions by Specialty."

http://www.acgme.org/residentdatacollection/documentation/manual_menu.asp  

Select the “Program Setup” tab, and then select “User Update” under the Resident heading. Next to the resident's name, select “change,” and type over the current password field. Please allow the system a moment to update.

Select the “Program Setup” tab, and then select “User Update” under the Resident heading. Next to the resident's name, select “change,” and type over the current User ID field. Please allow the system a moment to update.

No specific software is required. The Accreditation Council for Graduate Medical Education (ACGME) has provided each program director with a User ID and Password to access the Case Log System. This user ID and password are the same as the ADS login information. It is the program director/administrator's responsibility to enter and maintain program specific information such as residents, attending (supervisor) physicians, institutions (location), rotation, and users. It is the program's responsibility to assign User ID's and Password's to each resident in the program.

Select this link for specific instructions on how to download your data:

http://www.acgme.org/residentdatacollection/documentation/Manuals/Case_Entry_downloading.pdf

You can use your raw data to run reports of your own using your own statistical software.  

Go to the "Program Setup" tab. Under Attending, select “Add/Update.” Once you click on this you will be able to add an attending physician into the System.

Go to the "Program Setup" tab. Under Institution, select “Add/Update.” Once you click on this you will be able to add an institution into the System.  

Go to the "Program Setup" tab. Under Rotation, select “Add/Update.” Once you click on this you will be able to add a rotation into the System.

Rotations for these specialties are specified by the Resident Review Committee for your specialty, therefore cannot be modified.  

Some programs prefer to have an administrator enter and/or edit the residents' experience. To do this you must create an Administrator User ID and Password. This User ID and password will allow the user to enter and/or edit data for the residents.

Go to the "Program Setup" tab. Under Director, select “Update Program Information.” Click on the “add administrator” link at the top right hand corner of the screen. You will then enter a user ID and password for the administrator at your discretion.

NOTE: The RRC highly recommends that the residents enter their own data.

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Select the “Program Setup” tab and then select “Resident Transfer Request.” On the next page, you will have the option to click on “Request Resident Transfer.”

Please select the link for step by step instructions:

http://www.acgme.org/residentdatacollection/documentation/Manuals/Resident_Transfer_Request.pdf

Select the “Reports” tab and select a report from the available list. There are various ways to request a report. The first listed report is recommended since it shows you the actual data for a resident that is tracked by the RRC for your specialty.  

Please fill out a handheld request form to activate your resident's accounts for this option. Click on this link to verify the requirements and fill out the form:

Handheld Request Form (PDF)  

It is an application that was developed to enable residents to enter Patient Encounters to the Case Log System through their handheld device. This application allows you to add and edit new cases, view and edit history procedures, fix conflicted procedures, and synchronize your data directly with ACGME.

To remove residents who have left your program in the past, use the "Year End" tab within the Case Log System. Follow the steps on this tab to submit your residents for archival. This process will remove these residents from your list overnight. This can apply to any past residents/fellows needing to be removed. For further step by step instructions, please see the video or PDF tutorials found on the "Year End" tab.

You can access the search CPT screen by selecting the “Case Entry” tab, clicking “Add,” and selecting “Search” next to the CPT entry field. You then may search by entering a key word or searching under Area/Type.  

If you are having troubles printing a report within the Case Log System please follow one of these instructions:

TRY THIS FIRST

If you cannot print the report, go to the “Reports” tab and select the other available viewer on the bottom right-hand side. Once you have switched the viewer, re-open the report you were trying to view (Available viewers are Java or HTML).

IF THE ABOVE INSTRUCTIONS DID NOT WORK

If this still results in an error, you have two options. You may either download the new Java runtime environment (recommended) or adjust security settings on your Internet Explorer web browser.

To download Java, click on the link below:

www.java.com/en/download/download_the_latest.jsp

Once you have installed the new Java runtime environment, switch the viewer under the reports tab to "JavaViewer" and select a report.

OR

To adjust your security settings

On your Internet Explorer web browser, select Tools>Internet options> and under the security tab click on custom level. Change the Activex control choice to Prompt or enable so you can answer yes when you need an ActiveX control they trust to be downloaded. Select Apply to save your changes.

Once you have adjusted the security settings, switch the viewer under the reports tab to "HTMLViewer" and select a report.

If you are having troubles viewing a report within the Case Log system, please follow one of these instructions:

TRY THIS FIRST

If you cannot view, go to the “Reports” tab and select the other available viewer on the bottom right-hand side. Once you have switched the viewer, re-open the report you were trying to view (Available viewers are Java or HTML).

IF THE ABOVE INSTRUCTIONS DID NOT WORK

If this still results in an error, you have two options. You may either download the new Java runtime environment (recommended) or adjust security settings on your Internet Explorer web browser.

To download Java, click on the link below:

www.java.com/en/download/download_the_latest.jsp

Once you have installed the new Java runtime environment, switch the viewer under the reports tab to "JavaViewer" and select a report.

OR

To adjust your security settings

On your Internet Explorer web browser, select Tools>Internet options> and under the security tab click on custom level. Change the Activex control choice to Prompt or enable so you can answer yes when you need an ActiveX control they trust to be downloaded. Select Apply to save your changes.

Once you have adjusted the security settings, switch the viewer under the reports tab to "HTMLViewer" and select a report.

23. How to export a report as a PDF?

While the report is open, select the export icon, which is the first icon on the toolbar of the reports page. Change the format to Adobe Acrobat or any other format of your choice. Select all pages then “OK.”

Please contact webADS@acgme.org in order to correct the SSN by sending your program number, the correct SSN, and the full name of the resident.

For last name changes:

Log into the Accreditation Data System (ADS) and select “View/Update Residents” and select the edit folder to update the last name of your resident. Advance to step four to save your changes. Then, login to the Case Log system and select the Program Setup tab. Select “Add/Update” under Resident, verify the correct academic year as current, and select the “Synchronize Residents with ADS” at the bottom of the page.

ADS Login page: https://www.acgme.org/ads/

For first name changes:

Please contact webADS@acgme.org in order to correct the name by sending your program number, the updated full name of the resident, and the current name of the resident.

Select the “Program Setup” tab, click on “User Update” under Resident. Select “change” next to the resident's record, and update the Year field. Select “Save” to post your changes to the system.

You can also select “Synchronize Residents with ADS” at the bottom of “Add/Update” page under the Resident Heading (within the Program Setup tab) if you have updated the year in program fields within the Accreditation Data System (ADS).  

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