Creating Equitable Residency Schedules that Meet ACGME Standards

Automation & Optimization
Previously, the director managed multiple Excel spreadsheets to build the Annual Block, Director Rotation, continuity clinic shift, and Daily schedules—each on a different timeline. This approach created a fragmented, non-transparent process that made it difficult to see residents’ full schedules beyond continuity clinic shifts.

With Lightning Bolt, all rotations are now scheduled in advance with real-time visibility, allowing faculty to see each resident’s full schedule. Automated rules keep the schedule accurate and adaptable, making Lightning Bolt the single source of truth for the entire team.

Improved Staff Utilization
Scheduling used to be a time-intensive, manual task, particularly for continuity clinic shifts, where availability was often limited to just a single resident per shift. While the team was optimistic about automation, they worried that the complex requirements of their schedule might be too intricate for any software to manage.

With Lightning Bolt’s algorithm and support from a dedicated consultant, three to six residents are now consistently scheduled per continuity clinic shift, leading to more balanced workloads that have a positive impact on both patient and resident experiences.

Time Savings
Before Lightning Bolt, the program director’s assistant spent most of her time managing resident requests and keeping everything in line with ACGME requirements. She was “overworked and always scrambling.” Now, scheduling time has been reduced by 18 hours each month, freeing her up for other essential tasks and duties.

As with any residency, new residents join the program every year. Previously, candidate interviews were scheduled in somewhat of an ad hoc fashion that caused confusion. Now, Lightning Bolt integrates interview times into the schedule in advance, saving time and allowing both residents and faculty to prepare more effectively.

Rotation Adjustments for Graduation Credit Management
Because ACGME increased the required number of electives, the previous four-week rotation schedule needed to change for residents to graduate on time. The director wanted the elective rotation schedule to be conducive to an efficient and comfortable learning experience for residents, and a two-week schedule was simply going to be a better fit.

Lightning Bolt enabled this transition by creating balanced schedules that align with the new parameters. This approach ensures residents receive equitable schedules with shifts that fulfill all graduation requirements.

Provider Preferences and Accommodation
Lightning Bolt accommodates unexpected changes in resident availability (e.g., maternity leave) and enables quick schedule adjustments within minutes. This flexibility keeps schedules balanced and up to date, offering residents greater peace of mind.

The auto-generation feature even helps to reincorporate residents who are returning from leave in a way that doesn’t overburden them. The director expressed notable appreciation for Lightning Bolt’s ability to account for these sudden changes in a resident’s ability to work.

Generating Reports
Before Lightning Bolt, tracking shift equalization among residents was nearly impossible, and manual scheduling made it too time-consuming to optimize.

Now, Lightning Bolt’s detailed reports provide clear visibility into shift distribution, allowing the director to track shifts worked, clinic balance, and resident hours. These reports also help ensure residents meet accreditation requirements as they advance in their training.