Tips and Reminders for IT Service Changes for Health Campus
User Experience Research to Improve IT Navigation for Yale-YNHHS Dual Appointees
YSM Explores the Future of Anatomy Education with Extended Reality
YM Provider Fund Flow Inquiry Tracker Salesforce Application is live
ONeCALL Fully Implemented With 7,000 Providers, 6 Hospitals Across Yale Medicine & YNHHS
YSM Represented at Yale Inaugural Cross-Discipline AI Symposium
HSIT Behind-the-Scenes Tour of Peabody Collections
HSIT Leaders Learn New Recipes & Culinary Wellness at YNHHS Teaching Kitchen
TIPS AND REMINDERS FOR IT SERVICE CHANGES FOR HEALTH CAMPUS
University IT proposes discontinuing enterprise licensing for Adobe Creative Cloud and is requesting feedback on known Adobe Acrobat workflows. Based on the available data, usage metrics establish that over 95% of the university’s daily Adobe CC use is limited to Adobe Acrobat, the suite’s PDF editor application. IT has identified several cost-effective solutions that can effectively meet the university’s PDF needs. If your unit has built workflows or other integrations using Adobe Acrobat, we ask for your help in identifying and emailing information on these processes to AdobeUseCase@yale.edu.
Beginning July 2025, the health campus digital signatures service is phasing out AdobeSign digital signatures and fully transitioning to DocuSign. DocuSign will be pay-per-use service, with CFR Part-11 compliant at double the cost of general signatures.
In April, Yale implemented Valimail for better protection against email-based threats like phishing and spam. The tool helps verify that emails sent on behalf of the university are legitimate, preventing malicious actors from impersonating university addresses. If you send bulk emails using an external service (e.g., Mailchimp, Constant Contact, etc.), you will need to verify that the university authorizes the service. Ensure that you send all bulk emails through university-authorized services.
Over the past few months, new research computing tools have been released to the health campus through Yale Biomedical Informatics & Computing. Through the website, you can request access to Computational Health Platform (CHP) for large-scale data analysis, Virtual Desktop Infrastructure (VDI), and self-service options for Spinup and SpinUp+ for customized computational resources based aligned to your data risk and compliance needs.
Last year, HSIT launched its HSIT-software@yale.edu service. The team fields questions about what software is available, assists with procurement, information security, and other policy questions, consults on alternatives and custom software, and more. This centralized intake system aims to reduce confusion in navigating university policies, minimize risk, and identify opportunities for scalable software purchases. If you or your colleagues are planning an IT purchase, let us know.
Last year, HSIT launched the Health Sciences Technology Advisory Committee (HSTAC) with representatives from multiple schools/departments. The committee meets monthly to advise software projects and products with the highest impact to the health campus while balancing HSIT capacity. Submit a request for review through the intake form.
USER EXPERIENCE RESEARCH TO IMPROVE IT NAVIGATION FOR YALE-YNHHS DUAL APPOINTEES: Over the past five months, HSIT partnered with consultants from JAKALA to better understand the user experience challenges of Yale users who have dual roles with Yale New Haven Health System (YNHHS) and navigate both systems. To capture a comprehensive view, the team employed a range of research methods with educators, researchers, clinicians, executive leaders, administrative staff, and IT support. including three small group requirements workshops, an online survey yielding 148 responses and 19 in-depth semi-structured 1-on-1 interviews. This synthesis produced key artifacts including research outcomes report, six personas (educator, researcher, clinician, executive leadership, admin staff, IT staff), journey maps, and gap areas to address with training and integrations. This analysis reaffirmed the need for a more unified and seamless user experience.
Example persona from user experience research about people with joint appointments at Yale School of Medicine and YNHHS
Based on the user research, HSIT and JAKALA identified seven areas with common challenges to address with training and documentation:
Access & Authentication: VPN access protocols, user credential management (Mac and Windows), and compatibility considerations
Communication & Collaboration: Teams, Outlook, and Zoom, with usage scenarios and organizational expectations for message routing and escalation.
Calendaring & Scheduling: Managing multiple calendars across Outlook, Epic, and external systems, with role-specific guidance for dual-identity coordination.
Workflows & Support Visibility: System ownership diagrams and support pathway documentation, including Mac-specific workflows, known workarounds, and clear handoff protocols for cross-org troubleshooting.
File Sharing & Storage Protocols: Revise any documentation already created or enhance role-based guidance on where and how to store or share files via OneDrive, SharePoint, Box, and Epic attachments—reinforced with data governance notes for sensitive content.
Epic Access & Use (Mac & Windows): Platform-specific instructions for accessing Epic from both Mac and Windows environments, including known compatibility issues and user credentialing workflows.
Training & Self-Service Resources: A centralized knowledge base and quick-start guide featuring “If this, then that” navigation paths and visual tool maps that help users understand what systems to use, where, and how—based on their specific role
YSM EXPLORES THE FUTURE OF ANATOMY EDUCATION WITH EXTENDED REALITY: Yale School of Medicine (YSM) Department of Surgery Section of Anatomy conducted a pilot program from July 2023 – December 2024 exploring extended reality of 3D models. The YSM Educational Technology & Innovation (ETI) team summarized lessons from the pilot for extended reality anatomy for MD students in a new one-page brief. While the integration of HoloLens devices and AnatomyX software presented initial excitement and cutting-edge appeal, the experiment revealed crucial lessons about the importance of physical access, model accuracy, and integration into course assignments or recognition. As the pilot program evolves, Yale is pivoting, including exploring alternative headsets, emphasizing the development of internally verified anatomical models, and expanding access through the Cushing/Whitney Medical Library's 24/7 facilities.
YM PROVIDER FUND FLOW INQUIRY TRACKER SALESFORCE APPLICATION IS LIVE! HSIT is thrilled to announce the successful launch of the new YM Provider Fund Flow Inquiry Tracker—a custom Salesforce application developed by the Application Development Team for Yale Medicine! This powerful tool used by Clinical Affairs - YMA Network Development enhances how business plan inquiries are managed across departments and sections. Key features include:
Centralized capture and storage of business plan inquiries
Categorization by department or section for streamlined organization
Assignment and tracking of inquiries by defined categories
A unified dashboard for easy access and oversight
Customizable stages to monitor progress through various statuses
Real-time reporting for on-demand insights
Export of raw data for deeper analysis
This new application will enhance transparency and operational efficiency across Yale Medicine.ONeCALL FULLY IMPLEMENTED WITH 7,000 PROVIDERS, 6 HOSPITALS ACROSS YALE MEDICINE & YNHHS: ONeCall, the enterprise-wide physician scheduling solution powered by QGenda, is now fully implemented and serves as the single source of truth for all on-call schedules across Yale New Haven Health System and Yale Medicine. The implementation of ONeCall marks a significant milestone: six hospitals are now live on QGenda following a four-year rollout that supports over 7,000 providers—including both on-call and residency schedules. The transition unified all users under a single enterprise system through four database and five shift admin migrations. With the completion of the OneCall Residency implementation, each residency program now benefits from a dedicated MedHub integration, streamlining billing processes and improving accuracy for residency-related activities.
Centralized schedules have improved internal visibility and integrations with other systems have eliminated duplicate entry. Providers benefit from enhanced flexibility, with the ability to submit PTO via the mobile app and swap shifts, giving them more control over their schedules. A unified database simplifies scheduling and integration across departments, and QGenda tags enable robust enterprise-wide reporting.
The future roadmap includes integration with Epic Secure Chat, Epic Cadence, and Epic On-Call Finder.
YSM REPRESENTED AT YALE INAUGURAL CROSS-DISCIPLINE AI SYMPOSIUM: The Yale Task Force on AI, run through the Office of the Provost, held a full day event for the University community on May 9. “Envisioning Artificial Intelligence at Yale: An Interdisciplinary Symposium” brought together approximately 700 faculty, students, and staff to discuss innovations across the university. Dr. Jaideep Talwalkar highlighted efforts of the Educational Technology & Innovation team as a presenter and panelist in a session called “Interdisciplinary Pedagogy and Visions of AI Across the Curriculum.” He discussed ongoing projects at YSM in which ambient listening technology is deployed in small group educational settings to improve student assessment, reduce administrative workload for faculty, and fulfill the promise of competency based medical education.
TSS RECEIVES BEHIND-THE-SCENES TOUR OF PEABODY COLLECTIONS: The HSIT Technology Support Services team participated in a fantastic Lunch and Learn session inside the Peabody Museum collections spaces. The event drew an impressive turnout and offered exclusive access to behind-the-scenes areas of the museum.
HSIT LEADERS LEARN NEW RECIPES & CULINARY WELLNESS AT YNHHS TEACHING KITCHEN: Yale New Haven Health runs the cutting-edge Irving and Alice Brown Teaching Kitchen offering a hands-on culinary medicine experience—available both in-person and via live stream. Participants cook alongside a professional chef and registered dietitian, learning to prepare meals that are both flavorful and supportive of health. Recently, many of the HSIT directors and managers participated in a teaching class, learning how to make healthy dishes, including: shrimp taco with corn relish, braised collard greens, salad with red wine vinaigrette, vegetable quinoa with toasted almonds, mashed sweet potatoes, honey mustard pork tenderloin, and chocolate avocado pudding.
The Teaching Kitchen also plays a key role in supporting patients on their weight-loss journey. Tailored sessions are available for those in the Center for Weight Management, including individuals preparing for or recovering from bariatric surgery, or enrolled in medical weight management programs. Other classes are designed to help manage a variety of medical conditions, including diabetes, reflux, IBS, celiac disease, ulcerative colitis, Crohn’s disease, and more. For patients, participation is free and by provider referral.
