VUMC Resources: Your Guide To Synergy, UKG & More!

Dr. Johnson Fritsch Sr. 16 May 2025

Ever wondered how a sprawling medical center juggles countless schedules, patient information, and communication channels? The answer lies in robust, integrated systems like Vanderbilt University Medical Center's (VUMC) "Synergy," a critical component of their operational backbone.

Synergy, at its core, is VUMC's internal online scheduling system, a digital hub meticulously designed to manage the complex dance of call schedules, rotation schedules, and a comprehensive physician list. Access is granted to faculty, fellows, residents, and staff, all authenticated through their VUNetID credentials. It streamlines numerous processes, ensuring efficient communication and resource allocation throughout the medical campus. Beyond simple scheduling, Synergy serves as a secure conduit for authorized clinical users of VUMC's communication platform, providing access to vital contact information, messaging capabilities, search functions, details on care teams, rotation schedules, user-defined favorites, and a host of other related functionalities. This centralization of information minimizes delays and improves the overall workflow within the medical center.

Category	Information
System Name	Synergy
Developer	Vanderbilt University Medical Center (VUMC) Information Technology Services
Purpose	Internal online scheduling and communication platform
Key Features	Call schedules, rotation schedules, physician directory, contact information, messaging, care team details, favorites, search function
Access	Faculty, fellows, residents, and staff with a VUNetID
Security	Secure access for authorized clinical users
Related Systems	UKG Workforce Central (employee scheduling, timekeeping), Workday (HR, IT, Finance links)
Official VUMC Website	VanderbiltHealth.com

The importance of systems like Synergy cannot be overstated in the modern healthcare environment. They represent a significant shift toward optimized workflows and improved communication, which ultimately translates into better patient care. Consider the traditional methods of managing physician schedules: cumbersome spreadsheets, endless email chains, and the constant risk of miscommunication. Synergy elegantly replaces these antiquated approaches with a centralized, easily accessible, and secure platform. This efficiency isn't just about convenience; it directly impacts the speed and accuracy with which medical professionals can respond to patient needs.

Adding new individuals to Synergy is a straightforward process, typically initiated from the system's homepage. General instructions are provided, guiding users to click on "People & Practices" within the top menu bar. A subsequent click on "New Person" within the search box allows for the entry of the new individual's last name. The system intelligently searches to determine if the person is already registered within Synergy, preventing duplicate entries. Users can refine their search by entering the last name alone or by specifying the last name followed by a comma and the first name or initial. This feature is designed to be user-friendly, even for those with limited technical expertise.

Beyond Synergy, VUMC utilizes other critical workforce management solutions, such as UKG Workforce Central(R). UKG Workforce Central is a powerful workforce management solution specifically designed for employee scheduling, precise timekeeping, and accurate attendance tracking. The integration of Synergy with systems like UKG Workforce Central allows for a comprehensive view of staffing levels and resource allocation, facilitating informed decision-making at all levels of the organization. The combination of these two tools allows VUMC to optimise their human resource management strategy, ensuring that qualified personnel are available where and when they are most needed.

Protecting sensitive patient information is paramount in any healthcare organization. VUMC emphasizes data security through strict policies and procedures. Users are explicitly instructed not to upload, store, or solicit Protected Health Information (PHI) or Personally Identifiable Information (PII) through the Synergy platform's sites or forms. This measure is a vital safeguard against potential data breaches and ensures compliance with HIPAA regulations. Logoff and lockup procedures for computers, phones, and tablets are non-negotiable, and staff are reminded to always work with confidential data in environments where their screens cannot be viewed by unauthorized individuals. The message is clear: data security is everyone's responsibility.

Furthermore, VUMC provides clear guidance on password management and security best practices. Users who have forgotten their password are provided with a straightforward password reset process. The IT department also sends regular reminders regarding the importance of strong passwords and the dangers of phishing emails. Any suspicious phishing emails should be immediately forwarded to the designated IT security team for investigation. These proactive measures are essential in mitigating the risk of cyberattacks and protecting the integrity of the medical center's network.

Vanderbilt University Medical Center's commitment to security extends beyond technological safeguards. It is deeply ingrained in the organizational culture. Employees are regularly trained on security protocols and best practices, fostering a sense of collective responsibility. The statement "I am committed to keeping VUMC patient and confidential information secure" is more than just a slogan; it's a personal pledge that each employee is expected to uphold. This cultural emphasis on security is a critical component of VUMC's overall risk management strategy.

The VUMC website serves as a central portal for employees, researchers, patients, and visitors. While Synergy is specifically designed for internal scheduling and communication, the main VUMC website provides a wealth of information on a broad range of topics. Patients and visitors are directed to VanderbiltHealth.com, where they can access information about services, locations, physicians, and patient resources. Employees and researchers can find resources related to HR, IT, finance, and other essential functions. Many links to old business and HR tools have now transitioned to Workday, VUMC's unified human capital management system.

In addition to Synergy and UKG Workforce Central, VUMC leverages a robust learning platform for employee training and development. This platform houses a wide array of required and additional training opportunities, covering topics such as compliance, electronic system for tracking of animals in research (eSTAR), business education, leadership skills, and customer service. Continuous learning is viewed as essential for maintaining a skilled and engaged workforce, particularly in the rapidly evolving healthcare landscape. The commitment to ongoing training underscores VUMC's dedication to providing the highest quality care and service.

The evolution of technology within Vanderbilt University Medical Center is a continuous journey. The implementation of Synergy and the integration with other systems like UKG Workforce Central and Workday demonstrates a commitment to innovation and efficiency. These platforms are not static; they are constantly being refined and updated to meet the evolving needs of the medical center. The build number, 3.3.40.25896 (3/24/2025 2:23:21 PM), reflects the ongoing development and maintenance of these systems. This iterative approach ensures that VUMC remains at the forefront of healthcare technology.

For external parties seeking to refer an adult patient to Vanderbilt University Medical Center, a dedicated phone line is available. This direct line facilitates efficient communication and streamlines the referral process. The availability of this dedicated resource reflects VUMC's commitment to providing timely and accessible care to patients throughout the region. It's a testament to the importance VUMC places on building strong relationships with referring physicians and healthcare providers.

The Children's Hospital Health & Wellness Library serves as an important resource for families seeking information about children's health issues. This library offers a wide range of materials, including books, articles, and multimedia resources. The library's mission is to empower families with the knowledge they need to make informed decisions about their children's health and well-being. It is a testament to VUMC's commitment to holistic care that extends beyond the clinical setting.

The underlying principle that guides VUMC's technological investments is the desire to improve patient outcomes and enhance the overall experience for patients, families, and staff. Synergy, as a core component of this strategy, plays a vital role in optimizing workflows, facilitating communication, and ensuring the efficient allocation of resources. By embracing technology and fostering a culture of innovation, Vanderbilt University Medical Center is setting a new standard for healthcare excellence. The copyright notices, 2017 by Vanderbilt University Medical Center Information Technology Services and 2025 | VUMC IT, underscore the institution's commitment to protecting its intellectual property and ensuring the integrity of its technological assets.

The integration of these various systems and policies reflects a holistic approach to healthcare management. It's not simply about implementing new technologies; it's about creating a seamless and efficient ecosystem that supports the delivery of exceptional patient care. From scheduling appointments to securing patient data, every aspect of VUMC's operations is carefully considered and optimized. This commitment to excellence is what sets Vanderbilt University Medical Center apart as a leader in the field of healthcare.

In conclusion, the information presented here provides a glimpse into the intricate workings of a major academic medical center. Systems like Synergy are essential for managing the complexities of modern healthcare and ensuring the delivery of high-quality patient care. By embracing technology, fostering a culture of security, and prioritizing continuous learning, Vanderbilt University Medical Center is well-positioned to meet the challenges of the future.

The success of VUMC's technological infrastructure relies not only on the software and hardware but also on the people who use and maintain it. The IT staff, clinical users, administrators, and researchers all play a critical role in ensuring the smooth operation of these systems. Collaboration and communication are essential for identifying and resolving any issues that may arise. VUMC's commitment to investing in its people is as important as its investment in technology.

The ongoing evolution of healthcare technology presents both opportunities and challenges. As new technologies emerge, VUMC will need to continue to adapt and innovate to remain at the forefront of the field. This requires a willingness to embrace change, a commitment to continuous learning, and a strong focus on patient needs. The future of healthcare will undoubtedly be shaped by technology, and Vanderbilt University Medical Center is well-prepared to lead the way.

The policies regarding the prohibition of uploading, storing, or soliciting PHI/PII through the platform's sites or forms are of paramount importance in maintaining patient confidentiality and complying with legal regulations. These measures reflect a deep understanding of the ethical and legal obligations of healthcare providers to protect sensitive patient information. The strict adherence to these policies is a testament to VUMC's unwavering commitment to patient privacy.

The instruction to log off and lock up computers, phones, and tablets when away from them serves as a crucial reminder of the importance of physical security in protecting sensitive data. This simple act can prevent unauthorized access to patient information and help to mitigate the risk of data breaches. This practice reinforces the idea that security is not just a technological issue; it's also a matter of personal responsibility.

The emphasis on working with confidential data in environments where others cannot see the screen highlights the need for maintaining visual privacy when handling sensitive information. This practice helps to prevent unintentional disclosures of patient data and reinforces the importance of maintaining confidentiality in all aspects of patient care. This is especially critical in busy clinical settings where privacy can be easily compromised.

The provision of resources for employees and researchers underscores VUMC's commitment to supporting the professional development of its workforce. These resources provide employees with the tools and information they need to succeed in their roles and contribute to the organization's mission. The availability of these resources also helps to attract and retain top talent, ensuring that VUMC remains a leader in the field of healthcare.

Directing patients and visitors to VanderbiltHealth.com ensures that they have access to accurate and up-to-date information about VUMC's services, locations, and physicians. This centralized online resource serves as a valuable tool for patients and families seeking information about their healthcare options. The website is designed to be user-friendly and accessible, providing patients with the information they need to make informed decisions about their care.

The detail that Synergy provides authorized clinical users of VUMC's communication platform with secure access to a wide range of functionalities emphasizes the importance of secure communication in healthcare. The ability to securely access call schedules, contact information, messaging, search functions, care team details, rotation schedules, favorites, and other related functionalities is essential for efficient and effective communication among healthcare providers. This secure communication platform helps to ensure that patient information is shared in a timely and confidential manner.

The fact that UKG Workforce Central(R) is a workforce management solution for employee scheduling, timekeeping, and attendance tracking highlights the importance of efficient workforce management in healthcare. Effective workforce management helps to ensure that healthcare organizations have the right staff in the right place at the right time, which is essential for providing high-quality patient care. UKG Workforce Central is a valuable tool for optimizing workforce efficiency and reducing costs.

The guidance on adding new people to Synergy underscores the importance of maintaining an accurate and up-to-date directory of healthcare providers. This ensures that authorized users can easily find the contact information they need to communicate with other members of the healthcare team. The clear and concise instructions for adding new people to Synergy make the process simple and efficient.

The detail that one can enter the last name only, or last name + comma + first name or initial, demonstrates the flexibility of the Synergy search function. This allows users to easily find the person they are looking for, even if they only have partial information. The flexibility of the search function enhances the user experience and makes it easier to find the information needed.

The reminder that "Since your browser does not support javascript, you must press the resume button once to proceed" points to a legacy aspect of the system, highlighting the need to accommodate users with older technology or browser configurations. While modern systems strive for universal compatibility, this detail suggests that VUMC has taken steps to ensure accessibility for all users, regardless of their technological capabilities.

The statement, "We would like to show you a description here but the site won't allow us," may point to technical limitations or restrictions imposed by external websites or systems. This highlights the challenges of integrating different systems and accessing information from external sources. However, it also suggests that VUMC is aware of these limitations and is working to find solutions to improve access to information.

The statement, "Many VUMC websitessuch as HR, IT, and financethat were home to links for old business and HR tools will now have links to Workday," emphasizes VUMC's transition to a more integrated and streamlined system. By consolidating links to Workday, VUMC is making it easier for employees to access the resources they need. This transition reflects a commitment to improving efficiency and simplifying the user experience.

The prompt, "Click here to change password forgot your password?" provides a convenient way for users to manage their passwords and maintain the security of their accounts. This feature is essential for preventing unauthorized access to sensitive information. The easy-to-access password reset process helps to ensure that users can quickly regain access to their accounts if they forget their passwords.

The instruction, "Go to the person's profile in Synergy to update your own pager in Synergy, click My Profile at the top left menu on the Synergy home page," provides clear guidance on how to update contact information within the system. This ensures that users can easily keep their contact information up-to-date, which is essential for effective communication. The step-by-step instructions make the process simple and straightforward.

The advice, "To update someone elses pager in Synergy, click Find a Person, enter the name, and search. Click on the name in the results list," enables authorized users to update the contact information of other individuals within the system. This functionality is useful for administrators or supervisors who need to manage the contact information of their team members. The easy-to-follow instructions make the process simple and efficient.

The mention of a "PMI travel request authorization form" suggests the existence of internal processes for managing travel expenses and authorizations. This highlights the importance of financial accountability and compliance within VUMC. The use of a standardized form helps to ensure that travel expenses are properly documented and approved.

The statement, "If you are unsure whether you can use Synergy, please contact your administrative staff," provides a clear channel for users to seek assistance and clarification. This ensures that users have access to the support they need to effectively use the system. The availability of administrative support is essential for promoting user adoption and maximizing the benefits of Synergy.

The statement, "This is Vanderbilt University Medical Center's primary learning platform, housing required and additional training opportunities, including but not limited to: Compliance, estar, business education, leadership skills, and customer service," underscores the institution's commitment to continuous learning and professional development. By providing access to a wide range of training opportunities, VUMC is empowering its employees to enhance their skills and knowledge. This investment in human capital is essential for maintaining a highly skilled and engaged workforce.

The repetition of the phrase "Forward any suspicious phishing emails to:" reinforces the importance of vigilance in protecting against cyber threats. This simple reminder helps to keep security top-of-mind and encourages employees to report any suspicious activity. The collective effort to identify and report phishing emails is crucial for mitigating the risk of cyberattacks.

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VUMC Resources: Your Guide To Synergy, UKG & More!

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