Key Data Points to Assess a Resident’s Baseline Performance
Sep 22, 2025
Resident remediation plans collapse quickly when they are built on gut feelings instead of data. Strong baseline data is the starting point for every resident remediation plan that actually works.
Too often, programs launch resident remediation based on impressions like “I feel like they’re struggling,” or “Their last rotation didn’t go well,” or the ever popular “There were some concerns, but I don’t remember the details.” That is not baseline data. That is a recipe for a weak plan. Let’s fix it.
Why Baseline Data Matters
Baseline data is not optional. It is the foundation of every resident remediation plan. Without it, you are building on sand.
Baseline data tells you:
- Where the resident is starting from
- Which competencies are affected
- How you will know if they are improving
If you do not know what is broken, you cannot fix it. Bad baseline data leads to bad plans. And a “low vibe” does not equal a low milestone.
What Does Not Count as Baseline Data
Let’s get this out of the way. These do not count:
- “I just have a feeling they’re not where they should be.”
- “Their surgery eval wasn’t great.”
- “Everyone seemed annoyed when they were on service.”
These are red flags that you may need more data, but they are not the data itself.
What Strong Baseline Data Looks Like
Strong baseline data comes from multiple categories. One person’s impression after two clinic sessions will not cut it.
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Direct Observation (The Gold Standard)
Direct observation is king. But it must be repeated and consistent. My rule of thumb is at least nine direct observation data points. Ideally, three observations per faculty member involved. Patterns appear when you have enough observations across different settings, not from one shift on one service.
Objective Metrics
Numbers provide balance and clarity. Look at metrics such as:
- In-training exam scores
- Quiz or test results
- Timeliness of documentation
- Completion of procedure logs
- Quality of discharge summaries
Objective data keeps the decision-making process from being clouded by personality or preference.
Multi-Source Feedback
Faculty do not see everything. Other people often notice important details:
- Upper-level residents supervising junior learners
- Nurses and medical assistants observing communication and initiative
- Front desk staff who see attendance patterns and professionalism
- Patients when appropriate
Multiple perspectives create a more accurate picture of performance.
Resident Self-Assessment
Always include this piece. Ask residents where they believe they are excelling and where they are struggling. Sometimes their self-view matches the data. Sometimes it does not. Either way, it offers insight into their level of awareness. By the end of training, most residents become better at assessing themselves, but only if they have been asked consistently along the way.
How to Use Baseline Data
Collecting baseline data is step one. Using it correctly is step two. Keep these principles in mind:
- Do not base decisions on fewer than nine data points
- Balance subjective comments with objective numbers
- Compare resident self-assessment with external feedback to check insight
- Use checklists to document observations clearly: “seemed okay” is not data
If you are missing a category, pause the process and fill the gap before launching the remediation plan.
Recap: The Baseline Data Checklist
- Multiple direct observations, at least nine total
- A minimum of three observations per faculty member
- Objective performance metrics such as exams, notes, and logs
- Multi-source feedback from faculty, peers, staff, and patients when appropriate
- A resident self-assessment
Baseline data is not just a checkbox. It is the blueprint for the entire remediation plan.
Final Thoughts
Do not start without data. Do not let one opinion outweigh five. Do not confuse gut feelings with evidence. If you would never build a treatment plan without labs or imaging, you should never build a resident remediation plan without baseline data.
Written by Dr. Nicole McGuire (Doc Mac), Education Specialist at Union Hospital Family Medicine Residency and Founder of Doc Mac Learning. Through her ELEVATE framework, she helps residency programs create remediation plans that are fair, defensible, and effective.
