Procedure Form Template

A procedure form is an assessment tool that can be used to provide feedback on a learner’s completion of a specific procedural skill. Once a procedure is selected, specific criteria will be displayed. A procedure form can be initiated by a learner or faculty.

When you create a procedure template and publish it, the system looks at the number of EPAs and procedure contextual variable responses selected and generates the appropriate number of forms. If you keep 3 EPAs and indicate 10 procedures on the form template, the system will publish 30 forms that are available to be triggered by a user (one form per EPA per procedure).

To use the Procedure Form Template, a program must first:

  • Define contextual variables responses for the Procedure variable

  • Upload assessment criteria CSV files for each procedure. This provides the actual assessment criteria for each procedure.

    • You can upload different criteria (i.e., different assessment forms/items) for each procedure.

    • You can optionally use the same criteria for every EPA that will assess that procedure, or you can upload different criteria for every EPA that will assess that procedure.

Accessing Form Templates

  • You need to be logged in as a Program Coordinator, Program Director or staff:admin role to access Admin > Assessment & Evaluation.

  • Navigate to Admin > Assessment & Evaluation.

  • Click ‘Form Templates’ on the tab menu.

  • Click the green ‘Add Form Template’ button in the top right and a pop-up window will appear.

  • Type in a form template name and select the form type (Procedure Form) from the dropdown menu.

    • If you have permission to access multiple programs, use the dropdown menu to select the appropriate program for this form. This option will only show up if you have access to multiple programs.

  • Click 'Add Form'.

  • You will be taken to the procedure form template build page.

Procedure Form Template Information

  • Template Title: Enter the title of the form. This will be seen by users.

  • Description: The form description can be used to store information for administrative purposes, but is not seen by users completing the form.

  • Form Type: This was set in the previous step and cannot be edited here.

  • Course/Program: Program coordinators and faculty directors may not have access to multiple courses, while staff:admin users are likely to. If you have access to multiple courses, make sure you've selected the correct course to affiliate the form with.

  • EPA Version: If you have two (or more) curriculum versions in the system, the Form Template Builder will default to loading the most recent version. In the "EPA Version" tab, simply select the appropriate version. Click Save.

    • If you want to build new forms for learners using Version 1, change the EPA Version to Version 1, click Save, and it will load the appropriate EPAs.

  • Permissions: Anyone added under permissions will have access to edit the form before it is in use and use the form if they are setting up a distribution. You may wish to include a program in the permissions field so that you can filter by this form type later on.

    • To add individual, program, or organisation permissions, click the dropdown selector to select a category, and then begin to type in the appropriate name, clicking on it to add to the list.

    • You can add multiple individuals, programs, and organisations to the permissions list as needed.

  • Include Instructions: Check this to open a rich text editor where you can provide instructions about the form to users (instructions will display at the top of forms built from this template). The same instructions will apply to all forms published from this form template.

Template Components Section

EPA Selection

Select which EPAs can be assessed using forms generated from this template.

  • All EPAs assigned to a course are included on the template by default.

  • To remove EPAs, click on the small 'x' to the left of the EPA code. You can add back any required EPAs by clicking on the dropdown menu and checking off the tick box for a desired EPA.

  • Click ' Save and Next'.

Note: You do not specify milestones for use on a Procedure Form.

Contextual Variables

By default, ‘Procedure’ will be selected as a contextual variable.This will require some additional information to be added to the system if the program you are working in hasn’t input procedure response options.

  • If you want all EPAs to have the same available contextual variables leave all EPAs checked off.

  • If you’d rather specify which contextual variables apply to which EPAs simply uncheck an EPA and it will appear below with its own customizable list of contextual variables.

  • In addition to 'Procedure', you may select between 1 and 6 contextual variables per EPA.

By default, all of the response options within a contextual variable are included on any forms made from the template.

  • Click the grey button beside a contextual variable to view the available contextual variable responses.

  • To remove specific responses from this template, deselect them. For convenience, you can also use ‘Check All’ and ‘Uncheck All’.

  • To allow users to select multiple CV responses when completing a form, check the multi-select box. If selected, the item created on the form will be a drop down multiple responses type, instead of single response type.

  • When you have made the required changes, click the blue ‘Save and Close’ button.

If you modify which contextual variable response options will be available on a template, the number in the grey badge will show how many responses have been included out of the total possible responses.

Click 'Save'.

Enabling Competency/Milestone Scale Selector

Setting a Scale

  • Use the first dropdown menu to select the scale you want to use to assess enabling competencies or milestones. (Scales can be configured by a medtech:admin user via Admin > Assessment and Evaluation.)

  • Indicate whether comments are disabled, optional, mandatory, or prompted.

    • Disabled - Comments are disabled at the milestone level.

    • Optional - An optional comment box will appear for each milestone. Comments are not required for a form to be submitted.

    • Mandatory - A mandatory comment box will appear for each milestone. Comments are required for all milestones before a form can be submitted.

    • Prompted - A mandatory comment box will appear only for the prompted responses indicated. This is a popular option for responses at the lower end of a scale.

The default response feature allows you to prepopulate a form with the selected response.This can reduce time required to complete the form.

The Responses fields will be automatically populated depending on the scale selected in the first dropdown menu.

Click 'Save'.

Global Rating Scale Selector

  • From the first dropdown menu, select a Global Rating Scale.

  • Enter Item Text if needed.

Elentra allows organizations to optionally automatically populate the Item Text based on the selected scale. If you do not see Item Text you organization may require some additional configuration by a developer.

  • From the second dropdown menu, indicate whether comments are disabled, optional, mandatory, or prompted.

  • The Responses fields will be auto-populated depending on the scale selected in the first dropdown menu.

  • Click 'Save'.

Default Content

On each form template you create you’ll notice a greyed out area at the bottom including Next Steps, Concerns, and a place for feedback. This is default form content that cannot be changed except by a developer.


When the form is complete, a green bar will tell you the form can be published.

Click 'Publish' to make your template available for use.

Once a form template has been published, you can rearrange the template components for each form; however, you cannot makes changes to the scales or contextual variables. To make these changes, copy the form template and create a new version.

Please note that a behind the scenes task needs to run before your forms will be published. At some schools this may take up to an hour so expect a slight delay between when you publish a form and when it is available to be triggered by users.

A Note on Logging Procedures Without Assessing Them

In some programs residents may be required to log multiple procedures or encounters and only have a subset of those logged entries be assessed. Elentra does support a logbook outside the CBME module and some programs have opted to have residents use both tools to capture the full picture of residents' progress. For more detail on Elentra's logbook, please see here.