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To make curriculum tags available as loggable you must flag them as such in Manage Curriculum. If a tag is not set as loggable you will be able to assign it to a course, but it will not be visible under the Logging tab.
As of ME 1.13, you must build a curriculum tag set with at least 2 levels of hierarchy to make the tags available to leaners in their view. We are exploring options to eliminate this requirement but for ME 1.13 you must have a hierarchy and all levels of the hierarchy must be set to loggable.
You must be a user with administrative role permissions to edit curriculum tags.
Navigate to Admin>Manage Curriculum.
Click 'Curriculum Tags' from the Manage Curriculum card on the left sidebar.
Click on the appropriate curriculum tag set.
In list view, hover over a curriculum tag and click the pencil icon to edit the tag. In table view, click the pencil icon to edit the tag.
Click the checkbox beside "This curriculum tag should be loggable in the Experience Logbook."
Click 'Save'.
Tags set as loggable will be available to any course to which they are assigned.
To access the logbook learners must be enrolled in a course that is marked as including clinical experiences, has curriculum tags assigned to it, and where the curriculum tags have logbook requirements specified.
Learners have a separate page for each course they are enrolled in and can log entries for any course while its curriculum period is active.
Click 'Logbook' from the main tab menu.
Click the grey chevron to the right of a course name to switch courses. Click on the name of the course you want to log an entry for.
You'll see a list of curriculum tag sets that include loggable tags and an overview of the requirements for a specific tag set.
Click the plus icon on the right side of a tag set card to view the individual tags included in the set.
Click on a curriculum tag to view existing entries or add an entry for that tag. The numbered badges that display show the following: Grey: Total entries required, Green: Entries completed, Red: Entries still needed.
Click on an entry to open your options. Click 'Show Entries' to view previously logged entries, or click 'Add Entry' to log something new.
Click 'Add Entry'.
Complete the information, noting the following:
Encounter Date: This is required but can be set to before or after the date on which you are entering information.
Patient Age Range and Gender: These are option and will appear as default fields on all logged entries.
Clerkship Site: Click anywhere in the bar to access a list of available sites, and then click on the appropriate site.
Preceptor: This field will appear if an observer is required for this entry. Start typing a name to get a list of people, and then click on the appropriate name.
Role: Click anywhere in the bar to access a list of available roles, and then click on the role that best describes what you did during this encounter.
Setting: Click anywhere in the bar to access a list of available settings, and then click on the setting in which you completed this encounter.
Click 'Save'. You should get a success message and the entry will be added to your list of logged entries.
New in ME 1.13!
The logbook module in Clinical Experiences allows an administrator to define requirements like number of entries, learner role in the experience, and the setting of the encounter.
Several steps are required to use the logbook:
Build a curriculum tag set and flag each applicable tag as "loggable" (complete via Manage Curriculum).
Set a course as including clinical experiences and assign the appropriate curriculum tags to the course (complete via Manage Courses>Setup tab).
Define the requirements for each loggable encounter (complete via Manage Courses>Logbook tab).
Have learners complete and log encounters (learners access this via the Logbook tab on the main menu).
Please note that this initial version of logbook is disabled by default in an Elentra installation. If you'd like to explore the logbook module, you'll need a developer to enable the module in the settings table. Additionally, the logbook does not yet support installations where schools are using the quick tag selector option to assign objectives to courses (see more here).
This initial version of the logbook does not yet include reporting options for faculty or administrators to view learner progress or quickly view deficiencies across a cohort. Development of such reporting capabilities is planned for ME 1.14.
Elentra supports a variety of features to support clinical learning experiences. An improved My Learners view and Rotation Schedule were introduced with Elentra ME 1.12.
Additional features are planned for ME 1.13 in spring 2018. These include a lottery module and improved logbook.
Please stay tuned for documentation to help you use these new and revised features.
Learners in a phase of their education focussed on clinical learning may have the opportunity to request elective opportunities. Elentra can help with the management of electives by giving students access to an elective form to complete and submit, and providing an easy-to-use elective approval process for staff.
Click the Clerkship tab and select 'Schedules' from the dropdown menu (note that in ME 1.11 and below only learners in the third year of their program will have access to the Clerkship tab).
Click 'Add Elective'
Provide the required information and click 'Submit'.
A note to administrators, there is currently no user interface to configure the list of disciplines, host schools and number of weeks. To change the content of the form learners complete you need help from a developer.
The Elective Period the learner can select comes from their rotation schedule.
Navigate to Admin>Manage Clerkship.
From the 'Elective Pending' tab, click on a learner name.
Review the elective details and scroll to the bottom of the page to set the Elective Status (pending, approved, or rejected).
Click 'Save'.
Note that at the top of the page you can chose to remove the elective entirely. This means the elective won't show up on the learner profile as pending, approved or rejected; it will disappear from view.
Significant work on a lottery module has been underway since winter 2018. The goal is to include the lottery module with Elentra ME 1.13.1 in September 2018.
Leave tacking allows you to record absences for learners.
Navigate to Admin>Clinical Experiences.
You will land on the My Learners tab.
Each learner card displays the learner name, email, photo and institutional id.
Search for a learner as needed, and if you can't find someone, ensure that you are in the correct curriculum period using the dropdown menu on the right.
From the learner card, click 'Leave tracking'.
Click 'Record New Leave'.
Provide the required information noting the following: Leave Type: The list of leave types is configured in the database and there is no user interface to change the leave types.
Click 'Save'.
The leave will appear on a list and will be sorted by type and total days in a second list.
Navigate to Admin>Clinical Experiences.
You will land on the My Learners tab but in case you don't, click the 'My Learners' tab under the Clinical Experiences heading.
Each learner card displays the learner name, email, photo and institutional id.
Search for a learner as needed, and if you can't find someone, ensure that you are in the correct curriculum period using the dropdown menu on the right.
After finding the correct learner, you'll be able to access pages relevant to this learner. Options you might see include Assessments, Logbook, Lottery, CBME, and Leave Tracking.
Note that you can download enrolment from the My Learners tab.
This page is available to curriculum coordinators, program coordinators and faculty directors. Pcoor and faculty director users will only see schedules, rotations, etc. for the courses they are associated with on a course's setup page. Before attempting to create rotations or schedule learners make sure that the relevant curriculum period has blocks built (this is a task that someone with an administrator role must complete via Admin>Manage Curriculum; find details in the Curriculum>Rotation Blocks help section). It will also be useful to have sites defined (sites are the different locations relevant to your programs, like cities or hospitals). Sites have to be configured through System Settings by someone in an administrator role (for details see the System Setup>Location help section).
Building and populating rotations is a multi-step process. It is useful to be familiar with the various steps in the process before you begin. The steps require users to:
1. Build a schedule which acts as a holding place for rotations. An example of a schedule might be a program and year (e.g., Internal Medicine, 2018-2019).
2. Build rotations within a schedule. Rotations include the various clinical experiences learners might have within your program (e.g., Rheumatology, Cardio Consults, Hematology, Infectious Disease, etc.). Within a rotation you will be able to define sites. (Sites are locations, for example different hospitals or cities.)
3. Build blocks within a rotation. These will be based on the block structures available to your program and curriculum period based on the System Settings configured by a user with administrator permissions. You can define sites for a block.
4. Add and manage slots within a block. Within a slot you can define minimum and maximum number of participants per site, and define availability for on service and off service learners.
After schedules, rotations, and slots are defined you can book learners into slots.
Once a schedule is created it can be copied and modified for future use.
Navigate to Admin>Clinical Experiences.
Click the 'Rotation Schedule' tab under the Clinical Experiences heading.
By default you will see all published schedules you have permission to access.
The 'Available Off Service Rotations' list is populated by off service rotations created by other programs and made accessible to your program.
Navigate to Admin>Clinical Experiences.
Click the 'Rotation Schedule' tab under the Clinical Experiences heading.
Click 'New Draft'.
Provide a title, select a course from the dropdown menu, select a curriculum period from the dropdown menu and click 'Save'.
Next you can add on service and off service rotations to the draft. See below for instructions on adding a rotation.
After a draft is complete, return to the list of My Drafts.
Click the checkbox beside a draft which will cause a publish button to display.
Click 'Publish' and then confirm your action by clicking 'Publish' again in the confirmation window.
Click on the name of the schedule.
Click on the pencil icon beside the schedule name.
Edit the title or add authors as required. Authors will have permission to view and edit a schedule.
Click 'Save'.
A schedule can have multiple authors added to it to give other uses permission to access rotations within that schedule. Note that program coordinators affiliated with a course/program through a course setup page will automatically have access to the schedules affiliated with their program.
Navigate to Admin>Clinical Experiences.
Click the 'Rotation Schedule' tab under the Clinical Experiences heading.
Click on the title of a schedule.
Click the pencil icon beside the schedule name to open the edit screen.
Existing authors will show as blue under the authors list.
Click the down arrow to open a search field and begin to type a user name.
Click on the name, or click enter when the name is highlighted, to add the name to the author's list.
Click 'Save' when you've added all the required names.
Note that as of ME 1.13 you can add author permissions to a schedule, but not an individual rotation.
Navigate to Admin>Clinical Experiences.
Click the 'Rotation Schedule' tab under the Clinical Experiences heading.
Click on the name of a schedule or click 'Manage My Drafts' to access draft schedules.
After clicking a schedule name, you will see a list of existing rotations.
Click 'Add Rotation'.
Provide a title, code and description. The code becomes the shortname of the rotation and is displayed on the rotation scheduler and on learners' schedules.
In the Sites field, select appropriate sites from the dropdown menu. You can associate multiple sites with a rotation which will makes those same sites available when you build blocks. (The list of available sites is based on locations added through Admin>System Settings and must be configured by someone with an administrator role.)
Choose the block schedules you wish to include. Associating block schedules with a rotation will make those periods of time available to book learners into later. Click the down arrow beside a block title to view the individual blocks and their dates. (Blocks need to have been built in the relevant curriculum period via Admin>Manage Curriculum by someone with an administrator role.)
Click 'Save'.
Note that you can also import a rotation structure, copy an existing rotation, and export a rotation.
Click on a rotation to edit its title, description, code/short name, site, date, etc.
Note that you can use the 'Shift Blocks' button to move blocks forward or back by several days. This will shift the start and finish date of all blocks.
Click 'Save'.
Create a draft (see above). Click on the draft title if you aren't already in the draft.
Click the down arrow beside Add Rotation and select 'Import Rotation Schedule' from the dropdown options.
Import a CSV that includes the short name and full name for all rotations. Note the link at the bottom of the window to download a sample CSV file.
Drag and drop or browse your computer to select a file.
Select a Template from those available (the available templates are defined by the blocks built in the relevant curriculum period). You can select more than one template in which case you'll build rotations for all items listed in the CSV and all blocks selected.
Click 'Import Rotations'.
The created rotations will display in a list.
Create a draft (see above). Click on the draft title if you aren't already in the draft.
Click the down arrow beside Add Rotation and select 'Copy Existing Rotations' from the dropdown options.
Select an existing schedule from the dropdown menu (note that your options will be limited to the courses you have access to).
Click 'Copy'.
The copied rotations will display in a list.
Note that when you copy an existing rotation, CBME objectives associated with the rotation are not currently copied. At present you will need to define the likelihood and priority settings for the EPAs associated with each rotation when you copy a rotation schedule. (This applies only to users with the CBME module enabled in their installation of Elentra.)
Navigate to any rotation schedule.
Click the down arrow beside Add Rotation and select 'Export Report' from the dropdown options.
Select a block type from the dropdown options. (You can only select one block type at a time.)
Click 'Export'.
A CSV file will download to your computer. The file will include enrolled learners (name and student number), and all blocks in the rotation. Each cell will display the shortname of where the learner is assigned during each block.
Navigate to a rotation schedule and click on a rotation.
A list of blocks will display.
Click on a block name to open the block.
From here you can edit the block details and add slots to the block.
Click 'Add Slot'.
Select a slot type from the list. The options are on service learner or off service learner. On service slots will be open to learners enrolled in your program. Off service slots can be made available to learners from other programs and if so, will display on the rotation lists of those programs. Currently, there is no user interface to change these two slot type options.
Select a site for the slot. The list of available sites is based on the sites assigned to the rotation.
The 'Enforce occupancy limits' is used to provide information to a lottery system if your organisation uses a lottery. Ignore it if you don't use a lottery.
Set the minimum and maximum number of learners for this slot.
Click 'Save'.
You can add multiple slots to a block to provide an infinite number of opportunities for learners.
Click on the name of a schedule. Note that staff>pcoor users will only have access to their affiliated programs.
Click 'Learners' from the tab menu below the schedule title.
A list of enrolled learners will display in the first column. Their names, photos, id numbers and learner level (CBME learners only) will be included. The other columns represent the blocks available for learners to be scheduled into.
Note the quick tools like jumping to the current block, changing the view from block to month to quarter, and the zoom function. (The reset button will return your zoom to 100%.)
When using quarter view note that they system will still book a block in its specific dates even if the view is less clear.
Greyed out areas on a learner's schedule indicate that the learner is scheduled into another program's rotation schedule (e.g., for a learner that is enrolled in two programs). The rotation code will be displayed (includes course and rotation shortname) but a pcoor can't edit a booking outside their own program (they can book the learner into another slot in the same block).
Off service rotations you've booked a learner into will display in full color and show the rotation shortname.
Click on the name of a schedule. Note that staff>pcoor users will only have access to their affiliated programs.
Click 'Learners' from the tab menu below the schedule title.
To book a student in to a slot from an empty block, mouse over the block and your cursor will become a plus sign. Click.
The system will identify all available rotations and slots with start dates in the block you selected. When you complete a booking the resulting card will fill the exact dates of the slot within the associated blocks.
Select a rotation from the drop down menu. Note that any off service rotations available to the learner will be displayed at the bottom of the list.
Select a block from the dropdown menu.
Select a slot (on service or off service).
You may customize the dates for a rotation if needed. Click the appropriate checkbox and adjust the start and end dates.
Click 'Save'.
You can add a learner to multiple slots within a block.
Hover on a filled block and click the small plus icon in the top right corner of the slot. This will allow you to book a learner into another slot.
Select a rotation, block, and slot and click 'Save'.
Click anywhere on a filled booking to edit it.
Adjust the information and click 'Save' or click 'Delete' to remove the learner from the slot entirely.
Different learners will view their rotation schedule differently.
Learners can access their Rotation Schedule from their dashboard by clicking on the 'My Rotation Schedule' tab.
If a learner is booked into overlapping slots, their rotations will stack on top of each other (e.g. obstetrics and psychiatry below).
As of ME 1.13, if a slot has an associated site, the relevant site code will display beside the rotation code (e.g. Family~BSM).
As of ME1.13 the logbook can only be used if you use the traditional method of assigning course objectives, not the quick tag selector option (images below to help you know which you use).
After curriculum tags are set as loggable, they must be assigned to a course and the requirements for each tag defined.
To assign objectives to a course you must have administrative role permissions; the task is completed via Admin>Manage Courses on the Setup tab of a course. Remember, as of ME 1.13 you can't use the logbook if you use the quick tag selector (the reason for this is that you must select a top level hierarchy objective and you can't do so when using the quick tag selector).
You can find more detail about the steps required to assign objectives to a course on the Course Setup help page but one important detail to note is that you should assign the top level objective to the course, not the subset of objectives. In the example below, note that Entrustable Professional Activities is added to the course, but EPA 1, 2, 3, and 4 are not checked off. They will be added automatically.
You have the option to define course sites, entry requirements, roles, and settings (called Environments on the admin. side) for all loggable tags. The options you define will dictate the requirements learners have to fulfill and also what displays to them when they create an entry.
You can define sites available to learners when they log entries for a course. Your options will depend on the sites defined in Manage Locations. Please see more detail on the System Settings>Location help page.
Click the grey plus sign on the right side of the Course Sites card.
Click the bar that reads 'Select a site' or the small grey chevron to the right of existing sites to add more.
Highlight a site and click or press Enter to add a site to the list.
Sites will display in the order added to the course sites list.
To remove an existing from the list click the small 'x' beside the site name.
Click 'Save'.
On a Course Logbook tab you'll see a list of the higher level objectives assigned to a course. Click on the plus icon beside a tag name to open the menu options.
There are three tabs under which you can configure settings for the tags: Entries, Roles, and Environment (which will show as settings to the learner).
Entries lets you define how many encounters a learner is required to have, as well as whether notes or an observer (of learner performance) is required. Roles lets you define in what capacity a learner participated in an encounter, and Environment lets you define the settings a learner can pick from when they log an entry.
For entries, roles, and environment, you can set a default to apply to all the curriculum tags under the first hierarchy. Then you can tailor individual tags by adjusting the settings in each tag row.
Define the settings you want as a default, noting the following.
Require Notes: If you check this off, the learner will be required to include notes when they log their entry.
Require Observer: If you check this off, the learner will be required to indicate the name of the person who observed them.
Min: Use the plus and minus buttons to indicate if there is a minimum number of encounters required for this entire tag subset. Whereas the notes and observer setting will apply to all tags below, the Min. set here is for the total number of encounters to allow for overall and specific encounter totals. (It is recommended that the minimum numbers set in the individual tags totals the min. listed here.)
Click 'Apply'. Any changes you've made should be applied to the individual tags below.
Next you can adjust the Entry requirements individually as needed. On this screen it is recommended you adjust Observer and Notes if required. (You can adjust Roles and Environments when you're on those tabs.)
Click 'Save' when complete.
On the Roles tab you can define whether or not a learner is required to indicate the role they played in an encounter. The default options are observed, performed with help, and performed independently.
Check off each role that you want to include with this tag group and set a minimum required number as needed. Note that these required minimums are across the entire tag subset, and currently you can't set specific role requirements for individual tags.
Click 'Apply'. Any changes you've made should be applied to the individual tags below.
Next you can adjust the Role requirement for each individual tag. As of ME 1.13 you can't tailor the role requirement for individual tags, just decide whether role is a required field or not when a learner creates an entry for this tag.
Click 'Save' when complete.
On the Environments tab you can define whether or not a learner is required to indicate the setting of an encounter and specify the environments available when learners log entries. The default options are displayed below.
Check off each environment/setting that you want to include with this tag group. These selections will apply to the entire tag subset and make the selected environments available as response options when learners complete an entry for this tag subset. After you check off an environment, you can specify a minimum number for that environment. This minimum is across the entire tag subset.
Click 'Apply'. Any changes you've made should be applied to the individual tags below.
Next you can adjust the Environment requirement for each individual tag. As of ME 1.13 you can't tailor the specific environments available for individual tags, just decide whether Environment/Setting is a required field or not when a learner creates an entry for this tag.
Click 'Save' when complete.
You will see labels for all the requirements you've defined at the bottom of the tag subset. Learners will see similar tags on their logbook entry pages.
