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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 effectively build procedure form templates in a program, the program must have contextual variables responses defined. In addition to uploading contextual variable response options, every procedure needs specific information added. Contextual variable responses and procedural attributes (which function as assessment criteria) can be managed from Admin>Manage Program>select program name>CBME>Manage Contextual Variables.
Ensure you are in a Program Coordinator or Program Director role. Navigate to Admin>Assessment and 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 name and select the form type from the dropdown menu. Select ‘Procedure Form.’ 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.
Edit the form name if needed, and add an optional description. Descriptions will be displayed at the top of forms published from this template. Often people include assessment guidelines in this section. Set permissions for the form template by selecting a category from the dropdown menu (individual, organization, or program) and then beginning to type in a name. Click on the appropriate name when you see it. Added users will appear in a list below the permissions search field. These permissions dictate who has access to and can edit the form template while it is still a draft.
Add additional text at the beginning of the form by clicking the small tick box beside ‘Include Instructions.’ This will open a rich text editor where you can enter text, images, hyperlinks, etc.
Specify which EPAs can be assessed using forms made 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.
Note: You do not specify milestones for use on a Procedure Form.
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. (See above.)
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.
Select which contextual variables you want to include with which EPAs by checking and unchecking the tick boxes.
In addition to ‘Procedure’, you must select at least one other contextual variable and you may select up to a total of 6 for each EPA.
By default, all of the options within a contextual variable are included on any forms made from the template. You can remove specific contextual variable responses by clicking on the grey button beside a contextual variable. This will open a list of contextual variable responses that by default are all checked off. To remove specific responses from this template, deselect them to remove the blue checkmark. For convenience, you can also use ‘Check All’ and ‘Uncheck All’. When you have made the required changes, click the blue ‘Save and Close’ button.
When 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.
After you have modified the contextual variables as required, click the small save button in the top right section of the Contextual Variables box.
Use the first dropdown menu to select the scale you want to use to assess enabling competencies or milestones.
If you don't have scales configured you can access them through the Assessment and Evaluation tab.
From the second dropdown menu, indicate whether comments are disabled, optional, mandatory, or prompted.By selecting ‘Prompted’ from the Comments dropdown menu, you can set the system to prompt and require a comment when any flagged response is selected by an assessor.
The default response feature allows you to prepopulate a form with the selected response.This can be useful if there will be a significant number of milestones that will be included on a form.
The Responses fields will be automatically populated depending on the scale selected in the first dropdown menu.
After you have modified the Enabling Competency/Milestone Scale Selector as required, click the small save button in the top right section of the Enabling Competency/Milestone Scale Selector box.
The Item Text area will be automatically completed depending on the scale you select.
From the first dropdown menu, select a Global Rating Scale.This will populate the Item Text and the Responses sections. FYI: Rating Scales can be managed from Admin>Assessment & Evaluation, Scales tab. If the Item Text doesn't populate after you have picked a scale, some additional configuration may be required in your database. Please see the Scales help section.
From the second dropdown menu, indicate whether comments are disabled, optional, mandatory, or prompted.By selecting ‘Prompted’ from the Comments dropdown menu, you can set the system to prompt and require a comment when any flagged response is selected by an assessor.
The Responses fields will be auto-populated depending on the scale selected in the first dropdown menu.
After you have made your choices for the global rating scale, click the small save button in the top right section of the Global Rating Scale Selector box.
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, forms created from it will live on the resident dashboard and can no longer be edited. The number of forms that can be created from a template depends on the number of EPAs assigned to the template.
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. The logbook is being enhanced as of May 2018.
A supervisor form is used to give a learner feedback on a specific EPA and can be triggered by a learner or supervisor. Once an EPA is selected, the form displays the relevant milestones to be assessed. A supervisor can indicate a learner’s progress for each milestone that was observed and can provide a global entrustment rating. Comments can be made optional, prompted or mandatory in each section of the form.
When you create a supervisor form template and publish it, the system automatically looks at the EPAs, milestones, and contextual variables selected and generates the appropriate number of forms. If you kept 3 EPAs on the supervisor form template, the system will generate 3 unique forms (one per EPA) that are available to be triggered by a user.
Ensure you are in a Program Coordinator or Program Director role. Navigate to Admin>Assessment and 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 name and select the form type from the dropdown menu. Select ‘Supervisor Form’. 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.
Edit the form name if needed, and add an optional description. Descriptions will be displayed at the top of forms published from this template. Often people include assessment guidelines in this section. Set permissions for the form template by selecting a category from the dropdown menu (individual, organization, or program) and then beginning to type in a name. Click on the appropriate name when you see it. Added users will appear in a list below the permissions search field. These permissions dictate who has access to and can edit the form template while it is still a draft.
Add additional text at the beginning of the form by clicking the small tick box beside ‘Include Instructions.’ This will open a rich text editor where you can enter text, images, hyperlinks, etc.
Specify 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.
Clicking the grey badge beside an EPA will display a list of all the milestones mapped to that EPA and by default, all are checked off. To remove specific milestones from this template, deselect them to remove the blue checkmark and then click the blue ‘Save and Close’ button. Deleting unnecessary milestones is one way to reduce the length of the form and reduce the time required to complete it.
Modify the milestones for each EPA as needed. The system does not enforce a maximum number of selected milestones but the Royal College recommends 8 milestones per EPA.
After you have modified the EPAs and milestones as required, click the small save button in the top right section of the EPA Selection box.
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.
Select which contextual variables you want to include with which EPAs by checking and unchecking the tick boxes. You may only select between 1 and 6 contextual variables per EPA per supervisor form.
By default, all of the options within a contextual variable are included on any forms made from the template. You can remove specific contextual variable responses by clicking on the grey button beside a contextual variable. This will open a list of contextual variable responses that by default are all checked off. To remove specific responses from this template, deselect them to remove the blue checkmark. For convenience, you can also use ‘Check All’ and ‘Uncheck All’. When you have made the required changes, click the blue ‘Save and Close’ button.
When 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.
After you have modified the contextual variables as required, click the small save button in the top right section of the Contextual Variables box.
Use the first dropdown menu to select the scale you want to use to assess enabling competencies or milestones.
If you don't have scales configured you can access them through the Assessment and Evaluation tab.
From the second dropdown menu, indicate whether comments are disabled, optional, mandatory, or prompted. By selecting ‘Prompted’ from the Comments dropdown menu, you can set the system to prompt and require a comment when any flagged response is selected by an assessor.
The default response feature allows you to prepopulate a form with the selected response.This can be useful if there will be a significant number of milestones that will be included on a form.
The Responses fields will be automatically populated depending on the scale selected in the first dropdown menu.
After you have modified the Enabling Competency/Milestone Scale Selector as required, click the small save button in the top right section of the Enabling Competency/Milestone Scale Selector box.
The Item Text area will be automatically completed depending on the scale you select.
From the first dropdown menu, select a Global Rating Scale.This will populate the Item Text and the Responses sections.FYI: Rating Scales can be managed from Admin>Assessment & Evaluation, Scales tab. If the Item Text doesn't populate after you have picked a scale, some additional configuration may be required in your database. Please see the Scales help section.
From the second dropdown menu, indicate whether comments are disabled, optional, mandatory, or prompted. By selecting ‘Prompted’ from the Comments dropdown menu, you can set the system to prompt and require a comment when any flagged response is selected by an assessor.
The Responses fields will be auto-populated depending on the scale selected in the first dropdown menu.
After you have made your choices for the global rating scale, click the small save button in the top right section of the Global Rating Scale Selector box.
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.
Click 'Publish' to make your template available for use.
Once a form template has been published, forms created from it will live on the resident dashboard and can no longer be edited. The number of forms that can be created from a template depends on the number of EPAs assigned to the template.
After creating forms using a form template, you can reorder form items on individual forms. This applies to published Supervisor Forms, Field Notes, and Procedure Forms.
Open the Form Template that you used to build the form of interest.
Click on the title of the form on which you wish to re-order items.
Click and drag on the “cross” icon to re-order the assessment items.
The changes will be saved automatically. This must be done for each individual form that you wish to re-order.
Form templates and forms behave fairly similarly in terms of how you create and manage them. Specific details for each form type are included in other lessons but here is some general information.
Form Permissions: These permissions dictate who has access to and can edit a form or form template while it is still a draft. To quickly make a form available to multiple users consider adding a program permission to the form (that will give anyone affiliated with that program (e.g. PA, PD) and with access to the administration of forms access to that form).
Form Instructions: To include instructions on a form template, look in the Form Template Information section and click the box beside 'Include Instructions.' This will open a rich text editor where you can type. What you type here will be included on all forms generated from this template. You could include specifics about the use of a form, the number of assessments a learner must complete, or even the key features of an EPA. Remember that each form produced will have the same instructions so if you include key features make sure they only relate to the applicable EPAs for the template.
Publish a Form: To make a form template generate forms to be available for learners or faculty to trigger you must publish the form template. Most installations of Elentra run a behind-the-scenes action to publish form templates every hour or so.
Editing a Form: Once a form template is published you cannot change the content of the resulting forms (you can change permissions or rearranged item order on published forms). If there is an error on a form you will need to copy the form, correct the error, and publish your new form. You can delete old forms but note that any already completed assessments will remain on the learner dashboard.
A PPA Form is designed to capture longitudinal, holistic performance trends.
If you create a PPA Form and at least one item on the form is linked to an EPA the form will be triggerable by faculty and learners once published.
From the Admin menu, select Assessment and Evaluation. Click on Forms from the subtab menu and click Add Form. Provide a form name and select PPA Form from the Form Type dropdown menu; then click Add Form. Provide additional form information noting that anyone added under permissions will have access to edit the form before it is in use. Select the relevant contextual variables for this form. Adjust which contextual variable responses should be included by clicking on the gray badge. This allows you to deselect unneeded contextual variable responses which can make the form faster to complete for faculty. Select an entrustment rating (if required) by entering item text, and selecting a scale. Note that the response options will be configured based on the scale you select. Set requirements for comments noting that if you select Prompted comments you should also flag which response options will result in prompted comments. Add form items by clicking Add Items or the down arrow to the right. You can either add existing items or create new items and add them to the form. Remember that every item created can be mapped to an EPA and milestones. The mapped EPA information about each item will be used to provide access to this form when a learner or faculty member triggers an assessment. Preview and save your form to return to it later. When your form is complete click Publish to make it available to be triggered from the CBME dashboard.
Rubrics are assessment tools that describe levels of performance in terms of increasing complexity with behaviourally anchored scales. In effect, performance standards are embedded in the assessment form to support assessors in interpreting their observations of learner performance.
If you create a rubric form and at least one item on the form is linked to an EPA the form will be triggerable by faculty and learners once published. Results of a completed rubric form are included on a learner's CBME dashboard information.
From the Admin menu, select Assessment and Evaluation. Click on Forms from the subtab menu and click Add Form. Provide a form name and select Rubric Form from the Form Type dropdown menu; then click Add Form. Provide additional form information noting that anyone added under permissions will have access to edit the form before it is in use. You may wish to include the program in the permissions field so that you can filter by this form type later on. Select the relevant contextual variables for this form. Adjust which contextual variable responses should be included by clicking on the gray badge. This allows you to deselect unneeded contextual variable responses which can make the form faster to complete for faculty. Select an entrustment rating by entering item text, and selecting a scale. Note that the response options will be configured based on the scale you select. Set requirements for comments noting that if you select Prompted comments you should also flag which response options will result in prompted comments. Add form items by clicking Add Items. You can either add existing items or create new items and add them to the form. Remember that every item created can be mapped to an EPA and milestones. The mapped EPA information about each item will be used to provide access to this form when a learner or faculty member triggers an assessment. Preview and save your form to return to it later. When your form is complete click Publish to make it available to be triggered from the CBME dashboard. Rubric forms can also be scheduled for distribution through the Assessment and Evaluation module.
Note that when a rubric form is completed its results will be included in the learner dashboard.
Sample Rubric Form
CBME learners will be taken to their CBME Dashboard upon logging into the system. From there, a learner can click the green 'Trigger Assessment' to begin. The learner can select an assessor from the dropdown menu, fill in the date, and select the appropriate assessment method. A reminder that if you want to test this feature and use the complete via pin option, you should set up the PIN for the faculty member(s). (See next lesson.) Learners access assessment forms by selecting an EPA. For a reminder on what is included in a specific EPA the black question mark provides a quick link to the EPA Encyclopedia.
After an EPA is selected, the available assessment tools will be displayed. Learners can click 'Begin Assessment' to start.
From the Dashboard, faculty have access to a green 'Trigger Assessment' button on the right side of the screen. Users can select a resident and then an EPA. For a reminder on what is included in a specific EPA the black question mark provides a quick link to the EPA Encyclopedia.
After an EPA is selected, the available assessment tools will be displayed. Faculty can click 'Begin Assessment' to start.
To use supervisor and procedure forms, an organization needs to have rating scales in place. Elentra includes several rating scales but organizations can also add their own. There are two types of rating scales: Global Assessment and MS/EC which stands for Milestone Scale /Enabling Competency. There is no user interface to modify the scale type and both scale types are used on form templates including supervisor and procedure form templates.
There is a user interface to manage rating scales but only System Administrators and users with Medtech>Admin group and role can modify the available scales. Note that scales are applied to an entire organization and can be accessed by multiple programs.
Navigate to Admin>Assessment and Evaluation. Select the Scales tab from the top tabs list. Any existing rating scales will be displayed. To add a rating scale, click the green add button. Create a scale title, pick a scale type from the dropdown options, and then add descriptors to your response categories. Add or remove responses using the small plus and minus symbols in the top right of the responses categories section. Once scales are created, they will become visible options when creating forms.
If you don't see the Response Categories you want to include in your scale, assessment response descriptors can be added through the Systems Settings menu. This can only be completed by a Medtech:Admin user.
Elentra is designed to automatically populate the item text when you select a global rating scale. Using different scales will result in different questions populating the form. See examples below.
There is no user interface to configure the item text used with each scale. This is controlled through the database; if you need to create a scale and will be using it as a global rating scale please speak to your project manager ora developer.
A field note form template is used to give a learners narrative feedback about their performance.
When you create a field note form template and publish it, the system automatically looks at the EPAs and contextual variables selected and generates the appropriate number of forms.
Ensure you are in a Program Coordinator or Program Director role. Navigate to Admin>Assessment and 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 name and select the form type from the dropdown menu. Select ‘Field Note Form’. 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.
Edit the form name if needed, and add an optional description. Descriptions will be displayed at the top of forms published from this template. Often people include assessment guidelines in this section. Set permissions for the form template by selecting a category from the dropdown menu (individual, organization, or program) and then beginning to type in a name. Click on the appropriate name when you see it. Added users will appear in a list below the permissions search field. These permissions dictate who has access to and can edit the form template while it is still a draft.
Add additional text at the beginning of the form by clicking the small tick box beside ‘Include Instructions.’ This will open a rich text editor where you can enter text, images, hyperlinks, etc.
Specify 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.
After you have modified the EPAs as required, click the small save button in the top right section of the EPA Selection box.
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.
Select which contextual variables you want to include with which EPAs by checking and unchecking the tick boxes.
By default, all of the options within a contextual variable are included on any forms made from the template. You can remove specific contextual variable responses by clicking on the grey button beside a contextual variable. This will open a list of contextual variable responses that by default are all checked off. To remove specific responses from this template, deselect them to remove the blue checkmark. For convenience, you can also use ‘Check All’ and ‘Uncheck All’. When you have made the required changes, click the blue ‘Save and Close’ button.
When 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.
After you have modified the contextual variables as required, click the small save button in the top right section of the Contextual Variables box.
All field note form templates include a Continue and Consider section in which faculty can record comments to provide feedback to learners. These sections cannot be edited in the Field Note Form Template.
The Item Text area will be automatically completed depending on the scale you select.
From the first dropdown menu, select a Global Rating Scale.This will populate the Item Text and the Responses sections. FYI: Rating Scales can be managed from Admin>Assessment & Evaluation, Scales tab. If the Item Text doesn't populate after you have picked a scale, some additional configuration may be required in your database. Please see the Scales help section.
From the second dropdown menu, indicate whether comments are disabled, optional, mandatory, or prompted. By selecting ‘Prompted’ from the Comments dropdown menu, you can set the system to prompt and require a comment when any flagged response is selected by an assessor.
The Responses fields will be auto-populated depending on the scale selected in the first dropdown menu.
After you have made your choices for the global rating scale, click the small save button in the top right section of the Global Rating Scale Selector box.
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.
Click 'Publish' to make your template available for use.
Once a form template has been published, forms created from it will live on the resident dashboard and can no longer be edited. The number of forms that will be created from a template depends on the number of EPAs assigned to the template.
To review feedback provided about the assessment tools themselves, go to Admin>Assessment and Evaluation, and click Reports from the second tab menu (look under the Assessment & Evaluation header). Under Assessments, click on Assessment Tools Feedback Report. CBME form feedback will show up there. You can filter by course and form to refine the list of feedback. If you are logged in as a PA you will only have access to forms associated with your program.
Learners and their affiliated faculty and program administrators can track assessment form completion by navigating to the learner's CBME dashboard.
Click on the Assessment and Evaluation badge at the top of the page. Click the My Learners tab and click on CBME Dashboard below the relevant learner name.
From the learner's CBME dashboard click on Assessments. Scroll down past the Filter Options until you see a set of tabs including Completed, In Progress, Pending, and Deleted. Choose the appropriate tab to review assessment form completion.
Click on the Assessment and Evaluation badge at the top of the page. Click the My Learners tab and click on Assessments below the relevant learner name.
These pages provide information on tasks triggered by faculty and learner's as well as tasks assigned through distributions and provide access to some reporting. For more information see the Reviewing Progress>Assessments Page help section.
PAs can view a faculty's tasks from the Assessment and Evaluation tab. It works almost the same as the learner's assessment page but is accessed from the Faculty tab.
When a PA sets up assessment and evaluation tasks to be completed via distributions, progress can quickly be viewed via the Assessment and Evaluation module.
Navigate to Admin>Assessment and Evaluation. PAs can switch between viewing Assessments and Evaluations and can navigate through outstanding, upcoming, and deleted tasks. PAs can also filter by delivery type and can send a reminder or delete a task from the A+E dashboard.
