Elentra ME User Documentation
Elentra ME 1.17
Elentra ME 1.17
  • Introduction
  • What's New in ME 1.17
  • Support
    • Supported Browsers
    • Reporting Issues
    • Elentra Learn Webinars
    • Feature Requests
  • System Setup
    • System Settings (Database)
    • Organisations
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    • Event Types
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    • Grading Scales
    • Medbiquitous Tools
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      • Medbiqitous Instructional Methods
        • Medbiquitous Resources
    • Restricted Days
  • Curriculum Management
    • Curriculum Layouts and Periods
    • Blocks in a Curriculum Period
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    • Curriculum Tag Sets and Curriculum Tags
    • Context-Based Linkages
    • Hot Topics
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    • Curriculum Explorer
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  • User Management
    • Create Users
      • Student Admin
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      • Clinical Faculty Checkbox
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  • Communities
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      • Course Website Versioning
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  • Scheduling Events
    • Creating and Managing a Schedule
    • Copying an Existing Schedule of Events
    • Recurring Events
    • Parent Child Feature
    • Lecture Capture
  • Event Pages
    • Learner View of Learning Events
    • Event Setup Tab
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  • Clinical Experience
    • Accessing My Learners in Clinical Experience
    • Logbook
      • Set Curriculum Tags as Loggable
      • Course Setup Required to use Logbook
      • Learner Use of Logbook
      • Logbook Reporting
    • Lottery
      • Managing Lotteries
        • Lottery Cards
        • Creating a Lottery
        • Editing or Deleting a Lottery
      • Managing Stages
        • Stage Cards
        • Creating a Stage
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      • Managing Options
        • Options
        • Adding an Option Rotation
        • Editing or Deleting an Option Rotation
      • Learner Ranking
        • Ranking Interface
      • Managing Variations
        • Schedule Variations
        • Generating Schedule Variations
      • Publishing the Schedule
    • Rotation Schedule
      • Rotation Schedules
      • Rotations
      • Slots
      • Booking Learners into Slots
      • Viewing Existing Schedules
      • Granular Clinical Scheduling
        • Clinical Event Attendance Tracking
      • Learner View of Rotation Schedule
      • FAQ
    • Leave Tracking
  • Assessment & Evaluation
    • System Settings
    • Rating Scales
    • Creating and Managing Items
      • Items as seen in PDF
    • Creating and Managing Forms
    • Form Templates
    • Distributions
      • Rotation Based Distributions
        • Support for Off-Service Rotation Assessment and Evaluation
      • Delegation Distributions
      • Learning Event Schedule Distribution
      • Date Range Distribution
      • Adhoc Distribution
      • Optionally Release Completed Evaluation Tasks
      • Feedback Options (Distribution Step 4)
      • Target and Task Release Options (Step 5)
    • On-Demand Workflows
    • Standard Rotation and Faculty Evaluation Options
      • On-demand Standard Rotation and Faculty Evaluations
      • Automated Standard Rotation Evaluations
    • Email Notifications in A & E
    • Administrator Use
      • Assessment and Evaluation Badge
      • Admin>Assessment & Evaluation Tab
        • Assessment & Evaluation Admin Dashboard
      • Trigger Bulk Assessments
      • Delegations
      • Distribution Reviewer
    • Reporting
      • Access to A&E Reports
      • Evaluations Reports
      • Assessments Reports
      • Leave Reports
      • Distribution
      • Weighted CSV Report
      • Sample A&E Reports
    • Faculty Access
    • Learner Use
    • External Assessors
    • FAQ
  • Competency-Based Medical Education
    • Setting Up CBME: Overview
    • Mapping Curriculum
      • Auto-Setup Curriculum Tag Sets
      • Populate Standard Key and Enabling Competencies
      • Accessing Templates for Importing CBME Data
      • Import EPAs
      • Choose Competency and Curriculum Tag Options
      • Import Key Competencies (Program-Specific)
      • Import Enabling Competencies (Program-Specific)
      • Import Milestones
      • Import Enabling Competencies Mapping Template
      • Modifying Uploaded Templates
      • Import Contextual Variable Responses
        • Contextual Variable Groups
        • Reordering Contextual Variable Responses
        • Modifying Contextual Variable Responses
      • Defining and Uploading Procedure Attributes
      • Trouble Shooting EPA Content
      • Mapping Additional EPAs After Importing Templates
      • Editing Existing EPAs
      • Setting Priority EPAs and Likelihood
      • Viewing the EPA Encyclopedia and EPA Maps
    • Assessment Plan Builder
    • EPA Versions - Overview
      • Using the Versioning Wizard
      • Form Building with Versioning
    • Managing Faculty and Residents
      • Recommendations for CBME User Roles
      • Learner Levels
      • Cohorts/Course Lists
      • Setting up Academic Advisor Groups
      • Managing Competency Committees
    • Forms/Tools: Introduction
    • Creating and Managing Forms
      • Form Basics
      • Rating Scales
      • Supervisor Form Template
      • Procedure Form Template
      • Field Note Form Template
      • Rubric Forms
      • Periodic Performance Assessment (PPA) Forms
      • Reordering Items on Published Forms
      • On-Demand Workflows
      • Reviewing Form Feedback
      • Tracking Completion of Tasks and Forms
    • Initiating, Completing and Monitoring Forms
      • Initiate Assessment/Evaluation: Faculty
      • Initiate Assessment/Evaluation: Learners
      • Resident Tool: Assessor Cues
      • PAs Entering Completed Forms
      • Reopening and Editing Completed Assessments
      • Overview of Task Status
    • Reviewing Resident Progress
      • CBME Program Dashboard
      • FAQ: CBME Program Dashboard
      • CBME Learner Dashboard
      • Promoting Learners Through Stages
      • Updating Learner Stages
      • Milestone Report
      • Resident Tool: Thumbs Up for Helpful Feedback
      • Pinning Forms, Items and Comments
      • Meeting Logs
      • Learner's Assessments Page
  • Exams
    • Exam Questions
    • Importing Exam Questions
    • Creating and Managing Exams
    • Exam Information and Settings
    • Exam Posts
    • RPNow
    • Examity
    • Safe Exam Browser
    • Exam Reports
    • Exam History
    • Grading Exams
    • Learner View
  • Gradebook
    • Creating Assessments
      • Group Assessments
      • Attaching a Quiz
      • Attaching an Exam
      • Managing Existing Assessments
      • Copying an Existing Gradebook
    • Collections
    • Entering Grades
      • Linking to a Posted Exam
      • Faculty View of Public Grading Page
    • Drop Box Assignments
    • Document Delivery
    • Viewing and Reporting on Gradebooks
    • Learner View of Gradebooks
    • Comments in Gradebook
  • Quizzes
    • Creating and Managing Quizzes
  • Notices and Announcements
    • Creating and Managing Notices
    • User View of Notices
  • Polls
    • Creating and Managing Polls
  • Medical Student Performance Records
    • Creating and Managing MSPRs
    • Learner Use of MSPR
  • Clerkship
    • Duty Hours Tracking
  • Portfolio
    • Managing Portfolios
      • Managing Portfolio Advisors
    • Viewing Portfolio Entries
    • Learner Use of the Portfolio
    • Portfolio and Gradebook Integration
  • Learning Object Repository
    • Managing Learning Objects
  • Annual Reports
    • Reporting on Annual Reports
  • Regional Education
    • Managing Regions
    • Apartments
      • Managing Learners and Accomodations
  • User Tools
    • Learners - Bulk Download Event Files
    • Hide Sidebar
    • Organisation Switcher
    • Display Style Switcher
    • Bookmarks
    • People Search
    • Profile Options
    • Permission Masks
    • RSS Feeds
    • Give Feedback!
  • System Reports
    • Curriculum Reports
    • Teaching Event Reports
    • Learner Incident Reports
    • Usage Reports
    • Assessment Reports
    • External Reporting
    • MSPR Reporting
    • Learner Reports
  • Awards
    • Creating and Managing Awards
  • Rich Text Content and Accessibility Checker
  • Multiple Language Support
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On this page
  • In Brief
  • Access
  • Overview
  • A note on sites and preceptors
  • Prerequisites
  • How to access rotation scheduling

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  1. Clinical Experience

Rotation Schedule

PreviousPublishing the ScheduleNextRotation Schedules

Last updated 5 years ago

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In Brief

  • Schedule learners into rotations of varying lengths (e.g., 2, 4, or 8 weeks)

  • Schedule learners into granular clinical experiences (e.g., a half day in a clinic)

  • Optionally affiliate rotations with sites and preceptors

Access

  • Staff:admin users, program coordinators and faculty directors can access Admin > Clinical Experience and the Rotation Scheduler. Program coordinators and faculty directors will only see schedules, rotations, etc. for the courses they are associated with on a course's setup page.

Overview

Building and populating rotations is a multi-step process.

1. Build a rotation schedule which acts as a holding place for rotations. An example of a schedule might be a course 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 can define sites and preceptors. At the rotation level, you can select to automatically trigger rotation evaluations and upload files. A note on uploaded files: As of Elentra ME 1.17 these files will be visible to learners in CBME-enabled organizations, but not otherwise. There is a solution in place for ME 1.18 to allow all learners, regardless of CBME, to view files attached to rotations.

3. Manage 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 and preceptors for a block.

4. Add and manage slots within a block. Within a slot you can define minimum and maximum number of participants, define sites and preceptors, and define availability for on service and off service learners.

5. Book learners into slots. (Import csv option available to match learners to rotations. The csv import does not currently support sites.)

6. Schedule learners into clinical events as desired.

A note on sites and preceptors

Elentra is extremely flexible when it comes to assigning sites and preceptors to clinical experiences. If you add sites and preceptors to a rotation, it will create a quick pick pool of available sites and preceptors at the block and subsequent slot level. You will additionally be able to access other sites and preceptors as needed. This is in part designed to allow for last minute changes to schedules.

The system will also allow you to assign multiple sites and preceptors to a slot. When you book a learner into a slot with multiple sites/preceptors, you can optionally specify the exact site/preceptor they should be affiliated with or leave that for granular clinical events.

If you plan to use Elentra's Lottery module, you will need to create slots with only one associated site. This is so the lottery can apply the maximum occupancy limits.

Prerequisites

In order to effectively use the rotation scheduler you should:

How to access rotation scheduling

  • Navigate to Admin > Clinical Experiences.

  • Click the 'Rotation Schedule' tab under the Filter option card.

  • By default you will see all published and draft schedules you have permission to access.

  • If you see 'Available Off Service Rotations' listed at the bottom of the page, off service rotations created by other programs have been made accessible to your program.

Ensure that the relevant curriculum periods have blocks built. Blocks must be built by someone in an administrator role (see ).

Optionally have sites defined (sites are the different locations relevant to your programs, like cities or hospitals). Sites have to be configured through by someone in an administrator role.

Admin > Manage Curriculum > Curriculum Layout
System Settings
File upload and automatic trigger feature for rotation evaluations
Interface for managing rotation schedules