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).
In both ME1.13 and ME 1.14, 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, for both ME 1.13 and ME 1.14 you can't use the logbook if you use the quick tag selecto
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 need to pay attention to how you assign the objectives depending on whether you have a tag set with a one or two level hierarchy.
If you have a one-level tag set, you should assign each individual curriculum tag that you intend to require logging for.
If you have a two-level hierarchy and you want to include all of the second level curriculum tags, 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. If you have a two-level hierarchy and you want to include only some of the level 2 curriculum tags, then you should individually select them.
New in ME 1.14! You can now configure requirements for each individual curriculum tag at a more granular level (e.g. specify the role and setting requirement for each tag within a set).
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 options display to them when they create an entry by using a logging form.
Entries lets you define how many encounters a learner is required to have for a tag or tag set, 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; learners will pick from this list when they log an entry.
Environment lets you define the settings a learner can pick from when they log an entry.
Whether you are working with a 1 or 2 level hierarchy tag set will impact what you see in the user interface.
On a Course Logbook tab you'll see a list of objectives assigned to a course. Remember that the way you configured a tag set (level of hierarchies) and how you assigned objectives to a course will impact how this list displays.
Here's what I assigned to the course:
And here's how the logbook objective configuration shows up:
Navigate to Admin > Manage Courses.
Click on the name of a course and then the Logbook tab, OR click the menu cog to the right of the course name and select Logbook.
Make sure you are working in the correct curriculum period, or switch it if necessary.
Click 'Edit' beside any curriculum tag or tag set to set its configuration.
If working with a 2 level hierarchy tag set, click the plus icon on the 'Overall configuration for <tag set title>' to open the overall configuration options. This allows you to apply a default configuration to all tags in a set and then make individual changes as needed.
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 (which could be a reflection) when they log an entry for this tag.
Require Observer: If you check this off, the learner will be required to indicate the name of the person who observed them when they log an entry for this tag.
Min: Use the plus and minus buttons to indicate if there is a minimum number of encounters required for this tag.
If using a 2 level hierarchy tag set, the notes and observer setting in the Overall configuration will apply to all included nested tags, however, the Min. set here is for the total number of encounters for the set.
Click 'Apply'.
You will see a success message.
If you are using a 2 level hierarchy tag set, the Overall configuration menu will collapse and you can adjust the entry requirements for individual tags as needed (e.g. remove notes requirement from a certain tag, or indicate specific minimum numbers for individual tags).
Click 'Apply' for each tag when complete.
Click 'Close'.
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.
Click 'Edit' beside a tag/tag set.
If you are using a 2 level hierarchy tag set, click the plus icon beside the tag set name to reopen the Overall configuration menu, then click on 'Roles' to apply a default setting to all tags.
Check off 'Require Roles', this will open a list of roles to select from.
Check off each role that you want to include for a tag; when you do this you will have the option to set a minimum required number as needed.
Click 'Apply'.
You will see a success message.
If you are using a 2 level hierarchy tag set, the Overall configuration menu will collapse.
To adjust the role settings for an individual tag, click on 'Settings'. This will open another menu (you should see your default settings already applied). Adjust the role options and requirements for individual tags as needed.
Click 'Apply' for each tag when complete.
You will get a success message.
Click 'Close' to collapse the card.
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 to learners when they log entries. The default options are displayed below.
Click 'Edit' beside a tag/tag set.
If you are using a 2 level hierarchy tag set, click the plus icon beside the tag set name to reopen the Overall configuration menu, then click on 'Environments' to apply a default setting to all tags.
Check off 'Require Environment/Settings'; this will open a list of roles to select from.
Check off each role that you want to include as an option for a tag; when you do this you will have the option to set a minimum required number as needed.
Click 'Apply'.
You will see a success message.
If you are using a 2 level hierarchy tag set, the Overall configuration menu will collapse.
To adjust the role settings for an individual tag, click on 'Settings'. This will open another menu; click 'Environments' (you should see your default settings already applied). Adjust the environment options and requirements for individual tags as needed.
Click 'Apply' for each tag when complete.
You will get a success message.
Click 'Close' to collapse the card.
You can reopen a curriculum tag card at any time to view a summary of all the minimum requirements you've configured for a tag or tag set. Learners will see similar tags on their logbook entry pages.
In the example below the tag requires 5 entries to be logged in total, and the minimum requirements are that 1 is in the clinic, 1 in an emergency setting, etc. It is possible to a learner to fulfill multiple requirements with one logged entry (e.g. a task performed with help in an emergency setting). Please see the note here about communicating logbook requirements to leaners.
At the bottom of the Logbook page 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 anywhere in the 'Select a site' bar.
Hover over a site name and click on it or press Enter to add a site to the list.
Sites will display in the order added to the Course Sites list.
To remove a site from the list click the small 'x' beside the site name.
Click 'Save'.
You will get a success message.
Please note that as of ME 1.17 the Sites list stored with a logbook is not curriculum period specific. Therefore, please include all sites that are applicable to all learners in the course (regardless of curriculum period).
New in ME 1.17: Learners can indicate the amount of time spent on an encounter.
To access the logbook learners must be enrolled in a course that is marked as including clinical experiences, and has loggable curriculum tags configured with minimum requirements.
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.
A note on communicating logbook requirements with learners: As of ME 1.14 there is not a user interface that easily allows learners to see all details of all their requirements in one table. While learners can view how many entries have to be observed, how many have to be in a particular setting, etc. there is not a matrix view that shows them how these configurations interact. For that reason, you may find it useful to provide students with a table that shows them these requirements, especially if you have complicated logbook requirements.
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.
The percentage beside the tag name shows current completion.
Click on a label (e.g. Clinic) to view its details (e.g. 2 required, 0 completed). Grey labels show the entries required and green cards show the entries completed.
Click the plus icon on the right side of a tag to view overall completion.
Click the tag name or black chevron beside the tag name to view a list of existing entries.
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' at the top of the logbook.
Complete the information, noting the following:
Encounter Date: This is required and can be set to before the current date if a learner needs to log a past experience.
Encounter Time: This is automatically set to the time when the form was triggered but can be adjusted as needed.
Rotation: This will be preset with the course you were looking at but can be adjusted as needed.
Clerkship Site: Click anywhere in the bar to access a list of available sites, and then click on the appropriate site. (If no sites were configured for the course logbook this option will not appear.)
Patient Age Range and Gender: These will appear as default fields on all logging forms and Gender will automatically be 'Not Specified'.
Clinical Tasks: This is where the learner can indicate which tags they are logging with this form. Learners can add more than one tag to a form; if they do they will have a place to log the details for each tag.
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.
If a learner is logging multiple tags on one form, they will see a Global Preceptor option. This allows them to easily apply the same preceptor to all the tags (although they can still change the preceptor on a specific task).
Time Spent (minutes): This will only display to learners if the loggable encounter was configured to require time. Time is entered in minutes.
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.
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.
Users can clear the contents of a form by clicking the eraser icon.
Users will be asked to confirm their decision. Click 'OK' to confirm.
To deselect a task and remove it from the logging form click the small x beside the eraser icon.
Users will be asked to confirm their decision. Click 'OK' to confirm.
Click 'Save'. You will get a success message and the entry will be added to your list of logged entries.
Access the Logbook tab from the main tab menu.
Select a course for which you have logbook requirements.
You’ll see an overview of the requirements for each loggable objective (e.g. setting names, roles, etc.). Click on a specific label to see your requirements and progress within that category.
Click the + icon on the right of the card to expand it and view the overall count of logged entries.
Click the down chevron to view a list of all logged entries within that requirement.
If a top level card is the title of a hierarchical tag set, you’ll see multiple objectives within that set when you expand the card. Click the down chevron beside an objective to view a list of all logged entries for that objective.
From the detailed view shown immediately above, click on the pencil icon in the left column of the entry.
Make any required changes and click 'Update'; you can also delete the entry from this screen.
You will get a success message confirming your action.
Staff:admin users as well as staff:pcoor and faculty:directors affiliated with a specific course will be able to access Admin > Clinical Experience and the logbook.
Navigate to Admin>Clinical Experience.
Click on the Logbook tab below the Clinical Experience header.
By default the page will load one course and its most recent curriculum period, as well as 'Learners who have incomplete logbooks'.
The way this works is that the system checks learners’ rotation schedules and sees which rotation the learner is currently scheduled in. If learners are half way through a rotation but have less than 50% of the logging requirements complete, they are deficient. (Note a developer can change this threshold in the database as required.)
If a learner is for some reason enrolled in two blocks within the same rotation, the system will take the dates of the second block to measure completion.
You can change the filter options or search for an individual learner.
Filter by course to view all learners enrolled in a course. Note that you can apply multiple courses so carefully check you’ve included the ones you want. After you select a course, you can set the appropriate curriculum period.
Filter by cohort to view all learners in a cohort.
To remove a course or cohort from the list, click the small ‘x’ beside the course/cohort name.
Once you see learner cards, click the + icon on the right to see an overview of all the learner's courses and their logbook count in each.
Click ‘View Details’ on a learner card to open a new tab from which you can download a CSV of the learner’s logged entries in each course or view details inline.
Click ‘View Details’ on a course card to see an overview of progress.
From each objective you can click the + icon to see an overview, and then click ‘View entries’ to see a list of individual logged entries.
Download a CSV of what you view on your screen at any point.
CSV will include: learner name, learner #, learner email, list of courses and number of pending entries for each course.
Some CSV options will offer you two download versions:
Course overview: Show total count of required and logged entries organized by course.
This will include learner name, learner #, learner email, course name (called rotation), objective, required, and logged.
Course entries: List all logged entries for the learner with details like date, role, setting, etc.
This will include learner name, learner #, learner email, course name (called rotation), objective, required, logged, encounter date, patient age range, patient gender, role, setting, site, preceptor, and notes (called reflection).
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 still be able to assign it to a course, but it will not be visible under the course Logbook tab.
Unlike ME 1.13, you can now use a curriculum tag set that has 1 or 2 hierarchical levels for logging. The maximum level of hierarchies for the logbook curriculum tag set at this time is 2 levels. Any further levels will not be shown in the UI. See images displaying curriculum tag hierarchy at the bottom of the page.
You must be a user with administrative role permissions to edit curriculum tags.
New in ME 1.14 you can set an entire tag set to loggable at once!
Navigate to Admin>Manage Curriculum.
Click 'Curriculum Tags' from the Manage Curriculum card on the left sidebar.
Click the checkbox beside the appropriate curriculum tag set.
Click 'Make all loggable' below the list of tag set titles.
To set all tags within a tag set as not loggable, click 'Make all unloggable'.
If you wish to specify that certain curriculum tags within a tag set are loggable and others aren't, you must individually set each tag as loggable.
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 as course objectives.
In this sample the entire tag set is called Logbook Objectives. The Logging Categories (Level 1 hierarchy) are Entrustable Professional Activities, Tasks/Procedures, and Encounters.
Each of the level 1 categories have additional tags nested underneath them.
If you have a 2+ level hierarchical tag set and are manually inputting additional tags note that the children nested beneath a top level tag will inherit the loggable setting of that tag. For example, if the entire Entrustable Professional Activities
