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You will need to build a rotation schedule before you can build rotations. A rotation schedule acts as a container to hold multiple rotations if necessary. In the example below the Rotation Schedule is "Surgery" and the rotations are obstetrics, ENT, GI, and MSK.
Navigate to Admin > Clinical Experiences.
Click the 'Rotation Schedule' tab under the filter card.
Click 'New Draft'.
Select a curriculum period.
The cperiod selected will define the block structures available for rotations created for this rotation schedule.
Select one or more courses
Note that the courses available to select will be those that have an enrolment for the selected curriculum period.
Provide a title (e.g., Neurology Class of 2020) and click 'Confirm'.
You will return to the list of rotation schedules and should see your newly created schedule on the list in Draft status. Note that a Courses column displays which course(s) a rotation schedule is affiliated with.
Your next step is to add rotations to this rotation schedule.
Remember to return to this screen later to publish the rotation schedule so that its contents become visible to learners. You might do this after a lottery has run or after all courses have set their schedules.
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.
You can add author permissions to a rotation schedule, but not an individual rotation.
After you have added slots and/or booked learners into slots, return to the main list of rotation schedules.
Click the checkbox beside a draft which will cause a publish button to display in the lower right hand corner.
Click 'Publish' and then confirm your action by clicking 'Publish' again in the confirmation window.
Note that you can continue to edit rotations and bookings within a rotation schedule even after it has been published.
Click on the name of the schedule.
Click on the pencil icon beside the schedule name.
Edit the information as required.
Click 'Save'.
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 program coordinator can't edit a booking outside their own program (they can book the learner into another slot in the same block). Additionally, a program coordinator cannot delete a slot that already has booked learners in it.
Off service rotations you've booked a learner into will display in grey and show the rotation shortname.
Navigate to Admin > Clinical Experiences.
Click the 'Rotation Schedule' tab under the Clinical Experiences heading.
Click on the name of a schedule that is either published or in draft.
After clicking a schedule name, you will see a list of existing rotations, or no rotations if it is a new schedule.
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.
You can select appropriate sites, buildings and rooms from the dropdown menus to specify where the rotation will be located. You can associate multiple sites, buildings and rooms with a rotation which will make those same sites available when you build blocks and slots.
Click 'Sites' to open the list of available sites and click the green Add button beside those you wish to make available to this rotation. Click 'Sites' again to close the card.
Repeat the same steps for Buildings and Rooms as appropriate.
Associate one or more preceptors with this rotation as needed. Adding preceptors to a rotation will allow you to more quickly find the people you need to associate with a clinical event if you are using granular clinical events.
Add attachments relevant to the rotation as needed. Drag and drop files or browse your computer as needed.
If you want to automatically have rotation evaluations sent to learners book into this rotation, check the box. To use this feature, you must have a standard rotation evaluation form built and permissioned to the course in which this rotation exists. A rotation evaluation form will automatically be sent to all learners in the rotation. Set a number of days and whether the rotation evaluation should be sent before or after the end of the course.
Please note that using this option means you would NOT set up an additional distribution to send leaners rotation evaluations. The automated rotation evaluation will automatically be sent, however you will not be able to view a progress report for it as you would a normal distribution. You can rely on the Admin > A & E dashboard to monitor progress of tasks sent via the automated rotation evaluation. Additionally, you can report on results using the Automated Rotation Evaluations (Aggregated) report.
Choose the block schedules you wish to associate with this rotation. Associating block schedules with a rotation will make those periods of time available to book learners into later. Click the view details link beside a block title to view the individual blocks and their dates.
Click 'Save'. You will be redirected to the list of rotations in the rotation schedule in which you are working.
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'.
You can build a list of rotations in a rotation schedule by importing a csv that lists the rotations and their shortnames/codes. You will apply a specific block template during import and Elentra will automatically build one slot per block for each rotation. Note that you must have block schedules built for the applicable curriculum periods before you can import rotations.
Navigate to Admin > Clinical Experience.
Filter by course or cohort as needed.
Click on Rotation Schedule.
Click Rotations Setup.
Create a draft rotation schedule if needed. Otherwise, click on a schedule title.
Click the menu options beside Add Rotation and select 'Import Rotation Schedule' from the dropdown options.
From the popup that appears, optionally download a sample CSV.
Complete the CSV as needed (must include short name and full name for all rotations).
Drag and drop or browse your computer to select a file.
Select a Template from those available (these are defined by the blocks built in the relevant curriculum period). You can select more than one block schedule template in which case all rotations listed in the CSV will have blocks automatically built for the corresponding schedule (e.g. 2 week and 4 week blocks). Each block will automatically have one slot configured.
Click 'Import Rotations'.
The created rotations will display in a list.
Click the blue pencil on the right to go into a rotation and view the automatically created blocks and slots.
Create a draft (see above). Click 'View Schedule' if you aren't already in the draft.
Click 'Rotations Setup' to switch tabs.
Click the hamburger icon beside Add Rotation and select 'Import Rotations from Existing Schedule' 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).
Select the relevant course(s) you are copying from.
Note that the newly created rotations will use the block dates of the curriculum period you are copying to.
Optionally select to include files attached to rotations by checking the tick box.
Click 'Import Rotations'. It can take some time for rotations to copy so be patient.
The copied rotations will display in a list.
A note for CBME users: When you copy an existing rotation schedule, CBME objectives associated with the rotations are not copied. You will need to define the likelihood and priority settings for the EPAs associated with each rotation when you copy a rotation schedule.
Also note there is currently no way to copy only one/some rotations from a rotation schedule. If not all existing rotations apply to a new curriculum period or course it may be fastest to copy the rotation schedule and then delete the rotations you don't need.
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. Please note that this export will only include the first booking that matches the start and the end date of it's template block. That means that bookings with custom dates won't be exported because the start/end date won't match the template. If there are multiple bookings for the same template block, only the first one will be exported.
Granular Clinical Scheduling allows users to capture the variability in a learner's schedule during a rotation. Administrative users can better manage specific clinical events that occur for short periods of time, enforce occupancy limits and accommodate call schedules.
Clinical events can have a site and preceptor defined for them and can be created to occur repeatedly as needed. When a granular clinical event is created, it will display on a learner's individual calendar. From their calendar learners have the ability to alter or confirm their attendance at the event, and access their log book.
Allowing learners to accept, reject or modify a scheduled granular clinical event is controlled via a database setting and is enabled by default (setting = clinical_event_approval_enabled). To change this setting, please speak to a developer.
Please note that you must have rotations built and learners scheduled into rotations before you can schedule a learner into a clinical event.
Navigate to Admin > Clinical Experience and optionally filter by curriculum period and course.
Click on 'Rotation Schedule'.
Click on a rotation schedule (published or draft).
You will land on the Learners tab. Note that you can optionally filter learners by Curriculum Track on this page.
Learners should already be booked into rotation slots before you schedule clinical events.
Click on an existing booking.
Click 'Schedule'.
You will land on the Clinical Events tab. A calendar interface is used to book a clinical event. Pre-existing learning events will appear in grey to show when learners are unavailable.
To book a clinical event, click anywhere on the calendar where the learner is free. Clinical events can be as short as 30 minutes.
On the Book Clinical Event card, provide the clinical event details including duration, recurring event behaviour, description, the site, preceptors and attendees. Attendees can be other learners that are already scheduled in the rotation so you can add multiple learners at once without having to edit each individual learner's schedule.
Save and complete by clicking 'Book Clinical Event'.
You will return to the Clinical Events tab and the newly scheduled event should display on the learner's calendar.
To add more clinical events to a learner's schedule, repeat this process.
You can edit or delete a clinical event by clicking on it to open it, making the necessary changes, and confirming your actions.
You can view all clinical events scheduled in a rotation by clicking a rotation. The clinical events will display in a list (see below).
Learners have access to their rotation schedule from the Dashboard by clicking on the 'My Event Calendar' tab.
From this tab, a learner will be able to filter the calendar view for the day, week, or month.
The learner will be able to click on each granular clinical event where a pop up appears with the date and time, location and preceptors associated with the event. The learner can confirm or approve a scheduled clinical event in this pop up.
The learner will also be able to log an encounter directly from this pop up. (They must first confirm their attendance.)
New in ME 1.19!
Enhancement to allow program coordinators to edit bookings associated with only their affiliated courses when using a multi-course rotation schedule
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, blocks, slots and bookings with sites and preceptors
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.
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. For each rotation, you can upload files and optionally select to automatically send a standard rotation evaluation.
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 in largest block size. The CSV import does not currently support sites nor preceptors.)
6. Schedule learners into granular clinical events as desired.
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.
In order to effectively use the rotation scheduler you should:
Ensure that the relevant curriculum periods have blocks built. Blocks must be built by someone in an administrator role (see Admin > Manage Curriculum > Curriculum Layout).
Optionally 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.
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.
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).
If a site is assigned to the booking, the learner will see the site code displayed beside the rotation name.
Having the learner manage their attendance through their granular clinical events schedule is a setting option in Elentra and is disabled by default. If you'd like to have learners use this feature please make sure that a developer has enabled 'clinical_event_approval_enabled' in the settings table.
If learners have been scheduled into granular clinical events, they can view them from the Dashboard by clicking on the 'My Event Calendar' tab. Learners can view their calendar by day, week, or month and can use the date selector to easily move to a specific date.
Clinical events are shown with the first aid kit icon beside the event time.
The learner will be able to click on each granular clinical event where a pop up appears with the date and time, location and preceptors associated with the event. The learner can confirm or approve a scheduled clinical event in this pop up.
The learner will also be able to log an encounter directly from this pop up. (They must first confirm their attendance.)
If you schedule learners into granular clinical events, you can allow them to confirm or adjust their attendance at those events. This provides data akin to duty hours tracking.
Having the learner manage their attendance through their granular clinical events schedule is a setting option in Elentra and is disabled by default. If you'd like to have learners use this feature please make sure that a developer has enabled 'clinical_event_approval_enabled' in the settings table.
A curriculum coordinator or program coordinator can monitor the attendance tracking of her affiliated learners.
Navigate to Admin > Clinical Experience.
Click on the Clinical Events tab (note that this tab will only display if you have clinical events scheduled).
A list of clinical events will display by learner.
Optionally filter by course, track, date, time, approval status (i.e., already reviewed), and learner status (i.e., accepted, adjusted, declined, not addressed).
Show or hide columns as desired.
Optionally bulk review all entries.
For more information on Granular Clinical Scheduling, please click the link.
Navigate to Admin > Clinical Experience.
Filter for the appropriate curriculum period and course if needed.
Click 'Rotation Schedule' below the Filter card.
Click on the appropriate rotation schedule title.
Click on 'Rotations Setup' under the Rotation Schedule title.
Click on the pencil icon to the right of the rotation you want to edit slots for.
The rotation details will open, then scroll down until you see a list of blocks.
Click on the pencil icon to the right of a block name to open the block details card.
On the Block Details card you can edit the title, provide a block description, tailor the start and end dates, specify sites, buildings and rooms, and specify preceptors as needed. The details you add here will be accessible to the slots in this block.
A note on making your selections:
Click 'Choose Site' or 'Choose Preceptor' to open a list of options.
Click on the 'Sites' or similar bar to search for or select your option. Clicking the checkbox beside a site or building will make the children of that entity available as selections. To actually add a site or building, click the green 'Add' button to the right of the site name.
To close the searchable list of sites click 'Sites' again, or click 'Choose Site'.
Everything you choose will display on a list and have a red 'Remove' button beside it if you need to remove something.
After making your selections, click 'Save'.
On the next card down, you can manage the available slots for the block. Elentra automatically creates one on service slot for every 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.
Optionally select a site for the slot by clicking 'Choose Site'. The list of available sites is based on the sites assigned to the block.
Optionally select a preceptor for the slot by clicking 'Choose Preceptor'. The list of available preceptors is based on the sites assigned to the block.
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.
If you turn 'Enforce occupancy limits' on, 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.
I'm trying to copy a rotation schedule and none are available to me.
To copy an existing rotation schedule, the curriculum period block structure must be identical across the two schedules. For example, if the course you are working in has 2 and 4 week blocks, you'll only be able to copy schedules for courses with curriculum periods with the same underlying block structure.
Learners don't see their rotation schedules from the Dashboard.
Confirm you have published the relevant rotation schedule.
New in ME 1.19!
Enhancement to a rotation schedule built for multiple courses: Program Coordinators are able to edit bookings associated with their course, but not those belonging to other courses.
Click on the name of a schedule.
Note that Staff:Pcoor users will only have access to their affiliated courses/programs.
For multi-course rotation schedules, assigned Program Coordinators will be able to create bookings for their course, but not others.
Mouse over the block where you want to book a learner and click.
The system will identify all available rotations and slots with start dates in the block you clicked on. 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.
Any off service rotations available to the learner will be displayed at the bottom of the list.
Indicate a block span if you wish to book the learner in multiple consecutive blocks.
Select a block from the dropdown menu. If you indicated a block span, additional blocks will automatically be displayed.
Select a slot (on service or off service) for each slot.
You may customize the dates for a slot booking if needed, which will impact the display of the rotation in both the admin view and learner view of the rotation schedule. Click the checkbox and adjust the start and end dates for the slot.
Please note that distributions set to deliver tasks based on a rotation schedule will not respect the custom dates that you identify for the slot; instead, the distribution will refer to the start and end dates of the block that you first selected. Therefore, custom dates may be most useful if you only need to extend or shorten a rotation by just a few days.
Elentra ME 1.19.1 has been updated so that custom bookings are now respected in the distribution engine and tasks will send at the appropriate time.
Add a site or preceptor for the slot as needed.
Click 'Save'.
You can add a learner to multiple slots within a block. To do so, click anywhere on booking and then click '+ New Booking'.
You can import a csv to assign learners to a rotation, however the system can only support adding learners to one rotation per block, and will automatically assign them to the longest block length possible. Additionally, up to and including ME 1.19 the csv import can support learners and rotations but not sites or preceptors.
Navigate to Admin > Clinical Experience.
Filter by course or cohort as needed.
Click on Rotation Schedule.
Click on the title of an existing rotation schedule.
You will land on the Learners tab. Stay on that tab and click 'Export CSV' on the right hand side. This will generate a csv file populated with institutional number, learner first and last name, and the block dates for the curriculum period.
Complete the csv by adding the rotation using the 'course code:rotation shortname' in each applicable cell. For example, SURG:ENT, SURG:MSK.
Remember, you can only upload learners to the longest provided block structure.
Click 'Import CSV'.
Click 'Import CSV' again and select your file.
Click 'Next.'
You will be prompted to confirm your next steps - either replace the existing schedule, or merge your file with the existing schedule. Make your choice and click 'Next'.
You will see a schedule preview. Review it.
Click 'Import Schedule'.
You will see the relevant rotations display for each learner.
Remember that learners are now scheduled into a generic slot for the rotation. If you need to define a site, preceptor, etc. you can now do so.
Click anywhere on a filled booking to reopen it.
Click 'Edit' in the bottom right corner.
Make changes as necessary on the Edit Booking card and then click 'Save.'
Please note that there is a database setting to optionally allow program coordinators associated with courses to delete slots that have off-service learners in them and make changes to the slot spaces (setting: allow_program_coordinator_manage_booked_slots). This setting is enabled by default. If you wish to prevent program coordinators from being able to do these things you should speak to a developer about changing the setting.
