Elentra ME User Documentation
Elentra ME 1.24
Elentra ME 1.24
  • Introduction
  • What's New in ME 1.24?
  • Support
    • Supported Browsers
    • Reporting Issues
    • Elentra Learn Webinars
    • Feature Requests
  • System Setup
    • Database Settings Options
    • Organisations
    • Assessment Types and Characteristics
    • Assessment Flag Severity
    • Assessment Response Categories
    • Bookmarks
    • Clinical Response Categories
    • Grading Scales
    • Departments
    • Hot Topics
    • Learning Event Types
    • Location Management
    • LTI Providers
    • Media Sources Management
    • Medbiquitous Tools
      • Medbiq Assessment Methods
      • Medbiqitous Instructional Methods
      • Medbiquitous Resources
    • Restricted Days
    • User Disclaimers
    • User Meta Data
  • Curriculum Management
    • Curriculum Layouts and Periods
    • Blocks in a Curriculum Period
    • Curriculum Tracks
    • Curriculum Map Versions
    • Curriculum Tag Sets and Curriculum Tags
    • Context-Based Linkages
    • Hot Topics
    • Curriculum Search
    • Curriculum Explorer
    • Curriculum Matrix
  • User Management
    • Create and Manage Users
    • User Permissions
      • Clinical Faculty Checkbox
    • User Disclaimers
    • User Metadata
    • User Incidents
    • Profile Photos
  • Manage Cohorts
  • Student Management
    • Disciplinary Actions
    • Formal Remediation
    • Leaves of Absence and Off-Cycle Learners
    • Auditing A Course
    • MSPR
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  • Dashboard and Calendar
    • Dashboard
    • Calendar
    • Calendar Subscription
  • Communities
    • Community Types and Uses
    • Creating and Managing Communities
    • Community Pages
      • Announcements
      • Discussions
      • Document Sharing
      • Events
      • Galleries
      • Polling
      • Quizzes
      • External URL
      • BasicLTI Consumer
    • Managing Communities
      • Community Reports
      • Locking a Community
    • Subscribing to Community Notifications
    • Public/Guest Accounts
  • Courses
    • Creating Courses
    • Course Setup
    • Curriculum Tags
      • Copying Assigned Tags from one Curriculum Period to Another
    • Course Content
    • Course Enrolment
    • Course Groups
    • Course Event Attendance
    • Gradebook
    • CBME
    • Logbook
    • Course Reports
  • Course Websites
    • Creating a Course Website
    • Course Website Versioning
    • Locking a Course Website
  • Gradebook
    • Creating Assessments
      • Collections
      • Group Assessments
      • Attaching an Exam
      • Attaching a Discussion Post
      • Attaching a Quiz
      • Managing Existing Assessments
      • Copying an Existing Gradebook
    • Considerations for Clerkship
    • Entering Grades
      • Faculty and TAs Entering Grades
      • Grades from Exams
      • Grading Discussion Posts
      • Grades from Quizzes
      • Adjusted Grades
    • Drop Box Assignments
    • Comments in Gradebook
    • Document Delivery
    • Viewing and Reporting on Gradebooks
    • Gradebook Calculations
    • Learner Explorer
    • Learner View of Gradebooks, Learner Explorer and Assignments
    • Group Assessments and Assignments (Learner View)
  • Learning Events Tab
    • Learners - Bulk Download Event Files
  • Scheduling Events
    • Creating and Managing Events
    • Copying an Existing Schedule of Events
    • Recurring Events/Event Series
    • Parent Child Feature
    • Reporting on Learning Events
  • Event Pages
    • Learner View of Learning Events
    • Event Setup Tab
    • Event Content Tab
      • Bulk Event Feedback Management
    • Event Attendance Tab
    • Event History Tab
    • Event Statistics Tab
    • Reporting on Events
    • Recurring Events Tab
  • Team Based Learning
  • Lecture Capture
  • Units/Weeks
    • Creating Units
    • Learner View of Units
  • Cases
  • Clinical Experience
    • Accessing My Learners in Clinical Experience
    • Logbook
      • Configure Curriculum Tags to be Loggable
      • Course Setup Required to use Logbook
      • Learner Use of Logbook
      • Logbook Reporting
    • Rotation Schedule
      • Rotation Schedules
      • Rotations
      • Blocks/Slots
      • Booking Learners into Slots
      • Viewing Existing Schedules
      • Granular Clinical Scheduling
        • Clinical Event Attendance Tracking
      • Learner View of Rotation Schedule
      • FAQ
    • Lottery
      • Lottery Glossary
      • Managing Lotteries
        • Lottery Cards
        • Creating a Lottery
        • Editing or Deleting a Lottery
      • Managing Stages
        • Stage Cards
        • Creating a Stage
        • Editing or Deleting a Stage
      • 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
    • Leave Tracking
  • Clinical Courses Duty Hours Tracking
  • Absence Management
    • Absence Management Set Up
    • Absence Management Dashboard
    • Reporting and Tracking Absences (Learners)
    • Managing Absence Requests
    • Tracking Absences in Learning Events (Admin/Faculty)
    • Absence Management Notifications
    • Generating Reports
  • Assessment & Evaluation
    • System Settings
    • Rating Scales
    • Creating and Managing Items
      • Items as seen in PDF
    • Creating and Managing Forms
      • Confidential Assessors/Evaluators
    • Form Templates
    • Distributions
      • Rotation Based Distributions
        • Support for Off-Service Rotation Assessment and Evaluation
        • Distribution Progress Report (Rotation-Based Distribution)
      • Delegation Distributions
      • Learning Event Schedule Distribution
      • Date Range Distribution
      • Ad Hoc Distribution
      • Reciprocal Distribution
      • Summary Assessment Tasks
      • Optionally Release Completed Evaluation Tasks
      • Feedback Options (Distribution Step 4)
      • Peer Assessment Target Release Options
      • Target and Task Release Options (Step 5)
      • Distribution Progress Reports
      • Retiring and Deleting Distributions
    • On-Demand Workflows
    • Rotation Evaluation Options
    • Faculty Evaluation Options
    • Administrator Use
      • Admin > Assessment & Evaluation Dashboard
      • Send Reminders
      • Forwarding Tasks
      • Record Assessment
      • Reopen and Edit Completed Forms
      • Delete and Recover/Reopen Tasks
      • Extend On-Demand Task Expiry Dates
      • Trigger Assessment
      • Trigger Bulk Assessments
      • Assessment and Evaluation Badge
      • Delegations
      • Distribution Reviewer
    • Assessment and Evaluation Reports and Completed Tasks
      • Access to Completed Assessment & Evaluation Tasks and Reports
      • Evaluations Reports
      • Assessments Reports
      • Leave Reports
      • Distribution
      • Weighted CSV Report
      • Sample A&E Reports
    • External Assessors
    • Email Notifications in A & E
    • FAQ
    • Faculty Use of Assessment and Evaluation
      • Completing Tasks
      • Deleting Tasks
      • Forwarding Tasks
      • Completing a Summary Assessment Task
      • Viewing Learners' Assessments (as Staff/Faculty)
    • Learner Use of Assessment and Evaluation
      • Starting an Assessment On Demand
  • 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
      • Course Lists
      • Setting up Academic Advisor Groups
      • Managing Competency Committees
    • Forms/Tools: Introduction
    • Creating and Managing Forms
      • Rating Scales
      • Supervisor Form Template
      • Procedure Form Template
      • Field Note Form Template
      • Rubric Forms
      • Periodic Performance Assessment (PPA) Forms
      • Form Embargo Option
      • 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 Visual Summary
      • CBME Learner Dashboard
      • Archived Assessments
      • Learners' Assessments Page
      • Promoting Learners Through Stages
      • Updating Learner Stages
      • Meeting Logs
      • Milestone Report
      • Pinning Forms, Items and Comments
      • Resident Tool: Thumbs Up for Helpful Feedback
  • CBE
    • Create a Curriculum Framework
      • Curriculum Framework Tag Set Options
    • Upload Objectives for a Curriculum Tag Set
    • Upload or Add Contextual Variable (CV) Responses
    • Set up an Assessment Plan
    • Create Form Templates
    • Review Learner Progression
    • Set up a CBME program in CBE
    • CBME to CBE Post-Migration Review
    • Visual Summary
      • Normative Assessment
      • Resident Dashboard
      • Faculty Development Dashboard
      • Program Evaluation Dashboard
      • Program Oversight Dashboard
  • Exams
    • Exam Questions
      • Importing Exam Questions from Text Files
      • Migrating Questions from ExamSoft
      • Migrating Responses From Exam Soft
      • Export an Exam to Word (.doc) File
    • Creating and Managing Exams
    • Exam Information and Settings
    • Exam Posts
    • RPNow
    • Examity
    • Safe Exam Browser
    • Respondus Lockdown Browser
    • Adjust Exam Scoring
    • Exam Reports
    • Exam History
    • Grading Exams
    • Learner View of Exam
    • Student Admin
    • Exam Question Management
  • Quizzes
    • Creating and Managing Quizzes
    • Learner View
  • Notices
    • Creating and Managing Notices
    • User View of Notices
  • Polls
    • Creating and Managing Polls
  • Peer Instruction
    • Access Peer Instruction
    • Create and/or Manage a Poll
    • Attach/Detach Question(s) to a Peer Instruction
    • Manage a Peer Instruction Event
    • Peer Instruction Reports
  • Medical Student Performance Records
    • Creating and Managing MSPRs
    • Learner Use of MSPR
  • Portfolio
    • Managing Portfolios
      • Managing Portfolio Advisors
    • Viewing Portfolio Entries
    • Learner Use of the Portfolio
    • Portfolio and Gradebook Integration
  • Learning Object Repository
    • Managing Learning Objects
  • Preparing for a New Academic Year
  • Annual Reports
    • Reporting on Annual Reports
  • User Tools and Options
    • User Profile Preferences
    • User Privacy Preferences
    • User Notification Preferences
    • Organisation Switcher
    • Hide Sidebar
    • Display Style Switcher
    • Bookmarks
    • People Search
    • Permission Masks
    • RSS Feeds
    • Give Feedback!
    • My Meetings
  • System Reports
    • Learning Event Reports
    • Course Reports
    • Curriculum Reports
    • Teaching Event Reports
    • Learner Incident Reports
    • Usage Reports
    • Assessment Reports
    • External Reporting
      • AAMC CI Reporting
    • MSPR Reporting
    • Clerkship Reporting
    • Learner Reports
  • Awards
    • Creating and Managing Awards
  • Regional Education
    • Managing Regions
    • Apartments
      • Managing Learners and Accomodations
  • Rich Text Content and Accessibility Checker
  • Multiple Language Support
  • Remote Learning
    • Providing online meeting urls in Learning Events
    • Integration with Microsoft Teams
  • Glossary
  • Elentra Mobile User Guide
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On this page
  • Accessing Form Templates
  • Procedure Form Template Information
  • Template Components Section
  • EPA Selection
  • Contextual Variables
  • Enabling Competency/Milestone Scale Selector
  • Global Rating Scale Selector
  • Default Content
  • Publish
  • A Note on Logging Procedures Without Assessing Them

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  1. Competency-Based Medical Education
  2. Creating and Managing Forms

Procedure Form Template

PreviousSupervisor Form TemplateNextField Note Form Template

Last updated 2 years ago

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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 use the Procedure Form Template, a program must first:

  • Define contextual variables responses for the Procedure variable

  • . This provides the actual assessment criteria for each procedure.

    • You can upload different criteria (i.e., different assessment forms/items) for each procedure.

    • You can optionally use the same criteria for every EPA that will assess that procedure, or you can upload different criteria for every EPA that will assess that procedure.

Accessing Form Templates

  • You need to be logged in as a Program Coordinator, Program Director or staff:admin role to access Admin > Assessment & Evaluation.

  • Navigate to Admin > Assessment & 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 template name and select the form type (Procedure Form) from the dropdown menu.

    • 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.

  • Click 'Add Form'.

  • You will be taken to the procedure form template build page.

Procedure Form Template Information

  • Template Title: Enter the title of the form. This will be seen by users.

  • Description: The form description can be used to store information for administrative purposes, but is not seen by users completing the form.

  • Form Type: This was set in the previous step and cannot be edited here.

  • Course/Program: Program coordinators and faculty directors may not have access to multiple courses, while staff:admin users are likely to. If you have access to multiple courses, make sure you've selected the correct course to affiliate the form with.

  • EPA Version: If you have two (or more) curriculum versions in the system, the Form Template Builder will default to loading the most recent version. In the "EPA Version" tab, simply select the appropriate version. Click Save.

    • If you want to build new forms for learners using Version 1, change the EPA Version to Version 1, click Save, and it will load the appropriate EPAs.

  • Permissions: Anyone added under permissions will have access to edit the form before it is in use and use the form if they are setting up a distribution. You may wish to include a program in the permissions field so that you can filter by this form type later on.

    • To add individual, program, or organisation permissions, click the dropdown selector to select a category, and then begin to type in the appropriate name, clicking on it to add to the list.

    • You can add multiple individuals, programs, and organisations to the permissions list as needed.

  • Include Instructions: Check this to open a rich text editor where you can provide instructions about the form to users (instructions will display at the top of forms built from this template). The same instructions will apply to all forms published from this form template.

Template Components Section

EPA Selection

Select 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.

  • Click ' Save and Next'.

Note: You do not specify milestones for use on a Procedure Form.

Contextual Variables

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.

  • 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.

  • In addition to 'Procedure', you may select between 1 and 6 contextual variables per EPA.

By default, all of the response options within a contextual variable are included on any forms made from the template.

  • Click the grey button beside a contextual variable to view the available contextual variable responses.

  • To remove specific responses from this template, deselect them. For convenience, you can also use ‘Check All’ and ‘Uncheck All’.

  • To allow users to select multiple CV responses when completing a form, check the multi-select box. If selected, the item created on the form will be a drop down multiple responses type, instead of single response type.

  • When you have made the required changes, click the blue ‘Save and Close’ button.

If 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.

Click 'Save'.

Enabling Competency/Milestone Scale Selector

Setting a Scale

  • Use the first dropdown menu to select the scale you want to use to assess enabling competencies or milestones. (Scales can be configured by a medtech:admin user via Admin > Assessment and Evaluation.)

  • Indicate whether comments are disabled, optional, mandatory, or prompted.

    • Disabled - Comments are disabled at the milestone level.

    • Optional - An optional comment box will appear for each milestone. Comments are not required for a form to be submitted.

    • Mandatory - A mandatory comment box will appear for each milestone. Comments are required for all milestones before a form can be submitted.

    • Prompted - A mandatory comment box will appear only for the prompted responses indicated. This is a popular option for responses at the lower end of a scale.

The default response feature allows you to prepopulate a form with the selected response.This can reduce time required to complete the form.

The Responses fields will be automatically populated depending on the scale selected in the first dropdown menu.

Click 'Save'.

Global Rating Scale Selector

  • From the first dropdown menu, select a Global Rating Scale.

  • Enter Item Text if needed.

Elentra allows organizations to optionally automatically populate the Item Text based on the selected scale. If you do not see Item Text you organization may require some additional configuration by a developer.

  • From the second dropdown menu, indicate whether comments are disabled, optional, mandatory, or prompted.

  • The Responses fields will be auto-populated depending on the scale selected in the first dropdown menu.

  • Click 'Save'.

Default Content

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.

Publish

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, you can rearrange the template components for each form; however, you cannot makes changes to the scales or contextual variables. To make these changes, copy the form template and create a new version.

Please note that a behind the scenes task needs to run before your forms will be published. At some schools this may take up to an hour so expect a slight delay between when you publish a form and when it is available to be triggered by users.

A Note on Logging Procedures Without Assessing Them

Setting an EC/MS Scale
Setting a Global Rating Scale

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. For more detail on Elentra's logbook, please see .

Upload assessment criteria CSV files for each procedure
here
Creating a Procedure Form Template
Selecting EPAs
Configuring Contextual Variables
Editing a Published Procedure Form