How to access My Learners in Clinical Experience

• Navigate to Admin>Clinical Experiences.

• You will land on the My Learners tab but in case you don't, click the 'My Learners' tab under the Clinical Experiences heading.

• Each learner card displays the learner name, email, photo and institutional id.

• Search for a learner as needed, and if you can't find someone, ensure that you are in the correct curriculum period using the dropdown menu on the right.

• After finding the correct learner, you'll be able to access pages relevant to this learner. Options you might see include Assessments, Logbook, Lottery, CBME, and Leave Tracking.

• Note that you can download enrolment from the My Learners tab.

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 experience. Learners can log experiences and both learners and admin/faculty can view learner progress in a logbook.

Some additional things to be aware of:

• Currently Elentra supports setting logbook requirements per course, per curriculum period. There is not currently a way to set up logging requirements per rotation on a rotation schedule. (If an organization has three courses, and each course has its own rotation, just configure a logbook for each course.)

• Learners view their logbook requirements and completion per course.

• You can connect the logbook to Clinical Experience > Rotation Schedule so that a learner's logbook deficiency is determined based on how far through a rotation they are. Note that for this deficiency reporting the logbook will apply only the dates of the final booked slot if a learner is booked in multiple slots for a rotation during one curriculum period.

• There are not currently automated email notifications for the creation of logbook entries, nor deficient statuses. We hope to restore this ability soon.

• There is not currently a link between the logbook and the Assessment and Evaluation module to automatically trigger an assessment form for a procedure when a learner logs a procedure. You can set up procedure assessment forms using workflows so that learners can initiate a form and send it to their preceptor as needed.

You can watch a recording about the logbook at collaborate.elentra.org (login required).

Database Setting Options

Overview of Logbook Setup

1. Build a curriculum tag set and flag each applicable tag as "loggable" (complete via Manage Curriculum).

2. Set a course as including clinical experiences and assign the appropriate curriculum tags to the course (complete via Manage Courses > Setup tab and Curriculum Tags tab).

3. Define the requirements for each loggable encounter (complete via Manage Courses > Logbook tab).

4. Have learners complete and log encounters (learners access this via the Logbook tab under their user icon).

5. Report of logbook completion via Admin > Clinical Experiences > Logbook.

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 actively enrolled (i.e., the curriculum period includes the current .

A note on communicating logbook requirements with learners: There is no user interface that easily allows learners to see all details of all their logbook requirements across courses 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.

Accessing a Logbook

• Click the user icon in the top right and select 'Logbook'.

• Click on a course name to switch courses if needed.

• You'll see a list of curriculum tags or tag subsets and an overview of the requirements and your progress towards those requirements (e.g., 60% of required entries in an ER setting).

• Click on a label (e.g., ER) to view additional details about your logged entries (e.g., 4 Required, 0 Completed).

  • Grey labels show the entries required and green labels show the entries completed.

• Click the chevron on the right side of a tag subset to view completion details for individual tags.

  • Click the tag name or black chevron beside the tag name to view a list of existing entries.

Adding An Entry

• From the user icon in the top right, select 'Logbook'.

• Click 'Log 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 current time but can be adjusted as needed.

  • Rotation: This will be preset with the course you were looking at but can be adjusted as needed.

  • Clinical 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.

• After you specify a clinical task you will be prompted to enter additional information. What you are required to enter and your options for the different fields has been configured by an administrator.

  • If a learner is logging multiple entries 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).

  • 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.

    • Note that a list of recently used preceptors will display for your convenience.

    • If you need to add an external user (i.e., someone without an Elentra account), click 'Add external user'

      • Provide first and last name and email address.

      • Click 'Create'.

  • 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.

  • Notes

  • Reflection

  • Time Spent (minutes): This will only display to learners if the loggable encounter was configured to require time. Time is entered in minutes.

• You 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.

Checking your completion status

• Navigate to your logbook and select a course.

• 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 chevron 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.

Main features:

• Logbook for documenting completion of clinical tasks during rotations and clerkship

• Clinical Lottery for determining a learner's preference for rotation positions

• Rotation Scheduling for work-place based learning

• Granular Clinical Scheduling for scheduling clinical events within rotations

• Leave Tracking

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, blocks, slots and bookings with sites and preceptors

You can watch a recording about using Rotation Schedules at collaborate.elentra.org (login required).

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. 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 course 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.

To learn more about how some schools have set up their clerkship schedules, Consortium participants can access micro-demonstration recordings about Longitudinal Integrated Clerkships and Clerkship Rotations in One Course here (collaborate.elentra.org account required).

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.

Prerequisites

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.

Accessing the Rotation Scheduler

• 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 currently have permission to access.

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

Database Setting Options

Managing Blocks

• Navigate to Admin > Clinical Experience.

• Filter for the appropriate curriculum period and course if needed.

• Click 'Rotation Schedule' below the Filter option 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; 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 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'.

Managing Slots

• 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 quick pick 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 quick pick list of available preceptors is based on the sites assigned to the block.

• The 'Enforce occupancy limits' is used to limit the number of learners booked into a specific slot. This feature is optional but must be used if you plan to use the Elentra Lottery tool.

• 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.

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.

How to manage granular clinical events in a rotation

• 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).

How learners see their granular clinical events schedule

• 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.)

Introduction

Elentra's Lottery module is designed to allow learner input into the process of populating a rotation schedule for the clinical portion of a curriculum. Administrators can create a lottery, based on available rotation slots, and give learners the chance to rank their preferences and even swap slots within rotations between peers after a tentative schedule has been created. Each lottery incorporates its learners' preferences into a processing algorithm that produces 5 variations of draft schedules and a learner satisfaction percentage based on the number of learners receiving their top ranked preference. Draft schedules can be compared before it is selected and either further ranking or swapping stages are applied or eventually applied to a rotation schedule to then be published.

Additional features of the lottery module include the ability to exclude specific learners from a lottery.

Learners scheduled in a draft Rotation Schedule will be retained during Lotteries. This can be helpful if you need to guarantee specific opportunities for some learners (e.g., military personnel, learners with upcoming parental leave, etc.)

You can watch a recording about the Lottery module at collaborate.elentra.org (login required).

Sample Process

The following is a high-level overview of using the lottery module.

• Create a Lottery for a specific curriculum period, then select a rotation schedule to determine the audience and available rotations.

• Build a Stage; this can be. Scheduling or Swapping stage. A scheduling stage is required and allows learners to ranking their preferences. A swapping stage is optional and allows learners to request to swap a slot in the same rotation with a peer.

• Optionally exclude learners from a lottery or prepopulate the schedule for a specific learner (this reserves their spot for them).

• Create a series of Options for a Scheduling Stage, one for each different arrangement of possible rotations.

• Open the lottery stage and make it visible to learners (lottery availability should also be communicated to learners through an Elentra notification or email).

• While the Stage is open, each learner logs in and ranks the Options in order of which ones they prefer the most.

• Close the lottery stage at the appropriate time.

• Runs lottery variations. For each variation, a potential draft schedule is generated, incorporating the learners' ranked preferences and schedule availability.

• Review variations to determine which is the most viable, with the highest learner satisfaction. The chosen variation is merged into the Lottery's working schedule and becomes visible to learners.

• Optoinally run a swapping stage to allow learners to request changes. This is restricted to swapping for the same rotation. Learners can't trade neurology for pediatrics, but they can swap to match with a different preceptor or location.

• The Lottery's working draft schedule is reviewed and published, bringing it into the Rotation Schedule.

Database Setting Options

The Lottery Schedule Tab displays the tentative schedule set to date.

• Optionally filter by Learners, Locations, Instructors, and Rotations.

• Jump to start, end or current time and move forward and back block by block.

• Optionally view by Block, Month or Quarter.

If you pre-book specific learners into rotations, those bookings will show here even before the lottery is run.

After a lottery is run and a lottery administrator selects a variation, the tentative schedule will display here.

As learners swap rotations or stages, the changes will be reflected here.

Publish Tentative Lottery Schedule as Rotation Schedule

To publish a lottery schedule and make it the live rotation schedule for learners, click "Publish Schedule."

Make Lottery Visible to Learners

The Lottery Visibility Tab is where a lottery administrator can toggle the visibility of a lottery on and off and also where a tentative schedule can be published to the Rotation Scheduler.

When visibility is on, learners will be able to see a lottery, even if a stage is closed.

When visibility is off, learners will not see a lottery, even if a stage is open.

Publish Tentative Lottery Schedule as Rotation Schedule

To publish a lottery schedule and make it the live rotation schedule for learners, click "Publish Schedule."

Modify Existing Lotteries

• Click on a lottery title to build or edit a stage.

Edit a Lottery Title

• From the "Manage Lotteries" screen, click the pencil icon to edit the title of an existing lottery. You can also adjust the rotation schedule from this modal but that is not recommended if a lottery is already in progress.

Delete a Lottery

• Click the checkbox beside a lottery and then click 'Delete Selected' to delete a lottery.

• Click the confirmation checkbox in the modal, and then click 'Delete'.

Ranking Stage

The ranking stage is the first stage in a lottery in Elentra. Click on the Participate button on the stage to participate in the stage. You will be brought to a page where you can see all of the potential rotation schedules to rank.

On this page you can filter by locations, rotations, instructors, or curriculum tags in a particular block. To use the filter click on one of the blocks and then choose which criteria to filter by.

The options you need to rank are listed below the filter. You can see the name of the options and the names of the rotations. The location and/or preceptor information may also be provided on the rotation booking in an option.

To rank the options you need to move your top choices to the top of the list. It is not mandatory to sort the entire list.

The list is always presented in ascending numerical order, with the top choice first (Rank 1) and the least desired choice listed at the bottom of the list. You can move the desired options into your preferred ranking scale in many ways.

Methods for Moving Options into a Preferred Order

• Drag & Drop individual tracks Click on the icon with the 6 boxes on the option you wish to move and hold the click then drag it to the position in the list you want it to be at and release the click.

• Select One or More Tracks & Move Them Together On the left side of each track you can select the checkbox to select the track. You can select multiple tracks to move at one time in bulk. When you select the track or tracks you would like to move, then certain functions will become available to move the tracks.

  • If you select just one track you can use the arrows on the track to move it up and down, the Move All to Top or Move All to Bottom button or enter the Rank Number and move it directly to that spot.

    • To use the Rank Number type in the destination rank number and then click move.

  • If you select multiple tracks at once then you can use the arrows on one of the tracks to move the block of tracks up and down or use the Move All to Top or Move All to Bottom button. If there are gaps between your selections upon moving the tracks the gaps will be removed.

Selecting One or More Options

The left side of each Option card also includes a checkbox. You may check more than one Option at a time, and certain controls will become enabled depending on what reordering actions are available. When an Option is checked, the left-hand column expands to include Nudge Up and Nudge Down buttons, represented by an upward chevron icon, and a downward chevron icon, respectively.

Nudging Up or Down

When an Option is checked, and the Nudge Up and Nudge Down buttons are visible, clicking one will nudge the option in the selected direction, effectively swapping it with the Option currently residing in that location.

When multiple Options are checked, the nudge buttons are also available, however, if any gaps exist between the checked Options, they will be removed before the nudge occurs. As an example, let's say you have a list of five options (labelled alphabetically for demonstration).

1. Option A

2. Option B

3. Option C

4. Option D

5. Option E

Now let's say you check Options A, C, and D. The list now looks like this, with the checked Options visually highlighted:

1. [✔] Option A

2. Option B

3. [✔] Option C

4. [✔] Option D

5. Option E

In this multi-checked state, the Nudge Up buttons will be disabled for the checked Options. This is because one of them cannot move up any higher than it is, as Option A is already the top-most choice. However, it is possible to move the group of checked options downward in the list, using the Nudge Down button on any of the checked Options. Performing this action will result in the following list:

1. Option B

2. Option E

3. [✔] Option A

4. [✔] Option C

5. [✔] Option D

This is because before any nudge action, all checked Options are "squashed" together to remove any potential gaps, then moved as a grouped block in the direction of the nudge action.

Move To Top / Move to Bottom

When an Option is checked, the buttons in the page's sticky footer, Move to Top and Move to Bottom become enabled. If there are multiple Options checked, the labels change to say Move All to Top/Bottom. When either of these buttons is clicked, any checked Options will be squashed and grouped together to remove any gaps, then moved t the very top or very bottom of the list.

Direct Move

If you have a single Option checked and would like to move it to a specific Rank number, you can use the input field in the middle of the sticky page footer. Simply type in the destination Rank number, then click the Move button. The list will accommodate for the move by nudging all affected Options up or down by one, depending on whether the action moved the checked Option higher or lower in the list.

You can also perform a direct Move action when multiple Options are checked, and it will behave the same way, but be aware that if there are any gaps between your checked Options, as mentioned above, they will be removed prior to the move action. That means spread out checked Options will be squashed together into a block, then moved to their new destination rank.

You can return to this stage and update your rank preferences for as long as the Ranking stage is open.

Auto-Saving and Manual Saving

After every action that reorders the list, it will be automatically saved. There also exists a manual Save button in the page's sticky footer bar, that can be used to explicitly force the rankings to save. Hovering over this button will display a tooltip that shows the date and time when the rankings were last saved. You can use this tooltip to check and ensure that your rankings are fully stored before leaving the Ranking Interface.

• Admin > Manage Lottery.

• Click on Lottery name.

• Go to the Schedule Tab.

• To publish a lottery schedule and make it the live rotation schedule for learners, click "Publish Schedule."

Leave tracking allows administrative staff to record absences for learners. Please note that this is a separate tool from the Absence Management module.