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MedSIS Competence Committee Review Dashboard Training for Program Administrators | Competency Based Medical Education PGME, McMaster | YouTubeToText
YouTube Transcript: MedSIS Competence Committee Review Dashboard Training for Program Administrators
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Video Summary
Summary
Core Theme
This content provides a comprehensive guide on setting up and utilizing the new "Review Dashboard" feature within the MedSys CBME module, designed to streamline competence committee reviews by centralizing documentation and improving transparency.
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so today we are going to
review the med sys competence committee
review dashboard um this is for all of the
the
programs using the cbme module and
it's like a new tab in the dashboard
that you guys are used to seeing so you
know you see your epa's and supporting
documentation and assessments and
now there's a new tab called review
dashboard so
um there's some administrative tasks
for you guys to do to get these um
dashboards set up and that needs to take
place before your faculty and your
residents can go in and
see anything it will just kind of be a
blank tab until you do this part of it
so i'm going to go over
a slideshow presentation it's mainly screenshots
screenshots
of how to go through this process and i
think that i'll use
these slides as your user guide so you know
know
normally in word we kind of do a user
guide on how to do this and how to do that
that
um this is a little bit more lengthy so
i think it's just easier to digest and
read and follow when it's in a slideshow presentation
presentation
so i will make sure this gets posted on
our website and send everybody the link
to it
so that when you go you know back to
your desk or back to work
you can get started on setting up your
confidence committee review
dashboard um i know some people like to like
like
log in as we're doing the training and
be like kind of
trying it out for themselves i think
what i'm going to do is go through the
slides and i'm just hoping that everyone
can kind of
pay attention to that part of it because
there's just like some comments and
notes that i want to make about certain things
things
and then what i'll do is after i go
through the slides i will
log into medsys and i will go through
the process
in the system as well and if at that
time you know you kind of digest better
by logging in yourself then um totally fine
fine
okay so our agenda for today is we are
going to look at setting up a competence
committee review
template and this is going to cover how
to create review periods we'll talk about
about
requirements um in general how the
template comes together how you assign
that template to your trainees
um how to access the trainees review
dashboard once you've assigned them the template
template
and how to customize a trainee's
competence committee review
you know if they have extra learning
needs or they need extra reviews and
things like that
and then you know the second part will
be actually like navigating the
dashboard and how it facilitates your
competence committee
so what is the dashboard um i just took
this from the email that went out to you
for signing up for training
it's just intended to streamline your
competence committee processes
to help facilitate your committee
meetings to house and centralize all of
the relevant
documentation that goes into a
competence committee review
to improve the transparency of what is
being reviewed as part of a
decision-making process so
you know the coaches and the committee
members and the residents they're all
seeing in one dashboard what is being
taken into consideration when decisions
are being made about their progress
and also to alleviate some of the prep
work that
um you guys are doing in terms of
emailing documents back and forth to
academic coaches or file reviewers um
you know i'm working with post grad
quite a bit to try and have lots of
training sessions and lots of demos for
faculty and we really want to empower
them to
feel comfortable going into the system
and using it themselves
um as opposed to like so heavily relying
on administrators to
um do the leg work because everything
will be available to them in one place
so i don't think there's any reason they
can't go in and
so this is what let me just make this bigger
bigger
this is what a review dashboard looks
like so you guys are familiar with
these tabs across the top you've been
using them so far
um and now there's a new one called
review dashboard and this is what it
will look like
after you have created the template so
when your committee members and your
academic coaches and your residents log in
in
and go to this tab and even for yourself
this is what they will see
once you have done the prep work for it
and so
basically like i said it's here to have
all of the steps that will go into your
competence committee review you can
assign who's responsible for the step
and you can attach like a template file
to this step as well so
for example number three is the resident
reflection report the trainee is
responsible for this step
and there's a resident reflection report
template that they need to actually
download and fill out
and upload back here so everybody can go
in they can download their templates
they can fill it out and save it
and then you know i'll show you how this
works but they would re-upload the new
one and
then it would be sitting under this
column called files it will show when
their step is complete and when they've
completed this step
and then you can see at the bottom here
it also tracks for every review
the date the meeting took place the date
the decisions were ratified what the
resident's overall status is at this time
time
the purpose of the meeting so was it a
regular review or was there
intended to make a decision to promote
the trainee um the outcome
were they just um are was there a
decision to promote them
and then promotion are they being
promoted to stage two three four etc etc
and then there's a section for comments
here um this section is really just
if there's any kind of high level notes
that you want to make
or like your committee members want to
make about the review then they can add
it in there
it's really not intended to replace a
document or be putting some kind of
letter in there or
anything like that so this is what the
finished product looks like and what i'm
going to show you is how we get to this point
how come my slides won't change there we
go okay so when you log into medsys you
have this curriculum button you're
familiar with it you've been using
it and then you're going to see on the
left hand side in my screenshot that you
have some
lookup tables that are available to you
and so one of the things that we need to
do as a first step is to create a review period
period
a review period is just um an indicator
of the period of time that is being reviewed
reviewed
for these residents so if you have a review
review
on october 1st and it's for july 1st to september
september
30th then you would create your review
period for that period of time and then
you can assign it to
the review to say this competence
committee review was intended to review
this resident from july 1st to september 30th
30th
each program will have different review
periods based on their program's needs
and when they meet to review
and in your own like look up table tab
here you'll see a list of all of your
own review
okay so you can see here um i've clicked
add new review period i've given it a name
name
and i've put through the calendar the
start date and the end date and i've selected
selected
my program i would suggest when you're
naming the review period to name it
something that makes sense
name it something that's easily
identifiable if you just say review
one i mean once you kind of go on for a
few years and start having this
like list of review periods um you know
you just want to make sure you're naming
it something clear
me personally i've just been naming it
what the actual dates are i think it's
the clearest way to go
but whatever is going to help keep you organized
okay then the next thing you need to do
is on this same screen where i was at my
lookup tables from the left hand side
where we just did review period
now we're going to switch over to the
first tab which is called requirements
and the requirements are the steps that
need to take place as part of the review so
so
i just showed you this on that review dashboard
dashboard
screenshot that they had a learner
summary report was part of it a resident
reflection report
an academic coach report so you are
going to identify
what all of the steps are or you know
required items to be reviewed as part of
the competence committee review
again i say to name these something that
makes sense
um that are very clear and concise um
and also you can modify these
requirements but i just
want you to note that if you modify a requirement
requirement
in here it will be reflected in all of
the reviews that you
have used this step for so for example
if you made a spelling mistake
and you know you've applied this
template to all of these residents and
you want to go in and say oh i spelled
academic coach wrong and fix it
that's great but if you are using the term
term
resident reflection report for a few
years and then your program decides
that's not a proper name for it we want
to call it something different
like resident narrative
requirement or something like that you
don't want to change this requirement
you want to add a new one for what your
new term is called and start using it
going forward
because if you make changes to an
existing requirement in here
it will update everybody's dashboards
where you have used that requirement before
but i can never find it when i'm in
presentation that was just me shinto
oh okay will you flag me if there's a
question because every time i'm in my
like presentation view and i try and
open the chat i could never can never
seem to find it
yeah no problem okay thank you um
okay so again yep it's wendy
sorry i'm on an ipad so it's difficult
to type um just one quick question
regarding the file naming
so as you alluded to as time progresses
you want things to be
you know very clear so that they don't
um they're not vague within
the dashboard but if we were to name it
by like
a date um would we should we do it like
a numeric value so it'll all group all
the documents together
in this dashboard so it already
it will group it all together by review
so how i just showed you
um in that very initial screenshot which
i can go back
to here so see how at the
in the gray line um it says ttd
review so transition to discipline
review and then it's got the steps and
it's got the bottom component
there will be one of these for every
review that this resident has to do
so you'll be able to sequence the
requirements in the order that they
should appear in the dashboard
you can call them whatever you want and
then if you're attaching template files
same thing likely name your file
something that's clear
but for every review you will organize
what steps you want to be a part of it
so maybe someone who's brand new and
this is their first review
maybe they only have two things to look
at because they're just brand new
but maybe on your resident who's like
just about to leave or like right in the
depths of their program
there might be multiple things that need
to be reviewed and so you can have
multiple steps as part of that review
and so your review period you'll have
lots of them so you'll name a review period
period
like this transition to discipline
review would have a review period of
july 1st to september 30th and then
maybe your next
review is um foundations
and it's for a six month period of time
so you would just assign what all of
your typical review periods are
and assign it to the template and then
you assign the template to
all of the applicable residents
yes actually it does i do have a couple
of other questions but i'll hold off and
maybe see if they're addressed
throughout your presentation
okay perfect um
okay so now i've gone to add a new
requirement and here again i'm
assigning a name to it that i think you
know the residents are going to understand
understand
the committee member is going to
understand and the coaches it's clear to
everybody what i'm looking for here
and again all programs will likely have
different requirements
and when you go in here you put in the
name and then you select your program so
you only have access to assign it to
your own program and you'll only have
access to your own program's requirements
so now that we've done our review
periods and we've put in all the
possible requirements that we might want
to use
for our competence committee reviews now
we actually go
and make the template so you guys have
likely noticed that on the left menu in
the cbme module there's an item called
program curriculum and it lists all of
the programs
um so you were going to go to this
screen and search up your own program
and you're gonna see a screen that looks
like this and one of the tabs is called
requirement checklist and this is where
we're going to create
the template and this is where you'll
see all of your templates over time that
you have created they will all live here
okay so we've gone to add new we're
going to name this
review we're going to give it a sequence
number so i'm saying for all of the
residents i'm going to apply this to
it's going to be the first review in their
their
review dashboard and the review dates
that we're looking at
are october 1st to december 31st 2020
and then we're going to save it out
um again with the naming of the reviews
um or the templates
you know best to name it something i
know all the programs work differently
and probably call reviews differently
but just to try and come up with like
maybe a naming convention that's going
to help you
keep all of your reviews uh or your templates
templates
organized so now that i've saved it this
is what it looks like as you have one of
the reviews here so it just looks like a
like a colored block
on the page and now you want to
assign this review to your residence and
so you're only going to assign it to
the applicable residence nope sorry i'm
skipping ahead
before you assign it you've created what
your review is called what the sequence
is and what the period is
and now you have to add the steps to the template
template
so when you click on the colored box
this screen like this will open up and
you can see that it's empty
and on the right hand side it says add
new requirement
and so when you click on that screen or
on that button
you will see something that looks like
this so you are going to
from the drop down under requirement your
your
your own list of requirements that you
have made will populate there
so if you click on it it's going to say
either learner summary report or
academic coach report or competence
committee letter
and then you are going to indicate who
is responsible for the requirement
you don't have access to name these
roles it's either going to be administrator
administrator
trainee academic coach or competence
committee member those are the only four rules
rules
you're going to say what number an order
of this step should be so if the learner
summary report you want to be the first
thing that gets looked at then you can
put that there
you can assign a due date there's no
notifications or anything that
go out like that for it but if you're
just trying to keep things organized or
help your residents stay on time if they
have to submit a reflection document
or something like that you can use the
due date option
and then so in this first screenshot on
the left
that's just saying okay if the learner
summary report is a requirement the
admin is responsible for it and then i'm
going to save it
the second screenshot is um if you
have a template file that you want to
assign to this step
as part of this review then you can do
that so in this next example i put
the academic coach or file reviewer
report who's responsible the academic coach
coach
this is going to be the second step in
my list of requirements you know that is
part of this review
i'm not going to give it a due date and
i'm going to
put our programs academic coach report
template here
so that when the coach logs in they'll
see that file there and they can
download it and
open it and complete it so you have two options
options
one is you don't have to put any file
and the other one is you can't you have
so once you've gone through and you've
added all of your um
all of your steps and all of your files
then your
checklist will look something like this
so now you have each of your steps
who is responsible and if there is
applicable file template you've added it
there so now this review is done
so now that you've created the template
now you want to assign it to the
resident so we're going to go
back out of here back to our colored box
we're going to click on the three dots
in the top right corner and we're going
to go to
assign and what you're going to see
and you might have seen this in other
sections of medsys is like a bulk
assigned screen so all of your residents
will be listed here
and then you can go through and tick off who
who
this template should apply to so if it's
the transition to discipline review
it's just my you know first year
resident who just
started cbme you know if it's your core
review too you know then you might have
to apply it to
certain you know pgy2s or three residents
residents
i have asked as an enhancement for some
filters on this screen to try and help
you guys so
you know for programs that are a little
bit bigger and have lots of residents i
said you know can we
add a filter in here that's like just
show me my pgy ones like
filter it by pgy level or also to filter
it by stage so
show me all my stage one residence show
me all my stage two residents
just to try and narrow down your list a
little bit
to make it a little bit more helpful so
it's not in there yet but it's
it's on the next list of things that i
have submitted for approval
um one thing i want to mention is when
you create this template and you assign it
it
to residents what it's doing
is taking a copy of the template and
copying it to that resident's profile
once once that process is done um
if you were to go update that template
it's not going to
update it for the residents you've
already applied it to it's only
making changes from today and anybody
new that you apply this template to so
the idea is if you do this transition to discipline
discipline [Music]
[Music]
template and you apply it to your pgi once
once
next year when your pgy1 start you
already have that template there
you can go and update the review period
for it and you apply it to all of your
new residents
that way like hopefully if you know
depending on how long your program is
and how many reviews a resident has to
undergo um you don't end up with like a million
million
templates in your dashboard you know you
might only end up with like
six or eight or however many um and if
you name them accordingly then you know
which residents you should always be
applying this template to
and that way um if something changes so
if transition to discipline this year
three things got reviewed but now you
know there's a new program
requirement for my new transition to
discipline residents that are starting
in the new academic year
you can modify that template you can add
your new requirement
and then you would apply it to your new
residence so it's really just
copying it to the resident's profile and
and then it's done
so if you did need to make a change um
like say you applied it to everybody and
then you decided that there is an extra step
step
in this review and now you've already
applied the template you can't go and
add a step to the template and think
that it's going to apply it to all of
the residents it doesn't work like that
so if that happened you either need to
go and delete
the review from all of your residents
update your template and reapply
or go into each of your residence
profile and manually add in that new requirement
requirement
is there any questions about that piece
because i just feel like that's one that
might cause a little bit of confusion
okay so now that you've assigned it to
your residence you're going to go
into your learner curriculum tab
which again you guys will be familiar
with this is where it lists all of your
residents that are
registered into your learning path and
you're going to click on one of your
residents that you have assigned this
template to and now when you go to their
review dashboard
this is what you're going to see so
there's all of the steps that you've put
in your template who's responsible for it
it
and your files that you attach to that
template are all there ready to go for people
people
to download and fill out and then at the bottom
bottom
that is a standard um you know meeting date
date
date decision ratified overall status
those fields are all
static like they just stay on every
review across the board for all programs
for all reviews
and these were these items were defined by
by
a competence committee review dashboard committee
committee
at the the post-grad level we had a
working group for all of this
and also the drop-downs for them will be
kind of
um the drop-down values will be like decided
decided
or you know at the pg level and will be
standard across the board for all
how to customize a trainee's competence committee
committee
review so for trainees who might have more
more
fewer or different requirements than
other trainees
requirements can be added to an
individual trainee's
review dashboard so if somebody has like
enhanced education plans or remedial
documentation or
i don't know anything that might come up
where it's something different than what
everybody else has
you can add it just to that trainee's
one review
on their individual dashboard and also
for trainees who might have
more or different reviews than other
trainees so maybe it's an entirely
different review has entirely different steps
steps
or maybe you have a resident who has you
know extended training and
needs more reviews than everybody else
there's flexibility to do this in the
system as well
so if we go back to this residence
dashboard and we click
you can see on the right corner there's
an ad requirement button
and again when you click on requirement
that list
is the original list that you decided
what are all the possible requirements
for my program for my templates who's
responsible you're picking from only the
four options available
administrator trainee academic coach or
competence committee
a due date you can sequence it so you
can see i sequence this as number five
because i already have four steps
in my checklist um in my review template there
there
and then again you can add a template file
file
if it needs to go here um or
under files you know maybe there's no
specific template but you have
documentation on file that should be reviewed
reviewed
you would drag and drop it into the file
section and you would
so now we saved it and you can see that
number five is their enhanced education
plans and the program administrator is
responsible for uploading that documentation
um okay i think that's it
i'm just gonna stop sharing again for
okay so now um i would like to actually
go in the system it's a little bit
repetitive but just because there's so
many steps and this is brand new
i would like you guys to kind of see it
as much as
possible um so before i kind of log in
and get into that
does anybody have any questions about
what we've seen so far
so chantelle it's wendy yep um
so that was a very helpful overview and and
and
and the hands-on experience will be
really helpful for us to
master it the one thing that i'm just
wanting to clarify
is are each of the phases needed to be used
used
um so you said transition to discipline
and there's foundations
core and transition to practice the
reason i asked that is
because the individual residents
progress at different paces they may be doing
doing
epa's in a different phase than what
they're actually registered in
and if we specify say foundations and
there's core
or epas that we want our committee to review
review
will they see those epas
yeah if we are naming them
they will see the epas and you don't
have to even name it
um like so i i
i think what you are thinking is that if you
you
say that the review period is july 1st to
to
september 30th and they are registered
in stage one
but they skipped ahead and did some epas
from stage two
will the committee in general be able to
see that information in the dashboard
and the learner summary report
definitely and also you can name
your competence committee reviews
whatever you like so if you're
if the stage that the resident is in
really doesn't matter
you don't have to call it by a stage
like if your reviews are time based
so every september january april
our competence committee meets and we
review everybody
then you can name your templates
by those particular dates like which
whatever is kind of
helpful to be organized for your program
and it doesn't have any bearing yeah it
doesn't have any bearing on like
what is being viewed in the dashboard
yes because what will get complicated
i'm sure for other programs too is the
fact that
so many residents were delayed due to
covid so they're all going to be at
different time points in the process
i just i wouldn't want a template not to
be practical in terms of what was being reviewed
reviewed
so that's very helpful thanks chantelle
no problem
um i have a question okay um
so when uh the assigned template files and
and
um you can download that document does
it automatically upload again
it doesn't so they would have to
download it
um open it on their computer fill it out
save that file to their computer
and upload it um
and so we we actually launched this dashboard
dashboard
for family medicine it was originally designed
designed
um for them when they were getting a
cbme module created for them
because they have very you know
different curriculum than royal college programs
programs
um and so we launched it for them in september
september
and we actually got a lot of feedback
that um there are lots of faculty who
don't know how to like click on a link and
and
open a document and save it to their
computer and re-upload it
i was actually like very blindsided by
it i did not think that that was going
to be
a challenge for people and out of everything
everything
launching like they have 200 residents
they did 200 reviews and like everything went
went
so perfectly well except for this one
step so
we may have a change in that process but
i really wanted to wait
to put it out to royal college programs
to see if you guys have issues with it
um and your faculty have problems with
it and then
you know if if that's the case and
people just really can't get used to it
and it's a barrier then we'll think of
something new like we've brainstormed
ideas like maybe you click it and it
takes you into a medicis
form as opposed to a file um
i mean you know that all takes resources
and then we need somebody responsible in
med system
create and manage everybody's forms and
that sort of thing so
um you know there are solutions and
there's options but um
just be aware that that could be a
challenge you might face
it's good to know because we already
have that challenge so yeah
i was like is this going to be automatic
because i'm not
so it's good to know um my other
question is with that template um it's
document that you can download is it
also possible to put a link
or does it have to be a document it does
have to be a
document um like a like an actual file
um i mean i guess you could put a link
in a word document and upload that and
have people click on it and click the link
link
um you know if that's going to be more useful
useful
okay so i am logged
and again like i mentioned you guys have
this curriculum button
um available to you and this is where
your cbme
module is and now when you click in there
there
so now when you log in here you'll see
that you have some
i'm logged into my account so you'll see
a few more menu items on
my screen than you'll see on yours but
you will have one that's called
requirement checklist and then you'll
see the tabs at the top so first you
want to go in
and you want to create your review period
period
you know july 1 to
september 30th 2020 and then i'm
july 1st to september 30th
and i'm going to pick my program
auto laryngology and save
um and so that's how you would do it and
you know if you already know what all of
your review periods are you could go in
in one shot and kind of put populate
them all in there
you'll only have access to your own
review periods you can see i have some
for family medicine here as well it's
just because of my access
has no restrictions and then again if
you'll see your program's requirements
that are there and so if i click add new
and i'm going to say coach report
and this is for my program
auto laryngology and save it
and so you can see that i have um
you know and your list can be as you
know as few or many
as are needed for your program so once
you've got your review periods
and your requirements you're going to go
back up to this
program curriculum and this is the
screen i was telling you
um that you'll see like everybody's
program listed
this is like the this is where i
like live in the cbme module this is
where i set up all your epas and
requirements this is kind of where all
of the action
happens so we've opened it up to you
guys to
have access to do your
competence committee review dashboard so
you search up your program
you click on it um just as an fyi
learning path this is where all of your
epas get imported and where i do all of
my work
and then under requirement checklist is
where you'll create
your template so it's going to look
blank like this
and you would say add new checklist and
you will give it a name so um like wendy
in your case if it's very date-based
then you can call it by
a date if it's stage based like in
family medicine it's a two-year program
and every resident is going to have six
reviews and they all take place at the
exact same time
so they call theirs like pgy1 [Music]
[Music]
initial review is what they name theirs
and i want this to be the first review
that's on my residence dashboard
and i'm going to pick the review period
time that this is applicable too
and then i will save it and then there
it is and so now i just click on it
and you can see it's empty and now i
want to start adding in okay for my
initial pgy1 residence
what are all of the things that need to
go into this review this is likely
something you communicate with your pd
or cbme lead
so requirement again these are all my
requirements that i already made
so i'm going to pick a learner summary
report who is responsible for this
i'm going to say the program
administrator so you guys can go in and
you can run a report for a certain date
period you know whatever you're trying
to look at here
and then you can upload it you don't
upload it here this is only for
templates but
i'll show you how to upload it to the
residence file when we get there
and i'm going to say sequence one it's
the first step in the review
and then i will go through and continue
to add my
requirements here so the coach report
the coach is responsible for it
this can be step two and then maybe i
attach my file to it do i have anything
okay so i can take this as a fake
document but you can
you can see here like you can drag and
drop it in
or you can click there and it will bring
up your file computers you know kind of
like if you're attaching a document to
an email
and then you save and you go through
until you get through all of the
review so this one maybe i'll give a due date
date
and say november 10th and um
i'll just drop that same file in there
and save it
so now it looks like this okay my
initial pgi ones
they only have three things that need to
be reviewed this is good to go
now i can apply it to my residence i'm
going to go back out of here
and click these little three dots
and if you click on it just be careful
when you're clicking here
if you click delete it will delete this
if you click edit it's just letting you
edit the details so if you decide oh i
didn't name it something that's very good
good
um you know you can go in and do that
changed a residence name in here to
apply it to
so you can click one or several residents
residents
um and i only picked queen victoria
because that's the street that
i live on it's not anything to actually
do with queen victoria but
um okay so we've assigned it to our resident
resident
and now we want to go see this checklist
in that residence dashboard so you're
going to go to your learner curriculum screen
screen
you're going to search up your resident
um you know i was working with the
otolaryngology program
for anybody who is part of surgical
programs you know that
your residents are registered into two
learning paths they do their surgical
foundations and they do their home
home program epas so i set this up for
otolaryngology so that's the learning
path i'm going to look at
and then we will scooch over to the
and voila everything that we wanted
to be part of this review is here and so
this is exactly what you see your
residencies your coaches see
and your competence committee members
the security for these files
is based on the role so this is why i
said you guys can't touch these rules or
rename them they're actually tied to a
security access so see how we have the
resident reflection report
is assigned to the trainee and they have
their file here
they would download it so you would just
click here and download
you know just like it would on anything
else and then you are going to fill it in
in
and file um you know i'll just
and then what they do is they click on here
here
and it opens up the requirement
basically like the same way that
you had originally made it you picked
the requirement who's responsible you
gave it a due date
and what the resident would do is they
are going to come and drop
their finished file into here
and they're going to check off like yes
this step is done i'm finished with it
okay of course it's not working for me
right now but i'm in a test environment
so in the actual like
normal medicine it will um
it will work but basically they check
off like yes i've completed this and
then they would save it
and then you'll see their completed file
um the last updated and by toggling that
little switch to yes it will
mark this off with a check mark to say
that it's done
and the the resident can't go
in and like upload or like modify
any other files that are here so
their access is tied only to like
their specific requirement and it's the same
same
program admins and pd's i think in like
confidence committee members have access to
to
everything but the resident will only
have access to their particular role
i actually also believe the coach like
cannot go in
and change files over here for
the trainee either but a program admin
confidence committee member and pd have
full access to do anything
so that's how everybody will see it so
if you're the trainee
you want to take your your template you
fill it out
you want to upload the finished one back
up you just click on the requirement and
you can drag and drop it in there
and same with the coach they're going to
click on their specific requirement
and they're going to drag and drop or
you know click to upload
their completed file
so what you should see at the end of the
day is all of these
files here you know everything should be populated
populated
all of the steps will be complete and
you'll see a history of when things were modified
modified
um for the learner summary report so let
me just
so for example say you uploaded the
learner summary report so as a
program administrator you know you're
going to go generate the learner summary report
report
and you are going to drag and drop it
oops i did that wrong you're going to
drag and drop it
in here and you're going to save it
and then what will happen is your
committee members and
coaches can come in here and they can
click on this
file and it will download it and open it
for them to view
so that's an example like what you would
do with your learner summary report
you'd go
generate it under the summary report tab
you'd come here and you would upload it
and then everybody has access
to look at it and then what
i guess you would decide within your
program i don't know for you guys like
kind of who manages
these types of details like who would
track the meeting date and the status and
and
um you know the purpose of the meeting
regular review the outcome was continue
in current stage promotion is not applicable
applicable
and then you save it you can also see
here at the bottom there's a history
and it's not working in this test
environment but it's actually
it works well and it will show you
who on what day like modified anything
as part of this
checklist and i actually asked for an enhancement
enhancement
which is not there yet but you know if if
if
someone were to come in and like delete
one of these requirements from the list or
or
anything like that it will track
anything that kind of gets added removed modified
modified
deleted all within this
history section so it's working
i think for everything except like if
something got deleted so if you went in
here and decided that the learner
summary report was no longer part of
this and it got deleted
um like nobody has a way to know i
wouldn't be able to say oh so and so
like ux you went in here and deleted
this on this particular day
i think that one's important so we're
enhancing it to
um we're enhancing it to
record that um and then i talked about
you know if this resident
was a special circumstance resident and
they had additional things that needed
to be
reviewed this is where you would go over
here to the right hand side and click on
and again it's going to take you right
to that setup screen so
you know you're going to pick from your
list that you already have
and you're going to say who is
responsible for it if there's a due date
a sequence for it if there's a template
or not
and then you'll save it and now it's
only applicable to
this resident's pgy1
initial review not for anybody else
um and then you know this works the same
way like
you know we created this template and we
only added it to one resident
likely when you do this you're going to
create a template and add it to many residents
residents
if you had a special circumstance situation
situation
where the resident needed like a
completely different review like maybe
it's actually not even a confidence
committee review meeting like maybe it's another
another
very important meeting or special
circumstance meeting that needs to happen
happen
i mean you could potentially put it in
here um
you know if it kind of makes sense and
the meeting is organized in a similar fashion
fashion
but you could go in and back into
your templates
under your checklist and you could add a
new checklist
and you would create it and you could
assign it to just one resident
so it's only there for that one resident
or you know if your resident goes
on some kind of has extended training
and you know say a resident is typically reviewed
reviewed
twice during their core stage
maybe this resident has to get reviewed
three times or
four times um then you know you can add
additional reviews in here just to that
one particular resident
over and over again so it's quite
flexible so right now you do have to go
in and
create the template and assign it you
know through this
bulk assignment but what we're actually
going to do is
right on the resident review dashboard
screen we're going to add a button so
right now we can add a requirement to
this particular review we're also going
to add a button that
says like add a review to this resident
just for convenience and so when you
click it
your list of templates will come up and
you can assign a template to that
is there any questions anything that i
can go over again hi
it's kimmy i just had a couple questions
sure um so what you just talked about
would it be a useful space for when rpd has
has
their individual resident meetings to
record it on here
i mean you can um it's really like
up to your program so it's like is it
going to be helpful to have it all in
one place or is it going to bog
it down and like you really want to keep
competence committee stuff
separate from resident
cd meetings um you know like the
functionality is there and kind of however
however
you want to use it the only thing i will
say is like if you
you have to come up with these
requirements and you have to assign
somebody who is responsible
and you know we only have these four
roles which is like
confidence committee member um so again
you know like i guess
you could if it makes sense
okay and then i had a second question um
so when we're looking at the review
dashboard at our cc meetings
we'll still have access to review the
supporting documentation tabs
yes and so for like something i'll say
like the intention behind the difference
between having
the review dashboard and the supporting documentation
documentation
is the review dashboard is really like those
those
um competence committee review documents
so um we don't necessarily want it to get
get
bogged down with a ton of supporting
documentation so if there's like 10
files in supporting documentation that
need to go into the review like
i don't know that it makes sense to just
like duplicate your supporting
documentation section like the idea is that
that
you come here and you're very specific
like reports letters that sort of stuff
lives here and you still have your
supporting documentation
for you know the resident had to submit
some kind of report as for part of one
of their epas that they had to do
or you know one of their epa's had to do
with like a qi project or
you know like those kind of day-to-day
stuff we still want to keep in
supporting documentation
i know supporting documentation i've
heard from many of you is just like not
the most ideal
format and it will get enhanced but we
needed to get this
done first before we can enhance that
and we'll try and kind of think of some
streamlined ways to
you know create a folder in supporting
documentation that's called
pgy1 initial review and we can put all
the documents in there that
you know like should be reviewed by the
coach and then maybe there's a link
in here that takes them right to that
folder or you know
something fancy along those lines that
will be helpful
but yeah in terms of supporting
documentation and review dashboard documents
documents
ideally keep those things separate so
neither one gets bogged down
hey chantelle i have a question okay can
the resident review
everything that's in this dashboard yes
this tab
okay so um yes so everything looks exact like
like
what you're seeing here is exactly what
it looks like for everybody
so you know just the same as supporting
documentation if there is something that
is like
very highly confidential that nobody
should be seeing
i have a question it's pascal again um okay
okay
so i know we could put in due dates but
did i hear you correctly saying that
no notif notification goes out to
the person about that due date correct
correct there's no notifications that
are linked to it right now
okay thank you i'm gonna go to the
website for one second
actually i do have one more question
sorry sure
um after we've done committee reviews
our department sends a letter
uh to the resident to say what we
reviewed would this be a good location
to keep that so instead of sending them
a letter they can just access it here
absolutely perfect um
okay so on our med sys website uh we
have a section for training and there is
a cbme section
we are revamping our website
and so you'll see that now that we have
royal college and family medicine
on the cbme module there are you know
different documents and resources
depending on where you come from and
then there's some generic one so
the best way i could do it now is just
to preface the file name with whether
it's applicable to royal college family
medicine or it's a
general document we are going to
change the format of the website so it's
going to look
something more like this so when you're
under your program administrator section
you'll see like
general and you can expand and you'll
see royal college and expand and family
medicine so
we're actually in the midst of working
on that right now so
you know if you go in there today it
will look one way if you go in there
probably a week from now it will look different
different
um so just i'll probably send an email
out to everybody because
we've got all these new enhancements and
the new tabs and you've seen the emails
come out from allison and lisa about
changes to medsa so i've i've updated so
many documents and i've been waiting for
this to get
finished before i can re-upload them but
just keep an eye out to the website it
might be worth it to just refresh your
faculty and committee members that we
have new enhancements and our guides and
stuff have been updated
and i can even link you know a couple of
like very specific ones that would be
the most useful to them
but um just want to let you know about that
that
but i will under the cbme section even before
before
our you know new format comes out under
administrators i will put those slides
up there
for you about this and if anything comes
up when you're trying to set these up
for your program just email the medsis
account and
those emails will come to me and i'm
happy to help you guys
okay if that's it thank you guys so much
for coming
thank you it looks great okay thanks bye
everyone thanks chantal
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