HEE Portfolio 2015/16 Janelle Montgomery Systems Analyst janelle.montgomery@healthcare-learning.com 020 3287 14900

Overview Who we are and background Key features of the HEE portfolio

Overview Healthcare Learning is the leader in supporting healthcare professionals; dedicated to helping them progress in their career from the very beginning, at undergraduate level, right through to postgraduate study and continued, lifelong education.    Healthcare Learning has succeeded in establishing itself as a leading provider of postgraduate healthcare education and information. It provides blended learning postgraduate degrees collaborating with top universities such as University of Manchester and Plymouth University. The MSc in Restorative & Aesthetic Dentistry with the University of Manchester is now on its 6th Cohort year and has graduated 200 students in that time. Healthcare Learning operates the innovative HealthcareCPD.com which provides CPD for healthcare professionals on a subscription basis. This latest innovation is Dentistry’s largest MOOC providing over 400 hours of open access courses and webinars, with more courses added weekly. Supporting lifelong learning, healthcare CPD provides clinicians the facility to create their own learning schedule, receive reminders and upload any CPD carried out elsewhere, providing one single place for their required ongoing education.

COPDEND Portfolio: 2007-09 In 2007 COPDEND asked us to convert their paper-based portfolio to an online system….

COPDEND Portfolio: 2009-15 …. And we updated the site inline with changes to the portfolio. We essentially tweaked the system to follow the new programme structure.

COPDEND Portfolio: 2009-15 New processes: Early Stage Review Interim Review of Competence Progression Final Review of Competence Progression For 2015-2016, COPDEND wanted to add 3 new review processes to strengthen educational element of the programme: an ‘early stage review’ by the end of month 2, an interim review by month 6, and a final review just before the training year ends. These reviews are all overseen by a separate panel setup locally by the LETB. The group also wanted to make some fundamental changes to the reporting aspects.

COPDEND Portfolio: 2015 - ? So, this year, we have completely rebuilt the system in a modern framework that make the system more optimized – so it will run more quickly, it’s scalable – so we can adapt it was we go forward, and it has a robust administration system so we can speed our response to users.

Site Access New address: www.dftportfolio.nhs.uk YOUR GDC NUMBER YOUR SURNAME www.dftportfolio.nhs.uk Usernames are set to GDC numbers and your preset password is your surname. On first login, you’re asked to update your password. If you can’t get in, try the password retrieval. If we were given your email then this will work. If not, contact your LETB or us.

New Dashboard This ‘dashboard’ is your new login landing page. The dashboard is designed to draw attention to key areas. Everyone sees the site this way. This pink area shows use associations and gives access the profiles. Here our ‘Example FD’ has 1 Education Supervisor named ‘TEST ES 17’ and many TPDs. They’re in Test Scheme C. For those who are overseeing more than one Foundation Dentist, there is a dropdown giving you access to the others.

New Dashboard: User Panel This ‘dashboard’ is your new login landing page. The dashboard is designed to draw attention to key areas. Everyone sees the site this way. This pink area shows use associations and gives access the profiles. Here our ‘Example FD’ has 1 Education Supervisor named ‘TEST ES 17’ and many TPDs. They’re in Test Scheme C. For those who are overseeing more than one Foundation Dentist, there is a dropdown giving you access to the others.

Dashboard: Learning Schedule ‘To Date’ There are a number of sections on the dashboard – I’ve closed them to explain them as we go. The “learning schedule to date” shows ONLY what the FD is to complete to the current month. If they’ve not completed something in a previous month, it will also show here. This image depicts what FDs will do from 1 September.

Dashboard: Learning Schedule ‘To Date’ This also now provides a visual indicator of who should be reading or writing on the activity. We use this a lot more throughout the site now.

Dashboard: Portfolio Documentation The Portfolio Documentation section shows key items and how many are required. DOPs are the only items that will appear on the Learning Schedule. The other items are no longer time driven. Instated, you see GENERAL GUIDANCE about how many should be completed over the duration of the training programme.

Dashboard: Logs The Logs sections is where you’ll add details about your clinical experience – how many exams you’ve done, how many fillings etc. A report shows totals for this. You will add reflections here too – as you like throughout the year. At least 18 should be completed. Educational Supervisors will log non-working days – sick days/holidays. And anyone can log a ‘learning need’ here.

Dashboard: FD Uploads This areas is to allow you to upload any items your LETB might request. This is not a HEE requirement but gives flexibility for local use.

Dashboard: Non-Working Days The non-working days are shown in the bottom box based on data put in the ‘non-working days’ log (above).

Dashboard: FD Reports This entire column of sections contains reports about the foundation dentist. Some are system-driven compilations of data on the added to the site – like the first 3 items. The others are reports about the FD from their ES, TPD, multi-source feedback, or patient satisfaction questionnaires. This is also where data from the Interim and Final reviews will be shown. I’m not going to go through these now as the process is still being refined by HEE.

Dashboard: FD Reports: Clinical Competencies This shows the competencies assessed in ADEPTs and CbDs – as per previous system. To come: data download

Dashboard: FD Reports: Assessment Scores Shows the actual score for each criteria in the assessments – for ADEPTs and CbDs. To come: data download

Learning Schedule We have retained the concept of the ‘learning plan’ – renaming it to ‘learning schedule’. The dates are more guidelines – and we’ve switched to using a monthly format rather than a weekly format to be less prescriptive. The sign-off trail or ‘work flow’ as we now call it – is shown explicitly on the learning schedule. When someone passes the item through the workflow, their icon turns green. So… notice the workflow for ‘Induction to Practice’

Learning Schedule M1 - SEPTEMBER Learning Agreement Participants' Details Values and Expectations Pre-DFT Clinical Experience Review DOPs New Patient Exam DOPs Simple Restoration Induction to the Practice Clinical Experience log Non-working days log M4 - DECEMBER Multisource Feedback - reminder Patient Survey Questionnaire - reminder Clinical Experience log Non-working days log M5: January M2: October LETB MSF analysis report LETB PSQ analysis report IRCP ES Report IRCP TPD Report Clinical Experience log with confidence rating Non-working days log Early Stage Review - FD report Early Stage Review - ES report Early Stage Review - TPD report Clinical Experience log Non-working days log We have retained the concept of the ‘learning plan’ – renaming it to ‘learning schedule’. The dates are more guidelines – and we’ve switched to using a monthly format rather than a weekly format to be less prescriptive. The sign-off trail or ‘work flow’ as we now call it – is shown explicitly on the learning schedule. When someone passes the item through the workflow, their icon turns green. So… notice the workflow for ‘Induction to Practice’ M3: November M6: February  Record Card Audit  Clinical Experience log  Non-working days log IRCP Panel Report Clinical Experience log Non-working days log

Learning Schedule: m7 – m12 M7 - MARCH M10 - JUNE Clinical Experience log Non-working days log Final Review of Competence Progression: Stage 1 Final Review of Competence Progression: Stage 2 Clinical Experience log Non-working days log M8: APRIL M11: JULY Clinical Experience log Non-working days log Final appraisal Clinical Experience log Non-working days log M9: MAY M12 - AUGUST FRCP ES Structured report FRCP TPD structured report Clinical Experience log with Confidence Rating Non-working days log Clinical Experience log Non-working days log We have retained the concept of the ‘learning plan’ – renaming it to ‘learning schedule’. The dates are more guidelines – and we’ve switched to using a monthly format rather than a weekly format to be less prescriptive. The sign-off trail or ‘work flow’ as we now call it – is shown explicitly on the learning schedule. When someone passes the item through the workflow, their icon turns green. So… notice the workflow for ‘Induction to Practice’

Newly Design Forms When you open the form, the workflow is shown at the top right. As you work through the items (we saved this one already), the date on which is was sent forward is shown.

New System Rules Forms can be seen while in draft Can’t start a new ADEPT, CbD, reflection etc until previous is completed Scheduled forms are to self-lock 5 days into the next month (not in place yet) When you open the form, the workflow is shown at the top right. As you work through the items (we saved this one already), the date on which is was sent forward is shown.

Learning Needs Learning needs sections – previously called the PDP. Lists the learning needs, their priority, and status. These can be added from any form/activity. They cannot be deleted.

Resources

Aggregated View

Aggregated View Aggregated reports show the names of the FDs and all the reports they’ve completed. These are still in the process of being tightened but a draft-in-progress example is shown.

In development By Healthcare Learning: General QA and usability enhancements Downloads of data Messaging Events calendar Views for Admins, RAs, Deans, Panel Members By HEE: Resources Instruction text / downloads on forms IRCP flow and forms FRCP flow and forms

Security & Backups Security Database sit on a secure server within a Virtual Private Networks not publicly available All user passwords are encrypted – even to us Located at an https address – encrypting data so that it cannot be read Backups For the first 2 months data will be backed up 7x daily Decreases to twice daily as the site matures Data held off site on Amazon secure servers

What happens next? Training sessions for ESs and TPDs 17 & 18 August Training sessions for ESs and TPDs 1 September Live: www.dftportfolio.nhs.uk September Reported issues, Messaging, Calendar October Reported issues, IRCP flow January Reported issues, FRCP flow February Printing, etc