Orthopaedic Curriculum & Assessment Project OCAP Online: 2. Step by step in detail This presentation (and the other guides) are awaiting the completion of OCAP Online when they will be thoroughly updated. Although all principles are applicable, some details may have changed and some new features added to OCAP Online.  D Pitts, August 2010 David Pitts Mike Reed Raj Bhattacharya Andrew Lamb OCAP Online 2. Step by step in detail ©BOA 20 08 10 1

Where this presentation fits in Induction Presentations Introduction to the T&O curriculum Basics Using the e-logbook Using PBA’s Already available at www.ocap.org.uk in “induction presentations” “OCAP Online” Presentations Introduction (overview) Brief review of all elements of online curriculum tools Step-by-step introduction Online PBA Using other assessments online Producing Trainer profiles online How to build a profile from trainee data or from scratch and share that profile with others “OCAP Online presentations will be available as features are launched” 2. Step by step in detail

How to create/set up: How to use In this presentation A placement/attachment A trainer’s account A trainer’s profile A learning agreement Your own (trainee) profile How to use PBA’S Other assessment tools This PowerPoint show introduces OCAP Online's basic procedures and functions in detail. Detailed information on generating reports will be available when that module is finished

Health warning!!! These notes assume that you are already familiar with the T&O Curriculum (ie you know what learning agreement, trainer profiles, PBAs etc are) If not then you need to read the curriculum and/or review the slide shows at www.ocap.org.uk, “induction presentations”. We cannot be held responsible for frustration, high blood pressure and damage to adjacent objects otherwise.

Sign in to the elogbook using usual user name and password 2. Step by step in detail

Click on “Training” link 2. Step by step in detail

3 “Guides” to get you started

Setting up a hospital placement / attachment

Click on the link “Set up a Hospital Attachment” to start the set up for your current post.

1. Name your placement (use a name that will allow you to identify the placement easily)

2. Choose your specialty from the drop down menu. 11

3. Select hospital: (Start typing the name of the hospital in the box and it should appear) 12

4. Select start date of placement 5. Select end date of placement 6 4.Select start date of placement 5.Select end date of placement 6.Select year of training 4-5-6 13

7. Identify your trainer. Trainer may already be on database. If not then create trainer’s account (see later)

8. When Trainer account has been created, you may add this as your current attachment 15

Creating a Trainer’s Account (should not be necessary but just in case)

1. create your trainer’s account by clicking on the link

You should then see this screen

2. Select Trainer’s specialty from drop down menu. 3. Fill up the remaining boxes 3 4. click on Create Account 4

5. When Trainer account is created, you may add this as your current attachment 20

It should eventually look like this when you access it again

Using other OCAP online functions Create a learning agreement Create trainer’s profile Create your own (trainee) profile

Most actions in OCAP online can be accessed from the “current attachment” menu

The checklists help you to use the various elements of the online curriculum as you proceed through your placement 24

Creating an initial Learning Agreement

1. Click on the first box “Review the checklist” to proceed to the placement documentation

2.Use the link to go to the Learning Agreement Form You can also print out the paper version of this form using the link at the bottom of the page, fill it with your Trainer and subsequently enter the data on to the online version.

3. Open the appropriate learning agreement document by clicking on the relevant meeting icon

4. Edit the meeting information as required With trainer present, or On paper and transfer it later if required

5.Send the form to the trainer if they are not present 6. Once the trainer “validates” the form it locks and cannot be changed 5 6

The completed form can be viewed online Overspill text can be viewed by hovering the cursor over the relevant box

Creating the Trainer’s profile Note: Most Trainers already have profiles, this section applies only if they do not, you don’t have to create a new trainer profile for every trainer

The trainer’s profile has two elements A mini CV A Procedures (applied clinical skills) profile Created from the curriculum template, or Created from trainee logbook data

Creating a trainer mini CV based on the Curriculum template

Log in as usual

Go to Training Area and select “add a mini CV”

Or choose from the list

Your blank mini CV template will open, click here to edit

Cut and paste from your existing (MSWord)CV or type in the details Upload your photo by clicking here Click the icons to edit each heading

Close to finish

You can publish it straightaway by clicking here

Or make further changes by clicking “view/edit” and then hitting the publish button

Your mini CV may now be viewed by your trainees 2. Step by step in detail

You may add several CVs but only one at a time may be published and therefore viewed by your trainees 2. Step by step in detail

Creating a trainer skills profile from the curriculum template ( for the first time trainer who has no trainee logbook data to build on)

Choose the link below 2. Step by step in detail

Click on “add profile”

Type in a name to identify the profile (no restrictions) Then click “add”

Click on headings (+) to reach the level you want Clicking “add” will add that procedure (or group of procedures) to your profile

They appear at the bottom of the screen You can click “remove” to get rid of those you don’t want

“Update” adds the finished product to your list of profiles

“Publish” lets your trainees see it “True” shows that this is your published profile (you may eventually have more than one)

Creating a trainer skills profile based on trainees’ logbook data

Choose the link below

Or select from the list

There are 2 ways to select your skills data: By adding all the elements and removing those you don’t want from the list By adding only the elements you want to add

1. Adding all the elements and removing those you don’t want Expand the level you want Click here to begin

Click on the “add” buttons to include additional elements Select the trainee generated elements you don’t want and click the “remove” buttons to delete them

Click on the “update” button to save your choice

2. Adding only the elements you want Click here to begin Expand the level you want

Select the elements you want and click on the “add” buttons

Click on the “update” button to save your choice

Publish your profile to make it visible to your trainees You can add as many profiles as you wish. One profile may be for a junior or senior trainee, eg different profiles for ST3 and ST7 trainees.

Creating a Trainee Profile

Every trainee has a knowledge and procedures profile of their own Every trainee has a knowledge and procedures profile of their own. This is intended to provide an ongoing personal record of achievement against curriculum targets. At present this profile is still evolving, we hope to make it more user friendly in the future. At present (September 09) trainees should be guided by their programme director as to whether they should keep this record online or use the previous paper based system.

To access the trainee profile click “Training” and then “current attachment”

Click “my profile”

This screen shows progress to date The curriculum targets are pre-set You may see detail by expanding the boxes To alter your record click “update”

Move through the levels to find the element you want to change Click on the relevant box to change the level

Add a reflective note to justify the change (maybe reading, a course, conversation with trainer…). This note is automatically transferred to your journal

Save the changes, and close if you’re finished

The note automatically appears in your journal

It is our intention that eventually, courses and other events will be able to map automatically and update your curriculum in a much easier way

Completing a Procedure Based Assessment record in OCAP Online

Online PBA’s

Three options Complete the assessment records online with your trainer present Complete the records on paper then transfer online Keep everything on paper (possible but not recommended)

Overview of process Before you start Trainer has a logbook account (even if rarely used) Trainee sets up (at the start of training) own logbook account Trainee registers the trainer in their logbook through “hospital attachment management” Conduct assessment as usual in O.R. After the procedure trainer reviews performance with trainee Either Complete online immediately (if you have an available web connected PC handy) Complete on paper, both sign, trainee transfers results to logbook and trainer validates them

Register your trainer

There are 3 ways of accessing online PBA’s

Through the main training page 81

Through the workplace based assessments link 82

Through the Assessment link on the OCAP checklists page 83

Whichever route you choose…

…the procedure is then the same

Select your trainer and procedure

Mark the radio buttons as in paper version add comments where relevant

Trainee completes the reflective section at the end Which eventually transfers the text to their “journal”

Journal accessed through “current attachment”

If the trainer is present validate immediately If not, send to trainer for validation

Trainer receives an email This links to the logbook without logging on

The trainer reviews everything on the assessment

Chooses to validate it as accurate or amend it as required Remember, the trainee is either present with the trainer when this is happening or has the signed copy to show what was originally agreed

Validation “locks” the record, it cannot then be altered

The PBA assessments are automatically transferred to the summary sheet

The summary sheet shows the results from all completed assessments

Other Assessment Tools

DOPS, Mini-CEX, CBD, TAB, Mini-PAT Copies of forms and assessor notes can be found on the MMC, OCAP and ISCP websites

Three options Complete the assessment records online with your trainer present Complete the records on paper then transfer online Keep everything on paper (possible but not recommended)

Overview of process After the “procedure” trainer reviews performance with trainee Either Complete online immediately (if you have an available web connected PC handy) Complete on paper, trainee transfers results to logbook and trainer validates them Prerequisites Trainer has a logbook account (even if rarely used) Trainee sets up (at the start of training) own logbook account Trainee registers the trainer through “hospital attachment management” Conduct “procedure” as usual in clinical setting

Identify your trainer

Complete the online assessment through trainee’s logbook pages

Select relevant assessment tab

DOPS, Mini Cex and CBD work in much the same way

Select your assessor It might be your trainer It might be someone else (see relevant tool’s guidance sheet) who doesn’t necessarily have a logbook account (but does have a “.ac” or “.nhs” email address)

Decide how the form will be filled in Fill in the form now If your assessor is with you If the paper form is already complete and you’re just making the online version Send the form to your assessor If they are going to complete it for you in your absence E.g. mini-pat

Select the “procedure” from the drop-down list

Fill in the usual radio buttons

Validate it (locking the form) if the assessor is present Send it to the assessor for validation (if they are not there) Validate it (locking the form) if the assessor is present

Validation locks the form

Details from the form are transferred to the trainee’s record

And to a printable summary sheet

Print a paper copy using your browser’s “print” function if you wish Beware, you need to select landscape paper, also internet explorer 6 sometimes has problems with this. These difficulties will be fixed shortly so that you can print straight to pdf as elsewhere in OCAP online

If you send the form to be completed by your assessor

The link takes them to the form (no need to have a logbook account) They receive an email The link takes them to the form (no need to have a logbook account)

Exactly the same form

Completing the online forms should be intuitive They can get help with the practicalities by viewing this presentation And with the assessment itself by reading the assessors guide(s)

Validated in the same way

Mini-PAT and TAB are a bit different (and you may use one or the other depending on which deanery you’re in) Both involve requesting assessments from people who may not be T & O trainers

Select the assessment

Select assessor and form completion method in same way as Dops You will probably want to send the form away for completion in the case of Mini Pat and TAB

Use radio buttons and comments in the usual way

When “external assessor” gets to the end of the form they hit “update”

This gives the opportunity to review the whole form easily And then validate (lock) or edit further

The results appear on the trainee’s summary sheet

Finally……….. This Online version is still in the process of development. All users will be informed as and when the program is updated and more guidance will be issued accordingly.