1. HEE Portfolio 2015/16 Janelle Montgomery Systems Analyst

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

3. 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.

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

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

6. COPDEND Portfolio: 2009-15 New processes: Early Stage Review
Interim Review of Competence Progression
Final Review of Competence Progression
For , 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.

7. COPDEND Portfolio: ?
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.

8. Site Access New address: www.dftportfolio.nhs.uk YOUR GDC NUMBER
YOUR SURNAME
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 then this will work. If not, contact your LETB or us.

9. 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.

10. 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.

11. 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.

12. 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.

13. 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.

14. 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.

15. 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.

16. 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).

17. 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.

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

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

20. 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’

21. 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

22. 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’

23. 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.

24. 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.

25. 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.

26. Resources

27. Aggregated View

28. 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.

29. 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

30. 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

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