1. 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 1

2. Where this presentation fits in
Induction Presentations
Introduction to the T&O curriculum
Basics
Using the e-logbook
Using PBA’s
Already available at 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

3. 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

4. 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 “induction presentations”.
We cannot be held responsible for frustration, high blood pressure and damage to adjacent objects otherwise.

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

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

7. 3 “Guides” to get you started

8. Setting up a hospital placement / attachment

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

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

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

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

13. 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

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

15. 8. When Trainer account has been created, you may add this as your current attachment15

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

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

18. You should then see this screen

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

20. 5. When Trainer account is created, you may add this as your current attachment20

21. It should eventually look like this when you access it again

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

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

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

25. Creating an initial Learning Agreement

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

27. 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.

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

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

30. 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

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

32. 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

33. 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

34. Creating a trainer mini CV based on the Curriculum template

35. Log in as usual

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

37. Or choose from the list

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

39. 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

40. Close to finish

41. You can publish it straightaway by clicking here

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

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

44. 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

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

46. Choose the link below
2. Step by step in detail

47. Click on “add profile”

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

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

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

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

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

53. Creating a trainer skills profile based on trainees’ logbook data

54. Choose the link below

55. Or select from the list

56. 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

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

58. 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

59. Click on the “update” button to save your choice

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

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

62. Click on the “update” button to save your choice

63. 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.

64. Creating a Trainee Profile

65. 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.

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

67. Click “my profile”

68. 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”

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

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

71. Save the changes, and close if you’re finished

72. The note automatically appears in your journal

73. 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

75. Completing a Procedure Based Assessment record in OCAP Online

76. Online PBA’s

77. 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)

78. 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

79. Register your trainer

80. There are 3 ways of accessing online PBA’s

81. Through the main training page81

82. Through the workplace based assessments link82

83. Through the Assessment link on the OCAP checklists page83

84. Whichever route you choose…

85. …the procedure is then the same

86. Select your trainer and procedure

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

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

89. Journal accessed through “current attachment”

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

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

92. The trainer reviews everything on the assessment

93. 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

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

95. The PBA assessments are automatically transferred to the summary sheet

96. The summary sheet shows the results from all completed assessments

97. Other Assessment Tools

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

99. 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)

100. 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

101. Identify your trainer

102. Complete the online assessment through trainee’s logbook pages

103. Select relevant assessment tab

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

105. 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” address)

106. 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

107. Select the “procedure” from the drop-down list

108. Fill in the usual radio buttons

109. 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

110. Validation locks the form

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

112. And to a printable summary sheet

113. 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

114. If you send the form to be completed by your assessor

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

116. Exactly the same form

117. 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)

118. Validated in the same way

119. 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

120. Select the assessment

121. 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

122. Use radio buttons and comments in the usual way

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

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

125. The results appear on the trainee’s summary sheet

126. 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.