1. New Innovations Using portfolio features to meet ACGME common program requirements

2. New Innovations: Portfolio How many are using the Portfolio function of New Innovations? Semi – Annual Reviews? Scholarly activity tracking? –R–Research? –Q–Quality Improvement Project? Journals?

3. ACGME Common Requirements: How do you meet these? http://www.acgme.org/acWebsite/dutyHours/dh_dutyhoursCommonPR07012007.pdf Source Link:

4. ACGME Expectation: Self assessment and reflection Site visitors may verify – IV.A.5.c) How to document? – Check a box? http://www.acgme.org/acWebsite/navPages/commonpr_documents/IVA5c_EducationalProgram_ACGMECompetencies_PBLI_Documentation.pdf

5. But…the PIF is going away! Right? PIF

6. Enter the “MILESTONES” The documentation will not be going away…

7. New Innovations: Goals & Objectives: 1. Access Portfolio Journal functions 2. Track ACGME Common Program Requirements “MILESTONES” 3. Implement "Portfolio - Journal" Functional element of resident Semi Annual Review

8. New Innovations Portfolio How I use this: ACGME Common Program Requirements –“–“Practice Based Learning and Improvement” –“–“Scholarly Activity” –“–“Quality Improvement Project” MILESTONES –“–“Learning Portfolio” –“–“Practice Based Learning and Improvement” Self – Directed Learning

9. Okay. This is not going away So where do we start? Goals & Objectives: 1. Access Portfolio Journal functions 2. Track ACGME Common Program Requirements “MILESTONES” 3. Implement "Portfolio - Journal" Functional element of resident Semi Annual Review

10. Objective 1: Access Portfolio New Innovations: Portfolio  Journals

11. Getting There: Step by Step Start with “Journal” Journal Assignment

12. Start at the “Main” page of NI Go to tab (left) Click tab This will take you to the “Portfolio” page

13. Main “Portfolio” page Three folder tabs on this screen Reviews (LEFT) Scholarly Activity (CENTER) Journals (RIGHT) Focus of today is the “JOURNALS” functions on this page Start by Clicking the Tab: This will take you to the “New Journal Assignment” page New Journal Assignment

15. Objective 1 - complete That was easy, right?

16. Objective 2: Start Tracking Use of Journal Assignment for ACGME tracking Documentation…

17. Journal: Tracking functions Strength/Weakness self reflection Learning plan documentation Learning activity Documentation of ACGME common program requirements Inservice examination goals Self Directed educational goals Career plan and mentors Longitudinal tracking of specific achievements “Checklist” of items to discuss at face to face meeting Reduces the [PD] burden of preparation Semi-Annual Review preparation

18. Steps of Entering Journal Assignment 1. Select a title 2. Write the “Assignment Instructions” 3. Select “People” for the assignment 4. Set deadline 5. Select “Reviewers” Selecting the title: – I use as part of semi-annual review – Title: “Semi-Annual Review: AY 2012-2013 (#1)

19. Step 1. Journal Entry Title (example)

20. Step 2: Assignment Instructions Variety of entry options Tailor to your needs At a minimum: – Include some documentation of “SELF DIRECTED LEARNING”

21. The Journal Assignment: Ideas Strength/Weakness identification Learning and improvement goals Learning activities Write questions to meet the ACGME requirements Advisor/mentor meetings Research plans Other goals Career planning Add other items that you may wish to track

22. Assignment Instructions Basic Example: List your learning plan for the next six months: List a deficiency in your skillset which you would like to improve: What is your goal percentile score for upcoming in service examination? What skills have you improved since your last semi – annual review:

23. Assignment Instructions: What I use Example of instructions I useAssignment instructions: 1. List specific learning plan for each rotation for next six months: List plan for EACH ROTATION. 2. Outline your learning plan for the ACR inservice examination. List your score goal. (If you are a senior resident, list your plan for the board examination). 3. List your mentor. List dates of meeting(s) with mentor. 4. List research or scholarly activity completed or in progress since last semi-annual review. 5. List one or more areas of “weakness” in your skillset which you would like to improve. List plan for improvement. 6. What was your least favorite rotation? What are your thoughts on improving the rotation? 7. List your practice quality improvement PROJECT and date of completion. (Required once in 4 year residency) 8. Identify your subspecialty interest area(s). List estimated confidence level (i.e. 0-100%) 9. Indicate that you understand the process for confidential evaluation of residency program quality at: http://health.usf.edu/medicine/gme/index.htm (YES/NO). 10. If you could change one thing about the residency program, what would you change?

24. Step 2: Assignment Instructions You can: – Enter instructions directly into the text box – OR – “Cut and Paste” from separate document Note: Your formatting will not be saved

25. Step 2: Assignment instructions

26. Step 3: Assign People

27. Resident list is automatically populated with the active resident roster. Adding residents: 1.Double click resident name 2.Select resident and click 3.Click to add all residents on roster You can remove residents by clicking opposite arrows Once residents are selected, click

28. Step 4: Set due date

29. Step 4: Set a due date Click calendar icon To open calendar pop-up Select your due date

30. Step 5: Final Step Select Assignment Approval

31. Step 5: Select Assignment Approval Select “reviewers” from green box in upper right hand corner. This is not required, BUT Selecting the box will send to reviewer for signature and additional documentation.

32. Review and Distribute Once you have completed Step 5 Click Lower LEFT of the screen This will take you to the “Distribute Assignments” screen

33. Review and Distribute Review your assignment list You can delete residents Use button to return to assignment screen To confirm and SEND assignment: Click

34. Review and Distribute Assigned residents will now receive and email from new innovations indicating that a Journal Assignment is due.

35. Success… well, almost Next tasks 1.Reviewing journal entries 2.Sending reminders to complete journal entries 3.Deleting journal assignments

36. Start at “Home” page Click

37. View Journal Entries Move mouse to Tab Select and click: This will take you to “Journals” page

38. “Journals” page Select Residents Journal Double click the resident’s highlighted box This will take you to the resident’s journal page

39. Resident’s Journal Page This page shows all Journal entries completed by the selected resident Simply click the “title” of the entry, in this case: This will open the journal entry

40. Journal Entry Display The resident journal entry is in the “notebook” section The instructions are on the right

41. Journal Review: Comments and Return You can enter “Comments” in the green box lower left hand corner You can “return” the journal entry to have the resident edit and re-enter the journal entry by clicking: Clicking the return button will send the entry back to resident for correction

42. Journal Review: Confirm review Once journal entry is acceptable, check item in “Reviewers” section to approve The resident will be notified of completed entry

43. Next tasks: Managing Assignments 1. Sending Reminder to complete entry 2. Deleting Journal Assignment These two tasks are done from another page

44. Send Reminder for assignment Start at “Portfolio” page Click This will take you to the “Manage Assignments” page

45. Manage Assignments: Send reminder First: Select correct dates 1.Click on the date range to select date of entry (default is today’s date minus 6 months) 2.Change the date range as needed 3.Click 4.This will populate the journal assignments

46. Manage Assignments: Send reminder Assignments are listed by due date RED: Assignment dates in red = assignments were submitted late Assignment dates in black were submitted “on time”

47. Manage Assignments: Send reminder(s) Send a reminder: Click the box(es) in the left column Click Email reminder will be sent to selected residents

48. Manage Assignments: Delete assignments Delete Assignment(s): Click the box(es) in the left column Click The selected assignments will be deleted

49. Done?... With there’s always more! Last step… seriously Set up “Notifications” Go to main “Portfolio” page

50. Configure “Notifications Go to tab Click This will take you to the “Notifications” page IMPORTANT! This will configure automatic email notification for the journal assignments

51. “Notifications” page Select tab (right) Check the 4 boxes on the left to activate Journal notifications

52. ACGME Common Requirements: Scholarly Activity; PQI? http://www.acgme.org/acWebsite/dutyHours/dh_dutyhoursCommonPR07012007.pdf Source Link: