anglia ruskin
DESCRIPTION
CREATING A PAPER-LESS CLINICAL ASSESSMENT SYSTEM TO DELIVER INCREASED TIME EFFICIENCY FOR STAFF AND STUDENTSTRANSCRIPT
Dr Chris Wright
Senior Lecturer & Research Coordinator
Faculty of Health and Wellbeing
Robert Winston Building
0114 225 5488
CREATING A PAPER-LESS CLINICAL ASSESSMENT
SYSTEM TO DELIVER INCREASED
TIME EFFICIENCY FOR STAFF AND STUDENTS
24/11/2014
Sheffield
Rotherham Doncaster
Barnsley
Worksop
Chesterfield
Sutton in Ashfield
Grantham
Boston
Scunthorpe Grimsby
Lincoln
Reduce student isolation in remote clinical placements
Deliver parity of experience regardless of geography
Reduce staff travel time
Clinical Assessment
A paper-less clinical assessment system potentially delivering increased time
efficiency for students and staff
The design is scalable to other Universities, and/or to other professions
EACH USER HAS A UNIQUE LOG-IN ID and PASSWORD
CLINICAL
STUDENT
ACADEMIC
COORDINATOR
System Engineering
Data sits on a 'cloud' available via PC (www.shu.myknowledgemap.com)
or mobile tablet app (i-Pad) or Smart Phone
Administrator builds 'the frame' to which all the assessments are mapped
Build your own customised
assessment file structure
Section 1 Section 4
Section 3
Section 2
Attendance Review
'Weekly'
(deployed to Lead CLO)
Student Self Appraisal
VL Feedback
Submit
Submit
Submit
Record of Exams
(by body part?)
(deployed to student)
Structured Observations
(deployed to Lead CLO?)
Filled out by Supervising
Radiographer Pass/Repeat
Supervising
Radiographer
Feedback
VL Feedback
Service User feedback
Submit
Student Self Appraisal
Submit
Submit
Confirmation for
Progression
(deployed to Lead
CLO?)
SubmitSubmit
Section 5
Weekly Review
(deployed to student)
Feedback from
Supervising Radiographer
Submit
Story Board
Creating Assessments (1)
Assessments are created by Tutors within the 'item bank' (from templates), and then
deployed to specific respondents within the framework created by the administrator
Creating Assessments (2)
First: build your own customised
questions
Second: drag the questions over to create
the desired ordered list
Third: Map the assessment to the
framework and then DEPLOY
The system opens with a flagging system to focus attention directly to the needs
of the individual student
Clinician (1)
Click here to go directly to
the items requiring attention
Click here to go see
your own cohort(s)
Clinician (2)
Students are allocated to cohorts by the 'administrator' such that the clinician can
monitor their cohort own student group, carry out assessments and provide feedback
STUDENT NAMESTUDENT NAME
STUDENT NAMESTUDENT NAMESTUDENT NAME
STUDENT NAME
STUDENT NAME
Students 'To Do List'
Similarly, students log in to their own profile and over time create a portfolio of experience.
A traffic light system signals assessment progress.
STUDENT NAME
Student Overview Map
The student, Clinician, or Academic can look at a completion report to see progress
STUDENT NAME
Giving Feedback
STUDENT NAME
At the bottom of each 'assessment' a feedback opportunity opens, which builds to
create a dialogue string between the parties (photo ID recommended)
STUDENT NAME
Academics
Academics can monitor progress and provide timely feedback remotely;
reduces the time spent out on placement sites
Staff Efficient?
WEEK NO.
WEEK
BEGINNING
(MONDAY)
Y1 Level 4 Y2 Level 5 Y3 Level 6
1 28-Jul V v2 04-Aug V v
3 11-Aug V C4 18-Aug V C
5** 25-Aug A C6 01-Sep C C7 08-Sep C C8 15-Sep
C C
9 22-Sep A C A10 29-Sep A C A11 06-Oct
A C A
12 13-Oct A A A13 20-Oct A A C14 27-Oct A A C15 03-Nov
A A C
16 10-Nov C A C17 17-Nov C A C18 24-Nov C A A19 01-Dec C C A20 08-Dec C C A21 15-Dec
A A A
22^̂ 22-Dec V V V23^̂ 29-Dec V V V24 05-Jan
A C A
25 12-Jan A C A26 19-Jan A C A27 26-Jan C C A28 02-Feb C C A29 09-Feb C A C30 16-Feb C A C31 23-Feb A A C32 02-Mar A A C33 09-Mar A A C34 16-Mar A A C35 23-Mar A A A
36** 30-Mar A A A37** 06-Apr V V V38 13-Apr
C C A
39 20-Apr C C A40 27-Apr C C A
41** 04-May A C A42 11-May
C A A
43 18-May C A C44** 25-May C A C45 01-Jun C C C46 08-Jun A C C47 15-Jun C C C48 22-Jun C C C49 29-Jun C C ©50 06-Jul C C ©51 13-Jul C V ©52 20-Jul C V ©
1 27-Jul C V ©
2 03-Aug C V ©
3 10-Aug V C ©
4 17-Aug V C ©
5 24-Aug V C ©
6 31-Aug V C ©
7 07-Sep C C (V)
8 14-Sep C C (V)
Clinical Visits
3 x 6 week blocks = 18
x 3 Year Groups = 54
x2 visits per block = 108
x3 hours per session = 324 hours
/6 visiting lecturers = 54 hours on site time
Round trip Travel time = 30 mins to 4 hours
Total Travel = 27 to 216 hours
Summary:
To much time travelling; not enough time with the students
MKM system enables time efficient and timely feedback
Student Efficient?
WEEK NO.
WEEK
BEGINNING
(MONDAY)
Y1 Level 4 Y2 Level 5 Y3 Level 6
1 28-Jul V v2 04-Aug V v
3 11-Aug V C4 18-Aug V C
5** 25-Aug A C6 01-Sep C C7 08-Sep C C8 15-Sep
C C
9 22-Sep A C A10 29-Sep A C A11 06-Oct
A C A
12 13-Oct A A A13 20-Oct A A C14 27-Oct A A C15 03-Nov
A A C
16 10-Nov C A C17 17-Nov C A C18 24-Nov C A A19 01-Dec C C A20 08-Dec C C A21 15-Dec
A A A
22^̂ 22-Dec V V V23^̂ 29-Dec V V V24 05-Jan
A C A
25 12-Jan A C A26 19-Jan A C A27 26-Jan C C A28 02-Feb C C A29 09-Feb C A C30 16-Feb C A C31 23-Feb A A C32 02-Mar A A C33 09-Mar A A C34 16-Mar A A C35 23-Mar A A A
36** 30-Mar A A A37** 06-Apr V V V38 13-Apr
C C A
39 20-Apr C C A40 27-Apr C C A
41** 04-May A C A42 11-May
C A A
43 18-May C A C44** 25-May C A C45 01-Jun C C C46 08-Jun A C C47 15-Jun C C C48 22-Jun C C C49 29-Jun C C ©50 06-Jul C C ©51 13-Jul C V ©52 20-Jul C V ©
1 27-Jul C V ©
2 03-Aug C V ©
3 10-Aug V C ©
4 17-Aug V C ©
5 24-Aug V C ©
6 31-Aug V C ©
7 07-Sep C C (V)
8 14-Sep C C (V)
Clinical Visits
3 x 6 week blocks = 18
x2 visits per block = 36 'interaction' opportunities with tutor
3 tutor hours available per visit = 108 hours of opportunity
BUT..................
Number of students per site = 2 to 10
So time per student = 10 to 54 hours (BIG range!)
Summary:
MKM system enables time efficient and timely feedback
Equality in student 'time' is delivered by the tutor changing
working practice to reinvest travel time in 'giving feedback' time
Challenges & Recommendations
Story board the full scheme BEFORE you start to build it
Check IT requirements
Consider the full cost implications before starting out
- Hardware
- Software
- Set-up Expertise and Time
Do you have an organisation with people willing to change?!
Why Go Paperless?
1) Students love it
2) Staff love it
3) Facilitates quality improvement
- robust audit trail
- timely feedback
- time effective for staff (less travel time and costs)
"Change is a fact of life. It's how we implement change that's important!"