ResiTrak – What’s New and Improved?

Scott R. McCreadie Pharm.D.,MBA

ResiTrak Usage

2007 2008 2009 2010 2011 2012

Residents Enrolled into ResiTrak

1,150 1,820 2,069 2,306 2,619 3,012

Residency Programs using ResiTrak

490 730 861 985 1,132 1,283

Total Users 8,000 14,000+ 15,000+ 18,000+ 20,000+ ~30,000

2007 2008 2009 2010 20110

50,000

100,000

150,000

200,000

250,000

300,000

350,000

400,000

ResiTrak User Sessions

What’s New and Improved?

Residents can upload files

Residents can upload files Residents can delete files if:

• Resident added file• File was uploaded <7 days ago

RPDs and preceptors can still delete all files

Evaluation Headers

Information added to headers when completing and cosigning evaluations• Evaluation Due Date• Learning Experience Dates• Explanation of the scales used• Date evaluation was submitted (cosignature only)• Whether you are cosigning as the resident, the preceptor, or the

RPD (cosignature only)• Previous cosigner’s name, dates, and comments (RPD

cosignature only)

Spell check added

Residency description Learning Experience description Custom evaluation question definitions Comment boxes (completing evaluations)

To check spelling, click the spellcheck button in the header

Taxonomy

Taxonomy/Classification of objectives added throughout Example:

Objective R4.1.1 (Synthesis) Identify a topic of significance for a critical care pharmacy research project.

Questions Added to Evaluations

Preceptor Evaluation• Overall Comments

Learning Experience Evaluation• The preceptor(s) oriented me to the learning experience,

including reviewing and providing written copies of the learning experience educational goals and objectives, associated learning activities, and evaluation strategies.

• Overall Comments Will appear on evaluations that had not yet been viewed

the morning of 12/1/2012

Added/Modified Reports

Excel reports are in Excel 2007 format Current Status Crosstab: Corrections to color coding Overall Evaluation Status: Added initial submission date

“Evaluations Sent Back For Edit” report

Records of sending evaluations back for edit available from 11/8/2010

Comments from sending back for edit available from 12/1/2012 – same comments as is included in email

Report available to RPDs, Site Setup Users, Residency Administrators

Send back for edit information also added to evaluation reports

Needs Improvement report

Includes all goals and objectives scored “Needs Improvement” (NI) for the resident.

Will include nothing if the ASHP Summative Scale is not used for summative evaluations for your program

Achieved for Residency Change Log

Shows all times the ACHR box has been checked or unchecked

Summative Evaluations and from the Customized Training Plan screen

Miscellaneous

Favicon added

PGY1 Managed Care Pharmacy E4 goals renumbered• Reports for past, current, and future residents all change

Login screen will no longer time out

“Change Site” link• If you are associated with multiple sites

Changes to ResiTrak 6/15 and 7/7

File storage space increased to 50 MB (was 20 MB) New types of employment for graduate tracking Goals Evaluated in LEs (TE) report added Sorting added for Learning Experiences in Site Reports Help and Support documents added; reorganized Sorting added to task list and overdue tasks list Copy resident schedule from an existing schedule Spell check added to Customized Training Plan

Copying a resident’s schedule

FAQs

Residency FAQ

We would like for our preceptors to be able to mark goals as “Achieved for Residency.” How/where do we set this option? RPD Menu Residency Setup wizard Residency Options screen select/deselect the checkboxes for: Allow preceptors to check ACHR (Achieved for

Residency) on summative evaluations When ACHR is checked, evaluating that goal on

summative evaluations is optional

Residency FAQ

The RPD did not add snapshots to the learning experience when it was placed on the schedule. How do we add them later? Snapshots may be added by either the RPD or the preceptor at any time to provide formative feedback to a resident about a selected objective. They are added from the Manage Tasks and Evaluations screen by clicking the Generate New Eval button.

Evaluations FAQ

My preceptor and/or resident has not provided sufficient feedback in an evaluation. Can I ask him/her to add more comments? Yes. From the Manage Tasks and Evaluations screen, use the “Send Back for Edit” link to send the evaluation back without removing answers. Add a note for the evaluator, which will be included in the email.

Evaluations FAQ

We have created a longitudinal learning experience for our residents. What evaluations need to be scheduled? While the four required evaluations will automatically be scheduled at the end of the learning experience, they will need to be added to the Typical Evaluation Schedule at each quarter, also. Follow the directions on the Learning Experience Setup wizard to add multiple evaluations for the Preceptor Evaluation, the Learning Experience Evaluation, and the Summative Evaluation.

User Roles FAQ

We have a very small residency program. Who should we designate as the Residency Administrator? The Residency Administrator role may be used to add any user to a residency program who should be able to view reports for the entire program, but does not need edit rights. This may be a preceptor, or a user who is not part of the residency program. You may also list the program director as both RPD and Residency Administrator.

User Roles FAQ

One of my preceptors is leaving, and we’ll replace her with a new preceptor. How do I do this? First add the new preceptor to ResiTrak (Residency Setup Wizard: Preceptors – New), then add the new preceptor to the Learning Experience(s) (Learning Experience Setup Wizard: General Information), and uncheck the old preceptor there. Finally, remove the preceptor using the “Remove from Site” link next his name on the User Manager screen (RPD menu).

User Roles FAQ

Our RPD will be taking a leave of absence. How do we handle her tasks while she is away?Depending on the situation and the length of the absence, the RPD may choose to appoint an “interim RPD” and change the RPD role on the Residency Information screen (Residency Setup Wizard). This person will then be the RPD, with all of the responsibilities, and email notifications, that come with that role. If there is no need to assign a new RPD, it may be useful to designate a Site Setup User who may access all learning experiences, and view all evaluations in the Manage Tasks and Evaluations screen. Without the RPD role, however, this site setup user will NOT be able to cosign evaluations in place of the RPD.

Reports FAQ

Where can I find a list of all overdue tasks in my program? The RPD may view overdue tasks by selecting the link on the home page. The RPD, RA, and site setup users may print a report of overdue tasks by selecting the Overdue Tasks report on the Resident-Specific reports screen.