Assessments Administrators workshop
Present
- Anthony Miller-Crolla - ACCS, Anaesthetics, Intensive Care Medicine, Emergency Medicine, Pre-Hospital Emergency Medicine, Core Surgical Training
- Nahida Kausar - Programme Administrator, Medical Specialties Higher
- Lisa Waldron - Programme Administrator, Core Medical Training
- Mandy Guest - Programme Lead, Medical Specialties Higher
- Tony Smith - Programme Support - Foundation
- Joanne Watson - TIS HEE
- Alison Parr - TIS Transform
Exercises
Identify current processes for main steps in assessments journey including systems/tools used and links between them
Relationships e.g. between: ePortfolio - Intrepid - Access database - Spreadsheet - Outlook
Steps e.g: Dates - Venues - Panels - Trainees - Evidence - Outputs - Comms
General discussion
- Specialties using NHS ePortfolio - set up most of the assessment on ePortfolio
- Anaesthetics - set up panel on ePortfolio; set up ARCP record (event) form → no Outcome form. Link each trainee to the panel - can open up panel on the day and see all trainees on ePortfolio
- Outcome form on NHS ePortfolio exactly the same as on Intrepid
- Use spreadsheet maintain assessments information and to manage scheduling (cut and paste from one spreadsheet into the other)
- Essential to double check dates when run a report on the programme to make sure you have extended where appropriate
- Use electronic Form R own Intrepid - email trainees (not via ePortfolio)
- Which ePortfolio you use determines how you set up assessments. Outcomes - varies as to whether you put on Intrepid first then ePortfolio, or vice versa. ePOrtfolio is important as it's what the trainees sees and on their own training record - some people don't put full details on Intrepid as no time
- Annoying that not automatic update/notification of ePortfolio (some email them and some not)
- Postgraduate Dean does't want us to see everyone who gets Outcome 1/6 - just 2/3/4 and potentially 5. But doesn't always work
- Some TPDs want to see them in year order not by outcome
- Venues are booked through external management company Calders - don't hold them at HEE as no wifi. They are often not appropriate as Calders don't understand our requirements - so generally phone around ourselves to find local venue
Discussion on areas of duplication
Areas of duplication | Who |
|---|---|
| Assessments screen - Intrepid & ePortfolio | WM-F/HST |
| Outcome form - Intrepid & ePortfolio | WM-F/HST |
| Assessments & ARCP in ePortfolio - top level input to disseminate the fields → ePortfolio → TIS | WM-F/HST |
| Sickness absence - Intrepid, ESR - put on ESR by trust so have to download it from there and manually input to Intrepid | WM-F/HST |
| Trainee details - Intrepid, ESR, ePortfolio plus e.g. Recruitment tracker (spreadsheet kept by Programme & Recruitment teams?) - should have one input and send to everyone who needs it | WM-F/HST |
| Duplication leads to data errors as multiple manual entry of same details | WM-F/HST |
| NTN - need to input this in 4 or 5 places - add to Programme, NTN tab, new starters spreadsheet, ePortfolio (by trainee - required to set up their account) | WM-F/HST |
| Dates of ARCP - need to record on Intrepid as well | WM-F/HST |
Develop user stories for an ideal system to support the assessments process
User needs/ User stories | Who |
|---|---|
Mandy Guest - Programme Lead, Medical Specialties Higher | |
| As a Programme Lead Medicine I want: | |
| MG |
| MG |
| MG |
| MG |
| MG |
| Nahida Kausar - Programme Administrator, Medical Specialties Higher | |
| As an ARCP administrator I want: | |
| NK |
| NK |
| NK |
| Anthony Miller-Crolla | |
Lisa Waldron - | |
| As a Programme Lead I want: | |
| LW |
| LW |
| LW |
| LW |
| ADD STORIES FROM ANTHONY AND TONY WHEN WE GET THEM | |
| General discussion | |
| When I search for a trainee I want to see all relevant details on one page - name, specialty, programme of the trainee on the 'staff list' (? not sure what this is - assume just on search results) - Liked the 'Trainee card' when shown on prototype | WM-F/HST |
| Want a calculator to work out progression dates for LTFT - e.g. if trainee working 70%, 80%, 90% etc | WM-F/HST |
| Panel scheduling tool - need to know who can do what and when - Doodle poll | WM-F/HST |
| ESR → TIS sickness - can this be on the interface? | WM-F/HST |
| Robust and easy reporting mechanism - confidence of data it's pulled | WM-F/HST |
| Manage notifications and responses - attached to that event (so that I don't overlook important emails related to assessment event) | WM-F/HST |
| Outcome 3 trainees - put into posts that are vacant for extra time in training (have 'pool' of vacant posts that trainees who need to be extended can be put into, subject to QA by TPD) | WM-F/HST |
| As an administrator I want to reduce duplication of NTN so that I can (can't read this word) NTN | WM-F/HST |
| Foundation - want a way of informing trainees of events and courses (can be one a week) - email addresses not always up-to-date | WM-F/HST |
| Macros - from Excel into Intrepid so can upload trainee details in one go | WM-F/HST |
| Notifications - to go through TIS so that I can communicate effectively | WM-F/HST |
| Link from Concerns log to Assessments tab | WM-F/HST |
| Validation - flag up where things have not been completed for GMC report (currently limited field validation on Intrepid) | WM-F/HST |
| NTN management - release NTN/DRN - allocating new NTN/DRN - validation to only allow one NTN/DRN at once (NB some still have CMT (Core) until we release NTN (higher) & change) | WM-F/HST |
| Validation on forms - ARCP, Form-R | WM-F/HST |
| Macro usage - info from spreadsheet into TIS fast | WM-F/HST |
| Would like a report builder - simple, easy to follow and actually good | WM-F/HST |
| JEST - Job Evaluation (Survey?) - could be on Intrepid. Have to print report off to see it | WM-F/HST |
| Posts and placements - drop down on trainee to indicate sub-specialty as well as their programme - PHEM (Pre-Hospital Emergency Medicine), Paediatric Emergency Medicine - may need additional panel member | WM-F/HST |
| Need to know have the right people on the list to be assessed - need to know previous posts, previous outcomes, x-ref lots of different things to get to the point of scheduling. Go by previous Outcomes - who needs to be assessed based on previous ARCP | WM-F/HST |
| Exam results - would know who was getting an Outcome 2 for medicine | WM-F/HST |
| Need to know if assessment is PYA as require an external panel member for this (JRCPTB change list regularly for this) | WM-F/HST |
| Have difficulty finding out which stage of training GIM trainees are Stage 1/2/PYA/Final | WM-F/HST |
| Placements input on ePortfolio - RC Emergency Medicine will only put these on once trainees have paid their fees. Might be an issue. (Trainees tell them) | WM-F/HST |
| Outcome 3 - automatice extension of CCT dates | WM-F/HST |
| TIS - if could click button and automatically notify trainee of outcome would save lots of work | WM-F/HST |
| Want to be able to draft Outcome so that trainee can't see it until it has been agreed. Intrepid currently shows draft Outcome in trainee's view. NHS ePortfolio gives you a draft view (not accessible to trainee). Anaesthetics can see it straight away. | WM-F/HST |
| Communications to Trainee from TIS to be attached to trainee's assessment so it doesn't get lost | WM-F/HST |
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