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Dr Chris Wright Senior Lecturer & Research Coordinator Faculty of Health and Wellbeing Robert Winston Building [email protected] 0114 225 5488 CREATING A PAPER-LESS CLINICAL ASSESSMENT SYSTEM TO DELIVER INCREASED TIME EFFICIENCY FOR STAFF AND STUDENTS

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CREATING A PAPER-LESS CLINICAL ASSESSMENT SYSTEM TO DELIVER INCREASED TIME EFFICIENCY FOR STAFF AND STUDENTS

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Page 1: Anglia Ruskin

Dr Chris Wright

Senior Lecturer & Research Coordinator

Faculty of Health and Wellbeing

Robert Winston Building

[email protected]

0114 225 5488

CREATING A PAPER-LESS CLINICAL ASSESSMENT

SYSTEM TO DELIVER INCREASED

TIME EFFICIENCY FOR STAFF AND STUDENTS

Page 2: Anglia Ruskin

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

Page 3: Anglia Ruskin

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

Page 4: Anglia Ruskin

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

Page 5: Anglia Ruskin

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

Page 6: Anglia Ruskin

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

Page 7: Anglia Ruskin

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

Page 8: Anglia Ruskin

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)

Page 9: Anglia Ruskin

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

Page 10: Anglia Ruskin

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

Page 11: Anglia Ruskin

Student Overview Map

The student, Clinician, or Academic can look at a completion report to see progress

STUDENT NAME

Page 12: Anglia Ruskin

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

Page 13: Anglia Ruskin

Academics

Academics can monitor progress and provide timely feedback remotely;

reduces the time spent out on placement sites

Page 14: Anglia Ruskin

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

Page 15: Anglia Ruskin

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

Page 16: Anglia Ruskin

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?!

Page 17: Anglia Ruskin

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!"