OCAP Online

Orthopaedic Curriculum & Assessment Project

David Pitts Mike Reed

Raj Bhattacharya Andrew Lamb

2. Step by step in detail ©BOA 20 08 10

This presentation (and the other guides) are awaiting the completion of OCAP Online when they will be thoroughly updated. Although all

principles are applicable, some details may have changed and some new features added to OCAP Online.

 D Pitts, August 2010

2. Step by step in detail

Where this presentation fits in

• Induction Presentations

1. Introduction to the T&O curriculum

2. Basics

3. Using the e-logbook

4. Using PBA’s

• Already available at www.ocap.org.uk in “induction presentations”

• “OCAP Online” Presentations

1. Introduction (overview)– Brief review of all elements of online

curriculum tools

2. Step-by-step introduction

3. Online PBA

4. Using other assessments online

5. Producing Trainer profiles online– How to build a profile from trainee

data or from scratch and share that profile with others

“OCAP Online presentations will be available as features are launched”

In this presentation

• How to create/set up:– A placement/attachment– A trainer’s account– A trainer’s profile– A learning agreement– Your own (trainee) profile

• How to use– PBA’S– Other assessment tools

• This PowerPoint show introduces OCAP Online's basic procedures and functions in detail.

• Detailed information on generating reports will be available when that module is finished

Health warning!!!

These notes assume that you are already familiar with the T&O Curriculum (ie you know what learning agreement, trainer profiles, PBAs etc are) If not then you need to read the curriculum and/or review the slide shows at www.ocap.org.uk, “induction presentations”.

We cannot be held responsible for frustration, high blood pressure and damage to adjacent objects otherwise.

Sign in to the elogbook using usual user name and password

2. Step by step in detail

Click on “Training” link

2. Step by step in detail

3 “Guides” to get you started

Setting up a hospital placement / attachment

Click on the link “Set up a Hospital Attachment” to start the set up for your current post.

1. Name your placement(use a name that will allow you to identify the placement easily)

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2. Choose your specialty from the drop down menu.

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3. Select hospital: (Start typing the name of the hospital in the box and it should appear)

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4.Select start date of placement5.Select end date of placement6.Select year of training

7. Identify your trainer.

• Trainer may already be on database.

• If not then create trainer’s account (see later)

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8. When Trainer account has been created, you may add this as your current attachment

Creating a Trainer’s Account (should not be necessary but just in

case)

1. create your trainer’s account by clicking on the link

You should then see this screen

2. Select Trainer’s specialty from drop down menu.

3. Fill up the remaining boxes

4. click on Create Account

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5. When Trainer account is created, you may add this as your current attachment

It should eventually look like this when you access it again

Using other OCAP online functions

• Create a learning agreement

• Create trainer’s profile

• Create your own (trainee) profile

Most actions in OCAP online can be accessed from the “current attachment” menu

The checklists help you to use the various elements of the online curriculum as you proceed through your

placement

Creating an initial Learning Agreement

1. Click on the first box “Review the checklist” to proceed to the placement documentation

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2.Use the link to go to the Learning Agreement Form

You can also print out the paper version of this form using the link at the bottom of the page, fill it with your Trainer and subsequently enter the data on to the

online version.

3. Open the appropriate learning agreement document by clicking on the relevant meeting icon

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4. Edit the meeting information as required

• With trainer present, or

• On paper and transfer it later if required

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5.Send the form to the trainer if they are not present

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6. Once the trainer “validates” the form it locks and cannot be changed

The completed form can be viewed online

Overspill text can be

viewed by hovering the cursor over the relevant

box

Creating the Trainer’s profile

Note: Most Trainers already have profiles, this section applies only if they do not, you don’t have to create a new trainer

profile for every trainer

The trainer’s profile has two elements

• A mini CV

• A Procedures (applied clinical skills) profile– Created from the curriculum template, or– Created from trainee logbook data

Creating a trainer mini CV based on the Curriculum

template

Log in as usual

Go to Training Area and select “add a mini CV”

Or choose from the list

Your blank mini CV template will open, click here to edit

Cut and paste from your existing (MSWord)CV or type in the details

Upload your photo by

clicking here

Click the icons to edit each heading

Close to finish

You can publish it straightaway by clicking here

Or make further changes by clicking “view/edit” and then hitting the publish

button

Your mini CV may now be viewed by your trainees

2. Step by step in detail

You may add several CVs but only one at a time may be published and therefore viewed by your

trainees

2. Step by step in detail

Creating a trainer skills profile from the curriculum template

( for the first time trainer who has no trainee logbook data to build on)

Choose the link below

2. Step by step in detail

Click on “add profile”

Type in a name to identify the profile (no restrictions)

Then click “add”

Click on headings (+) to reach the level you want

Clicking “add” will add that procedure (or

group of procedures) to your profile

They appear at the bottom of the screen

You can click “remove” to get rid of those you

don’t want

“Update” adds the finished product to your list of profiles

“Publish” lets your trainees see it

“True” shows that this is your published profile (you may eventually have more than one)

Creating a trainer skills profile based on trainees’ logbook data

Choose the link below

Or select from the list

There are 2 ways to select your skills data:

1.By adding all the elements and removing those you don’t want from the list

2.By adding only the elements you want to add

1. Adding all the elements and removing those you don’t want

Click here to begin

Expand the level you

want

Click on the “add” buttons to include additional elements

Select the trainee generated elements you don’t want and click the “remove” buttons to delete them

Click on the “update” button to save your choice

2. Adding only the elements you want

Click here to begin

Expand the level you

want

Select the elements you want and click

on the “add” buttons

Click on the “update” button to save your choice

Publish your profile to make it visible to your trainees

You can add as many profiles as you wish. One

profile may be for a junior or senior

trainee, eg different profiles for ST3 and

ST7 trainees.

Creating a Trainee Profile

Every trainee has a knowledge and procedures profile of their own. This is intended to provide

an ongoing personal record of achievement against curriculum targets.

At present this profile is still evolving, we hope to make it more user friendly in the future. At present (September 09) trainees should be guided by their programme director as to

whether they should keep this record online or use the previous paper based system.

To access the trainee profile click “Training” and then “current attachment”

Click “my profile”

This screen shows progress to date

The curriculum targets are pre-set

You may see detail by expanding the

boxes

To alter your record click “update”

Move through the levels to find the element you want to change

Click on the relevant box to

change the level

Add a reflective note to justify the change (maybe reading, a course, conversation with

trainer…). This note is automatically transferred to your journal

Save the changes, and close if you’re finished

The note automatically appears in your journal

It is our intention that eventually, courses and other events will be able to map automatically and update your curriculum in a much easier

way

Completing a Procedure Based Assessment record in OCAP Online

Online PBA’s

Three options

• Complete the assessment records online with your trainer present

• Complete the records on paper then transfer online

• Keep everything on paper (possible but not recommended)

Overview of process

• Before you start– Trainer has a logbook

account (even if rarely used)

– Trainee sets up (at the start of training) own logbook account

– Trainee registers the trainer in their logbook through “hospital attachment management”

• Conduct assessment as usual in O.R.

• After the procedure trainer reviews performance with trainee

• Either– Complete online

immediately (if you have an available web connected PC handy)

– Complete on paper, both sign, trainee transfers results to logbook and trainer validates them

Register your trainer

There are 3 ways of accessing online PBA’s

Through the main training page

Through the workplace based assessments link

Through the Assessment link on the OCAP checklists page

Whichever route you choose…

…the procedure is then the same

Select your trainer and procedure

Mark the radio buttons as in paper versionadd comments where relevant

Trainee completes the reflective section at the end

Which eventually transfers the text to their “journal”

Journal accessed through “current attachment”

If the trainer is present validate immediately

If not, send to trainer for validation

Trainer receives an email

This links to the logbook without logging on

The trainer reviews everything on the assessment

Chooses to validate it as accurate or amend it as required

Remember, the trainee is either present with the

trainer when this is happening or has the signed copy to show what was originally

agreed

Validation “locks” the record, it cannot then be altered

The PBA assessments are automatically transferred to the summary sheet

The summary sheet shows the results from all completed assessments

Other Assessment Tools

DOPS, Mini-CEX, CBD, TAB, Mini-PAT

Copies of forms and assessor notes can

be found on the MMC, OCAP and ISCP

websites

Three options

• Complete the assessment records online with your trainer present

• Complete the records on paper then transfer online

• Keep everything on paper (possible but not recommended)

Overview of process

• Prerequisites– Trainer has a logbook

account (even if rarely used)

– Trainee sets up (at the start of training) own logbook account

– Trainee registers the trainer through “hospital attachment management”

• Conduct “procedure” as usual in clinical setting

• After the “procedure” trainer reviews performance with trainee

• Either– Complete online

immediately (if you have an available web connected PC handy)

– Complete on paper, trainee transfers results to logbook and trainer validates them

Identify your trainer

Complete the online assessment through trainee’s logbook pages

Select relevant assessment tab

DOPS, Mini Cex and CBD work in much the same way

Select your assessor

It might be your trainer

It might be someone else (see relevant tool’s guidance sheet) who doesn’t necessarily have a

logbook account (but does have a “.ac” or “.nhs” email address)

Decide how the form will be filled in• Fill in the form now

– If your assessor is with you

– If the paper form is already complete and you’re just making the online version

• Send the form to your assessor– If they are going to

complete it for you in your absence

– E.g. mini-pat

Select the “procedure” from the drop-down list

Fill in the usual radio buttons

Validate it (locking the form) if the assessor is

present

Send it to the assessor for validation (if they are

not there)

Validation locks the form

Details from the form are transferred to the trainee’s record

And to a printable summary sheet

Print a paper copy using your browser’s “print” function if you wish

Beware, you need to select landscape paper, also internet explorer 6

sometimes has problems with this.

These difficulties will be fixed shortly so that you can print straight to pdf as elsewhere in OCAP

online

If you send the form to be completed by your assessor

They receive an email

The link takes them to the form (no need to have a

logbook account)

Exactly the same form

Completing the online forms should be intuitive

They can get help with the practicalities

by viewing this presentationAnd with the

assessment itself by reading the

assessors guide(s)

Validated in the same way

Mini-PAT and TAB are a bit different(and you may use one or the other depending on which

deanery you’re in)

Both involve requesting assessments from people who may not be T & O trainers

Select the assessment

Select assessor and form completion method in same way as Dops

You will probably want to send the form away for completion in the case of Mini Pat and

TAB

Use radio buttons and comments in the usual way

When “external assessor” gets to the end of the form they hit “update”

This gives the opportunity to review the whole form easily

And then validate (lock) or edit further

The results appear on the trainee’s summary sheet

Finally………..

• This Online version is still in the process of development.

• All users will be informed as and when the program is updated and more guidance will be issued accordingly.