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Please Sir, No More Hardcopy Training Records: A novel example of how to implement electronic training and competency records

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Please Sir, No More Hardcopy Training Records: A novel example of how to implement electronic training and competency records.
EBMT 2014

Published in: Healthcare
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Please Sir, No More Hardcopy Training Records: A novel example of how to implement electronic training and competency records

  1. 1. Please Sir, No More Hardcopy Training Records: A novel example of how to implement electronic training and competency records Simon Hack, Quality and Service Improvement Lead Stem Cell Transplant and Chemotherapy, UCLH NHS Foundation Trust © University College London Hospitals NHS Foundation Trust
  2. 2. Background The Haemopoietic Stem Cell Transplantation Programme (HSCT) at University College London Hospitals (UCLH): • is one of the largest combined adult and adolescent (13-19 years old) transplant programmes in the United Kingdom, • performs approximately 180 transplants a year, and • was JACIE accredited for the first time in 2010.
  3. 3. Background • Historically our controlled documents contained associated training forms which needed to be completed as hardcopy and stored securely (minimum retention is 6 years after a staff member leaves the service). Example 1Example 2
  4. 4. Background • In 2010, following JACIE accreditation, it was decided that this training model was untenable and burdensome and a project was started to develop tools for initial and ongoing “electronic” training evidence for our programme of ~300 staff and ~150 controlled documents. • This project involved the implementation of the following applications: • Q-Pulse®, a Quality management software • Adobe® LiveCycle® Designer • Adobe Reader® Mobile for iOS™ • FileMaker® Pro & FileMaker© Go
  5. 5. Implementation of Q-Pulse® •Q-Pulse®, has enabled the: • development of job role specific training plans, • electronic reminders for due or overdue training activity, • annual competency assessments, • convenient training reports, and • electronic storage of training evidence. Job role is a convenient means of applying a complete set of Requirements, grouped into Competencies, to a new starter. Q-Pulse®, has enabled the: Using the target date field will trigger email training reminders when training is due or overdue. Add Event Completed Date Attach training evidence
  6. 6. Adobe® LiveCycle® Designer The use of Adobe® LiveCycle® Designer has allowed the development of numerous advanced PDF training forms such as: • Induction Checklists • Knowledge and Skills Checklists for Clinicians • Self-declaration Training Forms • Supervised Training Forms • Initial and Ongoing Competency Forms
  7. 7. Induction Checklists • Completed by trainees • Provides hyperlinks to controlled documents and “mailto” hyperlinks to generate emails to key staff. • Once complete the forms are automatically returned by email to a generic mailbox for filing in Q- Pulse. Adobe® LiveCycle® Designer
  8. 8. Knowledge and Skills Checklists for Clinicians • Completed by Clinical Programme Director • Password protected B3.1.5.1 The Clinical Program Director shall be responsible for verifying the knowledge and skills of the physicians and mid-level practitioners of the transplant team. Adobe® LiveCycle® Designer
  9. 9. Self-declaration forms • These forms are embedded in controlled documents, • completed by trainees to indicate that they are aware of a new or revised version, and • automatically returned by email to a generic mailbox for filing in Q-Pulse. Adobe® LiveCycle® Designer
  10. 10. Self-declaration forms • These forms are embedded in controlled documents, • completed by trainees to indicate that they are aware of a new or revised version, and • automatically returned by email to a generic mailbox for filing in Q-Pulse. Adobe® LiveCycle® Designer
  11. 11. Supervised training forms • These forms are embedded in controlled documents, • completed by trainers to evidence trainee training, and • automatically returned by email to a generic mailbox for filing in Q-Pulse. Adobe® LiveCycle® Designer
  12. 12. Initial & Ongoing Competency Forms • These forms are based on the Supervised Training forms CM3.3.1 The Marrow Collection Facility shall have access to licensed health care professionals who are trained and competent in marrow collection. • …documentation of continued competency on a periodic basis should be available for all staff … Adobe® LiveCycle® Designer
  13. 13. Adobe Reader® Mobile for iOS™ We have had very limited success with this application as: • It doesn’t support JavaScript therefore “Submit Form” buttons and scripting fails • The form is not rendered in a device specific manner so users have to scroll and zoom Adobe Reader® Mobile for iOS™ is a free simple tool which can be used to capture signatures on training forms on iPads and iPhones.
  14. 14. FileMaker® Pro and FileMaker© Go Apheresis training database • Replaces a hardcopy workbook and trainees complete multiple choice questions, provide narrative answers and annotate images to evidence training. • Answers are reviewed by nominated senior staff and staff training is certificated as required. FileMaker® Pro is an application which allows users to create bespoke database solutions.
  15. 15. FileMaker® Pro and FileMaker© Go FileMaker© Go is a free iOS application which allows users to run FileMaker Pro databases on iPhones and iPads Medical Device Training on iPhone (under development) • Replaces hardcopy training forms • Trainers add training records to device and then return the completed training record by email, as a PDF, to a generic mailbox for filing in Q-Pulse
  16. 16. Thank You If you would like more details or support to implement electronic training records in your service please contact: Simon.hack@uclh.nhs.uk University College Hospital University College Hospital Macmillan Cancer Centre University College Hospital University College Hospital Macmillan Cancer Centre University College Hospital University College Hospital Macmillan Cancer Centre University College Hospital University College Hospital Macmillan Cancer Centre University College Hospital University College Hospital Macmillan Cancer Centre University College Hospital University College Hospital Macmillan Cancer Centre University College Hospital University College Hospital Macmillan Cancer Centre University College Hospital University College Hospital Macmillan Cancer Centre University College Hospital University College Hospital Macmillan Cancer Centre University College Hospital University College Hospital Macmillan Cancer Centre University College Hospital University College Hospital Macmillan Cancer Centre University College Hospital University College Hospital Macmillan Cancer Centre

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