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

1. Dr Chris Wright
Senior Lecturer & Research Coordinator
CREATING A PAPER-LESS CLINICAL ASSESSMENT
SYSTEM TO DELIVER INCREASED
TIME EFFICIENCY FOR STAFF AND STUDENTS
Faculty of Health and Wellbeing
Robert Winston Building
chris.wright@shu.ac.uk
0114 225 5488

2. Scunthorpe Grimsby
24/11/2014
Barnsley
Sheffield
Rotherham Doncaster
Worksop
Chesterfield
Sutton in Ashfield
Grantham
Boston
Lincoln
 Reduce student isolation in remote clinical placements
 Deliver parity of experience regardless of geography
 Reduce staff travel time

3. Clinical Assessment
CLINICAL
STUDENT
ACADEMIC
COORDINATOR
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

4. System Engineering
Build your own customised
assessment file structure
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

5. 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
Service User feedback
Supervising
Radiographer
Feedback
Submit
Student Self Appraisal
Submit
VL Feedback
Submit
Confirmation for
Progression
(deployed to Lead
CLO?)
Submit
Submit
Section 5
Weekly Review
(deployed to student)
Feedback from
Supervising Radiographer
Submit
Story Board

6. 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

7. 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

8. Clinician (1)
Click here to go directly to
the items requiring attention
Click here to go see
your own cohort(s)
The system opens with a flagging system to focus attention directly to the needs
of the individual student

9. Clinician (2)
STUDENT NAME
STUDENT NAME
STUDENT NAME
STUDENT NAME STUDENT NAME STUDENT NAME
STUDENT NAME
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

10. Students 'To Do List'
STUDENT NAME
Similarly, students log in to their own profile and over time create a portfolio of experience.
A traffic light system signals assessment progress.

11. Student Overview Map
STUDENT NAME
The student, Clinician, or Academic can look at a completion report to see progress

12. Giving Feedback
STUDENT NAME
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)

13. Academics
Academics can monitor progress and provide timely feedback remotely;
reduces the time spent out on placement sites

14. Staff Efficient?
WEEK NO.
WEEK
BEGINNING
(MONDAY)
Y1 Level 4 Y2 Level 5 Y3 Level 6
1 28-Jul V v
2 04-Aug V v
3 11-Aug V C
4 18-Aug V C
5** 25-Aug A C
6 01-Sep C C
7 08-Sep C C
8 15-Sep
C C
9 22-Sep A C A
10 29-Sep A C A
11 06-Oct
A C A
12 13-Oct A A A
13 20-Oct A A C
14 27-Oct A A C
15 03-Nov
A A C
16 10-Nov C A C
17 17-Nov C A C
18 24-Nov C A A
19 01-Dec C C A
20 08-Dec C C A
21 15-Dec
A A A
22^^ 22-Dec V V V
23^^ 29-Dec V V V
24 05-Jan
A C A
25 12-Jan A C A
26 19-Jan A C A
27 26-Jan C C A
28 02-Feb C C A
29 09-Feb C A C
30 16-Feb C A C
31 23-Feb A A C
32 02-Mar A A C
33 09-Mar A A C
34 16-Mar A A C
35 23-Mar A A A
36** 30-Mar A A A
37** 06-Apr V V V
38 13-Apr
C C A
39 20-Apr C C A
40 27-Apr C C A
41** 04-May A C A
42 11-May
C A A
43 18-May C A C
44** 25-May C A C
45 01-Jun C C C
46 08-Jun A C C
47 15-Jun C C C
48 22-Jun C C C
49 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

15. Student Efficient?
WEEK NO.
WEEK
BEGINNING
(MONDAY)
Y1 Level 4 Y2 Level 5 Y3 Level 6
1 28-Jul V v
2 04-Aug V v
3 11-Aug V C
4 18-Aug V C
5** 25-Aug A C
6 01-Sep C C
7 08-Sep C C
8 15-Sep
C C
9 22-Sep A C A
10 29-Sep A C A
11 06-Oct
A C A
12 13-Oct A A A
13 20-Oct A A C
14 27-Oct A A C
15 03-Nov
A A C
16 10-Nov C A C
17 17-Nov C A C
18 24-Nov C A A
19 01-Dec C C A
20 08-Dec C C A
21 15-Dec
A A A
22^^ 22-Dec V V V
23^^ 29-Dec V V V
24 05-Jan
A C A
25 12-Jan A C A
26 19-Jan A C A
27 26-Jan C C A
28 02-Feb C C A
29 09-Feb C A C
30 16-Feb C A C
31 23-Feb A A C
32 02-Mar A A C
33 09-Mar A A C
34 16-Mar A A C
35 23-Mar A A A
36** 30-Mar A A A
37** 06-Apr V V V
38 13-Apr
C C A
39 20-Apr C C A
40 27-Apr C C A
41** 04-May A C A
42 11-May
C A A
43 18-May C A C
44** 25-May C A C
45 01-Jun C C C
46 08-Jun A C C
47 15-Jun C C C
48 22-Jun C C C
49 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

16. 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?!

17. 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!"