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

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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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
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University College
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University College
Hospital Macmillan
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University College
Hospital
University College
Hospital Macmillan
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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