Summer Prep for Fall Success: Rethinking Clinical Ed Management for Physician Associate Programs

Welcome everyone. I’m starting to see people joining the webinar. So we’ll just give it a couple more minutes for folks to get settled and then we’ll get started. Give it about thirty more seconds, and then we’ll get started. Right. Let’s get started. And this is being recorded. So if you have colleagues that weren’t able to make it, you know, we’d be happy to join this group. I’m sorry. We’d be happy to share this recording with them as well. So today, we’re going to be presenting on the topic of optimizing your case logs or patient encounters through Core ELMS. My name is Alexis Carvoni. I’m vice president with CORE Higher Education Group. I’ve been with the company for over sixteen years, assisting programs with exploring and implementing our solutions. I’m joined by my colleague, Colin, and I’ll have Colin introduce himself. Hi, everyone. My name is Colin Wiemer. I’m a client success manager here at Core Higher Education. I’ve been with the company for about a year and a half now, and I’m enjoying it, working with programs of all kinds. So I’m excited to hop in. Thanks, Colin. Just a quick overview of the agenda. We’re going to go through some real world challenges, talk through solutions and success stories, and then at the end, we’ll be taking questions. If you think of questions along the way, feel free to type them into the chat. For those of you that are new to Core, I thought I would give you just a quick overview of who we are and what we offer. So Core Higher Education Group, we have been around since two thousand six. We offer a variety of solutions, really help meant to help streamline. The clinical rotation process, as well as the, curriculum and assessment piece as well. So you can see we offer four main solutions for EMS. That’s what we’re going to be focusing in on today. That is used to manage anything you can think of related to clinical rotations, experiential learning, field work. We’re going to be focusing on one aspect or component today, which is case logs. But know that anything you can think of that you’re doing day to day in clinical education can be managed in core ELMS. And, of course, we’ll be happy to show you that offline, if there’s anything else you’re interested in learning about. CompMS is our solution that is used for being able to complete your curriculum map and track any CBE needs. So if you are tracking at the competency or outcome level, it allows for you to aggregate and collect that data and report on it in a way that allows you to see your program effectiveness as well as prove that, you know, students are actually meeting those competencies by the time that they’re graduating. We also have an ePortfolio solution called MyCred, something that the student’s able to take with them after graduation. You could think of it more of as a presentation ePortfolio. And then another solution called Readiness, which has great content that is actually used to prepare students for going out on clinical rotations and for the workforce. There’s even content that will help satisfy the needs for HIPAA training, blood borne pathogens, a lot of great content like that. So, again, we’re not going be focusing on those areas today, but if there are questions, we’ll be happy to answer them. I’m going to hand it over to Colin. Thanks, Colin. Awesome. Thanks, Alexis. So we’re talking about case logs today. Case logs are our way of giving the ability to the student to track patient patient interactions in core ELMS. It’s also our way of delivering any recurring assignments that take place over the course of a clinical or field experience. Flexibility is a real focus of this module, and we’re able to create logs in a number of different ways and And even let preceptors evaluate them. So we have this word map here, case log management, insights, program improvement. These are all challenges or solutions for the challenges that case logs and ELMS Solve. Other challenges we’re solving for with the case log module is the paper problem. So some programs have a plethora of different types of encounters that get logged several times over the course of a rotation or clinical experience. I’ve never had to manage that personally, but I imagine it’s a real headache if you’re dealing with actual physical paper. You don’t have to worry about that with core ELMS. Distressed student, we all know students have to interact with patients, and the logistics of delivering paperwork can be tedious and take away from that. So, we wanted a way to streamline the process so that your students can focus on the real work And the preceptor predicament. Most of the programs we interact with on the day to day deal with preceptors who are either volunteering or being compensated very little for their work and time. So having a frictionless experience when dealing with your students is always a plus, and it’s gonna boost your relationship with those preceptors. Preceptors don’t even need to log in to core ELMS to confirm or sign off on case logs or really any other part of the product. So, again, just to recap, for clinical directors, it’s a centralized place to track your students’ progress throughout the clinical experience. For students, it’s a user friendly platform that allow them to log all of their patient encounters. And for preceptors, it’s a simplified process with automated email alerts and easy to use tools. Now I wanted to get in to the, dig in to actually see what this experience is like for a student. So I’m gonna log in to one of our test instances. That’s the back end. That’s the back end. So when you first log in to Core, you, will see things from the admin perspective, but a real benefit is you’re able to also log in to any of your students or preceptors accounts and see things exactly as they see them. So I have my test student, Collin test student, and I’m going to log in. Now if you haven’t seen ELMS before, just a quick orientation to what you’re looking at now. On the vertical, sorry, horizontal bar, we have a clock in, clock out, an account information button which lets them update information about themselves, and this clinical placement button lets them see all of their schedules. We also have a calendar. On On the Vertical toolbar, this is where all the real work gets done. So all of the modules that are turned on for the instance live here, and this is where students actually are logging their hours. Or in today’s case, we’re talking about case logs. Now you might hear case logs be referred to in a number of different ways. You might hear people say clinical encounters, field encounters, even, like, assignments and tasks. That’s because we can name this whatever we want. So, in today’s instance, we’ve named it case logs. But if you have another name for, you know, whatever you consider this is, we’re happy to change that for you. Once we’re in, we can see all of the case logs we have created. Can see that there are folders to help organize them, and there are actually quite a few. So you’re not limited by any number. You could have really an infinite number of case logs. Today, I’ll be using the folder case logs and reflection assignments where we’re going to complete two assignments, case log, and a reflection assignment. You can see here that I’ve entered two for each of these already. The last entry being yesterday, November twentieth, and you’ll see that this one even has a score. If I want to add a new case log, All I need to do is hit add. I’ve built out this form, and it’ll say it’ll let the student actually select which preceptor they would like to send it to, completed on date. And I would say that this form is, like, a medium sized form. I deal with shorter ones frequently, and I’ve also deal dealt with some really long ones. So you’ll see I Maybe this is twenty twenty different questions or fields. I’ve dealt with some that are, like, two hundred, two hundred fifty. So there again, there’s really no limit on how long or short these can be. I’m going to fill in some of these, just just to have some test data here. So I’ll fill in the course, the clinical site type. There’s patient demographics, biological sex, race, clinical information. And, again, this is just stuff that we see typically on a case log, but it can all be customized for your program. We’ll see that we have some free form fields. We have drop down options, and we have multi select check boxes. With that said, there are even more. We can have students upload to them, which we’ll see shortly. We can make fields required or not. And then when the student’s done, they can submit the log. Alright. And this is the log, and we can see that it’s with our test preceptor. So I’d like to log in to the test preceptor. But before I do that, I’m gonna go back to the case logs, and we’re going to come, complete this reflection assignment. Again, this is something that I see from a lot of programs. They have their students upload documents or artifacts that then get reviewed by the preceptor. And oftentimes, they’ll even be evaluated. So that’s what we’re gonna do today. I’ll just upload a blank document. Can be Word or a PDF document, and then I’ll I’ll go to submit log. Alright. Now from here in a typical, like, live instance, the preceptor would get an email alert for each of these. He would get he or she would get one for the reflection assignment and the case log where they could directly access and confirm or deny the log from their email. In this case, just to simplify things, I’m going to return to the admin account, and then I’ll force log in my way to that Preceptor’s account. You can see that the the screen looks very similar to the students. We have all of the same horizontal bar and the vertical toolbar. So we’ll just go to case logs. And we’ll see all of our pending logs or all of the preceptors pending logs here. This is our case log where they can review the information. And if it looks great, they can confirm the log or deny if it doesn’t look so great. Either way, they have the option to add comments. Now the reflection assignment, the I’ve set it up so that the preceptor needs to complete a rubric based on what they see here. So they can review the attachment, and this is just a blank document, so we shouldn’t see anything here. But then after they review that artifact, they can then go back and go to the reflection rubric, start the evaluation. And you see here, we have a very short evaluation that they can grade that artifact, where they can grade that artifact. Again, this can be as long or as short as you need it to be. We have very, very long evaluations and very short ones. I would say that this is probably on the shorter side from what we see. Once we hit submit, we can now confirm it. We see that we gave the reflection rubric a one hundred. Submit and confirm. And now the field encounter has been confirmed successfully. So that’s a short demo. You know, the great thing about all of this is it’s now reportable. So if you need to get documentation for your accreditation, it’s really as easy as going into the reporting suite and pulling the data, all the data that you need. I’ll, I’ll hand it back to Alexis. Thanks, Colin. So we are going to take some questions. I see some already coming through. But before we jump into that, you’ll notice up on your screen, you’ll see a call to action to either request more information by email. Or, you know, if you’d like to set up a demo one on one, you’ll have that option as well. Of course, if you’re not interested in either, you don’t have to click anything. Those buttons will go away in a moment. So we’ll give everyone a second to respond to that, and then we’ll jump into the q and a. So the first question, how customizable is the Field Encounter module for different clinical programs? And the examples provided were nursing and PA. So everything Colin showed you today, totally customizable. So, he explains, you know, even the term pace logs, if you call them patient encounters, that can be customized. But then the actual, you know, data that you’re collecting within the case log, all of that is built out based on your specifications, your program’s needs. Also, on the preceptor or supervisor side of things, Colin showed you there was a rubric That is built out custom, but maybe you just need a basic Likert scale where you know, rating the student’s performance, or maybe you just need that confirmation. All of that you know, the entire workflow is going to be built custom. Next question. Can we include ICD-ten codes? Yes. So we do have a database of the ICD-ten codes, of course, which can be searched by key term or by code. So it’s not as if it’s something the student has to memorize and enter. It’s actually a searchable database. What does the implementation process look like for programs new to this module? So whether you’re an existing client who just isn’t using this new module yet or, you know, for a new client, I the implementation process is pretty much the same. So we would take your current case logs, you know, whether you have that on paper or, you know, some type of Google form, you would send it to your client success team. We would review that. We would learn, you know, what do you like about your existing process? What are you looking to improve? What are your reporting needs to make sure we’re capturing all the data, that you’re going to need to report on? And then our team would help with implementing. So we can actually, you know, build out these forms for you. But the great thing about CORE is as a full access administrator, you can also do that. So we’re able to show you step by step how to add new case logs for your students or how to edit your forms. So something your client success team is happy to assist with, but we’ll also empower you to be able to do that as well. Colin, anything to add there? You’re the expert. Yeah. No. I have to just reiterate everything you just went over, Alexis. I would say it does take a few months. So, you know, expect there to be some time for us to take your deliverables, talk about your process. And I really like what you said. Talk about what you like about your process and then what you don’t like, your current process. And then we fix all of those pain points, when it gets built out in your instance. Great. And just so everyone knows, when Colin says it takes a couple months, that’s to implement all of core ELMS, not one case log. Oh, a case log. Yeah. No. No. No. That takes a you know, it should take a meeting or two. Yeah. That would be quick. Thanks, Colin. What best practices do you recommend for leveraging the module’s reporting capabilities to identify trends and improve clinical outcomes across disciplines? That is a great question. So I I think it goes back to what we just said with implementation. Let’s think about what your reporting needs are first to ensure that we’re building these case logs out in a way that you’re going to get all the data that you want, you know, in the format you’re going to need it. One great best practice is to report on this data by site and to audit that frequently to make sure, you know, the sites that you’re using are offering meaningful experiences for your students, that they’re seeing a variety of different patients. Not only are you able to report by students to make sure they’re meeting their requirements, but also over time see trends by site as well. Other questions? Yeah. Something else I wanted to mention. This is something I know we had a a quick screenshot of the mobile app. This is something students can do from the mobile app very easily. So if they’re at the site, they’re wanting to do this in real time. It’s not as if they have to wait to go home, get on their laptop. It’s very easy for them to submit. And then same thing. If you’re a preceptor, you’re asking them to confirm this in real time, they can get an email alert. So if they have their email on their phone, they get the alert, open up the email. It’s just a link that they click. They can confirm or deny or access any type of rubric directly from that link. It’s not as if they actually have to log into an account with CORE. Anything we can do to keep things easy and simple for preceptors, you know, that’s one of our top priorities. So it looks like that’s all the questions we’ve gotten so far. If anyone else, you know, has any last minute questions, please feel free to enter them into the chat. We’ve got our information up on the screen here, so if you’d like to set up a time and you’ve missed that button, you know, feel free to reach out to us directly, by email. But we do appreciate all of your time, and thank you so much for joining this webinar. We’ll keep you all up to date on future webinars and hope to see you again soon. Everyone. Thanks, Colin. You, Alexis. Thanks, everyone.