Guidance

NES ePortfolio 2013: Deployment of Mandatory Item Checks on Foundation ePortfolio

As part of the ongoing release of outstanding 2013 Foundation Programme ePortfolio updates next week the “mandatory item checks” will be released on the ePortfolio. This update will give some further information about how these checks will work.

This item has two parts:

The first part is that the ePortfolio will automatically check that a trainee has signed their mandatory “education agreement” and “declaration” forms. If the trainee has not yet signed these forms, they will be automatically redirected to the “declarations and agreements” page and will be reminded to sign these forms before continuing to use the ePortfolio.

The second mandatory item check has been developed at the specific request of the Foundation Schools that use the ePortfolio. Upon log in to the ePortfolio there will be a check that a GMC number has been recorded for the account and that any number present matches with the name recorded against that number on the GMC’s List of Registered Medical Practitioners. If there is not a GMC number on the account then the trainee will be asked to update their personal details and record a valid GMC number. If a match cannot be made the trainee will not be able to continue to use the ePortfolio. Please note that as the system is looking for a match by name the trainee Doctors should enter/update their names on the ePortfolio so they match what is recorded on the GMC’s list (i.e. same spelling and name arrangement).

A Brief Guide on: Autolinking in the Foundation ePortfolio

In the Foundation ePortfolio it is possible to ‘link’ the various evidence form collected to your foundation curriculum.
Some of the forms on the Foundation ePortfolio will automatically link to the curriculum page of the ePortfolio when saved.

This is known as “autolinking”

Forms that currently autolink:
SLEs
a.    Direct observation of procedural skills (DOPS)
b.    Mini-Clinical evaluation Exercise (MiniCEX)
c.    Case-based Discussion (CbD)
d.    Developing the clinical teacher

Why do these forms auto link?

Autolinking was implemented as part of the UKFPO Curriculum Delivery group’s requirements for the Foundation ePortfolio in August 2012 when the SLEs were introduced.

This group determines what is known as ePortfolio “Core Content and Functionality”.  Autolinking was conceived by this group as a useful mechanism for trainees and supervisors.

Forms that no longer autolink but did once:
 Clinical Supervisor’s Induction meeting form.
This form did autolink to the curriculum between August 2012 and April 2013. The auto linking of this form was removed as a change request at the request of the Foundation ePortfolio Team advisory group, a body made up of representatives of all the Foundation Deaneries that use the ePortfolio. It was felt for this form the auto linking was not useful, so it was asked to be removed.

 

How to use the Foundation ePortfolio “Summary of Evidence for Satisfactory Completion”

[Download as a PDF]

As part of the pages to support the Foundation Annual review of Competence Progression (ARCP) process a number of new features have recently been released onto the ePortfolio. The “Summary of evidence for satisfactory completion” acts as a central portal of ‘quick links’ to relevant evidence in accordance with the core requirements for satisfactory completion of F1 and F2 (Foundation Programme Reference Guide 2012).

This document will detail how this page can be used to support the ARCP review process. This example is form the point of view of a foundation administrator viewing a trainee’s ePortfolio, but the pages work the same if viewed by supervisors, trainees or a programme director.

How to use the summary page

1. Log in or select your trainee as usual.  You should see the trainee home page.

2. Use the menus to navigate to the “Trainee home > Forms > progression ARCP” page

3. Click the “View summary of evidence for satisfactory completion of F1/F2” link.  This can be seen in a box marked “Optional resources to review your e-portfolio evidence.

4. Select “F1” or “F2” to show evidence from either the Foundation trainee’s FY1 year or FY2 year.  The summary page will pull through all data for that training grade.

5. You will see a list of all the sign off requirements for satisfactory completion of the year.   Some of these requirements pertain to evidence that is not held on the ePortfolio, for example the requirement that a trainee Completes 12 months of F1 training without exceeding the maximum allowable leave period. In this case the summary page cannot provide any evidence on this requirement, so the ‘View evidence’ column will remain blank.

6. However if the requirement does pertain to evidence held in the ePortfolio it will be pulled though and summarised in this page.  For example the requirement to have A satisfactory educational supervisor’s end of year report will pull through that report if one is present for the training year.  The page even summarises if on that report the person filling it rated the trainee as ‘Met requirements’ or ‘Did not meet requirements’ to make it quicker to review the evidence.

7. There is also an embedded link to the form in the summary page, so clicking on the ‘magnifying glass icon’ will cause the form to open in a pop-up page so the details can be reviewed immediately.

Accessing ePortfolio – get to the right log in page

It has come to our attention that a number of users, instead of clicking a bookmark to the site or typing https://www.nhseportfolios.org into the address bar of their browser, access our site by searching for terms such as “NHS ePortfolio” in search engines such as Google or Bing, and then clicking links in the search results page these sites choose to provide.

When navigating to the site in this way, the results page provided by these third party sites can often include links to alternate instances of our main site in which users login credentials do not work, but which look very similar to our main site, causing you confusion/frustration.  (Please note, these results vary on a per user basis and are not consistent in their content).

As part of development and testing there exists alternative ePortfolio versions that contain test accounts and test data. If you attempt to log in to one of these alternative sites will find that your user name and password, and your email address, are not recognised.

These alternate sites can be easily identified as they have different addresses which will appear in the address bar of the browser when accessing the site. What you should see is “www.nhseportfolios.org”.

Whilst the contents of the results pages in the search engines are not controlled by NES, we are contacting the major search engines to remove links to alternate instances of our site to reduce this possible source of confusion.

In the interim, please ensure that you are visiting the main site at the following address:
https://www.nhseportfolios.org

If  you continue to experience/report login issues, please first confirm that you are visiting https://www.nhseportfolios.org and, if problems persist, please contact Support and provide a full screengrab where possible to assign with identifying the issue.

Admin’s guide to Foundation ARCP reviewer set up

As part of the Foundation Programmes ARCP process there is a need for individuals to review trainees’ ePortfolios as ARCP assessors.

A role has been provided on the ePortfolio that will allow these individuals this access. However this role will have to be set up on the ePortfolio system by ePortfolio Administrator before the assessor can see an account.

You need to set up the ARCP reviewer role to be located so that they “see” trainees in the same way as Foundation Administrators have access based on their location. See the diagram below that shows how locations are arranged as a tree – by placing the ARCP Assessor on the correct “location” then you establish which trainees are visible to them.

In the above example, ARCP Reviewer X is assigned to Hospital 1 only and can see on trainees based at that location. ARCP Reviewer Y is assigned to Trust C and thus sees trainees at all hospitals location “under” this location, i.e. Hospital 4 and Hospital 5.

1) The first thing to do is make sure you know the location of the trainee in question. The easiest way to do this is to go to the ‘trainee search’ (Home > Select A Trainee) and type their name into the ‘name’ box.

The search results section should include a column called ‘Location’. This is the location that the ARCP assessor must be at or above on the location tree.

2) Next you need to locate the ARCP assessor on the system. The best place to start is the ‘Search Users’ function on the ‘Administer Users’ page (Home > ePortfolio Admin > Users).

2a) Start by searching ‘within your location’. This means searching all the users who are set at the same place as you are. Start you search by typing a name, email, GMC etc into the search fields.

In the example above I have found the user I was looking for. But if you don’t find your user, they may not share a location with you.

2b) Search for the user ‘outside your location’. This will pick up users on the same site as you, but outside your jurisdiction or for users whose accounts are on other sites (e.g. they could be a ‘Foundation Educational Supervisor’)

Perform the search again, but this time select ‘-All Locations-‘ from the dropdown box in the ‘Location’ area.

 

If you still do not find the user, they probably are not on the system you will need to go to step 4) – see below.

2c) Once you have located your user, select them by clicking on their name (this will be blue and underlined) on the search results.

3) Setting up the user’s ARCP assessor role

Once you have selected a user you should see a page like the following:

To examine what roles they currently have, click the grey ‘Admin Roles’ button on the left hand side.  This should take you to a list of their current roles

To enable a new assessor role, click the ‘Add new role’ button

3a) Select the role you wish to add (probably ‘Foundation ARCP Assessor’)

Then, select the location the Assessor needs from the tree.  An assessor will have to be at the same level or above that of the trainee they want to see.  If an assessor needs to see multiple trainees, then put them high enough up the tree so they can see them all.

Click ‘add role’ to finish the process.

The assessor will then be able to access the ePortfolios of all trainees at that location for review.

4) If the user is not on the system you will need to create them an account with an ARCP assessor role using the ‘add new’ user function on the ‘Administer Users’ page

Fill in the new user’s details and then select the ‘ARCP assessor role’ and a suitable location, this is similar to step 3a as detailed above.

The new user’s details will then be emailed to them automatically.

5) Signing: The NHS ePortfolio is designed to allow the FTPD to create the F1/F2 ARCP outcome form. This functionality exists to limit/avoid any confusion as to the official, agreed ARCP review outcome. If for any reason, the FTPD has assigned a deputy a trust/LEP ePortfolio administrator can create the outcome form.

It is possible for a Foundation Administrator to generate, fill and save the form.  However a user with a FTPD role would still need to log in to sign that form after the admin had saved it.  Admins can’t sign it themselves

6) Once the ARCP review has been conducted you will need to remove access by deleting or removing the ARCP assessor role from the user.  A ‘safe’ location to move the role to would be one with no trainees in, maybe an ‘abroad’ location.  Remember you can search for trainees at a given location on the ‘Trainee Search’ page.

Removing the ARCP assessor role is important as otherwise the user may be able to view the portfolios of trainees that they don’t need to.

To delete a role select a user as detailed above, return to the ‘Admin Roles’ page again and view the user’s roles.  There will be an option to ‘edit’ or ‘delete’ the roles present which will allow you to change a location or remove the role.

Please note: If a user only has one role, you will not be able to delete it.  You can move the role to a location with no trainees if you need to restrict access

 

Need help?
If you are having a problem with you NHS ePortfolio account please contact the Support team via the Help section of you account, or email us at support@nhseportfolios.org
Archives
Categories