Platinum Planner. School Admin Manual. ã Platinum Educational Group Phone

Transcription

1 Platinum Planner School Admin Manual ã Platinum Educational Group Phone

2 PLATINUM EDUCATIONAL GROUP Platinum Planner User Guide Platinum Planner is an online web application tool for Clinical Management. We know the site has a lot of functionality behind it, so we have provided this guide to help you through the process of learning the site so you have the tools you need to use it effectively and confidently. As always, Platinum Educational Group provides exceptional customer service along with this guide. We are ready to help you whenever or wherever you need it by phone or . We also provide ongoing live help webinars for you or your group. Do not hesitate to call us if you are unable to find the answers, we will be happy to take care of any questions you may have! Phone: Help requests: To provide you with our very best customer service, we always welcome any comments or feedback you can provide to improve the Platinum Planner web site and/or its functionality and usefulness to you. Sincerely, Doug Smith & Thomas Gottschalk Platinum Educational Group ã Platinum Educational Group Phone

3 TABLE OF CONTENTS TABLE OF CONTENTS... i Login... 1 Dashboard... 2 Schedule Training... 3 School Admin Home... 4 Calendar... 5 Manage Users/Requests... 5 Manage School Admins... 5 Manage Instructors... 7 Manage Students... 8 Manage Clinical Users... 8 Manage Preceptors... 9 Manage Preceptor Training Courses/Classes/Sites Manage School Courses Manage Course Classes Manage Class Locations Manage School Clinical Sites Manage Shared Clinical Sites Manage Calendar s Reports General Report Progress Report National Registry Portfolio Progress Student CoAEMSP Airway Management Progress Affective Site Evaluation Report Affective Student Evaluation Report Practicum Student Evaluation Report Clinical Affiliate Institutional Data Form (Appendix E) Field Internship Institutional Data Form (Appendix F) Student Clinical Rotation Matrix (Appendix G) CoAEMSP Course Progress Report (3c2) *BETA Site Report Form Summary Reporting (Preview) Options Manage Skills... 35

4 Manage Forms Manage Training Manage Messages Manage Documents Help... 44

5 PLATINUM PLANNER USER GUIDE Page 1 LOGIN Go to the Platinum Planner site and click the Schools Contact Us button on the home page. Fill out the School Sign-Up Form, then click the Submit button. Once we approve you as a School, we will send you an to Activate your account. You will be directed to our terms and conditions after clicking the link. 1

6 Please read the terms and conditions carefully and scroll down to check the I agree to these terms checkbox, then click the Submit button. You will be directed to your my.platinumed.com dashboard after you agree to our terms. DASHBOARD After accepting the terms & conditions you will be directed to the my.platinumed.com dashboard. 2

7 Your dashboard will show you our products available based on your profession. Click on the red link (School Administrator School Name) under Platinum Planner to be directed to your home page. Schedule Training We recommend scheduling a training session to help setup your School. Click the Schedule Training button, then choose the training session you would like to schedule with a date and time you are available for training. 3

8 SCHOOL ADMIN HOME Congratulations you have been added as a School Administrator for your school on Platinum Planner. You are now able to get started setting up your school account. If you need training or any help, please call us at or click the help link on the right footer of your dashboard. On your home page, you will see an area that has items which may require your attention. This is a to do list in a way that is generated for you. Click on any of the items to review or complete. 4

9 CALENDAR Click on the Calendar link in the top navigation bar. You will see a calendar that lists all opportunities for your school by the defaults listed in the dropdowns. Note: Once a student signs up for an opportunity, that opportunity will show in your Calendar. To narrow down the calendar to your desired view, click on any of the 3 dropdowns above and click the Search button. Click on any of the Calendar items to view more details. Note: If you did not create the opportunity, you will not have the option to edit, but can still see the details of the opportunity. Once you have your desired calendar view, click the Export to PDF button to download the calendar view for printing or ing. MANAGE USERS/REQUESTS Manage School Admins 5

10 As a school admin, you will need to manage other school admins that will be using the system. To add a new school admin, click the Add a New School Admin button on the top of the Manage School Admins page. School Admins must search for the user s address first by entering it into the Address field. If that user already has an account, the system will autofill the user s first and last name. Click the Save button to save the user you found as a new school admin. If the system is unable to find the user s , a message will show at the top of the screen letting you know that the user was not found and to enter their information. Click the Save button to save the new school admin. On the Manage School Admins page, you will see the user you just created in the Active tab. 6

11 You can choose Login As to login as another Site Admin or Flag to mark the School Admin as inactive in the system. Manage Instructors As a School Administrator, you will add and manage your instructors that will be using the system in the instructor role. To add a new instructor, click on the Add a New Instructor button on the top of the Manage Instructors page. School Admins must search for the user s address first by entering it into the Address field. If that user already has an account, the system will autofill the user s first and last name. Click the Save button to save the user you found as a new instructor. 7

12 Click the Save button to save the instructor. Go to the Manage Instructors page and choose Login As to login as another Instructor or Flag to mark the Instructor as inactive in the system. Manage Students As a School Administrator, you can also can manage students. You have the ability to Login As them, View their account, look at their skill Defaults and Flag them. Manage Clinical Users As a school, you will add and manage clinical users in Clinical Shared Sites that will be using the system in the clinical user s role. 8

13 To add a new clinical user, click on the Add a New Clinical Site User button on the top of the Manage Clinical Site Users page. School Admins must search for the user s address first by entering it into the Address field. If that user already has an account, the system will autofill the user s first and last name. Click the Save button to save the user you found as a new clinical user. If the system is unable to find the user s , a message will show at the top of the screen letting you know that the user was not found and to enter their information. Click the Save button to save the new Clinical User. Manage Preceptors This section has Active, Verified, Unverified, Flagged and All tabs. If you just started, you may not have any preceptors listed in the tables. 9

14 To add a new preceptor, click the Add New Preceptor button on the top red bar of the page. If the preceptor already exists in the system, you can search by to find the preceptor s . Note: Preceptors must have a Date Trained date in the past and be Verified for students to select them as a preceptor for Field Internship opportunities. Otherwise, you will need to fill in the information for the preceptor. If the time zone field is correct you can leave it, otherwise select the time zone your preceptor is in. Select a site and a location from the dropdown. Optionally, if your preceptor has already been trained through our site you can add their Training Score, Date Trained and Training Expires date here. Click the Create button or the Create & Verify button to add your preceptor. 10

15 On the Manage Preceptors page, you will see your preceptor listed in the Active tab. You can Login as, Edit, Flag or Verify or Un-Verify your preceptors in the actions column. Once you click Flag, the preceptor will now display in the Flagged tab. Once you click Verify, the preceptor will now display in the Verified tab. Clicking Un-Verify will display them in the Unverified tab. You can also display more fields in the table by clicking the Customize button and then dragging and dropping the additional fields into the column title row of the table. If you need to save or print out this information, click the Export Grid button to export your table. Manage Preceptor Training As a School Administrator, you will be able to review preceptor training by going to Manage Preceptors, Manage Preceptor Training, and then clicking the Review link. 11

16 On the review page, you will see the completed content along with the dates that the preceptor completed the training. You can Approve it or Return it. If you approve it, the preceptor training date will switch to the time you clicked the approve button. 12

17 If you Return it (with a message), the preceptor must change their documentation and resend it for approval. On the Preceptor Training page, the documentation will show in the corresponding tabs of Pending, In Progress, Returned, Approved or All. COURSES/CLASSES/SITES Manage School Courses If you just started, you may not have any courses listed in the tables. To add a new course, click the Add New Course button on the top of the Manage Courses page. On the School Add Course page, you will see 2 sections, Create a New Course on the left and Clone an Existing Course on the right. Create a New Course To create an entirely new Course, go to the Create a New Course section on the left. 13

18 Select an existing course type, then course program. You will then give your new Course a name that relates to what the Course is so that your students can easily identify your Course when enrolling. Select your Course start and end dates, then Click the Create New Course button. Clone an existing course To clone an existing Course that you have already setup in PlatinumPlanner.com, Go to the Clone an Existing Course section on the right. Select an existing course that you would like this cloned Course to emulate. Now you will give this new Course a NEW name. This is very important because it will lessen any future confusion you may have between your courses. The best thing to do is to add the school season and the year of the course to the name so you can differentiate between the courses when you go back to review them. You will now select your Course start and end dates. You will also want to include any classes you had in the cloned course. Under the Include Classes heading, select the classes you want to add to this course. Then give any of the included classes a new name. Click the Clone Course button to create this cloned copy of one of your existing Courses with the included classes you selected. Edit Course After you Create a New course or Clone a Course you will be directed to the School Edit Course page where you can now configure your course. 14

19 Settings On the Edit Course page, your Course Name is listed on the top of the page along with the display only toggle, which defaults to All if there are no students in the Course. You can also choose how many hours after a clinical/field opportunity has ended in the Documentation is Due In, by entering an amount in hours. The default is automatically set to 0, meaning there is no set amount of time after an opportunity completes that clinical/field documentation is due. You can choose to allow students to create preceptors, to require a preceptor address and to automatically allow students to enroll in this course. If you do not want these options, uncheck the boxes and click the Save button. Please Note: If you are creating a Paramedic Level Course on or after August 1, 2016 the NREMT requires a scenario class to meet portfolio requirements for the course. Hours Requirements In the Hours Requirements tab you will see hour requirements pre-populated for you, based on the type of Course you created. 15

20 All active hours requirements, skill requirements and classes will show in green when you select the tab. The Hour Requirements section distributes your required clinical and field internship hours. Skill Requirements Note: Make sure you check the boxes next to the skills you want to turn on for the course. They will turn green when they are active. This section is the where you set your Lab Skills, Scenario Skills and your Clinical Skills. If the skill is a Platinum created global skill or school created custom skill it will show next to the skill in parenthesis. Skill Minimums, Proficiency, Sims Used, Sims Value Lab Skills, Scenario Skills and Clinical Skills all need additional information about the skill attempts made in your course when setting up your Course. Skill Minimums 16

21 Skill Minimums must be set for Peer and Instructors. Add the number of times each skill must be Peer reviewable or Instructor reviewable next to the skill. Proficiency The Skill Minimums are the minimum number of times a student must successfully complete a skill in order to meet graduation requirements for the course. If you would like the student to complete the skill more times than the minimum requirement in order to gain additional experience or confidence in a skill, you can add Proficiency values. The Proficiency values are the number of successful attempts at a skill you would like to see a student complete out of a number of consecutive attempts. Ex: 3/5 or 3 out of 5 would suggest you would like to see the student successfully complete the skill 3 times out of 5 consecutive attempts before they(or you) might consider them proficient in the skill. If a student completes the Proficiency benchmarks it will display in their Progress Report when clicking on an individual skill. Sims Used/Sims Value If the student will be using simulations of a person to attempt the skill, check the box next to the skill in the Sims Used column. The Sims Value is how much each attempt at the skill is worth (ex. If the sims value is 0.50 it means that each successful completion of that skill on a simulated patient is only worth half a point, rather than the whole point they would receive if working on a live human). Click Save to save your entered course information. 17

22 Once you have completed this information for your School Course, you will see your newly created course in the list on the Manage Courses page. You will see the Current, Closed and All tabs. Any courses that have been closed will go into the closed tab. The all tab will list all current and closed classes. In the last column, called Actions you have additional options. If you need to edit your skills requirements, hour requirements, course start/end dates, or add additional information about your course, you can click the Edit button. Your Roster will show a list of your students (later when you have had students sign up for the course). You can Close the course or you can click Add Class to add a class to your course. In the next section of this guide we will explain how to add a class to your course. Manage Course Classes Your courses contain all your classes. You may have different instructors teaching them and different students in them. This area is where you can setup your classes and specifications. To add a new course, click the Add New Class button on the top of the Manage Course Classes page. 18

23 Note: Class type is either Lab, Scenario or Clinical/Field Internship. A class cannot be a combination of multiple class types. Select the Course your new class belongs to, then click the Create New Class button. Now select your Class Type, give your class a Class Name and select your start and end dates. Click the Create New Class button. You will now go to the Edit Class page. 19

24 Settings You can edit your class name, description, start and end dates. Instructors After you have added your class information you will select your Class Instructor(s). Click the checkbox under the Enabled column to choose the instructor(s) you want to have access to the class and any student documentation associated with it. Schedule The Schedule tab is where you schedule your class times and locations. 20

25 Once you start entering your start/end dates and locations (setup in the Manage Class Location section), you will see a preview on the calendar. Skill Requirements The Skill Requirements tab allows you to set your skill requirements for your class. The Skill Minimums are automatically set, but you can add skill minimums here for Peers and Instructors. Add the number of times each skill must be Peer reviewable or Instructor reviewable next to the skill. 21

26 Proficiency The Skill Minimums are the minimum number of times a student must successfully complete a skill in this class. If you would like the student to complete the skill more times than the minimum requirement in order to gain additional experience or confidence in a skill, you can add Proficiency values. The Proficiency values are the number of successful attempts at a skill you would like to see a student complete out of a number of consecutive attempts. Ex: 3/5 or 3 out of 5 would suggest you would like to see the student successfully complete the skill 3 times out of 5 consecutive attempts before they(or you) might consider them proficient in the skill. Sims Used/Sims Value If the student will be using simulations of a person to attempt the skill, check the box next to the skill in the Sims Used column. The Sims Value is how much each attempt at the skill is worth (ex. If the sims value is 0.50 it means that each successful completion of that skill on a simulated patient is only worth half a point, rather than the whole point they would receive if working on a live human). Click Save to save your class setup. You will see your newly created class on the Manage Classes page. 22

27 Manage Class Locations This section allows you to add locations for your classes. To add a new location, click the Add New Class Location button. Fill out the form, then click the Add Class Location button. Manage School Clinical Sites This section allows you to add your schools clinical site locations to the system. To add a New Clinical Site, click on the New Clinical Site button on the page. Fill in your new clinical site information, then click the Create Clinical Site button. 23

28 To add a new clinical site location to your newly created clinical site (or other clinical site), click on the New Clinical Site Location button. Choose your clinical site from the dropdown. The address will pre-populate for you and allow you to enter your Site Location Name. 24

29 Click the Create Clinical Site Location button to proceed. Once you have created your clinical site and the clinical site locations, you can Edit them or click the View Locations link or Flag them in the actions column. Manage Shared Clinical Sites This section allows you to Add Shared Site(s) to your school. To add a shared site, click on the Add Shared Site button on the page. Search for the available shared site by entering it into the Search box, or search for the shared site by state. Click the Add button in the actions column to add the shared site. Click the Manage Shared Sites button at the top of the page to view the shared site you have added. 25

30 Here you will see all your Active, Pending Your Approval, Pending Site Approval, Flagged by School, Flagged by Sites and All. When you Add a new shared site, most likely it will show under the Pending Site Approval tab. Manage Calendar s Platinum Planner has a great feature that allows you to send s to outside locations, (such as hospitals, etc.) for Clinical Sites or Shared Site locations. On the Manage Calendar s page, click the Add New Schedule button. Choose the Calendar Source, Clinical Site, Location, Occurrence and Start Date. Then Add a new recipient(s) by address. The s you add here are s to people in outside locations like hospitals, etc. Click the Submit button to start the schedule you have chosen. 26

31 You will be directed to the Manage Calendar s page where you will see the information you just set up as well as the Last Sent date that the was sent out. Click the Edit link in the actions column if you would like to edit the information. Note: Student and Course are the only required fields on the general report. REPORTS Another feature of being a School Administrator is that you have several reports you can run on the information in the system. All reports are run in a similar matter. Each report has a brief description of what it is on the reporting page. 27

32 Note: The Form Summary Reporting is a report that reports on the custom forms your school creates under Options/Manage Forms. General Report The general report is run for your School s Courses. Choose your Course from the list and click the Run Report button. The general report is a pivot table that can narrow down information and give you very powerful reports that are exportable for printing, sharing or saving. Drag and drop any of the tile items next to or in front of Skills to customize your view of the report. To remove a tile, drag it to the top row next to where the Course, Category, Site and Patient Type are shown (above). Click the to customize options on Course, Category, Site, Patient Type, or Skill. Click the arrow to sort by descending or ascending. Once you have customized your report, click the Export button to save it as an EXCEL file. Progress Report The Student Progress Report shows your student s progress and is run by Course, Class, Student, Start Date and End Date. 28

33 Choose at least your Course from the dropdowns to begin running your report. Example: The report above was run for the Course: Paramedic 2014 and for one student in all classes. If you choose All Students, your progress reports will list each student s progress report on the screen. You will need to scroll down to see each student s report. Go to the bottom of the report and click the Print PDF button to print or save the report. The All Students display will print with page breaks after each student. National Registry Portfolio Progress Note: If you do not see the National Registry Portfolio Progress report that means that you do not have scenario classes. The National Registry Portfolio Progress report can be run for any student in an EMS course that also contains a Scenario class. Select your Student form the dropdown. Click Run Report. 29

34 Scroll to the bottom of the page and click the Print button to print the page or save it as a.pdf document. Student CoAEMSP Airway Management Progress The Student CoAEMSP Airway Management Progress report is run by Course and Student. Select your Course, then select the student you would like to run the report for. To run the report, click the Run Report button. 30

35 This report will show you your chosen Student s information in a graphical view. To print or save this report, click the Print PDF button. Affective Site Evaluation Report The Affective Site Evaluation Report is run by Site, Location, Preceptor or Start/End Dates. You must at least choose a Site or a Preceptor to run this report. Click the Run Report button to run the report. Affective Student Evaluation Report The Affective Student Evaluation Report is run by Course, Class, Student and/or Start/End Dates. 31

36 You must at least choose a Course or a Student to run this report. Click the Run Report button. Practicum Student Evaluation Report Note: This report is only available for the Medical Assistant Profession/Program. This report will not appear for other Professions or Programs. To run the Practicum Student Evaluation Report, choose at least a Course to run the report. You can also narrow down the results by choosing a Class, Student, Start and End Date. Click the Run Report button to run the report. Clinical Affiliate Institutional Data Form (Appendix E) To run the Appendix E Report, choose a Site and a Location from dropdown then click the Run Report button. Click the Print PDF button to print or save the report to a.pdf file. Field Internship Institutional Data Form (Appendix F) 32

37 To run the Appendix F Report, choose a Site and/or Location from the dropdowns then click the Run Report button. This report shows the Preceptors that were used by the students and the Trained Status of the preceptor at the selected location. Click the Print PDF button to print or save the report to a.pdf file. Student Clinical Rotation Matrix (Appendix G) To run the Appendix G Report, choose a Course from the Course dropdown (and if you want to include Custom Schools Skills) then click the Run Report button. Note: Appendix H has been merged into Appendix G. Go to the bottom of the page and click the Print PDF button to print or save the report to a.pdf file. CoAEMSP Course Progress Report (3c2) *BETA 33

38 To run the CoAEMSP Course Progress Report, choose a Course from the Course dropdown, then select whether you would like to Include Totals by Gender, Include Totals by Age, Include Hours, Include Global Clinical Skills or Include Custom School Skills, then click the Run Report button. Note: The CoAEMSP requirements are already checked for you. To scroll click the scrollbar or use your mouse to scroll over to the right. Go to the bottom of the page and click the Excel Export button to print or save the report to a.pdf file. Site Report The Site Report is run by Site, or Location, or Start and End Dates. You must at least choose a Site. Click the Run Report button to run this report. 34

39 Form Summary Reporting (Preview) Note: This report also reports on forms you created in the Manage Forms area under Options. To run the form summary reports, choose a Form Type and then Select a Form name from the dropdowns. Click the Run Report button if you do not need to filter the results. If you would like to Filter Results, choose a Student, Preceptor, Start or End Date to filter the search results. OPTIONS Manage Skills Add Skill If you would like to create a new skill, click the Add New Custom Skill button in the red header bar. 35

40 Enter the skill name on the top of page. Settings In the settings tab, choose your skill type from the Skill Type dropdown. There are 2 skill types: Clinical and Lab. Choose your program from the Program(s) dropdown. Toggle your Skill Status to Active. The default is inactive, so if you want your skill to show click the Active toggle. For your custom skill, enter the Skill Minimums and Proficiency. Files Once you click Save, you can then go to the Files tab and attach a file by dragging and dropping your file into the blue area or clicking on the blue area to browse to a file to upload. 36

41 Forms If you have created a custom form to attach to custom skills, (see manage forms below) it will show under this tab. You can attach it to the skill for the Student, Preceptor or Per skill attempt by checking the box under the option you would like. Click the Save button. You will then be directed to the School - Manage Custom Skills page where you will see your skill in the tab. If you do not see your skill, select your skill type dropdown next to the skill search. Manage Forms The Manage Forms page lets you create custom forms for anyone you have checked to complete the form (see manage skills above for more). The custom forms can be created for Clinicals, Labs a custom Skill or for Training. To add a customized Training form, go to Options/Manage Forms and add a new form. In the Settings tab, select Training from the Type dropdown. See the Manage Training topic for more. You will see all active and inactive forms under the tabs for your school listed on the Manage Forms page. 37

42 To add a new form, click the Add New Form button on the top right of the page. Here you will create your new form. The first step is to give your form a title, description and type. Click on the edit link or click the Settings tab to do this. 38

43 Once you have given this information you can choose to enable the form so that you will see it in the Active form tab once you save it. To do that, click the Enabled button on the top right, then click the Save And Refresh to start building your form. There are 2 ways to add a field to the form. You can click on any of the green buttons to add the specific form control to your page or you can drag and drop a form control into your page on the right. Once you have added a form control to your form, click the to customize the form fields. A Basic and Advanced tab will show allowing you to add the label of the form field, options, layout, placeholder or help text or if the form is required to answer or not. Once you have created the form, click the Save button to go back to the Manage Forms page. 39

44 If you Enabled your form you will see it listed in the Active tab. If your form is Disabled, you will see it in the Inactive tab. Edit Form If you would like to Edit your form, click the Edit link in the Actions column. Make your form changes and click the Save button to return to the Manage Forms page. Note: Make sure to click Enabled if you would like to enable this cloned form! If not, it will appear in your Inactive tab on the Manage Forms page. Clone form If you would like to Clone your form, click the Clone link in the Actions column. You will see the title of your form with - Clone next to it. Change your forms title, etc. and make any other changes you would like and your existing form will be cloned into a new form. Manage Training On the Manage Training page you can Add New Training, or choose training that you have previously setup by clicking Edit or Clone in the Actions column. You can also Clone the global Platinum training (in the Global tab) and customize it to suit your school needs. Note: Once you have customized the Platinum global training that training will no longer be used for your school. Instead, your replaced customized training will be used. All the training s listed in the Active tab are the trainings that will be used for each Program Type. 40

45 Add New Training Click the Add New Training button on the top red bar. In the Setting tab, give your training a name, select the Program Type and add a Description. In the Layout tab, click the green Add Section button to add a section to your training. Click the blue down arrow in the section to add your content regions. 41

46 The regions include a Content area with an html editor (if needed), a Resource area that you can add links to such as YouTube videos, etc., a Document area that you can drag and drop documents into, and a Forms area that gives you the ability to add forms that you have created in the Manage Forms section of our site to a training section. To add a customized preceptor form, go to the Options menu then Manage Forms and add a new form. In the Settings for the form, select Training from the Type dropdown. Then come back to this section, click the Form content area and choose it from the dropdown. When you have completed your training, click the Save button. Manage Messages This area allows you to send messages from within the Platinum Planner system. To create a message, click on Compose, select the Add button to add the person or people you would like to send a message to. 42

47 The tabs will specify if the person is in your School, is a Instructor, Student, Preceptor, Clinical Site or Shared Site. Click the Done button, once you have selected the recipients of your message. Enter your Subject and Message, then click the Send button on the bottom of the screen. You will see the message send in your Outbox. Any new messages will display in your Inbox. Manage Documents The Manage Documents page lets you manage and upload documents into Platinum Planner for your School to use. 43

48 To add a new document, click the Add New Document button. Select a Class, Title, Description then upload you re File and click the Save Document button. HELP Platinum Educational Group is always available to help you with Platinum Planner. If you have any questions or feedback regarding the site, please let us know! Click on the Help button on the footer on your dashboard. Type in your help topic into the Help text box and click the search icon or hit enter. You will see the top results of your help topic from our Knowledge Base to help you answer your question. If you need additional help, click the Contact Us button to get a Customer Support Advocate to help you. 44