Logbook User Manual. Trainee Guide

Transcription

1 Logbook User Manual Trainee Guide RANZCOG Version 3.0, December 2017

2 Table of Contents 1 Overview Access How do I get access? Browser Compatibility Logbooks Introduction Record a Procedure for a Case Record Multiple Procedures for a Case at Once Add Another Procedure to a Case Saved Previously Add a Clinic to the FRANZCOG Logbook Add an Ultrasound Scan to the FRANZCOG Logbook Track your Progress Search for Logbook Entries Export Logbook Entries Change Password... 35

3 1 Overview The RANZCOG online Logbook provides a facility to record a Trainee s experience in performing procedures, scans and clinics. This historical record has several benefits: Provides Trainees with a mechanism to monitor their progress. Provides Trainees information for reflection. Assists Supervisors in determining whether the Trainee is being given sufficient opportunities to enable them to reach the level of expertise expected for their stage of training. Enables Trainees and their Supervisors to reflect on experiences gained during a training period. Allows the College House to gain valuable insights on the performance of accredited sites in the volume and variety of training experience provided. 2 Access 2.1 How do I get access? The link to the online Logbook will be Tips Click on the Forgotten Password? link beneath the green Login button if you don t remember your username and/or password. The system will send your username and/or temporary password to your preferred address. 3 Browser Compatibility The Logbook system will function as expected in latest versions of: Firefox; Chrome; Opera; Safari; and Internet Explorer. Note: The Logbook is not compatible with versions of Internet Explorer preceding IE10. It is recommended that you update Internet Explorer on your Windows computer or device if you are using an earlier version than IE10. 3 P a g e

4 4 Logbooks 4.1 Introduction As soon as you log into the Logbook system, you will land on the Logbook page with the Add Procedure function enabled by default. It is expected that adding a procedure will be the most common action performed, therefore reducing unnecessary navigation upon login. You will notice two tabs on the Logbook page: 1. List displays all your logbook entries in a list view; and 2. Add New enables selection of the type of logbook entry that you wish to add: a. Case (Procedure) select this option if you want to record a procedure performed on a new patient (case) on a given day. b. Clinic select this option to record a clinic. Please note this option is only available in the FRANZCOG logbook. c. Ultrasound Scan select this option to record an ultrasound scan. Please note this option is only available in the FRANZCOG logbook. For Trainees who are enrolled in more than one RANZCOG training program, you will have additional Logbook tabs for each training program you are enrolled in, as per the below image. 4 P a g e

5 4.2 Record a Procedure for a Case Trigger Performed a procedure on a patient on a given day. Sign in to the Logbook system User name will be your five digit Member ID. Password will be your current password. Enter the date The default date will be for the current day. To select a date, you can launch the calendar by clicking on the calendar icon. Select the hospital where you performed the procedure on that patient The Hospital field is a pre-emptive input field. You can type the first few characters and a list of hospitals matching the input will be displayed: 5 P a g e

6 Set a default hospital (if required) After you select a hospital, you can make it the default. It is not mandatory to select a default hospital. For subsequent procedures, the default hospital will be prepopulated. Select a procedure The Procedure field is also a pre-emptive input field. Type the first few characters and a list of matching options will be displayed: 6 P a g e

7 Select the level of supervision Click in the Supervision field for a drop down list of options. Supervision to be Direct Supervisor when a more advanced Trainee is acting as surgical assistant supervising a more junior Trainee who is acting as primary operator. Please note the supervision options will be different for the Subspecialty Logbook, as per the below image. Enter any comments Any comments that you enter will only be visible to you and staff with administrative access. Supervisors will not have access to your comments. Your comment should not include any patient identification information i.e. name, hospital record number, etc. 7 P a g e

8 Patient Identifier The Patient Identifier field is optional. In order to enter the patient s identifier number, you will need to firstly tick the box next to I accept terms and conditions. Once you have ticked the terms and conditions box, the Patient Identifier field will allow you to type text into the field. Click on the Save & Finish button When you click on the Save & Finish button, the procedure will be saved and a Record added successfully! message will be displayed for confirmation. A new Case Number will be generated for you to start adding a procedure for another patient for a given day. All fields will be cleared except the Date field (defaulted with current date) and the default hospital (if a default has been set). 8 P a g e

9 Tips You can select only one procedure in this field. If you have performed multiple procedures on the same patient on a given day, then you will need to add procedures to the same case via the Add Procedure (same case) button. When logging a caesarean section or vaginal birth, select only one procedure name - the most complex (as listed in the dropdown box in the entry field from least complex to most complex). Please do not log more than one caesarean section or birth for the one case. For example, when performing a caesarean section multiple pregnancy with abnormal presentation, select only Caesarean section multiple pregnancy. For a multiple vaginal birth with assisted breech, select only Vaginal birth multiple. For trainees enrolled in more than one training program, please only log one entry per case in the relevant logbook. Please do not log the same case in multiple logbooks. To view the Procedure that you have just entered, click on the List tab. On some devices, drop-down fields such as the Supervision field may not function as expected. A device may not let you select an option from the drop-down list. If this happens, expand the drop-down list, type in characters to search for an option and then select the option. If you cannot find a hospital, clinic or other institution, type other in the Hospital field and select the appropriate institution. You can edit and/or delete Procedures from the List view while the status is Unreviewed. Once your supervisor completes your Six-Monthly Summative Assessment, the system will change the status of the relevant logbook entries to Reviewed after which updates and deletions will not be permitted. 9 P a g e

10 4.3 Record Multiple Procedures for a Case at Once Trigger You have entered details of a procedure that you will save and then record another procedure for the same case. Details of current procedure have been entered Click on the Add Procedure (same case) button 10 P a g e

11 You will be presented with a new Add Procedure form When you click on the Add Procedure (same case) button, the procedure will be saved and a Record added successfully! message will be displayed for confirmation. The Date field will be pre-populated with the date previously entered for the same case. The hospital will be pre-populated if a default has been set. The case number, the level of supervision, patient identifier, and any comments that you entered will be pre-populated from the previous entry. You will be able to update the level of supervision and comments. Start adding another procedure performed on the same patient for that day. Tips If you update the fields with details of one procedure and there is another procedure that you would like to record after the current one, then click on the Add Procedure (same case) button. To finish recording the final procedure, click on the Save & Finish button after you update the fields with details of your final procedure. If you see the same patient another day, you should record the procedures against a new case for that day. 11 P a g e

12 4.4 Add Another Procedure to a Case Saved Previously Trigger You have saved procedures for a case and want to add one or more procedures to a case number previously used. Click on the List tab Open any procedure with the same case number In this instance, I want to add a procedure to Case Two procedures exist for this case but I need to open only one. To open a procedure, click on the pencil icon on the far right. Click on the Add Procedure (same case) button Without updating any of the fields, click on the Add Procedure (same case) button at the bottom. 12 P a g e

13 Select a procedure The Date, Hospital, Supervision and Comments fields will be pre-populated from the previous procedure that was opened. Click on the Save & Finish button A Record added successfully message will be displayed Tips The functionality on mobile devices has been optimised, hence you will notice a slightly different view compared to desktop computers. For example, not all table columns in the List tab will be initially visible. Scroll right to view additional columns. To update an entry that you have saved, open the entry from the List view, make the required updates and click on the Update Record button. If you want to add multiple procedures to a previous case, open a procedure for the relevant case and add procedures using the Add Procedure (same case) button and click Save & Finish after logging the final procedure for that case. 13 P a g e

14 4.5 Add a Clinic to the FRANZCOG Logbook Trigger You have attended a clinic. Click on the Add New drop-down Click on Clinic 14 P a g e

15 Enter the date Select the hospital where you attended the clinic 15 P a g e

16 Set a default hospital (if required) Select the type of clinic 16 P a g e

17 Select the relevant clinic type; gynaecology or antenatal If you select Gynaecology Clinic in the Clinic Type field, you will be provided with a Gynaecology Clinic Type field to select from. If you select Antenatal Clinic in Clinic Type field, you will be provided with an Antenatal Clinic Type field to select from. Or 17 P a g e

18 Select supervision Indicate the number of patients seen 18 P a g e

19 Enter any comments Click on the Save and Finish button At this point, your logbook entry will be saved in the system. 19 P a g e

20 Click on the List tab to view the saved entry Click on the pencil icon to view or edit the entry Tips You can edit and/or delete logbook entries for Clinics from the List view while the status is Unreviewed. Once your supervisor completes your Six- Monthly Summative Assessment, the system will change the status of the relevant logbook entries to Reviewed after which updates and deletions will not be permitted. Due to space restrictions, not all logbook fields are displayed as columns in the List view. An export function is available from the List view to enable you to export all logbook entries with all the relevant fields. The exported file will be compatible with Excel. 20 P a g e

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22 4.6 Add an Ultrasound Scan to the FRANZCOG Logbook Trigger You have performed an Ultrasound Scan. Click on the Add New drop-down 22 P a g e

23 Click on Ultrasound Scan Enter the date 23 P a g e

24 Select the hospital at which the scan was performed Set a default hospital (if required) 24 P a g e

25 Select the type of scan Depending on the type of scan, the next set of fields will vary. For some scans, you will be presented with a Fetus Present? field, for other scans you will be presented with a Scan Checklist field, and for some you will be presented with both the Fetus Present? and the Scan Checklist fields. For the Gynaecological scan, the Fetus Present? and Scan Checklist fields are not relevant. 25 P a g e

26 Select if a fetus was present (if field is displayed) Select the relevant options in the scan checklists (if field is displayed) You can select one or more options for this field. Ideally, all checklist items should be performed and selected. 26 P a g e

27 Select the level of supervision that you received Enter any comments 27 P a g e

28 Click on the Save and Finish button Check confirmation message The following message should be displayed confirming that your entry has been saved: 28 P a g e

29 Navigate to List view to view/edit/delete the scan Tips You can edit and/or delete logbook entries for Ultrasound Scans from the List view while the status is Unreviewed. Once your supervisor completes your Six-Monthly Summative Assessment, the system will change the status of the relevant logbook entries to Reviewed after which updates and deletions will not be permitted. 29 P a g e

30 4.7 Track your Progress Trigger You want to see a summary of your progress. Please note this functionality will be available for Subspecialty Logbooks next year. Click on the Progress dropdown menu Click on Progress Summary Click on the Expand All to expand all the categories The Progress Summary reflects the number of logbook entries that you have recorded. Please refer to Appendices A, B and C for the list of procedures, clinics and scans that have been loaded in the Logbook system. Click on the Collapse All to collapse all the categories Tips You can also click on the + and - to expand and collapse each category individually 30 P a g e

31 4.8 Search for Logbook Entries Trigger You cannot find a logbook entry that you entered. Click on the List tab Click on the Search button Use the search filters available to search for specific entries For example, you can select Procedure in the Logbook field to view all procedures that you have entered. You can also specify a date range to view logbook entries that have the specified date recorded in the Date field. 31 P a g e

32 Click on the Search button Search results will be displayed in the List view 32 P a g e

33 4.9 Export Logbook Entries Trigger You want to view all logbook entries with all relevant fields Click on the List tab Click on the Menu button Select from the export menu For example, you can select Export to Excel to export all entries displayed on your screen to an excel spreadsheet. 33 P a g e

34 Tips Click on Advanced export to select all entries, or specific columns for export Select Current page only to export entries currently displayed on your screen Deselect Current page only to export entries on all pages 34 P a g e

35 5 Change Password Trigger You know your current password and want to change it. Click on your name to access the profile menu Desktop view: Mobile View: 1. Click on highlighted icon 2. Click on your name Click on Change Password Enter your existing password 35 P a g e

36 Enter your new password Enter your new password again Click on the Change password button Check for confirmation message The following message should be displayed as a confirmation for the password change: 36 P a g e