The Knowledge Portal (the Portal) allows physicians and staff to register and track all learning events sponsored by the Northwest Permanente, PC, Department of Continuing Medical Education & Professional Development (CME & Professional Development). The site also hosts a variety of web based trainings, on-line resources and resource documents. The CME & Professional Development department is accredited by the Oregon Medical Association to provide continuing medical education for physicians. The Portal Team, from left to right: Chad Mills, E-Learning Consultant, Megan Sprague, Program Coordinator, and Nicole Sharkey, LMS Administrator. QUICK REFERENCE GUIDE: LEARNER 2017.1
TABLE OF CONTENTS The Home Page and Logging On... 1 Sign in / Change Password Screens Explained... 2 The Home Dashboard... 3 Accessing Your Training Schedule... 4 Registering For a Class... 6 Registering for a Multi-Session Program... 8 Canceling Registration for a stand-alone class... 9 Canceling registration for a Multi-Session Program... 9 Viewing Your Transcript / Finding CE Certificates... 10 Training Transcript: Standard View... 10 Training Transcript: Continuing Education View... 11 How to Add Self-Reported Training...12 CME & Professional Development Contact Information... Error! Bookmark not defined. -i- 2017 Northwest Permanente
THE PORTAL QUICK REFERENCE GUIDE Welcome to the Knowledge Portal! This quick reference guide is designed to cover only the most basic functions that a general user will need to utilize. I have relied heavily on screen shots as it is my experience that they are the most helpful when attempting to navigate a Learning Management Systems (LMS). If you have any additional questions or instructional needs, please do not hesitate to contact me at Nicole.L.Sharkey@kp.org or call (503) 813-2626 / 49-2626. There is another quick reference guide for managers 1, which covers the Manager Dashboard and a few common features, including viewing transcripts of your direct reports and registering your direct reports for a course. Please note: if you would like to have mobile access enabled for your account, please contact me. THE HOME PAGE AND LOGGING ON Links and More Links! There are several kinds of links on this page. Some are Quick Links that take you into the Portal. Once you click on a Quick Link, you will be required to enter your username and password before continuing to the desired class or feature. The second type of link is a document link that will pull up a PDF, such as our monthly calendar or a program brochure. There is a link attached to my email address. Click on that and your default email program will 1 A manager, as defined by the LMS, is anyone with direct reports. This quick reference guide is available on request. Page 1
open with my address prepopulated. There is also a link to the NWP PermPod podcast available through itunes. Finally, there is our yearly not-to-be-missed holiday video link, which will take you to YouTube. Now let s review this page in more detail: 1. Quick Links: The Login/Search button will take you to the Home Dashboard. The CME Transcript will take you directly to your transcript page and the Training Schedule button will take you to your list of upcoming classes. Your Training Schedule is where you can cancel your registration. The last two buttons, Life Support Classes 2 and CME Calendar, are linked to PDFs. The CME & Professional Development monthly calendar has a list of all our classes for the next four months. The back page will often have useful information for our NWP clinicians. 2. Online Course Links: These are popular links to web-based trainings that will take you directly to the registration page. More online courses are available inside the Portal. The exception is the SHOW THEM YOU KNOW THEM link, which takes you to our department website where you can register and launch that particular program. 3. Links to Upcoming Classes: These are direct links to our upcoming classes that are open for registration. Not all of our courses are open to everyone, so not all of our classes are listed here. Most of the time the brochures can be found below. However, for one-off classes, the brochure link will be next to the location clearly labeled. 4. Contact Information: Should you have any questions or trouble with your account, this is how you can contact me. I m your Learning Management System (LMS) Administrator. If I can t answer your question, I can direct you to the person who can. 5. Additional Links: These are miscellaneous and somewhat seasonal links that may be of use to you in your practice. Or just funny. 6. Brochure Links: These are where you can access the brochures for our regular classes. Sometimes we will have the brochure available, but not a quick link to the class. This is because the class has a restricted audience. Always check the brochure to make sure the class is open to you for registration. If you have any questions about that, or particular questions about the class, the brochure will give you the contact information of the program coordinator. 7. Quick Reference Guide: Here is a link to the PDF of this document. We also threw in a mini login link because social media users are used to looking at the upper right corner for a login button. SIGN IN / CHANGE PASSWORD SCREENS EXPLAINED For Northwest Permanente and HealthPlan employees, your username is your NUID. (For all others, your username is your email address). The very first time you log in, your password is welcome2. This is a system generated temporary password, which means you will be required to enter a new password right away. Once the CHANGE PASSWORD screen appears, enter welcome2 again in the OLD PASSWORD field. There are instructions below the Your new password must contain: line. These are simply saying your password must be at least 4 characters and you may use special characters. Please note, you do not have to use special characters. (This notation is a bit confusing and hopefully the vendor will remove it.) In the NEW PASSWORD field enter your permanent password and then enter it again in the 2 Please note that CME & Professional Development Department does not sponsor Life Support Classes. This is the only information we have as to where you can take these types of classes and the coupon code used for your Kaiser discount. Page 2
CONFIRM NEW PASSWORD field. Then click the SIGN IN button. Also and for future reference, notice that the SIGN IN screen (the image on the left) has a Forgot your password? link at the bottom of the screen. If you have already logged in once and have since forgotten your password, you can click on this link. An auto-generated password will be sent to the email address you have associated with your account. For NWP and HP employees, this is your Kaiser address. THE HOME DASHBOARD The Home Dashboard (not to be confused with the Home Page as described above) is where you can access everything available on the site. Below are brief descriptions of the features available from the Home Dashboard. This Learner Guide is designed to give you an overview of what the Portal has to offer. Feel free to explore the site and/or contact me should you have any specific questions or would like additional training. 1. This is the Profile icon. Clicking on this icon opens a menu structure with sub-menus and role-specific pages (i.e., Managers have a different dashboard than general Learners). 2. This is the Library icon. Here you can search classes based on our categories of Compliance, Clinical, and Professional Development. This is a great place to see all the courses available under a particular category. 3. Clicking on the Portal logo will always take you back to this Home Dashboard from any Page 3
screen in the system. 4. The Search icon is similar to that of any online system. Here you can search for an activity using a key word. Unlike the Library feature described above, this Search feature will bring up any activity (regardless of category) that contains that particular key word. 5. The Timeline icon takes you to a screen that quickly shows you what classes you have coming up. (It s a bit redundant as the To Do panel described below does this.) 6. The QUICK LINKS panel is a replication of the quick links buttons found on the Portal s Home Page. Here you can access your training transcript, training schedule or generate an email to me, the LMS Administrator. 7. The TOOL TIPS panel is where we will list helpful reminders that help you more easily access features on the site. 8. The RECENTLY LAUNCHED panel will display the last online course you started. If you did not complete a course, it will take you to where you left off. If you did complete it, it will take you back to the beginning. You can also access online courses under your Training Schedule. 9. The TO DO panel lists upcoming instructor-led classes first and online courses second. For a stand-alone class, e.g., Art of Mentoring, you can cancel registration directly from this panel and/or view class details. However, if you want to cancel registration for a series of classes, e.g., Communication Intensive (which is comprised of four classes), you should do so from your Training Schedule. From your Training Schedule you can cancel registration for all the classes at one time. In the TO DO panel, you would have to cancel each class separately and, because it is a series, it would still not disappear from your Training Schedule. 10. The MY LEARNING panel summarizes all your learning activities, including what classes/courses are assigned (e.g., new protocol trainings) and/or are critical (e.g, Compliance trainings). ACCESSING YOUR TRAINING SCHEDULE There are three ways to access your Training Schedule. There is a Training Schedule button under Quick Links on the Home Page and a Training Schedule button on the Home Dashboard. You can also access your Training Schedule by clicking the Profile icon then Learning>Training Schedule. On the next page is a sample Training Schedule and a breakdown of its components, most of which are selfexplanatory. Page 4
Tab Current/Upcoming Description Lists activities you have started but have not completed as well as any registered activities. Activities that do not require registration, such as online courses, may also appear in this list. This tab has the following sub-tabs: All: Displays all the current or upcoming activities. Ongoing Activities: Displays all launchable or in-progress activities. Upcoming Activities: Displays the next scheduled activities. Fixed Duration Activities: Shows the list of e-learning activities that are unavailable after a certain date. Express Interest Lists activities in which you have expressed interest. Pending Signatures Shows all activities pending signatures from the approver. This option is available only if Auditing is enabled. Completed Lists completed activities, including registrations and assignments. Canceled Lists activities that are no longer available. Waiting List or Pending Approval Displays activities you signed up to take. Currently you are either on its waiting list or you are awaiting registration approval. Page 5
REGISTERING FOR A CLASS There are many ways to locate the registration page for a class. If it is on the Portal Home Page under Links to Upcoming Classes, you can click on the link, log in, and it will take you directly to the registration page. If you have an electronic version of the CME & Professional Development Department s calendar 3, you can click on the title of a class open for registration (such classes are marked with an asterisk and underlined with a blue hyperlink) and it will take you to the Portal login page and then directly to the class or series registration page. If you are already logged into the Portal. 3 If you would like to be added to the mailing list for the electronic copy of the calendar, send a request via email to Nicole.L.Sharkey@kp.org Page 6
you can locate a class open for registration in the Library. 1. The Library Icon which will open the left menu pane. 2. All Activities will list all open activities. 3. A specific category, e.g., Professional Development will list only activities designated as such. 4. Clicking SELECT opens a drop down menu. (Please note only Managers can register others.) You can also locate an activity using the site Search feature: Page 7
1. The Search icon will open a right menu pane. 2. Enter the activity name or keyword phrase 3. Clicking SELECT opens a drop down menu. (Again, please note only Managers can register others.) REGISTERING FOR A MULTI-SESSION PROGRAM When you register for a multi-session program, the first registration page has an additional step. 1. The must select 3 activities; multiple selections allowed prompt is designed for when Learners can pick which sessions they want to attend. This never applies to our courses. 2. The aqua outline shows that all classes are already selected by default. 3. Since this selection process happened automatically for you, click NEXT. Once you click NEXT the SUBMIT button is available. Click it and you are registered! Page 8
CANCELING REGISTRATION FOR A STAND-ALONE CLASS From your TO DO list, you can cancel registration for a stand-alone class, i.e., a class that is not part of a series. For example, Encouraging the Heart, Leading Change, NW Ocular Pathology Conference are stand-alone activities. CANCELING REGISTRATION FOR A MULTI-SESSION PROGRAM If you are enrolled in a multi-session program (e.g., Communication Intensive, Motivational Interviewing, Facilitative Leadership, Business of Medicine) and want to cancel registration for the entire series, you must do so from your Training Schedule. This is a two-step process. First select the curriculum for the series and click the Cancel Registration button. This will take you to a confirmation page (see below). Page 9
Second, click the CANCELED MARKED button. After you cancel registration, you will be back on your Training Schedule page. You will know the process was successful if the course is no longer visible on your schedule. VIEWING YOUR TRANSCRIPT / FINDING CE CERTIFICATES Similar to the Training Schedule, you can find the CME Transcript button on both the Home Page and the Home Dashboard. TRAINING TRANSCRIPT: STANDARD VIEW Standard View includes all activites (not just those with CME credits attached) and is where you can print diplomas for individual activites. The following is a break down of your Standard View transcript page. Page 10
1. View drop down menu for Standard or Continuing Education. 2. Date Range options. 3. System default date range of one year from present date. 4. All activities available through the NWP CME & Professional Department. 5. Diploma icon. Click to view and print diploma. 6. Activity name and hyperlink to original class description. 7. Self-Reported training classes. These classes will not appear under your Continuing Education view as they are not accredited by the NWP CME & Professional Development department. TRAINING TRANSCRIPT: CONTINUING EDUCATION VIEW The Continuing Education view lists only those activities that have CME category 1 credits attached to them. This page has our accreditation statement on it and can be used as an official transcript to send to the OMA. Page 11
HOW TO ADD SELF-REPORTED TRAINING You can add self-reported training to your Standard View transcript page. Click on your Profile and a left-pane menu will appear. Under the LEARNING menu, you will see the Self-Reported Training link. Click on that. You are now on the SELF-REPORTED TRAINING page. Clicking New will open up a dialog box that is very selfexplanatory. Page 12