Placement policies and methods. Systems to Manage Experiential Education and Courses. no input from student

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Systems to Manage

Experiential Education and

Courses

Ruth E Nemire, B.S.Ph, Pharm.D.

Associate Dean Professional Education and Community Engagement

Professor Pharmacy and Health Outcomes Touro College of Pharmacy

[email protected]

212-851-1192 x 2115

Goals

Provide scenario for scheduling

Discuss EE logistic management needs

Increase knowledge of software

available

Provide names of software programs

Review ACPE standards relating to EE

course and software management

Placement policies and methods

1.

1. Administrator selects sites and makes Administrator selects sites and makes

schedule

–

– no input from studentno input from student

2.

2. Administrator selects sitesAdministrator selects sites –

– Placements guided by student input and Placements guided by student input and preference for location and type preference for location and type

3.

3. Student selects sitesStudent selects sites –

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Possible scenario for student

assignment

• Administrator responsible for data

• Preceptors and administrators review data in system for correctness

• Preceptor records availability information • Students prioritize site/preceptor preference

based on availability provided by college • Algorithm reviewed/placements assigned • Preceptors notified/review placements • Students notified of available schedule • Timeline- 3-4 months

Why Use Software ?

ACPE Accreditation Standards

Tracking (Standard 19)

Reporting (Standard 14, Guidelines

Appendix C)

Assessment (Standard 15)

What do you need from a

system?

• Database of records • Secure

• Web based: Easy access (24/7) • Meet student expectation for technology • Tracking (Standard 19)

• Reporting (Standard 14,Guidelines Appendix C) • Assessment (Standard 15)

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Experiential Education Course

Management Systems may:

• Manage preceptors, faculty and site information • Maintain student records

– i.e. immunizations, TB tests, background checks, etc. • IPPE and APPE selection, scheduling, availability, changes • Facilitate communication

– site, school, student, preceptor • Tracking

– affiliation agreements, site requirements • Management reports

– preceptor, site lists, placements • Assessment potential

– Portfolios, curricular mapping

Types of Systems

• Combination system

– Paper/PC

– Excel, Access, Foxpro, Site Select

• Software developed by School

(i.e. Fishbowl-Stanford University, Others-University of Kansas, Others-University of Washington, University of Florida, Nova Southeastern University)

•

Commercial software

Systems Software:

Many names-Same idea

Also Known As:

• Course management systems • Internet-based management systems • Work force analytic systems • Knowledge databases

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Commercial software

• ComQuip CL

• E-value (Acquired PEMS 12/2008)

• Practicum Solutions

• Rx Preceptor

• Live Text (??)

Features of commercial software

• Efficient and easy data entry-24/7 (preceptors,

faculty, students and administrator)

• Scheduling parameters-(administrators, preceptors availability, drop/add, review, site change ) • Student input (preference placement, print-review

schedule)

• Preceptor input and requirements (paperwork, assignments, student evaluations)

• Course management (syllabi, evaluations, grades, etc)

• Tracking and Reporting Tools (accreditation) • Assessment (e-portfolios, other)

Software Systems

Value/Benefits

Disadvantage

• Value to students and preceptors has not been determined.

• Perceived benefits include: – Reduced time to

complete logistics task – Easy access for

preceptors – Improved reporting – Tracking and

assessment new to most programs

• Cost benefit not established-Convincing administration of need

• Not all systems user friendly • Various levels of comfort

with technology • Wide cost variances for

features that may appear similar

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ROI Solutions Group:

Education Management System

• Contact Information

–www.memsweb.com

– ROI Solutions Group P.O. Box 11060 Glendale, AZ 85318-1060 623-581-3801

• Has student and preceptor methods for input 24/7 • In use currently by 65+ pharmacy schools • Newly developed portfolio system-based on ACPE

standards, assessment

• Company has worked with schools to do required specific programming

Education Management System

pricing

Standard EMS Software Package:

Administrator WEB and Student / Preceptor WEB Administrator WEB and Student / Preceptor WEB

components hosted on ROI components hosted on ROI’’s server.s server.

$5,500 setup (includes the following)$5,500 setup (includes the following)

–

–Creating the web site.Creating the web site. –

–Install SQL Server table definitions.Install SQL Server table definitions. –

–Loading and configuring base data.Loading and configuring base data. –

–Install standard EMS Software to the Web Site.Install standard EMS Software to the Web Site. –

–Assist Client in conversion of existing data.Assist Client in conversion of existing data. –

–Import converted data to EMS Database.Import converted data to EMS Database. –

–TrainingTraining

$4,500 Annual License and Support (ALS) fee.$4,500 Annual License and Support (ALS) fee.

Unlimited number of studentsUnlimited number of students

600 minutes of support (cannot be used for training).600 minutes of support (cannot be used for training).

Comquip Inc.: I.Q.Session CL

• Contact Information – www.comquip.com

– 24 Hagerty Blvd. Suite 1 West Chester PA, 19382 – 877-266-0847

• Primarily a course/room scheduler

• “Clinical scheduling” is small piece of the program. (2006)

• Not preceptor friendly (preceptor access limited) • Basic reporting

• Additional HC tracker program- offers some assessment

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Advanced Informatics, LLC:

E-value

• Contact Information –www.advancedinformatics.com

– Advanced Informatics, LLC 10 Second Street NE Suite 300 Minneapolis, MN 55413 – 612-253-0130

• Experiential Education Course Management – Schedule (optimization) – Upload documents – Portfolio – Intervention documentation • Curricular Management

MedHarbor.com Inc.:

Practicum Solutions

• Contact Information –http://www.practicumsoftware.com/ – 712 Swifts Hwy

Jefferson City, MO. 65109 – 618-581-9612

• Scheduling program for health care students • Student info including photo

• Import or export data with CSV or ASCII file format • Purchase online

Rx Insider Ltd: Rx Preceptor

• Contact Information –Rx Preceptor – 1300 Division Rd, Suite 103 West Warwick, Rhode Island 02893 – 800.972.2083

• Experiential Education Course management – Schedule (lottery)

– Portfolio • Curricular Management

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Conclusion:

• Consider School or College system in place and leadership expectations

• Consider Cost (may need to reframe) • Review commercial systems and get feedback • Review ACPE standards and guidelines • Look for a database with preceptors, faculty and

students information available 24/7 • Need confidential, FERPA, secure

• Choose system that meets course management needs for EE

Conclusion:

• Choose system that is user friendly and enables access to information and communication • Need mechanism for dissemination of information

and reporting

• ACPE requires quality assurance and tracking of preceptors, and faculty look for development and access to that in a system for experiential education • May need to reframe cost considerations

Future must have: Commercial Systems that offer complete experiential education course

management–not just scheduling and report software.