Acuity One45 - Phase 2 Evaluation Workflow Overview

Distributer

A distributer determines who should be completing the form and then sends the form to the appropriate person after a sendout occurs. When the sendout occurs, the distributer will receive an email that they have To-Do's in their Acuity One45 eDossier.

Best Guess List

All faculty and teachers/residents that you have listed on your best guess list will be asked to evaluate the student. Similarly, students will be asked to evaluate all faculty and teachers/residents on the best guess list. This list is unique for each rotation. 

Self-Send

Students self-select who they are evaluating. This feature is not used for assessments, but is often used for students to evaluate preceptors. For self-send specific setup, consult the Acuity One45 - Self-Send Evaluation Setup KnowledgeBase Document. 

Schedule Matching

This option may be combined with any of the choices above. It is highly recommended for Phase 2 as Acuity One45 will utilize the rotation preceptor assignments to guide sendouts.

1. 1. Clinical Assessments will be set up on the Location – Specialty/Child Course Level. 
   2. In the upper left-hand side, click the drop down menu, then scroll and select the correct year and then Location-Child Course/Specialty rotation. 
      
      
      
      
      
      
   3. Once loaded, click Setup on the top menu, then Evaluation Workflow on the blue menu on the left-hand side of the screen
      
      
      
   4. The Evaluation Workflow menu will display all the options for parent courses and clinic location within the location-child course/specialty. Multiple forms and their unique sendout patterns can be added to each rotation by creating separate workflows. 
   5. To set up the Evaluation Workflow, click on the add form below the rotation.
      
      
      
   6. Bulk Evaluations may be set up for multiple rotations if the evaluation workflow is the same. 
   7. A pop-up window appears that contains questions about the evaluation workflow.
      
      
      
      1. Form Drop Down Menu: Select the form specific to the rotation. For help deciding which clinical assessment form to select, use this KB document.
         
         
         
      2. Days Drop Down Menu: Select the number of days before the end of the block that the forms should be sent. Acuity One45 defaults the end of a consecutive rotation. Custom sendout patterns may be used to send out on specific weeks and also to increase frequency of sendout. 
         Example: A 4 week rotation will send the evaluation at the end of the four weeks (end of weeks are Sunday). If 3 days before the end of the "block" is selected, this means the assessment will go out on Friday of week 3. 
         
         
         
      3. Evaluator -> Target (? -> ?): Identify the evaluator and target.
         
         
         
      4. Use this form for which students? For the time being, Acuity has not designated internal and external students. Please default to Both.
         
         
         
      5. Distribution: Decides whether:
         • A Distributer determines who should be completing the form and then sends the form to the appropriate person after a sendout occurs. When the sendout occurs, the distributer will receive an email that they have To-Do's in their Acuity One45 eDossier.
         • The students will decide who to be evaluated by (UW is NOT using this method)
         • All on the Best Guess List: All faculty and teachers/residents that you have listed on your best guess list will be asked to evaluate the student. Similarly, students will be asked to evaluate all faculty and teachers/residents on the best guess list. This list is unique for each rotation. 
         • There is no distribution required. This is a self send scenario: Students self-select who they are evaluating. This feature is not used for assessments, but is often used for students to evaluate preceptors.
         • Use Schedule Matching if Available: This option may be combined with any of the choices above. It is highly recommended for Phase 2 as Acuity One45 will utilize the rotation preceptor assignments to guide sendouts.
           
           
           
      6. Head Evaluator/Summary: Information regarding head evaluators and releasors can be entered here.
         
         •  Sum: A summary releasor allows one person to be responsible for releasing a single summary evaluation form that house all contributor data in one single document. The summary releasor is not able to edit the responses of the form.
         • Head Evaluator: The head evaluator is the last reviewer of a series of assessments/evaluations. If there are many contributors to a form, their responses will be collected on a summary. The head evaluators will gather and summarize the results of all the contributors’ evaluations with the ability to have the final say in what is shared with the learner. 
           NOTE: If the workflow is set up to allow the learner to see contributing forms, the learner will see all contributions as they are filled out, even with a head evaluator added to the form.
           
           
      7. Form Info:
         • Anonymity: Select whether the form will be anonymous (if learners can see who completed the assessment of them).
           
           
           
         • Results Viewing: Select the viewing ability for students to view their forms.
           • No: Learners are not able to see the results of their assessments in their Acuity One45 To Do page unless an administrator/releasor runs an assessment report
           • Yes, as soon as the results are available: Learners are able to see the results of assessments in real time within their Acuity One45 To Do
           • After they have completed ALL of their forms: Assessment results will not be released until all forms, regardless of rotation, are completed
           • After they have completed the forms for this rotation: Assessment results will not release until all forms from the same rotation are completed.
           • After they have completed the forms for this rotation AND the rotation is completed: Assessment results will not release until both the forms from the same rotation are complete and the rotation has finished according to the rotation schedule.
           • Send mid-rotation results back immediately: If the workflow is being set up for a mid-rotation assessment, and learners should view their results before they’ve completed their forms, use this option.
             
             
             
         • Do you want the target (student) to see the results of contributing form? If using a Head evaluator with contributing forms, checking this box allows learners to see the contributing forms as they are filled out.
           
           
         • Opt-Out: Provides the ability for faculty/residents to opt out of completing the form. Opting out will remove it from the faculty/resident’s Acuity One45 To Do list.
           
           
           
      8. How long should evaluations be open: Indicates how many days the form will be available for completion before being automatically closed.
         
         
         
      9. When completed, click Submit.
         
         
         
   8. After clicking submit, data for the sendout will appear in the rotation row.   
      
      
      
   9. When assessments are ready to be sent out, a user will need to initiate the sendout. Further instructions on this part are available in the "Sending Clinical Assessments" section. 

For instructions on which form to use for each rotation and what the preferred parameters are for form setup, consult the Acuity One45 - Clinical Assessment Instructions KnowledgeBase document. 

Acuity One45 defaults to send forms the final week of a rotation for students. However, you can customize the pattern of the sendouts to have them send on various weeks of a rotation. For example, you could have the forms send on weeks 2 and 4 of a 4-week rotation. To explore this customization, consult the Acuity One45 - Custom Pattern Sendouts KnowledgeBase document.