How eValue Streamlines Administrative Tasks in COVID and Beyond – Webinar Recap

medhub | March 3, 2021

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How eValue Streamlines Administrative Tasks in COVID and Beyond – Webinar Recap

COVID has drastically changed the way we learn and work. It has also created a logistical nightmare for many healthcare education administrators. 

eValue by MedHub is a healthcare education management system that simplifies program administration, improves learning outcomes, and ensures institutional oversight of clinical education programs — which is particularly useful during COVID. 

In the webinar “Utilizing eValue During COVID and Beyond” three eValue clients share different ways they’ve used eValue’s healthcare education management platform to improve program administration and learning outcomes, and ensure oversight of clinical education programs during COVID.  

Below, we’ll review a few of the webinar’s main points, from making schedule changes easier to improving the personal record process. 

(But, consider watching the full webinar for a detailed walk-through of each tool’s functionality!)

Submit & Track Personal Records: Annalisa Mills, M.Ed. at East Tennessee State University – Bill Gatton College of Pharmacy 

The old way of having students submit documentation in person or via email attachment was bulky and time-consuming. It was easy for documents to get lost or missed in someone’s email inbox.  Using eValue Annalisa Mills’ team was able to streamline the personal record collection process. 

Now, students can easily upload their own documents, and staff is automatically notified to verify documents. eValue also allows their team to set up permissions to protect data and even send out email reminders to students who are noncompliant. 

Their team was also able to set up different requirements for each class of students. For example, P1 through P4 students needed fields for HIPAA and OSHA, liability waiver, and student intern license. But there were also differences; P2 students have a longitudinal course that requires paperwork and IPPE institutional rotation with site-specific documents. eValue addressed the needs of each student type with a customized approach, thus improving communication between college staff and students, as well as practice sites.

As a result, eValue has drastically improved the personal record and practice site requirement documentation process at Gatton College of Pharmacy.   Students have responded positively to this change, and the entire operation is easier and more accurate for staff members.    

Track Health Data to Ensure Compliance: Dr. Mitch Moses at Lincoln Memorial University – College of Veterinary Medicine

Dr. Moses is charged with helping fourth-year veterinary students through clinical travel and rotations. The students travel quite a bit, which is clearly a struggle during COVID-19 as many practices had diminished confidence in taking on students during the pandemic.  

The team used eValue to track health metrics and increase communication to keep both students and the practices they worked at safe.

The program required students to monitor themselves for COVID-related symptoms and then submit results to the school daily for accountability and oversight. 

The results are monitored every morning, and an administrative assistant tabulates the results, then flags the clinical relations team if somebody has an elevated body temperature on clinical signs, or for some reason, didn’t submit recordings on a particular day.

After three rotations, which spanned 12 weeks 459 student sites, no student contracted COVID-19. 

Real-Time Lecture Evaluations: Donna K. Czarnecki at Creighton University School of Medicine – Physician Assistant Program

Lecture evaluations help teachers and schools understand what works in a particular course and what could use improvement. However, gathering and tracking that data can be a challenge. 

At Creighton University School of Medicine, they recently switched to real-time lecture evaluations. There were two reasons for the switch:

  1. Doing evaluations in real-time makes it easier to gather accurate data about lectures while the information is still fresh in the students’ minds. 
  2. It reduces the number of evaluations students complete at the end of each course. They aren’t actually doing less, but it’s much less challenging to manage this task on a weekly basis.  

Using eValue’s “Session” feature, the team was able to harness the values, automatic processing of evaluations, and professional reporting without setting up the entire schedule. Once it’s constructed on the front end, there’s not that much time involved besides adding in lecture faculty if you are not already using it for didactic purposes. It usually only takes a few minutes to set up a full week of evaluations.

The process also makes it easy to change evaluation schedules as needed, which of course, is happening more often with COVID. 

Schedule Change Notifications: Annalisa Mills, M.Ed. at East Tennessee State University – Bill Gatton College of Pharmacy 

Schedule changes are happening far more often due to COVID, which creates a massive challenge as administrators struggle to keep preceptors, students, site directors, and university administrators aware of all course and site changes.  Utilizing eValue’s “Create & Manage Schedule Change Notifications” feature, Annalisa Mills was able to cut the time staff spends on schedule changes in half.

The “Create & Manage Schedule Change Notifications” feature makes it easy to automatically send emails to students and administrators alike to notify them of schedule changes.  Furthermore, keeping external partners in the loop is a breeze now that notifications have been set to automatically generate to preceptors and site/site group directors.  

The feature allows for customization related to what triggers a notification (change in site, course/rotation, student, and/or preceptor) as well as who receives the notice.  Mills created notices that go to students, preceptors, the college registrar, college compliance staff, site education coordinators, and site/site group directors.  The ability to get this granular in the setup has eliminated the need for staff to remember who needs to be notified of specific changes.  The customization feature even allows for each message to be altered based on the recipients’ role. 

Make your life easier with eValue 

COVID has exasperated challenges many healthcare education administrators already faced. Schedule changes, lack of in-person meetings, and an increase in paperwork don’t have to make your job harder. 

Learn more about eValue’s healthcare education management system.