To start using CPI Web for your clinical experience, you'll want to use the following steps.

Transcription

1 Quick Start Guide To start using CPI Web for your clinical experience, you'll want to use the following steps. 1) Import your data via the Imports tab a) If you need to add/edit sites, students or clinical staff, you can do it manually though the corresponding tabs. 2) Create your CPI in the Eval Setup tab 3) Send out a Group in the Group s tab a) Use the Login Information template to send out login information 4) Review the CPI's in the Evaluations tab How Do I... Q. How do I view CPI Web through the Point-of-view of a student? A. Click on the student's name (by looking in Students tab) and click the 'Login As' button. Q. How do I let me students/staff know how to login to CPI Web? A. Use the Group tab. Q. How do I assign more than one CI to a student? A. Simply drag and drop the additional clinicians to the assignment box in the student assignment page, found by clicking on the Eval name in the Eval Setup tab. Q. How do I add a site to my database? A. Go to the Sites tab and click on New Site. Q. How do I add a CI or CCCE to my database? A. Go to the CCCE/CI tab and click on New Clinical Staff. Make sure to enter all required information. 1

2 Programs The Programs tab is where you can manage information on your program including: Updating address and phone information Determine how long clinicians can view a CPI after your student has left the site Creating/Editing Dashboard Modules for your students and clinicians View the names removed from a CPI in the HIPAA Name Log Shortcuts to view other program staff, students, and sites Editing Program Information To Edit information about your program, please use the following steps. 1) Click on the Programs tab 2) Click on your Program Name 3) Click Edit 4) Edit your Program Information 5) Click Update 2

3 Dashboard Modules To create a customized message on the student/ci/ccce home page, or post links to important documents from your program, you can use the Dashboard Modules. There are two kinds of Dashboard Modules, Dashboard Channels and Dashboard Links. Dashboard Channels are text-only fields that allow the ACCE/DCE to relay information to the student/ci/ccce directly on the user's homepage. Dashboard Links allow the ACCE/DCE to post links from their programs to the homepage of the student/ci/ccce. To create a Dashboard Channel, please use the following steps. 1) Click on the Programs tab 2) Click on List in the Dashboard Modules column 3) Click on the New Dashboard Channel link 4) Give your channel a Title 5) Enter in your text in the Body text box. Use the icons at the top of the text box to make words Bold, Italic, create a bulleted list, hyperlink a website, or add a picture from a file. 6) Choose who you want your Channel to be visible to. To select All Users, click on the radio button to the right of All Users. 7) Set the date that you want your message to expire on. 8) Use the Order box to set the display order (if you have multiple Channels for users). If you leave the default '0', your message will default to first. 9) To preview your Channel, click on 'Show'. To delete your channel, click on 'Delete'. To return to your list of Dashboard Modules, click on 'Return To List'. The 'Hide this Entry' check box will hide your entry. This is helpful if you create messages in advance, or do not want the message to show all of the time. 10) When you are finished, hit 'Update'. To create a Dashboard Link, please use the following steps. 1) Click on the Programs tab 2) Click on List in the Dashboard Modules column 3) Click on the New Dashboard Link link 4) Give your link a Title. This will appear rather than the website address itself. 3

4 5) Enter in the website you want to link to. 6) Choose who you want your Link to be visible to. 7) Set the date that you want your link to expire on. 8) Use the Order box to set the display order (if you have multiple links for users). If you leave the default '0', your message will default to first. 9) To preview your Link, click on 'Show'. To delete your link, click on 'Delete'. To return to your list of Dashboard Modules, click on 'Return To List'. The 'Hide this Entry' check box will hide your entry. This is helpful if you create messages in advance, or do not want the message to show all of the time. 10) When you are finished, hit 'Update'. 4

5 Program Staff In the Program Staff tab, you can add/edit other staff and faculty from your program to view the administrative side of CPI Web. From this tab, you can see the person's name, click on the address to send a quick , link back to the program tab, and see if they've passed the APTA CPI Training and when they've last logged in. Adding/Editing Program Staff To Add a new Program Staff member to CPI Web, please use the steps below. 1) Click on the Program Staff tab 2) Click on the New Program Staff link 3) Enter in the user's information. a) The Username MUST be an address. b) You MUST fill in the Last Name, First Name and select a Program. c) Make sure the Yes radio button under 'Active?' is selected. If it is not, the user will not be able to login. 4) Hit Create 5) Click on 'Send Login Info' on the Show page to send login information to the user. 6) Click on 'Return to List' to return to your list of Program Staff To Edit a Program Staff Member in CPI Web, please use the steps below. 1) Click on the Program Staff tab 2) Click on the Name of the person you'd like to edit. 3) Click on Edit 4) Make any edits 5) Hit Update 5

6 Students The Students tab is where you can go to... Add/Edit students Login as a student Send a student their login information See if a students have verified they've completed the APTA CPI Training and other information Link directly to their CPI Use the filter to type in a name to find the clinician you are looking for quickly. Please note that the search is case-sensitive. If you do not find the student you are looking for right away, make sure you are not looking in a particular letter of the alphabet. For example, if you type in John Smith, if your searching in the letter B, you will not find your student. Either click on the letter S, or click on All at the end of the alphabet row. When you are done with your search, click on Clear at the end of the search filter to look at all of your students. Adding/Editing Students The quickest way to add a cohort of students into CPI Web is through the Imports tab. If you only need to add a student or two, or need to change any information about a student, you can do so in the Students tab. To Add a new student manually, please follow the steps below. 1) Click on the Students tab 2) Click on New Student 3) Fill out the student's information a) The Username MUST be an address b) Last Name, First Name and Graduation Year must be filled in 6

7 c) Make sure the Yes radio button under 'Active?' is selected. If it is not, the user will not be able to login. 4) When you are done, hit Update To Edit a student, please follow the steps below. 1) Click on the Students tab 2) Find your student and click on their name 3) Click on Edit 4) Make edits 5) Hit Update Logging in as a Student To login as a student, please follow the steps below. 1) Click on the Students tab 2) Find your student and click on their name 3) Click on the Login As link 4) You are now impersonating the student. You are unable to edit any data, but you are able to see exactly what they see. 5) When you are finished click on 'Exit' in the upper right hand corner Sending Login Information to a Student To send out login information to a student, please follow the steps below. 1) Click on the Students tab 2) Find your student and click on their name 3) Click on the Send Login Information link 4) You will see a yellow ribbon that says 'An has been sent to address@here.edu with login information.' 5) Click on the Return to List link to return to your list of students 7

8 Sites In the Sites tab, you can view a list of your sites and use the 'list' shortcuts to view the clinical staff members associated with a particular site. Use the filter to type in a Site name to find the site you are looking for quickly. Please note that the search is case-sensitive. If you do not find the site you are looking for right away, make sure you are not looking in a particular letter of the alphabet. For example, if you type in General Hospital, if your searching in the letter B, you will not see your site. Either click on the letter G, or click on All at the end of the alphabet row. When you are done with your search, click on Clear at the end of the search filter to look at all of the sites. Adding/Editing Sites While it is easier for some to import sites into the database, some prefer to manually add sites. To Add a new site, please follow the steps below. 1) Click on the Sites tab 2) Click on New Site 3) Enter in the full Name and the Zip code for the site you want to add. a) If you are prompted with a 'Did You Mean to Add...', please select the 'Yes' radio button. That site will be added to your database, along with any clinicians that are associated with that site. b) If the site is not in the database, you will be taken to a screen to fill out the site information. 4) You MUST fill out the site name and zip code. 5) Hit Update when you are finished. To Edit a site, please follow the steps below. 1) Click on the Sites tab 2) Find the site you want to edit 3) Click on the Site name 4) Click on Edit a) If you do not see an edit button, that means the CCCE has updated information, and the ACCE/DCE is no longer allowed to edit information. 5) Make your edits 6) Hit Update 8

9 CCCE/CI The CCCE/CI tab is where you can go to... Add/Edit clinicians Send a clinicians their login information See if a clinicians have verified they've completed the APTA CPI Training and other information Link directly to their CPI Use the filter to type in a name to find the clinician you are looking for quickly. Please note that the search is case-sensitive. If you do not find the clinician you are looking for right away, make sure you are not looking in a particular letter of the alphabet. For example, if you type in John Smith, if your searching in the letter B, you will not find your clinician. Either click on the letter S, or click on All at the end of the alphabet row. When you are done with your search, click on Clear at the end of the search filter to look at all of your clinicians. Adding/Editing CCCEs/CIs The quickest way to add a group of clinicians into CPI Web is through the Imports tab. If you only need to add a clinician or two, or need to change any information about a CCCE/CI, you can do so in the CCCE/CI tab. To Add a new CCCE or CI manually, please follow the steps below. 1) Click on the CCCE/CI tab 2) Click on New Clinical Staff 3) Enter in the Username ( address) for the new CCCE/CI a) If you are prompted with a 'Did You Mean to Add...', please select the 'Yes' radio button. That person and site will be added to your database. The site will only be added if it is not currently in your database. 9

10 4) If the CCCE or CI is not in the CPI Web database, you will be taken to a screen to fill out the site information. 5) Fill out the clinician's information a) The Username MUST be an address b) Last Name, First Name and Clinical Site/Role must be filled in c) Make sure the Yes radio button under 'Active?' is selected. If it is not, the user will not be able to login. 6) When you are done, hit Update To Edit a CCCE/CI, please follow the steps below. 1) Click on the CCCE/CI tab 2) Find your clinician and click on their name 3) Click on Edit 4) Make edits a) If you need to modify a site/role, click on Add New at the bottom of the screen to add the correct or additional clinical site and role. Once you are done, delete the incorrect site/role pairing. 5) Hit Update Sending Login Information to a CCCE/CI To send out login information to a CCCE or CI, please follow the steps below. 1) Click on the CCCE/CI tab 2) Find your clinican and click on their name 3) Click on the Send Login Information link 4) You will see a yellow ribbon that says 'An has been sent to address@here.edu with login information.' 5) Click on the Return to List link to return to your list of clinicians 10

11 Eval Setup The Eval Setup tab is where you can go to make a new CPI or edit existing CPI's. From this tab, you will be able to see the academic year of a CPI, whether you have a Midterm and Final setup, if the CPI is open and the dates the CPI opens and closes. Making a CPI To create a new CPI, please follow the steps below. 1) Click on the Eval Setup tab 2) Click on New Evaluation 3) Give your CPI a Name 4) Select the current Academic year 5) Choose to have a Mid-Term and Final or a Final only 6) Hit Create 7) Click on your Evaluation Name 8) Drag a student from the left hand column into the center column to the space where it says 'Drop a Student Here'. a) Use the Year filter to look at only a certain cohort of students 9) Find the site you are looking for from the right hand column. Click on the Magnifying glass icon to open up a list of CI's. 10) Drag the CI's name from the left hand column to the middle column where it says 'Drop Instructors Here' a) If you have multiple CI's evaluating a student, drop the multiple CI's into the same Instructors box. Both instructors will have access to the same CPI, under their separate logins. b) If you do not know who the CI is, you can drag the 'To Be Determined' slot to the middle. 11) Click on 'Add New' at the top of the middle column to make a new pairing. 12) Hit 'Save All' often so you do not lose your work. 13) Repeat steps 8-11 as necessary to pair all of your students. 14) When you are finished pairing your students, click on Edit to schedule a date to open your CPI. a) Open Now will open the CPI now b) Schedule Opening will allow you to pick a date/time to open the CPI (all times are EST) c) Schedule Closing will allow you to pick a date/time to close the CPI. Once the CPI is closed, users are unable to edit it. 11

12 d) Delete CPI will delete your CPI. Pairing Students to CI's To Pair your Students to CI's on a CPI, please follow the steps below. 1) Click on the Eval Setup tab 2) Click on your Evaluation Name 3) Drag a student from the left hand column into the center column to the space where it says 'Drop a Student Here'. a) Use the Year filter to look at only a certain cohort of students 4) Find the site you are looking for from the right hand column. Click on the Magnifying glass icon to open up a list of CI's. 5) Drag the CI's name from the left hand column to the middle column where it says 'Drop Instructors Here' a) If you have multiple CI's evaluating a student, drop the multiple CI's into the same Instructors box. Both instructors will have access to the same CPI, under their separate logins. b) If you do not know who the CI is, you can drag the 'To Be Determined' slot to the middle. 6) Click on 'Add New' at the top of the middle column to make a new pairing. 7) Hit 'Save All' often so you do not lose your work. 8) Repeat steps 8-11 as necessary to pair all of your students. Opening/Closing a CPI To schedule a date for your CPI to Open or Close, please follow the steps below. 1) Click on the Eval Setup tab 2) Click on Edit next to the CPI you want to schedule an open/close date for your CPI. a) Open Now will open the CPI now b) Schedule Opening will allow you to pick a date/time to open the CPI (all times are EST) c) Schedule Closing will allow you to pick a date/time to close the CPI. Once the CPI is closed, users are unable to edit it. d) Delete CPI will delete your CPI. 12

13 Group s Group is a great way to send out login information, reminders and other information to users in a mass format. Use the Group s tab to send information to your students and clinicians. To make a Group Message, you need to first edit your recipients, and then create your message. Creating a Group To create a Group , please follow the steps below. Edit Recipients: 1) Click on the Group s tab 2) Click on New Group 3) Use the filter to the right of the screen to build your list. It will default to say Add another filter. 4) Use as many filters as you like to set your list of recipients 5) Once your filters are set, click on the Generate List button to the left of the screen 6) Remove users if necessary by clicking on Remove in the right column 7) When your list is created, click on Edit Group Edit Group 1) Make sure the Sender Name and Sender Address and 'Reply To' are correct 2) Enter a subject into the Message Subject line 3) Create your . Use the blue Mail Merge Terms to customize your message for users. a) The Mail Merge Terms will pull the specific information for users right from their record. 4) Once your is finished, you can Save Changes Without Sending, Send Now or Schedule . Any of these options will save your message. a) Save Changes Without Sending will save your to the Group tab to be edited or sent at a later time. b) Send Now will send your right away (it can take a few minutes for your to be sent). c) c. Schedule will give you an option to send the at a certain day/time and the frequency of the to be sent. 13

14 Previewing Group Once you have created a group , to preview what your message looks like, please follow the steps below. 1) Click on the Group tab 2) Click on the Preview Icon a) You will see 'dummy' information. Malcolm Reynolds is a fake person and you will not actually send any information to anything you see in this preview. Sending out Login Information To create a Login Information , please feel free to use this below (please note the bold word in the carrots are actually the mail merge terms and should be replaced with the mail merge buttons). Subject: CPI Web 2.0 Login Instructions Body: Hello <<First Name>>, Here are some instructions on how to login to CPI Web 2.0. The web address for CPI Web 2.0 is <<Link to Site>>. Your User Name to login is: <<User Name>> If you have logged into CPI Web 1.0 previously, your password will be the same for CPI Web 2.0. If you have never logged into CPI Web or if you wanted to reset your password, please follow the steps below: 1. Go to the CPI Web 2.0 web address (<<Link to Site>>) 2. Click on the link I do not have or forgot my password 3. Enter your User Name (<<User Name>>) in the box provided 4. Click on the Continue button 5. Check your for further instructions on how to set/update your password If you are experiencing problems logging into CPI Web 2.0, please contact CPI Web Support at ptcpiwebsupport@academicmanagement.com for further assistance. Please be as specific as possible and be sure to include your Name, User Name, Academic Program affiliation, and any error messages that were received. PLEASE NOTE: CPI Web 2.0 works best with Firefox, Google Chrome, or Internet Explorer 8. Thank you! 14

15 Editing Recipients If you want to send out an you've previously written, to a new set of recipients, please follow the steps below to edit recipients. 1) Click on the Group s tab 2) Click on Edit Recipients next to the you want to send. 3) Use the filter to the right of the screen to edit your list. It will default to say Add another filter. 4) Use as many filters as you like to set your list of recipients 5) Once your filters are set, click on the Generate List button to the left of the screen 6) Remove users if necessary by clicking on Remove in the right column 7) When your list is created, click on Edit Group 8) The Edit Group page will give you the rights to edit your and choose the delivery settings. 15

16 Evaluations All CPI's that are completed in CPI Web can be found in the Evaluations tab. To search through CPI's, use the filter to the right to search by Academic Year, Sites or Evaluations. Viewing a CPI When student's and CI's have completed and signed-off on their CPI, you will see a 'View' button in the Actions column of the Evaluations tab. While you are viewing the CPI, you let your student and CI know you have reviewed the CPI by clicking on the 'I have reviewed this mid-term/final' button. To view a CPI, please follow the steps below. 1) Click on the Evaluations tab 2) Click on 'View' in the Actions column 3) Click on the radio button in Filter Comments to view comments 4) Click on 'I Have Reviewed this Mid-Term/Final' if you want your students/ci to know you have reviewed the CPI. HIPAA Name Removal If a student or a CI uses a patient's name in the CPI, the ACCE/DCE is able to remove that name. To remove a patient's name from the CPI, please follow the steps below. 1) Click on the Evaluations tab 2) Click on View of the CPI that has the patient's name involved 3) Click on the HIPAA Name Removal link 4) Enter in the name to be removed EXACTLY as it is written in the CPI 5) Click Remove 6) If you click on the radio button to show comments, you'll see *NAME REMOVED* where the patients name was. 7) Click on the Evaluations tab to return to your list of CPI's 16

17 Adding Comments to the CPI Once a student and CI have signed-off on their own, and each other's CPI, anyone can add Post-Assessment Comments to the CPI. To add comments to the CPI, please follow the steps below. 1) Click on the Evaluations tab 2) Click on View in the actions column a) If the student and CI have not signed off on their own, and each other's CPI, you will not be able to add comments to the CPI. 3) If you scroll to the bottom of the page, you will see a box where you can enter text 4) Click on the Update Comments button when you are finished 17

18 Imports Importing data is the quickest way to input a lot of initial information about your clinical sites, CCCE/CIs and students. When registering for CPI Web, you should have received the Import Templates from Academic Management Systems. The Import Template is an Excel spreadsheet with three tabs. Importing Sites To Import your Sites, please follow the steps below. 1) Click on the Imports tab 2) Choose your File and select the Import Type (Sites) a) Import your sites before people! 3) Upload File, Continue to step 2 4) Name your Import, so you can find it later 5) Set Name, Continue to Step 3 6) Match the columns using the drop-down boxes (where it currently says Do Not Import ) so they match the name in the Yellow row. a) The required fields for the Site Import are Site Name and Postal Code 7) Save Column Matching, Continue to Step 4 8) Verify your data looks correct (this step looks a little off ) 9) Verify, Continue to Step 5 10) Run Import 11) Your import will run here. If it looks like it is running for a little while, click on the Imports tab to view the actual status. Importing Clinical Staff To Import your CCCE/CI, please follow the steps below. 1) Click on the Imports tab 2) Choose your File and select the Import Type (CCCE/CI) a) Your Sites must be in the system before you upload clinical staff there! 3) Upload File, Continue to step 2 4) Name your Import, so you can find it later 5) Set Name, Continue to Step 3 18

19 6) Match the columns using the drop-down boxes (where it currently says Do Not Import ) so they match the name in the Yellow row. a) The required fields for the CCCE/CI Import are Last Name, First Name, Username, CCCE?, Site Name, Postal Code, Work Phone 7) Save Column Matching, Continue to Step 4 8) Verify your data looks correct (this step looks a little off ) 9) Verify, Continue to Step 5 10) Run Import 11) Your import will run here. If it looks like it is running for a little while, click on the Imports tab to view the actual status. Importing Students To Import your Students, please follow the steps below. 1) Click on the Imports tab 2) Choose your File and select the Import Type (Students) 3) Upload File, Continue to step 2 4) Name your Import, so you can find it later 5) Set Name, Continue to Step 3 6) Match the column using the drop-down boxes (where it currently says Do Not Import ) so they match the name in the Yellow row. a) The required fields for the Student Import are Last Name, First Name, Username, Student ID Number, Graduation Year 7) Save Column Matching, Continue to Step 4 8) Verify your data looks correct (this step looks a little off ) 9) Verify, Continue to Step 5 10) Run Import 11) Your import will run here. If it looks like it is running for a little while, click on the Imports tab to view the actual status. 19