After logging into Elentra, you will be presented with your dashboard. To start an assessment, click on the “Start Assessment” menu option at the top middle of the page.
Select the On-Demand Workflow. In most cases this will be “Entrustable Professional Activity (EPA)”. If you are completing a non-EPA assessment (Encouter Form), Note to File, or another assessment form type, you need to select “Other Assessment Forms”.
Next type in the assessor’s name in the search box to narrow down the list. Once you find the assessor’s name, select for it by clicking on the circle. You will see two email addresses listed:
a. “MAIN” refers to the main email address where assessments and reminders will be sent.
b. “ALT” refers to the alternative email address associated with the users, but no emails will be sent to this account.
Note: You are able to search for an assessor by typing in their e-mail address as well.
Note: Initiated EPA email notifications are directed to assessor’s “MAIN” email address.
If the assessor cannot be found, click on the “+ Add Assessor” button. A drop down will appear. Type in the assessor’s “First Name”, “Last Name”, “Email Address” and click “+ Add”.
Select the “Date of Encounter”, and “Assessment Method”. Next select the “EPA” you want to be assessed on. Users must initiate the assessment within 7 days of the encounter/observation. Please note that users will not be able to trigger an assessment for an encounter set in the future (i.e., pre-emptively).
Note: The best approach to ensure completion of the assessment tool is to select the “Complete now” method (read more about Assessment Methods).
Once an EPA has been selected, a list of the Assessment Tools associated with that EPA will appear. For example, if the EPA includes Part A and Part B, two assessment tools will appear. Assessment tools are listed in alphabetical order.
If you would like to view the assessment form before initiating the assessment, select “Preview this Form”. Select “Begin Assessment” to start this assessment. This will initiate the assessment via the selected assessment method.
Assessment Methods
Option 1: Complete Now (Recommended Approach)
When “Complete Now” is selected as the assessment method, learners will complete the top section of the tool (Contextual Variable Questions that provide context and background information to a case) on behalf of the assessor, then pass the device to the assessor to complete the “Things to continue doing…” and “Things to work on…” feedback boxes, and “Overall” Entrustment Rating section.
Note: The number of Contextual Variables and response options is unique to each assessment. Multiple responses can be selected for a multi-select Contextual Variable question (see Q16 on FAQs page for more details). Milestone rating questions found below “Overall” entrustment rating are optional to complete.
After the assessor has completed the “Overall” Entrustment rating and feedback boxes section, select the “Submit” button (found at the bottom of the page) to submit the form. The selected assessor will be notified via an email when an assessment form has been submitted.”
If the form is successfully completed, the following message will show:
Option 2: Initiate now and complete via email
When “Initiate now and complete via email” is selected, learners will need to complete ALL Contextual Variable questions in the assessment.
Once the form is complete, click on the “Submit and notify assessor by email” button.
You will then be prompted with a mandatory Assessment Cue. You must enter information in the mandatory cue and click Submit before the assessment is submitted to the assessor.
Note: The Assessment Cue should be used to provide context around an encounter. This serves to refresh your assessor’s memory of what this assessment is for. They will receive your assessment cue via email, along with a link to the selected assessment to be completed/edited before submitting.
If you have any questions or require further assistance, please do not hesitate to contact the Elentra Help Desk.