Collecting Clinical Faculty/Preceptor Evaluations in PG

Different programs use Elentra differently to complete resident evaluations of faculty and preceptors. A high-level overview of the different approaches is outlined below. It is recommended that a program work with its education consultant or the Director of Assessment and Evaluation, PGME to decide which approach to take.

Please remember that a pre-requisite to all of these options is having a standard faculty evaluation form built for a program.

Send Out Faculty/Preceptor Evaluations to Residents via Distributions

One option to facilitate preceptor evaluations is to have distributions set up to send tasks to residents. Typically it is up to a PA to build and monitor the distributions.

Examples of possible distribution set ups are:

1. A date-based distribution where the list of targets is defined in advance by the program.
   1. This allows a program to determine how often to send evaluation tasks (e.g. twice a year, four times a year).
   2. The program defines who should be evaluated.
      1. The program must update the list of targets as needed (e.g., new preceptors hired, preceptors leave).
2. A rotation-based distribution that sends tasks to anyone scheduled into a rotation and targets specific individuals.
   1. To effectively use this approach, the program must define who should be evaluated for specific rotations (e.g., Dr. Smith is evaluated whenever a resident completes Rotation A).
   2. This approach generally results in many distributions to manage as there is one per rotation.
3. A delegation, rotation-based distribution that sends tasks to a PA to then delegate to a resident.
   1. The PA needs to know who the resident should evaluate for each rotation. She will have to input that information at the end of each rotation.
   2. This approach generally results in many distributions to manage as there is one per rotation.

Automatically Distribution Faculty/Preceptor Evaluations through the Rotation Scheduler

Prerequisite: A program must be using the Elentra Rotation Schedule AND the option for automated rotation evaluations to access the option for automated preceptor evaluation.

Using this option, residents are prompted to provide preceptor information at the end of each of their rotation bookings. Residents have the option to provide up to four names of preceptors they worked with during a rotation. Once the resident has provided this information, Elentra automatically generates an evaluation task and delivers it to the resident.

Advantages to this approach are that residents only get sent evaluation tasks for the preceptors they identify. It can reduce the number of tasks sent to them and ideally eliminates residents completing evaluation tasks with all N/A responses or "didn't work with target" comments.

A disadvantage to this approach is that it relies on residents providing the names of their preceptors and PAs may need to remind them to do so. There is a visual prompt to residents in Elentra to remind them to declare their preceptors.

Have Residents Initiate Faculty/Preceptor Evaluations

Programs can optionally have residents initiation faculty/preceptor evaluations on demand. The process is very similar to initiating an assessment. This approach allows residents to complete evaluations when they are motivated to but may result in fewer overall evaluations completed.

Some programs elect to use resident on-demand faculty evaluations in addition to one of the other methods listed above.

Have Program Staff Initiate Faculty/Preceptor Evaluations

There is an option in Elentra for staff to send faculty evaluations to residents on demand but it is only recommended as your regular approach for very small programs. Otherwise it can be used to an evaluation opportunity was missed or other special circumstances arise. More information about program/course staff initiated faculty evaluations is here.