FAQs

General

If the browser you’re using is displaying errors, is especially slow or even freezing-up?

There are a few easy steps you can do that can help solving these browser issues – just click on your browser version within the tutorials to get to the right steps:

1. first trying clearing your browser’s cache with this tutorial
2. clear the browser’s cookies following with that turorial

Please make sure to exclude options such as your saved passwords, recently visited sites / browsing history.

One45 has a process in which emails will be sent to remind a user that there is something requiring their attention within One45 such as an evaluation to complete or results of an assessment to view.  Within these emails, a one time link may be provided with which the user may click on in order to quickly log them in to the system without requiring the username or password.  When this link is clicked, it will log the user into One45 but will only allow the user to see his to dos page and this link will no longer work for future use.

If you wish to see your full One45 page you must log in using your username and password.

To send yourself a form to complete:

1. Log into One45.

2. At the top of your To Dos page, under Forms to send, click on the name of the form or the green ‘+‘ icon to the left of the form name (please note that if you do not have this option at the top of your page, it might mean that it is not set up for your program).

 

3. In the first menu, select the appropriate event. Be careful! You can find several events to choose from in the drop down and it is very important that you choose the right one. Read the full title to make sure it is the event you want to complete (Name of the rotation :: Name of the program :: Date).  Click Continue to step 2.

4. Select the date.  To select a date range, click on Switch to date range and enter the start and end date.

5. Choose the person who you will be will be assessing.  You can choose from a list of suggestions or by typing either the first or last name of the person you wish to choose.  Click Search to bring up a list of potential matches.  Find the person you wish to choose on the list and click the checkbox next to their name.   You may choose to send to multiple people by checking more than one name.  Once you are happy with who you have selected, click Send form.  If this is an evaluation of a rotation or a survey you will not be required to complete this step.

6. Your To Dos will refresh and a form will be available under the forms to complete section for you to fill in.

To send a form for your evaluator to complete:

1. Log into One45.

2. At the top of your To Dos page, under Forms to send, click on the name of the form or the green ‘+‘ icon to the left of the form name (please note that if you do not have this option at the top of your page, it might mean that it is not set up for your program).

3. In the first menu, select the appropriate event. Be careful! You can find several events to choose from in the drop down and it is very important that you choose the right one. Read the full title to make sure it is the event you want to complete (Name of the rotation :: Name of the program :: Date).  Click Continue to step 2.

4. Select the date.  To select a date range, click on Switch to date range and enter the start and end date.

5. Choose the person who will be assessing you.  You can either pick from the list of suggestions provided or by typing either the first or last name of the person you wish to choose.  Click Search to bring up a list of potential matches.  Find the person you wish to choose on the list and click the checkbox next to their name.   You may choose to send to multiple people by checking more than one name.  Once you are happy with who you have selected, click Send form.

6. Your evaluator will receive the form to complete on you.

Forms can be sent out with the option for the evaluator to opt out of completing the form. If this option is enabled you have the ability to opt out of completing an evaluation and you will see the opt out option at the top of the evaluation form:

 

Shows Opt Out option

If this is selected, the form will be deleted and removed from your To Do list.

When an individual receives an item to complete in the One45 system, they will receive an email notification (unless the sender has decided not to send out email notification).

1. The individual can follow the auto login link in the email message or enter their username and password through the log in page.  First time users will have a link displayed in the email message.

First time users will be asked to change their password when they first log on.  It is important to write this password down.  If this password is forgotten, it must be reset by clicking on forgot my password on the login page.

2. After logging on, users are sent to their To Dos box.  To complete the item, users click on the link.

3. Once the user has completed the evaluation, they can choose to:

– Submit – which completes the form

– Save and Close – which saves what they’ve completed so far and keeps the form in their To Dos

– Cancel – which will not Submit or Save but will leave the form in their To Dos to complete at a later date.

4. When a user has completed their “To Do” items, they will log out of the system.

Using The Curriculum Explorer,  you are able to get more information pertaining to the courses, sessions, and sections you have access to.

1. To access the Curriculum Explorer, click on My Courses from your eDossier.

 2. You will then see all courses they have access to. To view the details of a specific course, click on the name of the course. To view the details of a specific portfolio, click on the name of the portfolio.

3. Based on the permissions that have been assigned to your particular role type, you will then be able to view and edit various details related to the course or portfolio. These can be accessed using the menu bar along the left-side of the screen (Info, Mappings, Bulk Mappings, People, Handouts, etc)

If the browser you’re using is displaying errors, is especially slow or even freezing-up, it might be time to rejuvenate it!

There are a few easy steps you can do to bring your browser up to speed – just click on your browser version within the tutorials below to get to the right steps:

1. first trying clearing your browser’s cache with this tutorial
2. and/or clear the browser’s cookies following with this tutorial

Please be sure to exclude options such as your saved passwords, recently visited sites/browsing history.

We are often asked which browsers will work with One45. Below is a list of the desktop and mobile browsers we currently support.

Desktop

Mobile

  • Chrome on Android
  • Safari on iOS
  • Blackberry 10 browser

Mobile App Help

The first step to using this application is downloading it.

In order to download the app on your Android device:

1. Go to the Google Play store

2. Tap the search bar and type in One45.

3. Tap Install next to the One45 app and wait for it to download. You can tap Open once the download has completed to open the app. Or, if you want to open it later, tap on the One45 app on the device

4. Search for your institution by tapping on the search line and typing in its name. It will filter the search results to a list of institutions that match the search criteria as you type.

5. Tap on the the institution name you are registered in

6. Enter your login credentials and then tap the Login button

7. Upon successful login, the app should take the user to the To Dos page. You can tap on each item in order to open it.

The first step to using this application is downloading it.

In order to download the app on your Apple device:

1. Go to the app store

2. Tap the search icon and type in One45.

3. Tap Get next to the One45 app and wait for it to download. You can Tap Open once the download has completed to open the app. Or, if you want to open it later, tap on the One45 app on the device

4. Search for your institution by tapping on the search line and typing in its name. It will filter the search results to a list of institutions that match the search criteria as you type.

5. Tap on the institution you are registered with.

6. Enter your login credentials and then tap the Login button

7. Upon successful login, the app will take the user to the To Dos page. You can tap on each item in order to open it.

One45 has a mobile app that allows you to log in with your iPhone or Android phone or tablet in order to complete your evaluations.

The One45 mobile app is a useful tool to be able to access your To Dos on the go and fill out your evaluation forms. Currently you are able to choose the target of your evaluation as well as fill in basic evaluation forms and view events and rotations from your Calendar.

There are certain types of items in your To Dos that can not be completed using the mobile app at this time:

– head evaluator and releasor forms
– marking attendance on Academic Half-Days
– viewing results of evaluations
– making lottery selections

To send yourself a form to complete using the One45 mobile app:

1. Log into the One45 mobile app. (Note: if you have an old version of the app you may need to update it)

2. In your To dos you will see Forms to Send. Tap on it to open list of forms you can send.

3. Tap on the form you wish to send.

4. Tap on the rotation associated with the evaluation form you wish to send

5. Enter the date you wish to send the form

or tap Date span to choose a date range rather than a single day

6. Select the person you wish to evaluate.

You can either tap to see a list of suggestions:

Or tap to type in a name to search.

When you find the person you are looking for, tap their name(s) and then tap select:

7. Once you have added all of the people you wish to evaluate, tap next.

8. You will then see the details of your selections. Review the summary and then scroll to the bottom and tap Send Form

One45 has a mobile app that allows you to log in with your iPhone or Android phone or tablet in order to complete your evaluations. Sometimes in order to complete your evaluations, you may be required to choose the person you are evaluating. Once you have logged onto your app and opened up your To Dos, you will recognize these instances by the name of the item. Instead of the name of the target, it will say “pick attending” or “pick student” depending on the role of the target.

In order to choose your target:

1. Tap on the name of the form that requires the target chosen

2. A list of names will appear to choose from. Tap on the radio button next to the name(s) of the target(s) you wish to choose.

3. If the target is not listed, tap on the search bar and type the name of the person. As you search, the app will filter the search results. Once you see the person/people you are searching for, tap on their name(s) and tap Select.

4. After you have chosen the target(s), tap done and the app will continue into the form (or the first form if you have chosen several targets) where you can fill out the form as you normally would.

One45 has a mobile app that allows you to log in with your iPhone or Android phone or tablet in order to complete your evaluations. One of the great benefits to this app is that you can log in while you’re on the go and complete your tasks without having to sit down at a computer. Many people will be able to use this feature on their cell phones. The mobile app will keep you logged into your device so that you do not have to enter your username and password every time you log in. This is a great time saver, however, if you are sharing your device with someone else, it will become important to log out of your device so that no one else gains access to your personal information.

In order to log out of your device:

1. Tap on the icon that looks like a person on the bottom right of your screen. This is easily found on your To Dos summary page and the Forms To Complete page.

2. Once you have tapped on the person icon, tap Logout

Another great thing about the One45 app is that you may have the app installed and logged in on more than one device. Therefore, you can log in on your cell phone and on your tablet at the same time if you wish. Because of this ability, however, it may be hard to keep track of which devices you are currently logged in on. It is also possible you may lose your mobile device and need to log out of it remotely. Because of this possibility, One45 has given you the ability to log into your One45 account from a computer and view how many devices you are logged into, and remove access from those devices.

To log out of several devices at once:

1. Log into One45 on a computer.

2. Click on Personal Info

3. Under the Account Tasks section you will either see a message stating that you have no mobile devices logged in, or a button asking you to log out of the mobile app on the number of devices you have logged into. Click on the Log out of mobile app across your X device(s) button to log out of all of them.

One45 has a mobile app that allows you to log in with your iPhone or Android phone or tablet in order to complete your evaluations. Once you have logged into the mobile app, you will see a list of your To Dos:

1. Tap on Forms To Complete in order to access your forms

2. Tap on the name of the form you wish to complete. You will see a list of questions on the form

Note: A red star beside a question means it is a mandatory question and therefore must be answered in order for you to submit your form. An ‘i’ in a blue circle means that the item is text only and does not require a response from you. Anything without a symbol in front of it is a question but is not mandatory.

3. Tap the question you want to start with. To save your response and move to the next question, tap Next. If you wish to go back to the previous question, tap Previous.

For a question requiring a person to be chosen there will be a search button.

4. Tap on the search button to open a new screen with a search bar

5. Tap on the search bar and type in the name of the person you wish to search for. As you begin typing, the app will filter the names in the search results. When you find the person you are looking for, tap their name to choose them.

6. Once you have chosen the correct person, click next to save your progress and move to the next question. If you wish to go back to the previous question, tap back.

7. Once you have answered all of the mandatory questions you are able to submit your form. You can get there either by tapping Next through all of the questions or by tapping Submit at the top right of your screen.

8. You may also choose to save your progress and leave the form which will not submit the data but will save all of the information you have entered for you to come back to later. You can review answers before submitting as well which will take you back to the form overview page where you can tap on any questions you wish to alter and then change the answer and tap Next to save again.

Once you are finished, if you share your device you will want to make sure to log out of the app so that no one else can access your data.

You may view information about your curriculum events, rotations, and academic sessions via the One45 mobile app. If you do not currently have the app, click here to learn how to download it on an Apple device or here for an Android device. If you already had access to the app, you will need to update it before this feature will show up.

Once you have access to the mobile app, go to the events tab from the landing page.

This will bring you to a list of your upcoming events.

If you wish to view your past events, change the drop down menu to past.

If you wish to view more information about each event, tap on the event you wish to view.

If you tap on a curriculum event, it will show you information like the date and time of the event, the type of event, the name of the event, the building name and room number.

If you tap on an academic session event, it will show you information like the date and time of the event, the type of event, the scheduling program, the location, the presenter, and the topic being covered.

If you tap on a rotation, it will show you information like the dates of the event, the type of event, the site, and the preceptor you will be working with.

Help for Students/Residents

If you are unable to view the results of a completed evaluation form in the Results section of your To Do’s, it is likely because of the following reasons:

1. You have outstanding forms that need to be completed (from a while ago)

2. You have outstanding forms that need to be completed for this rotation

3. You have completed all of your forms, both for the rotation in question as well as all outstanding forms, but the rotation itself still hasn’t finished.  You will need to wait until the rotation dates are over in order to view the results of the evaluation(s) that have been completed on you.

 

Your eDossier (or electronic dossier) is an electronic folder of important information about you and your experiences as a student. It is the interface through which you access the one45 system (e.g., to complete evaluations, to view your schedule, to check your marks, to download handouts and notes). By storing all your information in one place, the eDossier streamlines the administrative process and reduces the risk of transmission errors.

Most of the information in your eDossier can only be edited by administrators.

Your eDossier consists of a number of subfolders:

Some programs do not use all of the following subfolders in their eDossiers

To Do

The To Do subfolder consists of the list of tasks that you have to complete. It is the subfolder that appears when you log into the system. The most common tasks you will perform here are faculty and rotation evaluations and reviewing evaluations of yourself.

When an administrator sends you an evaluation form to complete or review, the form automatically appears as a new task in your To Do list (usually, you also receive a send out email with each new task). To complete a task, click on its title and follow the instructions. Once you’ve finished a task it is removed from your To Do subfolder.

Personal Info

The Personal Info subfolder contains your contact information, a headshot photo of you (if your administrator has added one to the system) and your current graduation year. It is very important that this information is kept up to date. To change any of your contact information, please contact your administrator.

This subfolder is also where you can change your username and password. To do this, click the change username/password link. A new page appears where you can update this information. This subfolder is also where you can change the language to French. To do this, click the Switch to French link.

Contact List

The Contact List contains email addresses for all the students in your program and graduating year.

Handouts & Links

The Handouts & Links subfolder contains links to the handouts and notes associated with each of the programs you are enrolled in. Objects are organized under three headings: Program (for objects pertaining to the entire program), Sites (for objects pertaining to specific sites within the program) and Rotations (for objects pertaining to specific rotations within the program).

A few examples of learning objects are rotation objectives, reading lists, maps, websites and journal articles. You can click on the links to download personal copies or to visit specific websites (this option is also available in the Schedule subfolder).

Patient/Procedure Log

The Patient/Procedure Log is where you can keep a record of the patients you have seen and the procedures you have performed on them. You can also view a summary of your log entries and perform a search to find a particular patient or procedure.

Marks

The Marks subfolder is where you can view the results of your examinations and your overall average for the year.

Evaluations

The Evaluations subfolder is an archive of the evaluations you have completed (By Me) as well as the evaluations of your performance (Of Me). The archive includes the evaluations that have been requested but that have not yet been completed.

You can view or print the results of your performance evaluations. However, many of these results will not be released to you until you’ve completed the corresponding evaluations (i.e., of the faculty you worked with and of the rotation itself). If the name of an evaluator is underlined, you can click on it to view the results.

Schedules

My Calendar

The My Calendar subfolder allows you to view your courses and academic sessions (daily events). When you click on this tab you will be able to select a specific timeframe to view the events by selecting day, week, or month on the top right hand corner. Once you have made your selection you will be able to see the events scheduled for the timeframe in the calendar below. To view the specifics of an event you must click on the event name and a box will open which displays the information such as the topic, date, speaker, and location of the item. On the top left hand corner of the page, you can choose to print the calendar or export it to another calendar system that you regularly use such as GroupWise or Outlook.

Rotations

The My Rotations subfolder consists of your rotation and course schedule for the current academic year. Your rotations are listed in chronological order. If you have leave time scheduled during a rotation it appears under the Vacation/Leave column. Similarly, handouts (e.g., objectives, reading lists) associated with specific rotations appear under the Handouts/Notes column. You can view or download them by clicking on their titles.

Vacation/Leave

The Vacation/Leave subfolder shows a summary of your scheduled leave time. Leave time is categorized by the reason for the leave (i.e., vacation, conference, interview, sick). The last category (other) is reserved for special circumstances (e.g., bereavement). To schedule leave time, you must contact your program administrator.


Manage Calendar Feeds

For schools that have this option enabled, you will be presented with the opportunity to sync the contents of your One45 calendar (Academic Half Day Events/Rotation Schedule/Curriculum Events) to a supported app.

In your eDossier click on Manage Calendar Feeds under Schedules. If you haven’t already done so, click on Generate subscription URL.
Once a URL has been generated, copy the URL and follow the tool or device-specific instructions given on this page to subscribe to the calendar URL.

 

Your eDossier (or electronic dossier) is an electronic folder of important information about you and your experiences as a resident. It is the interface through which you access the one45 system (e.g., to complete evaluations, to view your schedule, to check your marks, to download handouts and notes). By storing all your information in one place, the eDossier streamlines the administrative process and reduces the risk of transmission errors.

Most of the information in your eDossier can only be edited by program administrators.

Your eDossier consists of a number of sub-folders:

Some programs do not use all of the following sub-folders in their eDossiers

To Dos

The To Dos sub-folder consists of the list of tasks that you have to complete. It is the sub-folder that appears when you log into the system. The most common tasks that you will perform here are attending and rotation evaluations and reviewing evaluations of yourself.

When an administrator sends you an evaluation form to complete or distribute, the form automatically appears as a new task in your To Do list (usually, you also receive a send out email with each new task). To complete a task, click on its title and follow the instructions. Once you’ve finished a task it is removed from your To Do sub-folder.

Personal Info

The Personal Info sub-folder contains your contact information, a head-shot photo of you (if your administrator has added one to the system) and your current PGY level. It is very important that this information is kept up to date. To change any of your contact information, please contact your administrator.

This sub-folder is also where you can change your username and password. To do this, click the change username/password link. A new page appears where you can update this information. This subfolder is also where you can change the language to French. To do this, click the Switch to French link.

Contact List

The Contact List contains email addresses for all the residents in your program.

Handouts & Links

The Handouts & Links sub-folder contains links to the handouts and notes associated with your program, sites and specific rotations that you are scheduled for. A few examples of learning objects are rotation objectives, reading lists, maps, websites and journal articles. You can click on the links to download personal copies or to visit specific websites (this option is also available in the Schedule sub-folder).

Patient/Procedure Logs

The Patient/Procedure Logs is where you can keep a record of the patients you have seen and the procedures you have performed on them. You can also view a summary of your log entries and perform a search to find a particular patient or procedure.

Marks/Grades

The Grades sub-folder is where you can view the results of your examinations as they are released by the coordinator.

Evaluations

The Evaluations sub-folder is an archive of the evaluations you have completed (By Me) as well as the evaluations of your performance (Of Me). The archive includes the evaluations that have been requested but that have not yet been completed.

You can view the results of your performance evaluations. However, many of these results will not be released to you until you’ve completed the corresponding evaluations (i.e., of your attending and of the rotation itself). If the name of an evaluator is underlined, you can click on it to view the results.

Schedules

My Calendar

The My Calendar sub-folder allows you to view your courses and academic sessions (daily events). When you click on this tab you will be able to select a specific time-frame to view the events by selecting a day, week, or month on the top right hand corner. Once you have made your selection you will be able to see the events scheduled for the time-frame in the calendar below. To view the specifics of an event you must click on the event name and a box will open which displays the information such as the topic, date, speaker, and location of the item. On the top left hand corner of the page you can choose to print the calendar or export it to another calendar system that you regularly use such as Outlook.

Rotations

The Rotations sub-folder consists of your rotation schedule and your academic session schedule. Your rotations are listed from most recent to least recent by default. If you have leave time scheduled during a rotation it appears under the Vacation/Leave column. Similarly, handouts (e.g., rotation objectives, reading lists) associated with specific rotations appear under the Handouts column. You can view or download them by clicking on their titles.


Duty Hours

The Duty Hours sub-folder allows you to track the shifts you work each day.

Click on the bottom calendar to enter a new shift or to edit an existing shift.

To enter the shift times, click on the bottom calendar for the specific day, choose the type of shift you worked, the date and specific hours for your shift, and the site of your shift. Click Save to add the new shift.

The days that shifts are scheduled will appear in blue on the top calendar.

Vacation/Leave

The Vacation/Leave sub-folder shows a summary of your scheduled leave time. Leave time is categorized by the reason for the leave (i.e., vacation, conference, interview, sick). The last category (other) is reserved for special circumstances (e.g., bereavement). To schedule leave time, you must contact your program administrator.

Academic Sessions

Track Attendance

The Track Attendance sub-folder allows you to enter your attendance for academic half day sessions, journal clubs and grand rounds that have occurred in the past. The schedule sorts the academic sessions by calender months. A colored dot appears on the day an event is scheduled. If you click on the dot, the event name, topic, presenter, and location are listed and you are able to access any handouts associated with the event. Beneath the details, you are able to mark your attendance. 

Manage Calendar Feeds

For schools that have this option enabled, you will be presented with the opportunity to sync the contents of your One45 calendar (Academic Half Day Events/Rotation Schedule/Curriculum Events) to a supported app.

In your eDossier click on Manage Calendar Feeds under Schedules. If you haven’t already done so, click on Generate subscription URL.
Once a URL has been generated, copy the URL and follow the tool or device-specific instructions given on this page to subscribe to the calendar URL.

Learners are able to quickly enter patient and procedure logs from the convenient location of their mobile device.
Switch it on.  This feature is activated when your students log into the regular One45 website from a mobile device. It is not an app.

How it works:
1.  Users login from an iPhone or Android phone.
2.  To enter a new entry, click the green + button or to view an existing log click on the log name.

3. Enter the log as you would do on the desktop version.  Click the link to choose the procedure.  Click the calendar to choose a date.  Ensure when searching for a supervisor to search by last name, etc.


4.   Once the log entry is successfully submitted, a message will pop up. In order to view the submitted log, click OK and then on the name of the log.

Things to note:
This feature is currently only available on iPhone and Android phones.
This mobile page will only appear if your students have the logs option in their Todos, as this is currently for procedure and patient logs only.

If you are a student who needs to use one45 to log and track your patient and procedure logs, follow the steps below to start building your archive of log entries.

To record a patient/procedure log:

1. Log into your One45 eDossier and click on the Pt/Procedure Logs tab.

2. Click on the Create new log entry link.

3. A form containing the log questions for your program will appear. Fill in the appropriate data and click Submit when you are finished.

Tip: to submit the current log and quickly start a new log pre-filled with the same values, click the Submit and start a new log button.

After you have started entering logs you are able to look up past items submitted and track the totals for each type of procedure completed.

To view how to  summarize your overall log totals: click here

To view how to search on specific procedures tracked: click here

If you are a learner who uses one45 to log and track your patient/procedure logs, please follow the steps below to track whether you have achieved your program requirements.

To track your requirements:

1. Click on the Pt/Procedure Logs link from your eDossier account

2. Click the Expectation Summaries tab under the appropriate patient or procedure log.

3. Select the appropriate options and click the Generate summary report button.

 

4. A new window will appear that lists the Expectation Summary Report. The report lists the requirement items, the total number of required log entries, and your achieved number of log entries.

If you have not met your requirements, the number appears in red. If you have met the requirements, the number appears in green. Click the view entries link under the number of recorded items to see which procedures/encounters have been counted towards your total.

Please note: Only procedures/encounters that were logged during your time in the program (i.e. the date on your procedure/encounter must be within your rotation dates) will be counted towards your totals.

 

When you have to evaluate one or many supervisors, you will receive a notification email from One45. At this point, you will log into the system using your usual login information (username, password).

To choose your supervisor to evaluate (send the form to yourself):

1. Log into One45 Software.

2. Click on your To dos and check your Forms to complete.

Under Target, click on the pick attending to open the distribution option.

3.  A list of attendings (targets) to choose from appears.  If no name is displayed you need to click the Add attending link.

To add an attending, enter the first 3 letters of their last name and click on Search.

If the spelling is correct and you can’t find the name, you may be able to create an account for them (depending on your institution’s options). In this case, click on Enter Manually and enter their name and email address:

4. Once you’ve picked your evaluator, check the box under their name and click on send forms.

5. The system gives you a summary of who you will evaluate. You have to confirm the choices.

BE CAREFUL, once you have confirmed your choice you won’t be able to evaluate any other supervisor for this rotation and dates. You would have to contact your program coordinator.

6. You are sent back to your To dos to complete the form(s)

To search on specific procedures tracked:

1. Click on the Pt/Procedure Logs tab in the learner’s eDossier.

2. Click on the search log entries link.

3. Select the criteria you wish to report on.

4. Click on search entries link.

A report will open which will display your log history based on the criteria chosen.

 

To track your duty hours:
1. After logging in, select Duty Hours from the left-menu bar of your eDossier
2. You will be presented with a monthly calendar view.
3. Click on the date you want to enter the duty hours for. This will present a weekly view below the monthly calendar view.
4. Click on the starting hour of the shift for the day of your shift within the weekly view section.
5. A pop up will appear for you to enter the detailed information for the shift.
6.Click on the Save button when you are done.

Please note the following:
– On the calendar:
– Blue dates indicate shift information has been entered.
– Red dates indicate a shift yet to be entered.

– You are not able to enter shift information for future dates
– Once a shift is entered, the page will display coloured fields with the start/end times, overall hours worked, shift type and location.
– On call shifts are displayed in green unless more than 30 hours long, where they will turn red.
– Off duty shifts are displayed in gray.

To edit an existing shift:
– Locate the shift in question and click on it.
– A pop up window will appear allowing you to edit the details of the shift.
– Click on the Save button when you are done.

As an admin or as a learner, you’re able to see a summary of Narrative Feedback on evaluations of EPAs submitted.

Please note: this report includes the overall score for the associated EPA. This helps frame the context of qualitative feedback, as you can now see both the evaluator’s name and the score associated with it.

1. In order to run a Narrative Feedback report, log into one45 software and from the eDossier click on Reports Center and choose Narrative Feedback (if you are an admin this screen may have a yellow background rather than blue along the top and left side):
2. To run the report you’ll need to choose a specific date span under View assessments between, choose the list you’d like to report on under Include assessments of, and click Run report:
2. Once the report loads with the information you’ve requested, you are able to:
A. Show/hide columns
Please note: this report includes the overall score for the associated EPA. This helps frame the context of qualitative feedback, as you can now see both the evaluator’s
name and the score associated with it.
B. Filter the data by the information within the columns
C. Export to Excel
D. Search the data displayed
E. Navigate through the pages of data
F. Display more than 100 entries per page

 

1. In order to run a Trajectory Summary Report, log into one45 and from your eDossier click on Reports Center > and choose Trajectory Summary Report:
2. To run the report you’ll need to choose a specific date span under View assessments between, choose the list you’d like to report on under Include assessments of,  and click View report:
Once the report loads you will see dates listed along the x axis, and the list of possible scores on the y axis.  Each EPA or competency is represented by a different color on the graph.
Each point on the graph represents a score of an assessment of the EPA/competency represented by that color, at the time represented on the x axis.  If there are more than one assessments done on that EPA/competency, the dots will be in linear order and will be connected by a line to help visualize progress over time.
To make the report easier to view, you can hover over each of the dots to find out the exact details of that assessment.  You may also click on the individual EPAs/competencies at the bottom of the screen, underneath the graph, to hide and show those scores on the graph.  In this way, you may concentrate on only one item by hiding the rest of the items to make it easier to see.
You may hover over each dot to view the details of each individual assessment.
You can also click on each dot to view more details – when you do there is even an opportunity to view the assessment related to the EPA:

 

1. In order to run a Competency/EPA Summary report, log into one45 software and from your eDossier click on Reports Center > and choose Competency/EPA Summary Report:
2. To run the report you’ll need to choose a specific date span under View assessments between, choose the list you’d like to report on under Include assessments of,  and click View report:
Once the report loads you will see each EPA/competency listed in its own section.  In each section you will see 3 reports showing data solely on that EPA/competency.
1. The Achievement Count Report
On the x-axis of the Achievement Count Report, you will see the scale on which the EPAs/competencies are assessed.  On the y-axis, you will see the scale of the number of times each of those possible answers have been achieved.  Each bar represents a specific answer and how many times that answer has been selected.
You can hover over each answer to see all the details in one place.
2. The Trajectory Summary Report
Along the x-axis of the Trajectory Summary you will see dates listed, and the list of possible scores on the y-axis.
Each point on the graph represents a score of an assessment of the EPA/competency at the time represented on the x-axis.  If there are more than one assessment done on that EPA/competency, the dots will be in linear order and will be connected by a line to help visualize progress over time.
You may hover over each dot to view the details of each individual assessment.
You can also click on each dot to view more details – when you do there is even an opportunity to view the assessment related to the EPA:
3. The Narrative Feedback Report
This report shows the comments which have been made on each EPA/competency.  The comments are shown by the dates on the assessment form which assessed that competency and shows the name of the person who entered the comments.
If an EPA/competency was assessed but no comment was made, an entry will still show on the report but the answer text will say ‘No response given

NOTE! If feedback has already been given on a procedure, it will be entirely deleted if you edit the procedure.

If you need edit or revise a procedure that has been logged, follow the steps below.

To edit a patient/procedure log:

1. Click on the Pt/Procedure Logs tab.

2. Click on the Search log entries link.

3. You can select the search details that you’d like to use to locate the procedure in question (ie. searching all or a specific procedure, date range, etc).

4. Once you have selected the search details, click Search Entries when finished.

5. On the search results page, you can click on the edit link for the corresponding procedure to have it reopened.
Some programs don’t allow the editing of a procedure after feedback was given and you won’t get the option.

6. Refresh the Pt/Procedures Log page. The log you wish to edit will appear in the Logs started but not submitted list.

7. Click the log name to edit the log entry. When you are done, click Submit to enter the procedure back into the system.

When you have to choose your evaluator, you will receive a notification email from one45. At this point, you will log into the system using your usual login information (username, password).

To choose your evaluator (send them a form to evaluate you):

1. Log into One45 Software.

2. Click on your Todos and check your Forms to distribute.

Under Activity, click on the rotation name to open the distribution option.

3.  A list of attendings (evaluators) to choose from appears.  If no name is displayed you need to click one of the Add attending link.

To add an attending, enter the first 3 letters of their last name and click on Search

If the spelling is correct and you can’t find the name, you may be able to create an account for them (depending on your institution’s options). In this case, click on Enter Manually:

Enter their name and email address:


4. Once you’ve picked your evaluator, check the box under their name and click on send forms.

You can also use the checkboxes highlighted below to select all or select none.

5. The system gives you a summary of whom to send forms to. You have to confirm the choices.

BE CAREFUL, once you have confirmed your choice you won’t be able to send the evaluation form to any other evaluator for this rotation and dates. You would have to contact your program coordinator.

6. Once you select ‘Yes, these are correct’, you are sent back to your Todos.

1. In order to run a Spidergraph report, log into one45 software and from your eDossier click on Reports Center > and choose Spidergraph:
2. To run the report you’ll need to choose a specific date span under View assessments between, choose the list you’d like to report on under Include assessments of,  and click View report:
Once the report loads, you will see each of the items from the EPAs or competencies listed along the outside of the graph.  Each of the prongs of the graph represents the items listed on the outside, and the scale for the average score is listed on each line with the smallest number closest to the inside, and the numbers getting larger as you move further outward from the middle.
The dots represent the average score for the items on the outside of the prong that the dot is on.  If two items that are next to each other both have average scores, the dots will be connected to each other.  If there is no dot on any given prong, it means that there has not yet been any assessment done on that EPA or competency.
To see the exact average of an item, hover your mouse over the dot and the details will appear:
1. In order to run an Assessment Count per competency or EPA report, log into One45 software and from your eDossier click on Reports Center > and choose Assessment count per competency or EPA:
2. To run the report you’ll need to choose a specific date span under View assessments between, choose the list you’d like to report on under Include assessments of,  and click View report:
Once the report loads with the information you’ve requested, you are able to:
A. Show/hide columns
B. Filter the data by the information within the columns
C. Export to Excel
D. Search the data displayed
E. Navigate through the pages of data
F. Display more than 100 entries per page

If you are a student or a resident who must track your patient and procedure logs in one45, follow the steps below to start building your archive of log entries.

To record a patient/procedure log:

1. Log into your eDossier and click on the Pt/Procedure Logs tab.

2. Click on the Create new log entry link.

3.  A form template containing the log questions for your program will appear. Fill in the appropriate data and click Submit when you are finished.

Tip: to submit the current log and quickly start a new log pre-filled with the same values, click the Submit and start a new log button.

After you have started tracking logs you are able to look up past items submitted and track the totals for each type of procedure completed.

Multiple Competency Item Lists

If you have patient/procedure logs that have multiple competency list questions configured for the log, you will have the ability to select the competency item list that you wish to search on. This can be found under Pt/Procedure Logs > Log

> Search Log Entries and by selecting the list from the Competency item list drop-down and appropriate time frame.

To view how to summarize your overall log totals: click here

To view how to search on specific procedures tracked: click here

Help for Faculty/Admins

Your eDossier (or electronic dossier) is an electronic folder of important information about you and your experiences as an administrator. It is the interface through which you access the One45 system (e.g., to complete evaluations, to view rotation schedules, to change your username and password). By storing all your information in one place, the eDossier streamlines the administrative process and reduces the risk of transmission errors.

Most of the information in your eDossier can only be edited by individuals with administrative access to the system. Please contact your administrator if any information needs to be updated.

Your eDossier consists of a number of subfolders:

To Do

The To Do subfolder consists of the list of tasks that you have to complete. It is the subfolder that appears when you log into the system. The most common tasks that you will perform here are trainee evaluations and distributing forms.

When a program administrator sends you an evaluation form to complete or distribute, the form automatically appears as a new task in your To Do list (usually, you also receive a sendout email with each new task). To complete a task, click on its title and follow the instructions. Once you’ve finished a task it is removed from your To Do subfolder.

 

Personal Info

The Personal Info subfolder contains your contact information and a headshot photo (if your administrator has added one to the system). It is very important that this information is kept up to date. To change any of your contact information, please contact your administrator.

This subfolder is also where you can change your username and password. To do this, click the change username/password link. A new page appears where you can update this information.

Contact List

The Contact List contains phone numbers, pager numbers and email addresses for all the trainees in each of your programs. Click on the group name to view.

Handouts & Links

The Handouts & Links subfolder contains links to the handouts and notes associated with each of the programs you are involved with. Objects are organized under three headings: Program (for objects pertaining to the entire program), Sites (for objects pertaining to specific sites within the program) and Rotations (for objects pertaining to specific rotations within the program). A few examples of learning objects are rotation objectives, reading lists, maps, websites and journal articles. You can click on the links to download personal copies or to visit specific websites.

Evaluations

The Evaluations subfolder is an archive of the evaluations you have completed and the forms you have distributed. These lists can be sorted by Target, Rotation, Dates or Form by clicking the appropriate heading. Admins with the general Edits permission have the ability view additional form information by using the form hound (paw). If you want to review a completed evaluation, click view beside the name of the form, this is only available for forms that are not anonymous. If you would like to complete a form, click fill in. To remind individuals to complete the forms that you have distributed to them, click bulk email reminder or on email next to the form if you want to send reminders to certain people only. You can also delete a form by clicking on del.

Schedules

The Schedule subfolder consists of the rotation schedules for all the programs in which you are faculty. They are listed in alphabetical order. When you click view by rotation next to the academic year beneath a particular program (e.g., Yr 3 Med Clerks) the full rotation schedule for that program opens in a new window. In this manner, you can see who is scheduled to take each rotation throughout the academic year. If a trainee is scheduled for leave time during a rotation, the dates of their leave appear below the learner in grey.

You can print a copy of the schedule by clicking print next to the “view by rotation” link or the print this schedule option located in the top left hand corner of the schedule.

The Curriculum Search Tool allows you to search your curriculum for a keyword, phrase or mapping.  The system searches through the information in your courses and provides a list of curriculum events that have the particular keyword, phrase or mapping associated with it.  Under the advanced search, you have the ability to filter your search further and add fields to your report. 

To navigate to the Curriculum Search page:

1. From your eDossier, click on the My courses area.  Click any portfolio or course link (it will bring you to a new page/window where you can view the details of that particular portfolio or course):

 

2. From this page you’re able to click on Search and be brought to an advanced search page that allows you to filter and sort across all of your curriculum/courses.


To Perform a Curriculum Search – Advanced Search:

1. This Curriculum Search defaults to all your courses across all years. You’ll likely want to narrow down the search results – to do this you can conduct sub-searches and also create filters (via the advanced search options) to extract more specific data related to your keyword.  The advanced search options in the left-menu bar allow you to use filters to scale down your search, in order to further narrow down the search results. With the Advanced Search option, you can also export the search results into excel.

 

 

2. In the image below, two additional filters have been added: one for the academic year, and one with the objective cell.  The system searched your curriculum schedule with these additional filters.  By clicking the link to the course related to your keywords, you can view the details about that course.

 

3. You can add fields to your report (ex. the course objectives, mappings, facilitators, duration, etc…) by selecting the particular field under Fields.

 

Supplemental: 
We have added an option to get more results from your curriculum search, in case you reached the default limit of 1000 results..
By selecting ‘allow more results’ this limitation will be removed in order for you to display up to 15000 results!

Check off the box to “allow more results” and click on “search” again.

 

Please be aware that it may take significantly longer to get the results.

Your eDossier (or electronic dossier) is an electronic folder of important information about you and your experiences as a faculty member. It is the interface through which you access the One45 system (e.g., to complete evaluations, to view rotation schedules, to change you username and password). By storing all your information in one place, the eDossier streamlines the administrative process and reduces the risk of transmission errors.

Most of the information in your eDossier can only be edited by your program administrators.

Your eDossier consists of a number of subfolders:

To Do

The To Do subfolder consists of the list of tasks that you have to complete. It is the subfolder that appears when you log into the system. The most common tasks that you will perform here are trainee evaluations and distributing forms.

When an administrator sends you an evaluation form to complete or distribute, the form automatically appears as a new task in your To Do list (usually, you also receive an email with each new task).

Please note that if a form has a due date listed (next to the target’s name) – this is the date the form will close and no longer be available to complete. Your institution may have an earlier date that the form should be completed by. The due date displayed is set in the form settings within One45.

To complete a task, click on its title and follow the instructions. Once you’ve completed and submitted a task it is removed from your To Do subfolder.

Personal Info

The Personal Info subfolder contains your contact information and a headshot photo (if your administrator has added one to the system). It is very important that this information is kept up to date. To change any of your contact information, please contact your administrator.

This subfolder is also where you can change your username and password. To do this, click the change username/password link. A new page appears where you can update this information.

 

Contact List

The Contact List contains phone numbers, pager numbers and email addresses for all the trainees in each of your programs.

Handouts & Links

The Handouts & Links subfolder contains links to the handouts and notes associated with each of the programs you are involved with. Objects are organized under three headings: Program (for objects pertaining to the entire program), Sites (for objects pertaining to specific sites within the program) and Rotations (for objects pertaining to specific rotations within the program). A few examples of learning objects are rotation objectives, reading lists, maps, websites and journal articles. You can click on the links to download personal copies or to visit specific websites.

Evaluations

The Evaluations subfolder is an archive of the evaluations you have completed and the forms you have distributed. These lists can be sorted by Target, Rotation, Dates or Form by clicking the appropriate heading. If you want to review a particular evaluation that you’ve completed, click view at the right of the form line.

 

Evaluations As Learner

This folder will appear in your eDossier account if you have completed evaluations as a learner prior to becoming an attending in One45.

 

My Calendar

The My Calendar subfolder allows you to view any academic sessions (daily events) you are expected to attend or are scheduled to present. When you click on this tab, you will be able to select a specific timeframe to view the events by selecting day, week, or month on the top right and corner. Once you have made your selection you will be able to see the events scheduled for the timeframe in the calendar below. To view the specifics of an event you must click on the event name and a box will open which displays the information such as the topic, date, speaker, and location of the item. On the top left hand corner of the page you can choose to print the calendar or export it to another calendar system that you regularly use such as Outlook.

Curriculum Calendar

The Curriculum Calendar subfolder consists of the lecture schedules for all the student programs in which you are faculty. They are listed in alphabetical order. When you click a particular program (e.g., Undergrad) on the left hand side, a calendar with the lectures for that program appears on the right. When you click on this tab, you will be able to select a specific time-frame to view the events by selecting day, week, or month on the top right hand corner. Once you have made your selection you will be able to see the events scheduled for the time-frame in the calendar below. To view the specifics of an event you must click on the event name and a box will open which displays the information such as the topic, date, speaker, and location of the item. On the top left hand corner of the page you can choose to print the calendar or export it to another calendar system that you regularly use such as Outlook.

Programs

The programs subfolder consists of the rotation schedules for all the programs in which you are faculty. They are listed in alphabetical order. When you click a particular program (e.g., Undergrad), the full rotation schedule for that program appears on the right. In this manner, you can see when each trainee is scheduled to take each rotation throughout the academic year. If a trainee is scheduled for a leave during a rotation, the dates of their leave appear in italics. You can print a copy of the schedule by clicking excel view (for printing).

 

Vacation/Leave

The Vacation/Leave subfolder shows a summary of your scheduled leave time. Leave time is categorized by the reason for the leave (i.e., vacation, conference, and interview). To schedule leave time, you must contact your program administrator. You can export your vacation summary in an excel file by clicking on the excel export link or to print it by clicking on the print page link.

Manage Calendar Feeds

For schools that have this option enabled, you will be presented with the opportunity to sync the contents of your One45 calendar (Academic Half Day Events/Rotation Schedule/Curriculum Events) to a supported app.

In your eDossier click on Manage Calendar Feeds under Schedules. If you haven’t already done so, click on Generate subscription URL. 
Once a URL has been generated, copy the URL and follow the tool or device-specific instructions given on this page to subscribe to the calendar URL.
Please note that the calendar is not a ‘push feed’ and requires reoccurring synchronisation of the app in use.

 

Track Attendance

The Track Attendance sub-folder allows you to enter your attendance for academic half day sessions that have occurred in the past. The schedule sorts the academic sessions by calendar months. A coloured dot appears on the day an event is scheduled. If you click on the dot, the event name, topic, presenter and location are listed and you are able to access any handouts associated with the event. Beneath the details you are able to mark your attendance.

In most cases, evaluations on faculty are considered anonymous.  Your program administrator and director will likely manage when and how your evaluation results are released.  They can either be released to you in printed form and shared during an in-person meeting, or, they can be shared electronically via One45.

When the One45 system sends you notification that your evaluation results are ready for viewing, simply click on the link contained in the email and it will take you directly to your ToDo page where the report can be found.

1. The email notification will read as follows:

 

2. Once you click the link in the email, it will take you to your To Do list where you can locate the report.  See sample below:

3. From there, you can open the report, view your results, and make comments, if required.

Note the following:

– The num responses column represents the total number of times that specific question was answered.
– The score column represents your average score on that question
– The out of column represents the max value of that particular question

The Rotation eDossier is an electronic folder of which contains important information about the rotations you are involved with.

To view the rotation eDossier,  select the rotation you wish to view via your eDossier by using the drop-down box in the top-right hand corner.

 

After you have selected the rotation name the Rotation eDossier will appear and your personal eDossier account will be hidden from your view. The tabs that you see in the rotation eDossier account may differ depending on what the Program Administrator has given you access to view.

If you feel that you are missing a tab that you should have access to view contact the main program administrator.

Rotation Info:

The rotation info tab contains the naming information for the rotation such as how it has been abbreviated for schedules, the site info, etc.

 

Log Exports

The Logs Exports page will allow you to pull reports on the total numbers and types logs are getting recorded for your particular rotation. Not all programs track patient/procedure logs so this tab may not be visible for you.

To pull a log report/export:

1. Select the type of log you wish to report on. Many programs will only have one option within this section

2. Select the tasks/procedures/diagnoses to include. Click on ‘all’ to report on all items that have been tracked or individually click on items within the list to look at individual experiences.

3. Select which questions you wish to include. Click on ‘all’ to report on all items that have been tracked or individually click on items within the list to look at individual experiences.

4. Select the date range for the report.

5. If you wish to include the rotation name on the report check the box.

6. Click ‘Export’ to view the report.

Handouts & Links:

The handouts and links section allows you to view all reading materials and URL links for the rotation. If any items for your rotation are missing please forward the information to the main  administrator and they will upload the documents into the system.

Schedules

The schedule tab will allow you to view when students are rotating on your service. This information will be automatically updated by the program administrator as students are added or removed from the rotation.

Evaluation Workflow

Forms – The forms page allows you to view blank copies of the evaluations that are being used for the rotation.

Process – The process section will allow you to review how the evaluations are set up for the rotation. If any forms are missing or if the form setup needs to be updated please contact the program administrator and let them know the specific requirements for your rotation.

Reports – By Target

Reports by Target is the most common way of generating reports in One45. Reports are organized by the target of the evaluation. You are able to select a certain student, resident, attending or rotation and pull up all evaluations completed on that target for a particular time frame. If the forms that were completed are the same, you are also able to combine the results on one report.

To generate a report on a particular target:

1. Click the By Target tab.

2. Under ‘Evals of…” select the role of the target.

3. Select the date span that you would like to report on. This year start so far is selected as a default which pulls up all evaluations completed during the current academic year.

4. Click Get Reports.

5. Click on the name of the target that you would like to view a report on.

6. The completed evaluations are displayed on the right organized by form.

7. To generate a combined report, select the checkboxes in between the rotation dates and the completed dates or alternatively you are able to click on the ‘check all’ link

 

8. Describe your report in the box (or the rotation dates) and click Make Report. If you would like to select only certain questions to be shown on your report, select ‘more options’.

Switching back to your own eDossier

To switch back to your own eDossier you must click on the ‘Choose eDossier to View’ on the top of the page and then click ‘Back to my eDossier’.

The Rotation eDossier is an electronic folder of which contains important information about the rotations in your group.

To view the rotation eDossier, open the Rotations rolodex and click on the rotation you would like to view.

 

Rotation Info:

The rotation info tab contains the naming information for the rotation such as how it has been abbreviated for schedules, the site info, etc.

 

You can edit, print, and export the rotation information from this page if you have the permission to manage rotations.

Log Exports

The Logs Exports page will allow you to pull reports on the total numbers and types logs are getting recorded for your particular rotation. Not all programs track patient/procedure logs so this tab may not be visible for you.

To pull a log report/export:

1. Select the type of log you wish to report on. Many programs will only have one option within this section

2. Select the tasks/procedures/diagnoses to include. Click on ‘all’ to report on all items that have been tracked or individually click on items within the list to look at individual experiences.

3. Select which questions you wish to include. Click on ‘all’ to report on all items that have been tracked or individually click on items within the list to look at individual experiences.

4. Select the date range for the report.

5. If you wish to include the rotation name on the report check the box.

6. Click ‘Export’ to view the report.

Handouts & Links:

The handouts and links section allows you to view all reading materials and URL links for the rotation. If any items for your rotation are missing please forward the information to the main clerkship administrator and they will upload the documents into the system.

Schedules

The schedule tab will allow you to view when students are rotating on your service. This information will be automatically updated by the program administrator as students are added or removed from the rotation.

Evaluation Workflow

Forms – The forms page allows you to view blank copies of the evaluations that are being used for the rotation.

Process – The process section will allow you to review how the evaluations are set up for the rotation. If any forms are missing or if the form setup needs to be updated please contact the program administrator and let them know the specific requirements for your rotation.

Reports – By Target

Reports by Target is the most common way of generating reports in One45. Reports are organized by the target of the evaluation. You are able to select a certain student, resident, attending or rotation and pull up all evaluations completed on that target for a particular time frame. If the forms that were completed are the same, you are also able to combine the results on one report.

To generate a report on a particular target:

1. Click the By Target tab.

2. Under ‘Evals of…’ select the role of the target.

3. Select the date span that you would like to report on. This year start so far is selected as a default which pulls up all evaluations completed during the current academic year.

4. Click Get Reports.

5. Click on the name of the target that you would like to view a report on.

6. The completed evaluations are displayed on the right organized by form.

7. To generate a combined report, select the checkboxes in between the rotation dates and the completed dates or alternatively you are able to click on the ‘check all’ link

8. Describe your report in the box and click Make Report. If you would like to select only certain questions to be shown on your report, select ‘more options’.

Faculty and admins may receive notifications if their department has decided to flag low performance on evaluations forms.
One45 software sends them an automated email notification inviting them to log into their account and take a look at the low performance that has been flagged. You can customize the body of this email through your setup > email messages section.
To view and sign off on the discussion triggered by a low performance flag:
1. Log into your One45 account and wait for you To Dos page to open.
2. You will find the Low Performance Flags on this page.

3. Click on the name of the target of the evaluation to open the discussion feature with the flagged evaluation attached.
4. Either comment and/or forward to another individual.

You are then able to keep this notification active for further commenting or you can sign off and dismiss it to have it removed from your To Dos.

Can users sign off on their active flags in bulk? Unfortunately, One45 does not have any bulk sign off capabilities for low perfomance flags; each flag must be signed off individually.

Want to see a step-by-step tutorial for this topic?
To view the tutorial:
1. Please ensure that you are logged into One45.
2. Copy and paste the following code to the end of your school url in the address bar: ?walkme=150603
3. Hit Enter.

Here are the steps in action:

After evaluations are distributed the can be tracked through the evaluations tab.

To view the evaluations:

1. Click on the ‘Evaluations‘ tab in your eDossier.

2. Select the date range at the top for which you wish to track/view the evaluations. For quick search options select the radio button beside ‘last month, last 6 months, or all’.

3. Click on the line ‘Forms you distributed’ to access/track the evaluations.

Permissions regarding the evaluations need to be set-up with the One45 representative. If you do not see any of the options listed below and require them please contact the main program administrator who can contact their One45 representative to have this feature turned on for you.

Tracking Features (on the right of each line):

Status – Track whether the forms have been completed (a check mark indicates that a form has been done).

View – Click on this link to see the completed evaluation. To print off completed evaluations click ‘file ‘print’ on the top of the page after the clicking on the ‘view’ option.

Email – This feature allows you to send personalized email reminders to individual evaluators.

Fill in – This feature allows you to transcribe the evaluation on behalf of another evaluator. This feature should be used if you are given a printed copy of an evaluation which needs to be entered into the system.

Print – The print link will open a blank paper copy of the evaluation form to fax/handout to evaluators who do not have computer access. When a paper copy is received you can transcribe the information into the system on behalf of the evaluator (if the option is turned on).

Bulk Email Reminder (above Evaluator names)- This feature allows you to send personalized email reminders to the all evaluators with outstanding forms.

If you need to send the low performance flag to someone else to review, you can easily forward it:

1. In your eDossier’s To Do list, click on the low performance flag you’d like to forward:

2. On the Low Performance Flag screen, click on the (‘Click here to include individuals in conversation (and direct comments to them‘) button.

3. Click on the Pick Admin or Pick Faculty links and select the names of the corresponding admin or faculty member that you would like to forward the low performance flag to. A People Picker appears. In the People Picker, choose the individuals and click the Ok button.

Also, you can include an “- optional additional message -“.

4. When completed, click on the Post Comments button.

5. The flag will now be forwarded to the intended person and appear in that person’s To Do list.

You can set up admins or faculty members that you may need to be forwarded low performance flags within the setup of the low performance flags to increase the efficiency.

To create a list of additional individuals who are likely to be included in the discussion and follow-up of a low performance:

1. Click the Forms tab.

2. Click Low Performance.

3. Click the Flags Set-up tab.

4. For the corresponding evaluation, click the “+” sign under “Forward QuickPick.”

If the individuals are administrators, click admin. If they are faculty, click faculty. In the People Picker that appears, choose the individuals and click the Ok button. Their names now appear in the “Forward QuickPick” list.

At times you may receive paper evaluations from the faculty you have sent the evaluations. When this occurs you will then need to transcribe this evaluation into the system. To do this you will need to go to your evaluations tab and locate the evaluation.

To transcribe evaluations into the system:

1. Click on your Evaluations tab.

2. Select the date range at the top for which you wish to track/view the evaluations. For quick search options select the radial button beside last month, last 6 months, or all.

3. Click on the line Forms you distributed to access/track the evaluations.

4. Locate the form in the list and click on fill in to submit the evaluation.

If you have trouble locating the evaluation you can sort the items by clicking on the headers at the top. For example, you can click on Target to sort alphabetically by the target name (the resident or student who is getting evaluated).

After you have clicked on the fill in option a blank copy of the evaluation form will open for you to transcribe the information from the paper evaluation into the system.

5. Transcribe the information from the paper form and click ‘submit’ to save the evaluation into the system. This will remove the outstanding form from the evaluators inbox and save the data into the system.

6. To access the completed evaluation after it has been completed click on view on the right hand side of the page.

 

A form distributor is an individual who is involved in facilitating the evaluation process for a particular rotation. As a form distributor you are responsible for making sure the correct evaluators receive the forms to complete on students/residents as they rotate through your service.

When there are forms for you to distribute you will receive an email notification from the One45 Software system. At that time you are required to log in to system using the login information provided within the email (your username, password and URL will be included). The evaluations you need to distribute will automatically appear as a new task in your ‘To Do’ list.

To complete a distribution:

1. Log in to the One45 Software system.

2. Click on the blue highlighted rotation name in your To Dos tab, under Forms to distribute:

3. A list of the residents/students who rotated on the rotation for the given timeframe will appear with a list of faculty to the top right of the student/resident names.

 

You can use the checkboxes highlighted above to select all or select none.

4. Select the Evaluators

I. Review and verify the list of evaluators. If evaluator names are missing click add faculty to search for additional names.

II. Put in the first couple of letters of the name of the missing evaluator and click ‘Search’.

III. A list of accounts on the system will appear. If you see the name you were looking for click the radial button beside it and then hit add to list.

 

IV. If the name did not appear make sure the spelling is correct. Search on other possible spelling options through the ‘Faculty not on list’ tool. When the name is located click beside it and hit add to list as above.

V)  (OPTIONAL) – If the name is not listed in the system click on Enter manually to input the evaluators first name, last name and email address and then submit the information. A new eDossier account will be added into the system and the new user will receive their login information the first time they are sent an evaluation to complete. It is very important that you input their email address so they can receive an email notification when they have a form to complete.

VI. Match the Evaluators to the Targets

Click on the name of the target to highlight their name in yellow. Scroll across the page and check under the name of each evaluator required to fill out an evaluation on the resident/student.

If you are unsure who the evaluators will be for all of the residents/students you can leave the save for later option selected for those targets (please note: this save for later option is only available for scenarios where an attending is evaluating a student).

After you send the forms to the other recipients chosen the item for the targets who did not have an evaluator selected will remain in your To Do tab for you to select at a later time.

5. Click send forms after you have reviewed and confirmed your matches.

6. Review the selections to verify that the matches are correct.

A new page will open showing you the selections you have made. The resident/student names will appear below the evaluator names you have chosen for them. If you notice at this time that errors were made in your selections click “No, let me re-match” to start the process over.

7. Click Yes, these are correct to send out the evaluation forms.

Once you’ve finished a task it is removed from your To Dos subfolder. The evaluators that you chose to complete the forms will receive an email notifying them that they have forms to complete.

 

Forms can be sent out with the option for the evaluator to opt out of completing the form. If this option is enabled, and the evaluators chooses to opt out, you may be asked to approve the opt out.

How do I approve an opt out request?

1. If you have opt outs to confirm, you will see them in your To Dos.

2. When viewing your opt out requests, you can view the details of each evaluation, including the opt out reason, if given. From this screen you can either click approve or don’t approve. If you approve, the evaluation will be deleted. If you don’t approve, the evaluation will be sent back to the evaluator to complete.

Why have I been asked to confirm and opt out?

Having the ability to opt out is set by a permission on the back-end of the system. If you have opt outs in your To Dos to confirm, this permission is enabled for your account.

To add or remove this permission from your account, contact your institution’s main one45 administrator. They will likely be able to edit this option for you.

As a faculty member, you may be granted access to manage your curriculum session event mappings, objectives, or handouts and links. Using the Curriculum Explorer feature, you’ll be able to access your assigned curriculum to make the necessary edits. 

Note: If you require specific access to your curriculum, please contact your institution’s Super Administrator for further assistance.

1. To edit your curriculum events access the Curriculum Explorer by clicking on My Courses from your eDossier.

 2. You will then see all courses that you currently have access. To view or edit the information of a specific portfolio, course or session, click on the corresponding portfolio or course link.

3. Based on the permissions that have been assigned to your particular curriculum role, you will then be able to view and edit various details related to the course. These can by accessed using the menu bar along the left-side of the screen (Info, Mappings, Bulk Mappings, People, Handouts, etc):

4. To edit the sessions (events) within the course, click on the Sessions link from the menu bar along the left-side of the screen. Then click on the name of the session that you’d like to edit.

5. Depending on the permissions that have been assigned to your particular curriculum role, you will then be able to view and edit various details related to the sessions with the selected course. These can by accessed using the menu bar along the left-side of the screen (Info, Mappings, Bulk Mappings, People, Handouts, etc):

Once you have navigated to the specific area of the curriculum that you’d like to edit, you have a number of options available:

Viewing or Editing Mappings:

To edit your mappings, click on the Mappings option from the menu bar along the left-side of the Curriculum Explorer screen.

Deleting Mappings:

To delete any mappings that are no longer applicable use the del link next to the mapping item. After clicking on the del link for a corresponding mapping item, you’ll be prompted to click on the Save Mappings button to make your updates.

 

Adding Mappings:

To add new mapping items to your curriculum, click on the icon located on the right hand side of the page.

The Mappings interface will appear where you can select the desired mapping list from the Mappings drop down menu, then click on any of the mapping items that you’d like to add. You may jump between multiple lists to select items, use the search feature, or review what items you’ve selected as well:

Once you’re done, please click on the Ok button to save your mappings.

Viewing Objectives

To view your objectives, click on the Objectives option from the menu bar along the left-side of the Curriculum Explorer screen.

Editing or Deleting Objectives:

There may be objectives that are currently associated with the area of the curriculum in which you can review.

To edit an objective, click on the objective text and it will refresh to allow you to edit the objective text. Click on the save button to submit the changes.

To delete an objective, click on the objective text and it will refresh to allow you to edit the objective text. Click on the delete link.

(Note: You will not be prompted if you’d like to delete and the objective will be deleted immediately.)

Editing or Deleting Mappings Attached to Objectives

If you need to edit any of the mapping items attached directly to you objectives, please click on the edit link and you can follow the steps outlined above for Viewing or Editing Mappings to complete the task:

Adding New Objectives

To add a new objective, click on the  + add objective link to get a text box to enter in your objective text. Once completed, click on the save button to submit the new objective.

 

After evaluations are distributed the can be tracked through the evaluations tab.

To view the evaluations:

1. Click on the Evaluations tab in your eDossier.

2. Select the date range at the top for which you wish to track/view the evaluations. For quick search options select the radial button beside last month, last 6 months, or all.

3. Click on the line Forms you distributed to access/track the evaluations.

Permissions regarding the evaluations need to be set-up with the One45 representative.

If you do not see any of the options listed below and require them please contact the main program administrator who can contact One45 to have this feature turned on for you.

Tracking Features:

Status – Track whether the forms have been completed (a check mark indicates that a form has been done).

View – Click on this link to see the completed evaluation. To print off completed evaluations click ‘file ‘print’ on the top of the page after the clicking on the ‘view’ option.

Email – This feature allows you to send personalized email reminders to individual evaluators.

Fill in – This feature allows you to transcribe the evaluation on behalf of another evaluator. This feature should be used if you are given a printed copy of an evaluation which needs to be entered into the system.

Print – The print link will open a blank paper copy of the evaluation form to fax/handout to evaluators who do not have computer access. When a paper copy is received transcribe the information into the system on behalf of the evaluator.

Bulk Email Reminder – This feature allows you to send personalized email reminders to the all evaluators with outstanding forms.

Log In Issues

If you forget your password, please initiate the password recovery workflow from your school’s One45 login page by clicking the Need help logging in? link:

 

From there, enter in the email address you have associated with your one45 account:

You will receive an email from your school name as the sender, and the subject line: One45 login information. 

If you do not receive the email, please check your junk/spam email folder or verify with your program admin that the email you are using is the same as in one45.

 

The body of the email will contain your username and a link to your password reset page. Click on the link.

*Please note that by default, the link is valid in your email for 10 minutes and can be clicked on multiple times during that 10 minute period. But it will expire right after the password is reset.

The 10 minute time limit is a default setting, it’s possible the limit is more or less than 10 minutes depending on your specific institution preferences.

From there you will be asked to create a new password.  After clicking Submit, you will be taken to your eDossier account!

 

If your school isn’t using the same login information for all its software and programs, you can update your one45 username and password at any time.

 

To perform this easy task:

1.  log-in to one45
2.  click on your ‘Personal info’ link
3.  under the heading Account Tasks is a grey box with a hyperlink called ‘change username/password’.  Select.

 

4. you can elect to change either your username or password, or both. don’t forget to click on OK to confirm the change.

From this page, you can change your password to get a new one, but cannot reset your password if you have forgotten it.

 

5. If you don’t know your old password, you can reset it by clicking Need help logging in on the log in page of your institution, and entering the email that you use on one45 and click Send email reminder.

 

If you have not received an email within 5 minutes, first check you junk mail folder, then check that the email address in your eDossier is correct.

You may need to contact your program admin to edit it for you if it’s not accurate.

From there, you will be able to reset your password for a new one and will be logged into your eDossier right away.

 

Calendar Sync

When you sync your one45 calendar to another calendar system using our new calendar sync process, this is what you can expect to be included:

Curriculum

-the location field will include building and room information

-name will be the name of the item, the activity type, the name of the session

-description breaks out the information in the name into separate items and also includes the names of the facilitators

Academic Half Day

-the location will include the location from the event

-the name will be the name of the event

-the description will include the topic and the names of the presenters

Rotation

-location will be the site

-name will be the name of the rotation

-description will include the site, the service, and the name of the preceptors

-if the person is supposed to see a note, they will also see the note in the description

1.  Log into the One45 system

2.  In your eDossier click on Manage Calendar Feeds under Schedules

3. If you haven’t already done so, click on Generate subscription URL

4.  Once a URL has been generated, copy the URL and follow the tool or device-specific instructions given on this page to subscribe to the calendar URL.

How do I turn off my One45 calendar subscription?

1.  Log into the One45 system.

2.  In your eDossier, click on Manage Calendar Feeds under Schedules.

3.  Click on the Delete URL button next to your calendar subscription URL.

4.  Once this URL disappears, any device or tool using it will no longer display any events from the calendar.  

Why is my calendar subscription not showing new or changed events?

Some possible reasons for this include:

  • Your device or calendaring tool does not show updates to your calendars in real-time.  Some services (like Google Calendar) only guarantee calendar updates every 8 hours.  This limitation is dependent on the tool or device you’re using and cannot be changed.
  • Your device may be experiencing internet connection issues.
  • You may have imported your One45 calendar instead of subscribing to it.  If so, you will not see any updates to it.  Ensure you added a URL instead of an *.ics file to your calendaring tool.  See the section on ‘What is the difference between subscribing vs. importing calendars’.
  • You may have subscribed to an empty One45 calendar.  In this case, you should see a single event on today’s date notifying you that the calendar is empty.
  • Your subscription URL may have been deleted from the “Schedules > Manage Subscriptions” page found in your One45 eDossier.  Check to ensure you are using the generated URL found here.
  • Your school may have turned off calendar subscriptions.

What devices and tools do you support for calendar subscriptions?

One45 provides support for the following calendaring tools and devices:

  • Google Calendar
  • Android devices
  • Apple Calendar
  • iOS devices (iPhone, iPad)
  • Microsoft Outlook (2007+)

Can I update my One45 calendar events through my calendaring tool?

No.  Subscribing to a One45 calendar is read-only.  Updating events in a subscribed calendar will not update these events within the one45 system.

What is the difference between subscribing vs. importing calendars?

Most calendaring tools will let you either import or subscribe to external calendars.

Importing is done by downloading an *.ics calendar file from your external calendar and adding it to your tool.  This will display a snapshot of what your calendar looked like at the time you downloaded the *.ics file.

Subscribing is done by pointing your calendar tool to a given URL provided by your external calendar.  This will display an up-to-date version of your calendar that is continuously updated at regular intervals.

One45 recommends subscribing to your calendars to ensure any important event updates make it into your calendaring tool or device.

Why do I see duplicate calendars?

Some calendaring tools like Apple Calendar let you subscribe to a calendar feed and simultaneously sync it to the iCloud, where it will then display the calendar on any device with iCloud enabled. You will see duplicate calendar feeds if you add the same calendar feed to your Apple Calendar and your iOS device (iPhone, iPad) with iCloud turned on. It’s important to note that with iCloud, you only need to add your calendar feed once. To fix seeing duplicates, simply remove one of your duplicated calendars from iCloud.

Can I subscribe to a One45 calendar using an unsupported device or tool?

While devices other than those listed above are not officially supported, our calendar subscriptions use the standardized iCal format which should work across a wide range of calendaring tools.  To subscribe, please consult your tool or device’s documentation.

Why does my calendar contain an event saying my calendar subscription URL is no longer working?

Your calendar feed URL has become invalid.  To remove the invalid feed consult your tool or device’s instructions for removing a subscribed calendar.  You will need to re-subscribe using a valid URL.

Why does my calendar contain an event saying my calendar is empty?

This event is shown for empty calendars to notify you that the calendar feed is working.  As soon as the calendar contains one or more actual events, this notification event will disappear.

When I subscribe to a calendar in Outlook, why does it give me an error?

Due to how Outlook interprets dates, you may see errors referencing “floating time” when it attempts to sync your One45 subscribed calendars. These errors are safe to ignore – your calendar data will still sync correctly.