CBME in Elentra: Faculty Guide

 

Elentra Login

  • This guide will introduce clinical faculty to key features in the CBME module of Elentra.
  • For further training or support with program-specific concerns, please contact systems support with the PGME office at elentracbme.support@ubc.ca
  • If you encounter any access or technical issues, please contact Digital Solutions Elentra support.

1. Accessing Elentra

For those with a Clinical Faculty appointment:

Most clinical faculty are automatically provided with Elentra access. If you do not have access, please make sure you have a CWL account. Once obtained, provide your CWL username and email address to your program assistant, who will submit an Elentra access request on your behalf.

For those who do not have a Clinical Faculty appointment:

Please contact your program assistant, who can provide you with an “external assessor” account in Elentra. Alternatively, when a resident triggers an EPA they can add your name and email address to immediately provide you with an “external assessor” account. With “external assessor” access you can receive EPAs via email, but will not have login access to the system.

Faculty Elentra accounts are automatically provisioned with both Undergrad and Postgrad permissions (indicated by the profile icon).

Upon first login, your access may default to your UGME profile, so always ensure that you are logged into your PGME profile. If necessary, open the “Organization Switcher” icon to switch to PGME.

2. Making changes to your preferred email address

The UBC Elentra system uses the same trusted email domains and data standards as Workday. Please review the list of accepted institutional domains here. Gmail addresses are not an accepted domain.

Institutional email addresses cannot be updated directly in Elentra. Faculty profile information must first be updated in Workday, UBC’s central HR system. After the update has been completed in Workday, submit a request to UBC Elentra Support to have the changes reflected in Elentra.

3. Setting a PIN for in-the-moment EPA completion

You will need to set your PIN in order to authenticate EPAs in the moment on a resident’s mobile device.

      • Access your user profile by clicking on your profile icon at the top right of your Elentra page, then selecting My Profile from the drop down menu.

      • Click on “Account Information” tab to set or reset your PIN.
      • Enter a 4-6 digit number, and click “Save Profile” when you are done.

4. Initiating Assessments

  • From your dashboard, you are able to initiate an assessment by clicking on the green “Start Assessment/Evaluation” button.

  • Select a resident by typing a name in the search field. Hovering over a resident name will show their photo (if uploaded) and program. If the learner is enrolled in two programs specify a program using the dropdown menu.

  • After selecting the resident, set the date of encounter and choose the appropriate program. Note that program options are tied to the resident’s enrollment
  • Select an EPA. You will only see the EPAs associated with the resident’s program(s).
  • After selecting an EPA, all the available assessment forms will be displayed. You can also look for a specific form by typing part of the title into the search field.
  • Click “Preview Assessment” to see the contents of the assessment tool, or “Begin Assessment” to proceed to the form. (The time displayed at the top right is an estimate of how long the form will take to complete, based on the experience of other users.)

  • Last, fill in the form and click “Save as Draft” to save and complete later, or “Submit” to complete the assessment. Once submitted, the form will immediately display on the resident’s CBME dashboard.

5. Viewing outstanding assessments

  • If you have a clinical faculty account and log in access to Elentra (i.e. those without “external assessor” access), you can manage your outstanding assessments directly in the system. After logging in with your CWL, click the Assessment & Evaluation icon at the top right.

  • View outstanding assessments under the “Assessment Tasks” tab. You can use this tool to view and complete outstanding assessments if they were sent by email (i.e. emailed assessments can be accessed and completed through the link in the system notification, or in the “Assessment Task” tab of your Elentra account).
  • Click “View Task” to complete the assessment form.

6. Mobile Access

Mobile App and Multi-Factor Authentication
The Entrada webpage has responsive design, making it easier to complete assessment tasks on a mobile device.

Getting Started

  1. Download the Elentra Mobile App
  2. Sign In
  3. Authenticate
    • Enter your UBC CWL credentials
    • Complete the Duo Mobile authentication step

You’re set! You can now complete assessments directly from your mobile device.

Helpful Resources


Multi-factor authentication (MFA)

To keep personal information at UBC secure, faculty, staff, and residents must update their Campus-Wide Login (CWL) account to an Enhanced CWL account. This update features an additional layer of protection with multi-factor authentication (MFA) provided by Duo Security.

Login to MFA Device Management Website

Using your CWL username and password, login to the Self-service MFA Enrollment and Device Management website at https://mfadevices.id.ubc.ca.

Enroll your device

You can find UBC MFA resources here. Follow the detailed step-by-step instructions to enroll your first device. Once you are enrolled you can manage any of the authentication methods associated with your account, including adding or removing a device.

For further assistance, please contact the UBC IT Service Centre.

Additional Form Notes:

  1. The Narrative Form is called a Field Note Form in Elentra.