OCEX Assessment User Guide

Overview

The OCEX (Ophthalmic Clinical Evaluation Exercise) system within the PBO Logbook provides a structured framework for consultants to assess residents based on observed clinical encounters. This guide explains how to use the system as both a consultant and a resident.

Consultant Section

OCEX is designed for direct, face-to-face clinical encounters where the consultant initiates the assessment.

Primary Workflow: Initiating an OCEX Assessment

This is the standard and recommended method for completing an OCEX.

Step 1: Access OCEX Assessments

1. Log into the PBO Logbook.
2. Navigate to the OCEX Assessments section in the main menu.

Step 2: Create a New Assessment

1. Click on the Create New Assessment button.
2. From the dropdown list, select the resident you wish to evaluate.
   • Only residents from your affiliated training institution(s) will be displayed.
3. Click Continue to proceed directly to the assessment form.

Step 3: Complete the Assessment Form

Rate the resident's performance using the provided scale:

• 1: Does not meet expectations
• 2: Meets some expectations
• 3: Meets all expectations
• 4: Exceeds expectations
• NA: Not applicable to this encounter

The assessment form is organized into multiple categories, each containing several checklist items. All items must be rated before you can submit the assessment.

Step 4: Provide Detailed Feedback

1. Use the comments section to provide specific, constructive feedback about the resident's performance.
2. Include observations about strengths and areas for improvement.
3. Comments are required and should not exceed 5,000 characters.

Step 5: Submit the Assessment

1. Review all ratings and comments for accuracy.
2. Click the Save Assessment button to finalize.
3. Once submitted, you'll be redirected to the assessment summary page.

Step 6: Post-Assessment

1. Discuss the assessment with the resident to provide immediate feedback.
2. Review the electronic assessment together if possible.
3. The assessment will appear in your list of completed assessments.

Alternative Workflow: Responding to a Resident's Request

For situations where a resident requests an OCEX post-consultation, you can use the following workflow.

Step 1: Access and Review Requests

1. Log into the PBO Logbook.
2. Navigate to the OCEX Assessments section, then select List Requests.
3. This page will display all pending assessment requests from residents. You will also receive an email notification for each new request.

Step 2: Respond to an Assessment Request

1. From the List Requests page, click on a request to view its details.
2. Review the information provided by the resident.
3. You have two options:
   • Approve: Click the "Approve" button to accept the request. You will be taken directly to the assessment form. From there, follow steps 3-6 of the primary workflow to complete the evaluation.
   • Deny: Click the "Deny" button to reject the request. The request will be marked as denied, and no further action is required.

Managing Your Assessments

To view all assessments you've completed:

1. Navigate to the "OCEX Assessments" section.
2. Your list of assessments will be displayed with the most recent at the top.
3. Assessment status is indicated by an icon (confirmed or pending confirmation).
4. Click on any assessment to view its details.

Resident Section

Requesting an Assessment

Residents can initiate an OCEX assessment by requesting it from a consultant directly from their mobile device.

Step 1: Access Request Form

1. Log into the PBO Logbook.
2. Navigate to the "OCEX Assessments" section.
3. Click on "Request Assessment".

Step 2: Complete the Request Form

1. From the dropdown menu, select the name of the consultant you wish to be assessed by. The list will only show consultants affiliated with your institution.
2. Enter the date of the clinical encounter and a patient code for reference.

Step 3: Send the Request

1. After filling out the form, click "Send Request".
2. An email notification will automatically be sent to the consultant, and the request will appear on their "List Requests" page for their approval.

Viewing and Confirming Assessments:

Step 1: Access Your Assessments

1. Log into the PBO Logbook.
2. Navigate to the "OCEX Assessments" section in the main menu.

Step 2: Review Assessment List

1. Your assessment list displays all OCEX assessments completed for you by consultants.
2. The most recent assessments appear at the top.
3. Each assessment shows:
   • Date completed
   • Consultant name
   • Confirmation status (confirmed or pending)

Step 3: View Assessment Details

1. Click on any assessment to see the complete evaluation.
2. Review all category ratings and the consultant's comments.
3. Take note of specific feedback for your improvement.

Step 4: Confirm the Assessment

1. After reviewing the assessment, locate the "Confirm Assessment" button.
2. Click this button to acknowledge that you've reviewed and understood the assessment.
3. Once confirmed, a check mark icon will appear next to the assessment in your list.

Step 5: Follow-up Discussion

1. If you haven't already discussed the assessment with your consultant, schedule a time to do so.
2. Use the assessment as a guide for your continued professional development.
3. Focus on both strengths identified and areas for improvement.

Accreditor Section

Audit Resident Assessments

Accreditors with proper permissions can audit OCEX assessments for residents within their affiliated training institutions.

Step 1: Access Audit Feature

1. Log into the PBO Logbook.
2. Navigate to the "OCEX Assessments" section in the main menu.
3. Click on the "Audit" link.

Step 2: Select a Resident

1. From the resident list, view the number of assessments completed for each resident.
2. Click on a resident's name to view their assessments.
3. Residents are listed alphabetically by first name.

Step 3: Review Assessments

1. View the list of assessments for the selected resident.
2. Assessments are displayed with date and consultant information.
3. Confirmed assessments are indicated with a check mark icon.
4. Click on an assessment date to view the complete assessment details.

Step 4: Assessment Details

1. Review the complete assessment including all category ratings and comments.
2. This view is read-only and cannot be modified.
3. Use the information to evaluate the resident's progress over time.

Monitoring Consultant Activity

Depending on your assigned permissions, you may also see consultant-focused OCEX monitoring pages that summarize submitted evaluations and activity trends. These views are for oversight and quality assurance and are also read-only.

Important Notes

• Timely Confirmation: Residents should confirm assessments promptly after review.
• Regular Assessments: Regular OCEX assessments provide structured feedback essential for clinical skills development.
• Technical Issues: If you encounter any technical problems, contact your program administrator.
• Audit Access: Only users with an accreditor role have access to the audit functionality.

Rating Scale Reference

Remember that ratings should reflect the resident's current level of training:

Rating	Description
1	Does not meet expectations: Performance below the expected level for current training stage
2	Meets some expectations: Partial fulfillment of expectations for current training stage
3	Meets all expectations: Complete fulfillment of expectations for current training stage
4	Exceeds expectations: Performance beyond the expected level for current training stage
NA	Not applicable: The item could not be assessed during this encounter

By following this guide, both consultants and residents can effectively utilize the OCEX assessment system to enhance clinical skills training and documentation.