Monday, 22 July 2024, 5:52 PM
Site: healthLearn
Course: healthLearn (healthLearn.ac.nz)
Glossary: HELP - healthLearn Help Files
E

Educator Access

There are two levels of educator access which can be enabled for specific staff ON REQUEST. This access will give the following;

1. General Educator Access

General educator access will give the nominated educator access to reports showing course, programme, certification and face to face session completion status. This will be of the following

  • Complete
  • In Progress

Information can be searched for with a wide range of criteria, and include - but not necessarily limited to

  • Staff member name
  • Course/Programme/Certification/Face to face training name
  • Manager name
  • Workplace
  • Dates completed

In addition, Educator access will enable the staff member the ability to mark off the following assessments

  • Entonox Administration

To gain access to Educator access, please contact one of the following, and request that you are added to the Educator Audience. You may require verification from your line manager to support this request.

DHB Staff - please email your SuperUser Contact - See the Helpdesk - SuperUser Section in the Help Files

Non-DHB Staff - Please email admin@healthlearn.ac.nz

 

2. IV Educator access

IV educator access will enable IV educator staff the ability to mark off the following IV related endorsements

  • Implanted CVADs
  • Non-Implanted CVADs

To gain access to IV Educator access, please contact one of the following, and request that you are added to the IV Educator Audience. You may require verification from your line manager to support this request.

DHB Staff - please email your SuperUser Contact - See the Helpdesk - SuperUser Section in the Help Files

Non-DHB Staff - Please email admin@healthlearn.ac.nz

 

Additional Responsibilities

All staff with educator access are reminded that they are bound by professional and legal codes of conduct, and breaches of privacy and security may result in loss of access, removal of healthLearn account and also legal action

Click here to view the Educator "Cheat Sheet"

Educator Booking of face to face training

As an educator, you will have the ability to book staff in your area into face to face training - or cancel them from the session.

When booking staff into a face-to-face session please ensure that the staff member will be - or has completed any required learning or activities for the face to face session. It is your responsibility to ensure that this is done - as manually booking someone into a session overrides any blocks, or pre-course requirements to enroll into a face to face session, but these requirements may still need to be completed to attend the session. If the requirements are not completed - your staff member may be turned away and not be permitted to attend the session.

On your educator dashboard - there will be a Face to Face block. It includes;

  • Your bookings (your personal face to face bookings)
  • Upcoming Sessions (can be filtered by date)
  • All Future Sessions (a list of all sessions on the system
  1. To book one of the staff into a face to face session - go through the list of sessions until you find the correct course and session time
  2. Click on the session booking number (i.e. the column with Bookings in the top header - the number indicates how many are already booked into the session) this will take you directly into the session booking information
  3. At the bottom of the Attendees list is a drop down menu - click on this and select Add/Remove Attendees
  4. To add - on the right hand side - search for the staff member name, select the name in the displayed list and then click on the <| Add button to add them to the Attendees list
  5. To remove - on the left hand side - search for the staff members name and/or select from the displayed list on the LEFT and then click the |> Remove button to remove them from the Attendees list
  6. When you have finished, click SAVE   

Note: there are a couple of options -that can be selected which are as follows

  • Suppress the confirmation and calendar invite emails for newly added attendees and the cancellation emails for removed attendees 
  • Suppress notifications to manager about added and removed attendees 
  • Ignore manager approval when adding attendees

BOOK A VIRTUAL MEETING
This feature integrates a Zoom link url into the session details.
It can also be incorporated with an existing Room for a face to face meeting with virtual participants.

When creating a new Event session:

·       ‘Select Room’ and search for Virtual rooms:
hL Virtual meeting room_Zoom (Capacity: 100)
This Room automatically select a Zoom account integrated into healthLearn – it can be used on multiple events at the same time

·       hL Virtual Meeting Room_custom (Capacity: 50)
This room provides a field for adding a specific Zoom or MS teams link – it can only be used at one time for this meeting
To add link  - click on the pencil by the Room name and add the specific link, click OK.

Continue to complete the session details and Save changes

Facilitator and Learner experience:
Facilitator: at the time of the event (or 10 mins prior) the Facilitator will see a button to ‘Host Meeting’, the Zoom application should then open

Learner: at the time of the event (or 10 mins prior) the Learner will see a button to ‘Join now’, the Zoom application should then open

Attendance – please note, the Facilitator will still need to mark attendance as per the sign in sheet as healthLearn will not record attendees who joined the meeting virtually and those that didn’t.

Please also be aware that healthlearn admin staff are able to audit who books staff into face to face sessions, so ensure that you only book appropriate staff from your area.

Click on the healthLearn logo at the top of the screen to return to your dashboard

Educator Reports

As someone who has an Educator Role within healthLearn, you will also have access to the following reports

  • Staff Training Record and Course Completion Report 
  • Staff Programme Completion Report
  • Staff Certification Completion Status 
  • Staff Face to face attendance report  

 

These reports will allow you to look up the following information

.

1. Staff Training Record and Course Completion Report 

This report will allow you to search for course completion information. The filter has a range of settings so you are able to enter a range of search criteria. In particular you can search by;

  • A staff member name
  • The name of a course
    • If a course is
      • completed
      • In progress
      • not yet started
  • Date range for courses
  • Select an organisation (if applicable)
  • Select a workplace (if applicable)

 .

2. Staff Programme Completion Report

This report will allow you to search for information on the completion of programmes. A programme is a pre-set collection of courses. The filter has a range of settings so you are able to enter a range of search criteria. In particular you can search by;

  • A staff member name
  • A Manager name
  • The name of a programme (collection of courses)
    • If a programme is
      • completed
      • In progress
      • not yet started
  • Date range for programme
  • Select an organisation (if applicable)
  • Select a workplace (if applicable)

 .

3. Staff Certification Completion Status

This report will allow you to search for information on the completion and status of certifications. A certification is a course - or collection of courses that has a requirement to be repeated within a set window period to remain current. The filter has a range of settings so you are able to enter a variety of search criteria. In particular you can search by;

  • A staff member name
  • A Manager name
  • The name of a Certification (repeating courses)
    • If a certification is
      • completed
      • In progress
      • not yet started
  • Date range for certification
  • Select an organisation (if applicable)
  • Select a workplace (if applicable)

.

4. Staff Face to face attendance report

 This report will allow you to search for information based on the attendance at a face to face training/education session (ie a workshop). Attendance at a face to face session may be part of a course, or a whole course. The filter has a range of settings so you are able to enter a variety of search criteria. In particular you can search by;

  • A staff member name
  • A Manager name
  • The name of a face to face session
    • If a session has been
      • Attended
      • Partially Attended
      • No Show
      • etc.
  • Date range for session
  • Select an organisation (if applicable)
  • Select a workplace (if applicable)

 

 

Educator Viewing of Workshop Requests or Waitlisting

As an educator, you will have the ability to view requests and waitlists for a face-to-face education session - for your areas.

There are a few things to initially set this up. Please follow the instructions below.

The first step is to create a 'Job Assignment' for each of the workplaces that you cover. You need to link your profile to each workplace.

e.g. if you as an educator work for your Director of Nursing department - you will have already selected "Director of Nursing" as your main organisation - or workplace location. As an educator you could be supporting staff in the following clinical areas

      • Ward 1
      • Ward 2
      • Ward 3
      • Outpatients 4

To see the education requests - you will need to create a separate job assignment for each of the clinical areas. 


To do this

  1. Go to your profile - or the My Details Block/Box 
  2. Click 'create a new job assignment  - Ensure that you give the Job Assignment a relevant name i.e. Ward 1, Ward 2, Ward 3, Outpatients 4
  3. In this section - select one of the organisations in the areas that you cover. You will also have to enter a job assignment number (i.e. 2, 3 or 4). You do not need to add a Manager or Position. Save the job assignment
  4. Continue to create job assignments for each of the clinical areas that you are responsible for.
  5. If you move to a different location, or your clinical areas change, you can create - and delete Job Assignments which will remove the link to that clinical area.

Please note - only create job assignments for areas that you are responsible for. The healthLearn Administration team is able to Audit the areas that you have selected


A list of staff awaiting approval from Managers - or waitlisted in your selected areas will now be displayed in a block/box on your dashboard.

Entonox - If you are required to sign off an Entonox practical assessment

To be given the rights to sign off an Entonox Practical Assessment - as part of the Entonox Self Learning Package, you need to email admin@healthlearn.ac.nz and ask to be added into the Assessors - Entonox Audience.

Please note you may need to supply evidence to support your need to have the right to do this as part of your role (ie a supporting email from your line manager would be sufficient)