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Clinical timetabling

Overview

The new calendar system ensures all placement and teaching events appear in students’ primary calendars, providing consistency across 24 sites and all years.


Key Features

  1. Problem Identification:
    • Students encountered inconsistencies in accessing placement calendars.
    • While central teaching automatically synced, the bulk of years 3, 5, and 6 did not reflect in primary calendars.
    • Various methods of calendar distribution led to a varied student experience.
  2. Introducing the Solution:
    • The new system unifies calendar distribution across 24 sites.
    • All events, including central teaching and placements, will now be accessible via students’ primary calendars.
    • It brings structure and consistency to the calendar workflow across different sites and years.
  3. Workflow Breakdown:
    • TCO Side (Calendar Management):
      • Staff members will create student groups within rotations and specialties at each site.
      • Events will be assigned to specific groups within the calendar for each rotation, streamlining organisation.
    • Implementation for Students:
      • Events will be automatically added to students’ primary calendars based on their assigned groups.
      • An option for administrators (discos) to bulk upload events using an Excel template is available for convenience.


How to Use

1. Access the Clinical Calendar

  • Log into your Medlearn Admin account.
  • Navigate to the Placements Tab:
    • On the right-hand side of the screen, locate the Medlearn Admin Menu.
    • Click on the Placements tab.

2. View Rotations

  • Once in the Placements tab, go to the Rotations Tab at the top of the screen.
  • This tab contains a list of all current events for the rotations.
  • Use the Academic Year Drop-Down to filter the events by the desired academic year.

3. Import Events

  • To add new events, go to the Import Tab at the top of the page.
  • Upload a CSV File that contains the events you wish to add.
  • A Template is available to guide you in formatting the required columns for the events.
  • Important: Be cautious when uploading CSV files that may contain events that are already in the system, as this will result in duplicate entries.

4. Export Events

  • If you want to download the events list, go to the Export Tab at the top of the page.
  • You can download the specified events in a CSV Format for further analysis or record-keeping.

5. Track Changes with the Audit Trail

  • A new feature allows for an Audit Trail to track any changes made to the events.
  • This means any modifications will be recorded and can be reviewed if there are issues or discrepancies.

Navigation

  • Access via Ticket Admin → Select site and specialty.
  • Use rotation tabs for Calendar, Student Groups, and Reports.

Student Groups

  • Create groups under Student Groups tab.
  • Drag students from pre-populated list.
  • Naming rules:
    • No blanks, alphanumeric only, unique within rotation.
  • Students can belong to multiple groups; “All Students” is default.

Adding Single Events

  • Go to Calendar tab → Click and drag to set duration.
  • Fill in:
    • Subject, Location, Description (no personal data), Dates/Times, Organiser, Meeting Link.
  • Mark optional events if needed.
  • Assign to student groups; changes reflect instantly.

Bulk Adding Events

  • Go to Calendar tab → Click Bulk Import Events.
  • Download template → Fill required fields (dates, times, subject, location, organiser, group name, etc.).
  • Upload and preview before confirming.
  • System validates data; errors explained in help pages.

For help open a ticket at https://medlearn.imperial.ac.uk/support/