Vital Records Control Front End AnalysisObjective: The Front End Analysis (FA) was conducted to identify with the training needs for Vital Records Control (VRC) project at the University of Arkansas for Medical Science (UAMS). Project Goal: To ensure that all VRC administrators can effectively manage their Vital Record's account while reducing inventory levels. Ensuring the effectiveness of managing their accounts will be assessed through phases using the 5S Lean Methodology (Sort, Set, Shine, Standardize, and Sustain) NEED: 1. The instructor should be able to conducts a needs assessment for Vital Records Control projecta. Instructor should be able to develop and publish an effective survey b. Instructor should be able to effectively interpret data from the surveyc. Instructor should be able to use the survey results to develop an instructional analysis, assessment for training, instructional format/delivery, and instructional strategy 2. The instructor should be able to conceptualize the 5S Lean Methodologya. The instructor should be able to discriminate among the five phases of the 5Sb. The instructor should be able to explain the principles of 5Sc. Instructor should be able apply the 5S to manage the team of VCR administrators 3. The instructor of the training need to have knowledge of UAMS Records Retention policya. The instructor should know how to distinguish primary custodian and secondary custodians b. The instructor should be able to conceptualize all of the of retentions dates for all research protocols and medical recordsc. The instructor should be able to effectively explain the UAMS Records Retention Policy to VRC administrators 4. The instructors should know how to effectively use VitalWeb a. The instructors should be able to discuss commands in VitalWebb. The instructor should be able to show and discuss navigational paths in VitalWebc. The instructor should be able to provide effective feedback5. The instructor should understand the scientific method of project-based learning a. Instructor should be able to assist learners while evaluating their progress6. The instructor should know how to use PowerPoint technology to present materiala. Instructor should know how to develop the training in PowerPointb. Instructor should know how to use the commands of PowerPoint's interface

CLARIFY:At the end of the training, the VCR administrators will be above to: Discuss primary and secondary custodians as explained in the UAMS Records Retention Policy Interpret the UAMS Retention policy as it relates to his/her profession at UAMS Operate the interface of VitalWeb and give commands to search for inventory, access inventory, sort inventory, and key in destruction dates and content descriptions Evaluate research protocols and/or medical records and determine what records should remain or be destroyed set and assign destruction dates accordinglyINSTRUCTIONAL ANALYSISGoal 1: Discuss primary and secondary custodians as explained in the UAMS Records Retention Policy (Intellectual Skill)

Describe the two types of custodians Name the two types of custodians

PrimaryDiscriminate the two types of custodians

Secondary

Complete Goal 1 Classify records according to research protocol/medical recordDescribe records according to research protocol/medical recordIdentify sections in the policy that relates to your business/dept Goal 2: Interpret the UAMS Retention policy as it relates to his/her profession at UAMS (Intellectual skill and Project-based learning)

Discriminate research protocols from medical records Research protocol

Medical record

Describe effective content descriptions Determine why records can be destroyed

Access records Search for research protocols and medical records Login to Vital Web Goal 3: Operate the interface of VitalWeb and give commands to search for inventory, access inventory, sort inventory, and key in destruction dates and content descriptions (Intellectual skill)

Complete Goal 2

Add comments to records i.e. child care study; destruction date 1/16/2014; etc Set records to be destroyed records Select filter to understand how records are to sorted records Review records

Goal 4: Evaluate research protocols and/or medical records and determine what records should remain or be destroyed and set and assign destruction dates accordingly (Intellectual skill)

Categorize records as research protocols or medical records Sort records to be destroyed from those remaining; for remaining records, key in correct content description Set records to be destroyed Complete Goal 4

Assign destruction dates to records

Review research protocols/medical records

Identify destruction dates for research protocols/medical records

LEARNERS CONTEXTACHIEVEMENT / ABILITIESGiven that 52.17% of VCR administrators are not knowledgeable of the retention dates for their records or the UAMS Records Retention policy, 56.52% do not know how to add destruction dates to records, 73.91% do not know how to audit their accounts through Vital Web, 39.13% do not know their login information, 43.48% have never navigated VitalWeb, and 91.30% requested for VitalWeb training, the training will be a combination of verbal skills, intellectual skills, project-based learning (PBL), and live session learning. Also given that the VRC administrators are academically inclined, they should have the aptitude to be able to grasp the training in two sessions, and the instructors should be able to aid them in learning. The VRC administrators should come to the learning session with the intent to learn. ASSESSMENT FOR THE TRAINING1. Discuss primary and secondary custodians as explained in the UAMS Records Retention Policy (Intellectual Skill) Multiple Choice activity and short essay 2. Interpret the UAMS Retention policy as it relates to his/her profession at UAMS (Intellectual skill and Project-based learning) Short answer and Multiple Choice activity 3. Operate the interface of VitalWeb and give commands to search for inventory, access inventory, sort inventory, and key in destruction dates and content descriptions (Live performance) 4. Evaluate research protocols and/or medical records and determine what records should remain or be destroyed and set and assign destruction dates accordingly (Intellectual skill) Multiple Choice activityINSTRUCTIONAL FORMAT/DELIVERY1. The training will be a two-day session and will be held in a classroom setting with AV equipment0. Instructors will present the training using PowerPoint slides and hand outs INSTRUCTIONAL STRATEGY1. Pre-instructional activities1. To ensure that all VRC administrators can effectively manage their Vital Record's account. Ensuring the effectiveness of managing their accounts will be assessed in phases using the 5S Lean Methodology (Sort, Set, Shine, Standardize, and Sustain) Content Presentation1. Discuss the goal of the training and its deliverables1. Discuss the goal of the project and its deliverables 1. Learner Participation2. Pass out hand outs to complete during the training; hand outs will be graded 2. Q/A session between activities 1. Attitude Assessment3. Administer training evaluation form 1. Project Performance Assessment4. Vital Records Control Report Out (the report out is a report that's presented after the training that shows the results of the project)