Student Competency Check Sheet and Portfolio Review
(this information is taken from pages 13-17 of your APPE Manual and is provided here for your convenience)

                       Forms Referred to in the Information Below
Competency Check Sheet.
Mid-Rotation Evaluation Form
Patient Encounter Data Collection Form.
Midyear Evaluation Follow-up Form.

Portfolio Process

·         Competency check sheet

 For each rotation, students will use a competency check sheet. The purpose of this form is to communicate to both PY4 students and preceptors the minimum competencies to be achieved and documented across all rotations during this year. Use of this form can assist students in developing skills and receiving feedback from preceptors. It is not expected that students will be able to demonstrate competence of all outcomes at all rotation sites. However, by the end of the ten-month rotation period, students should have the opportunity to demonstrate the minimally expected performance of knowledge and skills in all areas. Therefore, this form is to be used by the student to help plan to achieve all competencies during the ten rotations.   You will need 10 copies of this form.  They are available for download on the APPE website.

·         Student Portfolio  

In addition to the competency check sheets (1 per rotation), the students will maintain a notebook of examples of work completed at a given rotation. Students should select examples that document achievement of the stated competencies. The student should use tabbed dividers to separate work completed during each rotation. Each tab should include a competency check sheet for the rotation.  At a minimum, each student portfolio will include samples of the following:

            Patient care documentation (maintaining patient confidentiality)

Direct patient interaction – medication history, med reconciliation, patient counseling and/or MTM evaluation
Patient care notes – pharmacokinetic, renal dosing, anticoagulation management, therapy monitoring, IV to PO switches
ADR/ Medication Error reports
Patient presentation with pharmacy care plan  

Presentations

            Formal presentation with handout/slides for health care professionals
            Journal club presentation
            Presentation for public audience or health fair activity 

Written Communications

Formulary Management (P & T Committee) Material – e.g. drug monograph, therapy
           protocol review/development, QA activity
Newsletter article (for health professional or public)
Medication Use Evaluation (MUE)
Drug Information Requests (1 patient specific, 1 other)
Patient Education Material 

Practice Areas

Compounding worksheet (1 sterile, 1 non-sterile product - see Appendix 2)
Practice Management Issues (Documentation of Discussion with Preceptor - See
Appendix 2)
Patient Encounter Data Collection Form - Ambulatory, Medicine Selective (-see
sample Appendix 2)

Students are required to submit 8 documents to the APPE Program over the year. Completed items will be collected for the Midyear Review with the remaining items submitted by the completion of the program. Instructions on submission of documents will be provided later in the year. The documents are: 

1.         Patient presentation/care plan

2.         Presentation handout/slides (for health care professionals)

3-4.      Two written communication samples (from list above)

5.         Practice management discuss – com (See Appendix 2 for guidance)

6.         Practice management discuss – hosp (See Appendix 2 for guidance)

7.         Patient Encounter Data Collection Form – Ambulatory Care

8.         Patient Encounter Data Collection Form – Medicine Selective

Patient Encounter Data Collection Form

Patient Encounter Data Collection Form

As part of your required portfolio documentation, the office will collect from each APPE student aggregate data on the number and type of interactions students have with patients across the variety of health care settings.  Students will be provided a customized Excel form to document patient encounters over the final two weeks of the required Ambulatory and Medicine Selective rotations. 

 Use the form to document encounters for which you do more than a cursory review of the patient profile. The form is created in an easy to use format with drop down boxes and should be down-loaded from the APPE website.  At the end of each two week period, please email your completed form to Helen Garces (hiklar00@email.uky.edu) and print a copy to place in your portfolio.

Required Portfolio Procedure for Rotation

·         Portfolio review

On the first day of each rotation, the student will provide his/her student portfolio to his/her preceptor. The student and preceptor should discuss the student strengths and weaknesses, as well as review the competency check sheet to develop a plan for achievement of specific competencies during the rotation. The portfolio should be returned to the student to maintain during that month.  

·         Student self-assessment  

During the month, the student should use the competency check sheet to assess his/her own development toward achieving the intended competencies. The form should be completed by the beginning of the last week of the rotation.  

·         Preceptor/student midpoint assessment 

Using the competency check sheet and portfolio, the student and preceptor will conduct a midpoint assessment to discuss student progress toward the stated goals. At this time, the student or preceptor should note the areas in which the student is deficient toward meeting the intended competencies. A plan should be made to assist the student to achieve these outcomes during the remaining portion of the rotation.  This information is documented on the Mid-Rotation Evaluation Form.

·         Support for Students & Preceptors 

For further assistance regarding the student portfolio process, students are encouraged to contact the Office of Experiential Education or the Clinical Training Coordinator (CTC) at your local Clinical Education Center (CEC).

Portfolio Monitoring - Progress in Meeting Required Competencies 

·         Mid-year evaluation

One time during the 4^th, 5^th or 6^th month of rotations, each student will be required to meet with Dr. Ann Amerson.  Students will review the student portfolio and discuss progress toward competency achievement. The student’s future scheduled rotations will then be reviewed to be certain that the student will have the opportunity to achieve all student outcomes during the remaining assigned rotations. The student will receive a sheet documenting any areas of deficiency and the future rotations where these deficiencies should be satisfied (Midyear Evaluation). A second form will be provided for the student to document the achievement of the competencies (Follow-up to Midyear Evaluation - available on the APPE website).

 ·         Student Preparation for the Midyear Evaluation 

During the last year of the program, students are expected to continue to develop skills to become self-directed lifelong learners. In preparation for the Midyear Portfolio Review, the student should conduct a self-assessment of competencies achieved and competencies remaining to be satisfied. During the discussion with the portfolio reviewer, the student should be prepared to discuss how they have achieved the competencies listed and support this with documentation in their portfolio. The Competency Check Sheet Summary will provide assistance in this process. A couple of examples are provided. 

Example: Under the major heading of Provide Patient Care, one item under implementing the patient care plan relates to documenting interventions and outcomes. The student should have examples of chart notes (e.g. med history, patient counseling, pharmacokinetic recommendations, other monitoring), other forms to communicate recommendations, medication reconciliation forms, documentation of interventions in health system program, and ADR/ME reporting. Students do not necessarily need examples of every item listed but should have a variety of items to document their participation in patient care. 

Example: Under the major heading of Provide Patient Care, one item relates to promote public awareness. The student should have some involvement in health promotion or disease screening activities for a group of patients. Health fairs, brown bags, immunization programs, MTM services, patient education (i.e. classes or med groups) are all examples where the student has an opportunity to have impact on the health of a group of patients. 

·         Final evaluation

Preceptors working with students during their 9^th and 10^th month should thoroughly review the portfolio and the Competency Check Sheet – Summary form to determine whether the student has achieved the student competencies. During this time, any areas of deficiency should be addressed, or if necessary, the course faculty should be consulted. At the end of the student’s rotations, a copy of the Competency Check Sheet – Summary form, the Midyear Evaluation, and the Follow-up to the Midyear Evaluation should be sent to the Office of Experiential Education.

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Comments to Mike Richardson, Last Modified: April 13, 2009
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