eField Notes for external users NOW AVAILABLE!
We are pleased to announce that external supervisors can now create eField Notes for our Family Medicine residents.
To create a new account:
- A resident can directly add a new supervisor when logged in to the eField Note portal, or
- External users can contact email@example.com, providing full name and preferred email address.
Take control of your learning by soliciting, receiving and tracking timely formative feedback on your performance.
Watch these video tutorials:
Easily track your residents' progress and generate usable reports to inform Structured Progress Reviews (SPRs) and ITERs.
Watch these video tutorials:
Frequently Asked Questions
Electronic Field Notes (eFieldNotes) are co-created by the supervisor and resident during clinical teaching and form a record of residents’ progress towards becoming competent family physicians, as well as supervisor feedback. eFieldNotes can be initiated by either the resident or supervisor.
Regular, documented feedback using field notes is a new accreditation requirement of the College of Family Physicians of Canada.
- Residents to take ownership over their learning experiences.
- Residents to create their own portfolio of proficiencies and priorities for further learning based on their observed experiences.
- Residents and supervisors to collaboratively develop a digital record of teaching, learning, and performance.
- The creation of reports to track competency development and identify gaps in training and clinical experience.
- Storage and access of all field notes from a single location.
Go to familymedicine.uottawa.ca/efieldnotes and click the button “Launch eFieldNotes (Residents)” or “Launch eFieldNotes (Supervisors/Preceptors)” (also available below) based on your role. Enter your Faculty of Medicine username and password (the same one you use to log in to one45). If you can’t remember your password, you can reset it here. This will reset your Faculty of Medicine password for all applications.
To rest your password go to: http://www.med.uottawa.ca/AccountAdmin/. This will reset your Faculty of Medicine password for all applications.
Click “Create” from the drop-down Field Notes Menu at the top left of the screen. To learn how to create an eFieldNote, watch the video tutorial on “How to create eFieldNotes” at the following link: http://www.familymedicine.uottawa.ca/efieldnotes/.
Only the supervisor can rate performance. This is a judgement call and is based on the supervisor’s experience and insight. Supervisors are strongly encouraged to rate resident performance on EVERY field note; both overall and relative to the resident’s level of training.
Only supervisors can flag an eFieldNote.
A flag allows supervisors to:
- Bookmark eFieldNotes for easy retrieval at a later date.
You can search for eFieldNotes that have been flagged on the Access page.
- Notify the resident’s primary preceptor that an eFieldNote has been flagged.
Once the eFieldNote is signed off, an email will be sent automatically to the primary preceptor indicating an eFieldNote has been flagged for one of his/her residents.
A flag does not denote “good” or “bad”. A supervisor may want to flag an eFieldNote due to exceptional performance or poor performance or any other reason.
To flag a field note, supervisors check the box called “Flag”, which can be found in the Notifications section towards the bottom of the eFieldNote (see below).
Supervisors can retire a flag once the eFieldNote has been signed off. They should comment as to why why the flag was retired. A flag can only be retired once the eFieldNote has been signed off.
In order for your resident/supervisor to be able to see an eFieldNote you have created, click the “Share” button at the top or bottom of your screen. The resident/supervisor will then receive an email notification requesting their input. The eFieldNote will appear on their eField Note Dashboard once it is shared.
Shared eFieldNotes cannot be deleted and become part of the resident’s permanent record.
To notify your resident/supervisor that you have made edits to an eFieldNote that you would like them to review, click the “Share” button at the top or bottom of your screen. The resident/supervisor will then receive an email notification. A red exclamation mark will also appear in the “Resident/Supervisor Updated” column of their Dashboard, indicating that some action is required on their part.
Only supervisors can sign off an eFieldNote. Signing off indicates the eFieldNote has been completed. No further changes can be made once the eFieldNote is signed off.
Click “Access” from the drop-down Field Notes Menu at the top left of the screen to return to the Dashboard at any time.
Exclamation marks in the column entitled “Resident/Supervisor Updated” indicate that the resident/supervisor has either edited or created a new eFieldNote, and that some action is required by you.
To enter the edit mode, click “Edit Field Note” at the top or bottom of your screen.
Yes. Residents should always view their completed field notes after sign off.
Supervisors can see whether or not residents have viewed an eFieldNote after sign off on their Dashboard.
Residents can see whether or not they have viewed an eFieldNote after sign off on their Dashboard.
For a printer-friendly version of an eFieldNote showing only the completed fields, open the eFieldNote you want to print and click on “Summary” at the top or bottom of your screen.
Click “Reports” from the drop-down Field Notes Menu at the top left of the screen. Under “Report List”, open the drop-down menu entitled “Name” to see a list of available reports.
I am a resident preparing for evaluation, or a supervisor preparing to write a Structured Progress Review (SPR)
or ITER. What reports will help me?
You can generate a summary of the narrative comments in the eFieldNotes for the period of evaluation. Select the report type entitled “eFN - Resident-Supervisor Comments and Plan for Next Steps”. This shows resident and supervisor comments pertaining to what the resident did well, what they could have done differently, and the plan for improvement.
You can also generate a report summarising the resident’s performance rating. Select the report type entitled “eFN - Performance Assessment”. This report provides a snapshot of the resident’s overall competence, as well as their competence relative to the level of training.