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Program Directors, Administrators & CBME Leads

Find quick reference instructions for Program Directors, Program Administrators, and CBME Leads using Elentra for CBME administration, learner oversight, and reporting.

Viewing Form Feedback & Concern Flags

  • Program Directors (PDs)
  • Program Administrators (PAs)

All EPA forms include:

  • a Concern section
  • a Form Feedback section

These sections help programs identify issues related to learner performance or improve the EPA form itself.

Concern Flags

Used to report issues related to the resident, including:

  • patient safety concerns
  • professionalism concerns
  • other learner-related issues

Residents cannot view concern flags.

Form Feedback

Used to provide feedback about:

  • the EPA form
  • assessment wording
  • technical or process issues

Residents cannot view form feedback.

Note: Feedback intended for the resident should be entered in the EPA comments section instead.

If a concern or form feedback submission is completed:

  • PDs and PAs will receive an email notification.

In Elentra:

  1. Navigate to Admin → Assessment & Evaluation
  2. Locate the Prompted Responses filter
  3. Review submitted concerns and feedback responses

Setting Up Academic Advisors

Only Program Administrators can create and manage Academic Advisor groups.  Academic Advisor groups allow advisors to:
  • access learner assessments
  • view the CBME Dashboard
  • review learner reports

Step 1. Open the Course
  1. Log in to Elentra
  2. Navigate to:
    Admin → Manage Courses
  3. Select the course where the Academic Advisor group should be added

Step 2. Create a Group

You can create multiple groups at once if needed. Contact Elentra Support for assistance with bulk setup.
  1. Open the Groups tab
  2. Select Add New Groups
  3. Enter a Group Name Prefix

Recommended Naming Format:  
Advisor [NAME OF AA]

  1. Under Group Type, select:
    Create 1 empty group

Step 3. Add Advisors & Residents

After the group is created:

  1. Open the new group
  2. Add the Academic Advisor under Tutor
  3. Add affiliated residents under Select Members

Step 4. Access Learner Dashboards

Academic Advisors can access learner dashboards through:

Assessment & Evaluation → My Learners → CBME Dashboard

Step 5. View Reports

 Academic Advisors can also access reports related to their assigned learners.

Faculty Assessor Reports

Faculty Assessor Reports now separate assessment activity by program. Previously, assessments completed across multiple programs were combined into one total. Now, reports can display either all programs combined or a single program only. All Faculty can access these reports.

How to Access the Reports

  1. Click Reports in the top-right toolbar within Elentra
  2. Log in using your Western credentials
  3. Navigate to:
    Elentra Reports → PGME → Assessor Statistics
Download How-To Guide (PDF)

Select:
Selected Program Only = No

This option displays faculty assessment activity across multiple programs.

Report Breakdown

Page 1

Displays:

  • assessment totals by program
  • activity for the selected faculty member
Page 2

Displays entrustment scale distributions.

Chart 1

Shows:

  • distribution for the selected faculty member
  • across all programs
Chart 2

Shows:

  • distribution across all faculty
  • across all programs

Select:
Selected Program Only = Yes

This option limits results to assessments completed within the selected program only.

Report Breakdown

Page 1

Displays:

  • assessment totals for the selected faculty member
  • within the selected program only
Page 2

Displays entrustment scale distributions.

Chart 1

Shows:

  • distribution for the selected faculty member
  • within the home program
Chart 2

Shows:

  • distribution across all faculty
  • within the home program

Need Assistance?

Contact Elentra Support