We have made it easier for you to configure and run your in-center and remote OSCEs with minimal interference on the day of a scheduled exam. With Rotational Scheduling, only available for SimCapture Enterprise with Exam System, you can make scheduling and running events much easier to do, including being able to:

• Create a new reservation type specifically for OSCEs.
• Set timeslots for an exam and populate them with a learner, standardized patient, and scenario for each location.
  • The wizard will assist you with identifying conflicts or user errors, such as a learner not being assigned to all scenarios within the course or seeing the same standardized patient twice.
• One-click configures all rooms in the Control Interface for a given timeslot.

Rotational scheduling also makes it easier to assign students to multiple scenarios by automatically assigning them to rooms for each timeslot until they have been associated with all available scenarios.

To begin using this feature, follow the steps below.

Set Up Rotational Scheduling

1. Log in to your organization and click the Courses tab in the global navigation bar. 
2. Click the name of the course you want to work in. 
3. Scroll to the Agenda area and click Go to full agenda.
4. Click New Rotational Event. Note that at least one Scenario must have patients listed in the Standardized Patient area of the Scenario for this button to appear.

New Rotational Event

Event

You will select your start and end date, as well as your start and end time. You will also select your Session Length. The Session Length, which must be chosen, covers the time between login and debrief. Be sure to schedule the Session Length for the actual time the session will run. Click Next to move to Step 2.

Note: Event time slots on the rotational schedule must be five or more minutes long.

Rooms

Click the corresponding radio button to choose Remote Rooms or In-Center Rooms.

• Remote Rooms:  Enter a number into the How many remote rooms does your event need? box. Click Next to move to Step 3 or click Back to return to Step 1.
  • If Remote OSCE is not enabled, you will not have the Remote Rooms option.
• In-Center Rooms: Select which exam rooms will be included in this exam. You can select rooms individually and move them using the right and left arrow buttons or move all rooms simultaneously.

Patients

Select at least one patient, pulled from Scenarios, to participate in the event by clicking one or more patient names and then clicking the arrow pointing to the right to add the patient(s) to the event. To remove the patient(s), click the patient(s) name and click the arrow pointing to the left. To add all patients to the event, click the two arrows that face to the right and to remove all patients from the event, click the two arrows that point to the left. Click Next to move to Step 4.

Learners

Select at least one learner pulled from the course participant list to participate in the event by clicking one or more learner names and then clicking the arrow that points to the right to add the learner(s) to the event. To remove the learner(s), click the learner(s) name and click the arrow pointing to the right. To add all learners to the event, click the two arrows that face to the left and to remove these learners from the event, click the two arrows that point to the left. Click Next to move to Step 5.

Encounters

Here you will see the time slots and the number of exam rooms you previously chose. Place your cursor to the right of a time slot, and under an exam room name, click + Add.

Then, choose your Scenario (required), Patient (required), and Learner from the drop-down menus and click Submit.

Once submitted, you can click the entry and Edit or Remove it.

Rotating Students

To rotate students, associate one timeslot with a Scenario, Standardized Patient, and Student information. Then, select the timeslot from the left and click rotate. You will see additional timeslots auto-filled with rotated information. Rotating is only available when multiple scenarios are configured, and scenarios are not assigned to adjacent rooms. Timeslots will be auto-assigned until all students assigned in the first timeslot have completed all scenarios. This process can then be repeated with additional students until all timeslots are filled.

From Step 5: Encounters area, you can also click the time slot that has an event scheduled, copy that event, click a different time slot, and paste the copied event into the new time slot. You can also Remove All events.

Click Add Break if you'd like any breaks to be taken. This feature does not take the place of any time slots. If you'd like, you can click Paste To All Timeslots to add a scheduled event to every available time slot for that exam room.

Before Paste to All Timeslots

After Paste to All Timeslots

You will not be able to double book when using the Paste To All Timeslots feature. You can edit the individual entries to choose any patient or learner associated with the Scenario you chose when setting up the event in Step 3. 

If you accidentally move away from this screen before clicking Submit, go back to the course you are working in, click Go to full agenda, and you will see that your work has been auto-saved.

Click Submit. If needed, a warning will pop up asking you to Please review your agenda. If you are satisfied with what you see, click Save. The Rotational Event is shown on your Calendar, and, if needed, you can edit the event from the Calendar page by clicking the event and then clicking Edit.

Run the Event

Once the event appears on the Calendar, you can run the event by selecting the Control tab from the global navigation bar, clicking SEE SCHEDULE, highlighting your event, and clicking Apply.

Clicking Apply will automatically configure rooms with Scenario and Patient information for in-center events and Scenario, Patient, and Learner information for remote events for the selected timeslot.