Vital Records Control Front End Analysis

Objective: 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 project
a. Instructor should be able to develop and publish an effective survey
b. Instructor should be able to effectively interpret data from the survey
c. 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 Methodology
a. The instructor should be able to discriminate among the five phases of
the 5S
b. The instructor should be able to explain the principles of 5S
c. 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 policy
a. 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 records
c. 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 VitalWeb
b. The instructor should be able to show and discuss navigational paths in
VitalWeb
c. The instructor should be able to provide effective feedback
5. The instructor should understand the scientific method of project-based
learning
a. Instructor should be able to assist learners while evaluating their
progress
6. The instructor should know how to use PowerPoint technology to present
material

a. Instructor should know how to develop the training in PowerPoint

b. 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
accordingly
INSTRUCTIONAL ANALYSIS

Goal 1: Discuss primary and secondary custodians as explained in the UAMS

Records Retention Policy (Intellectual Skill)
Name the
two types of
custodians

Describe the
two types of
custodians

Discriminate
the two
types of
custodians

Primary

Seconda
ry

Goal 2: Interpret the UAMS Retention policy as it relates to his/her profession at

UAMS (Intellectual skill and Project-based learning)
Classify records
Identify sections
Describe records
according to
in the policy
according to
Complete
research
that relates to
research
Goal 1
protocol/medica
your
protocol/medical
l record
business/dept
record

Discriminate
research
protocols from
medical records
Determine
why records
can be
destroyed

Researc
h
protocol
Medical
record

Describe
effective
content
descriptions

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)
Search for
Access records
Login to
research
Vital Web
Complete
protocols and
Goal 2
medical
records

Review
records

Select filter to
understand how
records are to
sorted records

Add comments to
records i.e. child
care study;
destruction date
1/16/2014; etc

Set records to
be destroyed
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)

Complete
Goal 4

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

Review
research
protocols/medic
al records

Identify destruction
dates for research
protocols/medical
records

Assign
destruction
dates to

LEARNERS CONTEXT
ACHIEVEMENT / ABILITIES
Given 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 TRAINING
1. 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 activity
INSTRUCTIONAL FORMAT/DELIVERY

The training will be a two-day session and will be held in a classroom setting
with AV equipment
o Instructors will present the training using PowerPoint slides and hand
outs

INSTRUCTIONAL STRATEGY

Pre-instructional activities
o 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 Presentation
o Discuss the goal of the training and its deliverables
o Discuss the goal of the project and its deliverables
Learner Participation
o Pass out hand outs to complete during the training; hand outs will be
graded
o Q/A session between activities
Attitude Assessment
o Administer training evaluation form
Project Performance Assessment
o Vital Records Control Report Out (the report out is a report that's
presented after the training that shows the results of the project)