Evaluations > Forms

Key Info  
Purpose:

Configure grading forms which are used to evaluate a student provider’s work performed during an appointment.
Related Module(s):

Evaluations
Accessed From:

Maintenance > Evaluations > Forms
Window(s):

Grading Forms

Grading Form Card

Grading Form Item

Grading Item Limited Procedures

Grading Form Access

Dependencies:

Questions

Schemes

Grading Forms Window

A grading form is used to evaluate a student provider’s work performed during an appointment. Users must complete the related grading form after the treatment has been completed and approved.

Note: Depending on the form’s setup, evaluations may be completed by instructors and/or student providers.

There are three parts to grading form setup:

  • Create the grading form.
  • Specify the grading form content, including any questions and grading schemes.
  • Grant access to the grading form.

The Grading Forms window allows you to manage the grading forms used for evaluations at your institution.

Field Description
Code

A text field that indicates the code that identifies the grading form.
Is Inactive

A check box that, when selected, indicates the code is inactive and not in use.
Description

A text field that describes the grading form.
Form Type

A drop-down list that indicates the type of form:

  • N/A: The form is for an examination.
  • Sessional: The form is for sessional grading, which typically occurs after a treatment is approved.
  • Periodic: The form is for periodic grading, which typically occurs intermittently and is based on the quality of work performed for a variety of treatments.

No. of Approvals

A text field that indicates the number of faculty that must approve the form. The value must be between 0 and 3.

Note: The field can be set to 0 only if Self Evaluation is set to yes.

Example: If you enter 2, the form must be approved by two faculty.
No. of Forms

A text field that indicates the number of times the form will appear and be answered per grading session. The value must be between 1 and 3.

Note: If Self Evaluation is Yes or Yes – one copy of the form, one of the copies is reserved for the student’s self-evaluation.

Examples:

  • If you enter 2, and Self Evaluation is No, the form must be answered by two faculty.
  • If you enter 2, and Self Evaluation field is Yes – one copy of the form, the form must be answered by one faculty and the student.
Import Code

A text field that indicates the unique import code used to import grades using the Student Exam Import.
Self Evaluation

A drop-down list that indicates whether the form is used for self evaluations:

  • No: The form is not a self evaluation and must be completed by an instructor or a faculty member.
  • Yes: The form is a self evaluation and must be completed by the student.
  • Yes - one copy of the form: The form must be completed by a student and one or more instructors or faculty members.

    • Note: The number of instructors or faculty copies depends on the values entered in No. of Forms and No. of Approvals.

Is Exam

A check box that, when selected, indicates the form is used for exams.

Note: If selected, Form Type is set to N/A, No. of Forms is set to 1, and Self Evaluation is set to No and all are disabled.

Default Sessional A check box that, when selected, indicates the form is the default form used for sessional grading.
Can be Held A check box that, when selected, indicates the form can be saved when incomplete and completed at a later time.
Txs are Cumulative

A check box that, when selected, indicates the form can be used for procedures that span multiple appointments.

Example: You can use a cumulative form to grade an in-process crown procedure. At the next visit, axiUm displays the same form containing the grades from the last visit.
Default Periodic A check box that, when selected, indicates the form is the default form used for periodic grading.
Is Qualifying

A check box that, when selected, indicates that a passing grade on the form is used to qualify competency levels.

Note: Competency levels restrict student from accessing certain procedures until they have successfully completed the required procedure codes. For more information, see Level Codes.

Treatments not displayed on grade form will be considered unevaluated

A check box that, when selected, indicates that any treatments not related to a treatment-specific question will not display on the grading form and be included in the evaluation.

Note: Any unrelated treatments will display in the Evaluations module > Unevaluated Tx tab.

Example: A form contains endo treatment questions. During the appointment, the provider also completed non-endo treatments, but you do not want them to display on the grading form or be evaluated. If the check box is selected, all non-endo treatments do not display and must be evaluated separately.
Task Procedure
Add Grading Forms
  1. Click the Clear Data () icon.
  2. Complete the fields as necessary and click the Add a new Record () icon.
Edit Grading Forms
  1. Select a listed entry.
  2. Make any necessary changes and click the Modify Record () icon.

    3. Note: Once a code is created, the Code cannot be modified.
Specify Grading Form Questions
  1. Select a listed entry and click the Grading Form Card () icon to display the Grading Form Card window.
  2. Make any necessary changes and close the window.
Manage Grading Form Access
  1. Select a listed entry and click the Level Access () icon to display the Grading Form Access window.
  2. Make any necessary changes and close.
Delete Grading Forms
  1. Select a listed entry and click the Delete Record () icon.
  2. When prompted, click Yes to confirm the deletion.
Preview/Print Report
  1. (Optional) To preview the Grading Forms report, click the Preview Report () icon.
  2. To print the Grading Forms report, click the Print Report () icon.

    3. Note: The Grading Forms report uses the grd_temp.rpt file.

Grading Form Card Window

(Maintenance > Evaluations > Grading Forms)

The Grading Form Card window allows you to manage the content of the grading form. It displays when you open the Grading Forms window, select a listed grading form and click the Grading Form Card () icon.

The content of a grading form is referred to as the grading form card and may include any of the following:

  • Headings: These distinguish sections on the evaluation form. They display as blue text and cannot be answered.
  • Comments: These add a comment text box to the evaluation form and allow users to enter comments as necessary.
  • General Questions: These are questions that are not specific to a procedure code. They are broader and designed to apply to the overall appointment.

    • Examples: “How was the student’s communication?”, “How was the student’s professional conduct?”, and “Did the student follow correct sanitization protocol?”

  • Treatment Specific Questions: These are more detailed questions that relate to one or more specific procedure codes.

    • Examples: “Choice of tooth shade”, “Uses appropriate insertion point”, and “Visually inspects oropharyngeal area”.

    Note: A treatment-specific question only displays on the grading form if the related treatment was performed during the appointment.

Field Description
Code

A disabled field that indicates the selected grade form code.
Description

A disabled field that indicates the selected grade form description.
Task Procedure
Add Grading Form Items
  1. Click the Add a new Record () icon to display the Grading Form Item window.
  2. Complete the fields as necessary and click OK.
Edit Grading Form Items
  1. Select a listed entry and click the Edit Record () icon to display the Grading Form Item window.
  2. Complete the fields as necessary and click OK.
Specify Procedures for Treatment Specific Question
  1. Select a listed entry under the Treatment Specific Questions area and click the Procedures... button to display the Grading Item Limited Procedures window.
  2. Make the necessary changes and close the window.

    3. Note: This button is only enabled if the selected item has Limited to Specific Procedures selected in the Grading Form Item window.

Delete Grading Form Items
  1. Select a listed entry and click the Delete Record () icon.
  2. When prompted, click Yes to confirm the deletion.
Reorder Grading Form Items
  1. Select a listed entry.
  2. Click the Up and Down buttons to move the selected entry within the list.

Grading Form Item Window

(Maintenance > Evaluations > Grading Forms > Grading Form Card)

The Grading Form Item window allows you to define an item as a heading, comment, or question and manage the details of the item. It displays when you open the Grading Form Card window and click the Create a new Record () icon, or select a listed grading form and click the Edit Record () icon.

Field Description
Code / Description

Disabled fields that indicate the selected grading form code and description.
Treatment Specific

A check box that, when selected, indicates that the item should be listed in the Treatment Specific Question area of the grading form.

Limited to Specific Procedures

A check box that, when selected, indicates that the question only applies to certain procedure codes.

Note: This check box is only enabled if the Treatment Specific Question field is selected. This check box also enables the Procedure... button on the Grading Form Card window.

Heading Line / Comment / Grading Question

A set of radio buttons that indicates the type of grading form item.
Comment is Required

A check box that, when selected, indicates that the comment is required.

Note: This field is only enabled if the Comment radio button is selected.

Answer is Required

A check box that, when selected, indicates that the answer is required.

Note: This field is only enabled if the Question radio button is selected.

Question

A text field that indicates the question code.

The ellipsis is used to display the Question Codes window and select a question code.

Note: This field is only enabled if the Question radio button is selected.

Marking Scheme

A drop-down list that indicates the type of marking scheme used for the question:

  • Numeric
  • Letter
  • Percentage

Note: This field is only enabled if the Question radio button is selected.

Scheme

A text field that indicates the grading scheme used for the question.

The ellipsis is used to display the Grading Schemes window and select a grading scheme.

Note: This field is only enabled if the Marking Scheme field is set to Numeric or Letter.

Instruction (optional)

A text field that indicates any instructions that will display to the user answering the question.

Notes:

  • This field is only enabled if the Grading Question or Comment radio button are selected.

  • You can enter up to 2000 characters and use a scroll bar to view all content, if needed.

Task Procedure
Add Grading Form Items
  1. Complete the fields as necessary and click OK.
Edit Grading Form Items
  1. Modify the fields as necessary and click OK.

Grading Item Limited Procedures Window

(Maintenance > Evaluations > Grading Forms > Grading Form Card)

The Grading Item Limited Procedures window allows you to specify the list of procedures that a grading question applies to. It displays when you open the Grading Form Card window, select a treatment-specific question and click the Procedures... button.

Note: The Procedures... button is only enabled if you select a treatment-specific question.

Field Description
Question

A disabled field that indicates the selected question.
From / To

The first and last procedures to represent the range of procedures apply to this question.

The ellipses are used to display the Procedure Code List window and select procedure codes.

Task Procedure
Add Procedure Items
  1. Click the Clear Data () icon.
  2. Complete the fields as necessary and click the Add a new Record () icon.
Edit Procedure Items
  1. Select a listed entry.
  2. Make any necessary changes and click the Modify Record () icon.
Delete Procedure Items
  1. Select a listed entry and click the Delete Record () icon.
  2. When prompted, click Yes to confirm the deletion.

Grading Form Access Window

(Maintenance > Evaluations > Grading Forms)

The Grading Form Access window allows you to manage access to grading forms by user level. It displays when you open the Grading Forms window, select a listed grading form and click the Level Access () icon.

Field Description
Code

A disabled field that indicates the selected grading form code.
Level

A disabled field that indicates the selected user level(s).

Tip: You can select multiple levels to save time. If multiple are selected, a comma and ellipsis (, ...) display after the first level.
Access

A drop-down list that indicates access to the adjustment code for the selected user level(s):

  • Full Access
  • Read Only
Task Procedure
Grading Form Access

  1. Select one or more user levels that should have the same access.

  2. Set the access fields as necessary and click the Modify Record () icon.

  3. Repeat the steps for all necessary user levels.