Elentra Help - Understanding and Accessing Note to File form
What is the purpose of this form?
- The Note to File form is to be used to document specific, notable elements of resident behaviour/performance. This form is primarily text-based.
- You can use the Note to File to document something positive or negative.
- Sometimes these forms arise when there is an email or corridor conversation that merits follow up.
- This may include documentation of advocacy, scholarship, and mentorship commendations, for example, or concerns that fall outside “professional behaviour” monitoring.
- If the event/behaviour in question merits an incident report or is specifically related to professionalism, Faculty are recommended to complete a Professional Behavioural Monitoring Form instead.
- A preview of Note to File form can be found here.
Who initiates and completes this form?
The Note to File is typically initiated and completed by Faculty.
Who has access to the completed form?
The Note to File Form is an “Embargoed Assessment” which means that, once completed, it is withheld from the resident’s view in Elentra, and an email is immediately sent to the Program Director and Program Administrator to inform them that a Note to File form was submitted. As such, they can be reviewed and acted upon or set aside while more information is gathered. The forms are only viewable by the Program Director and Administrator and can be released to the Competence Committee and/or resident at the discretion of the Program Director.
How do I access a completed form?
Program Directors and Administrators can access completed Note to File forms in 2 ways:
Workflow 1 - Via Email Notifications
- Once a Note to File form is completed by a Faculty member, an email notification of this embargoed assessment is sent to Program Directors and Administrators.
(a screenshot of email notification is attached below for reference) - Click on the assessment link included in the email notification to view it.
Please note: It will prompt you to log-in to Elentra using your UTORid to access/view the completed form.
Workflow 2 - Via Embargo Reports
1. Under Admin, click on Assessment & Evaluation
2. Navigate to Reports and click on Embargo Reports
3. Select a Date Range (under “Report Date Range” field), your Program (under “Select Program” field), Note to File form (under “Select Form” field), and hit Run Report
If you have any questions or require further assistance, please do not hesitate to contact the Elentra Help Desk.