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Jichi Medical University Hospital uses a certificate plugin to make attendance management more efficient

Jichi Medical University Hospital, which opened in 1974, plays a pioneering role in healthcare, with advanced medical facilities to help put the university's educational philosophies and principles into practice.

The hospital currently has 1,132 beds and 46 clinical sections. Its excellent doctors and medical technologists, combined with state-of-the-art medical facilities, provide an environment to further improve its medical care by offering first-rate care to help patients feel more comfortable. The aim is to create a hospital that can provide 21st-century care with advanced technology and amenities for patients with a diverse range of needs.

The Challenge

Previously, Jichi Medical University Hospital was using a third-party LMS, but they had also been using an LMS developed primarily for education institutions for content creation, but the functionality was relatively limited. As well as this, there was no ability to link users’ ID and passwords – they had to issue separate login details specifically for the LMS.

The organisation had been using Moodle as their LMS because it enabled users to sign in with their existing ID and password using LDAP. However, Moodle’s standard features were not sufficient for managing and delivering mandatory training in areas of compliance such as medical safety and infection control. With their Moodle contract due for renewal, Jichi Medical University Hospital decided to introduce a new LMS for the entire staff, including doctors, nurses and medical clerks.

The primary aims of the new LMS were to manage attendance of mandatory courses (and then follow up with a comprehension quiz to test understanding), to improve LMS usability with single sign-on and better features and to separate the administration workflow of the LMS from university staff and hospital staff for more efficient, appropriate administration processes.

The Solution

Jichi Medical University Hospital opted to work with Totara Partner Human Science to implement Totara Learn as their new LMS. A key reason they decided to migrate to Totara Learn was because Moodle didn’t allow them to manage face-to-face training as a standard feature, whereas this functionality is built into the core Totara Learn platform.

The fact that Totara Learn has origins in Moodle means that the LMS has a familiar interface for users, meaning it is easy to get staff up and running on the new platform quickly. In addition, it was easy for Human Science to administer functionality improvements and use plug-ins in the new Totara Learn solution to upgrade the LMS. As well as this, they enabled existing user IDs and passwords to be used on the new learning platform to improve usability.

In 2016, Human Science worked with the hospital to ensure that learners were able to use the seminar management functionality in the LMS to confirm their attendance at two mandatory medical safety seminars throughout the year. In 2017, they added functionality which meant that learners had to complete a quiz after the face-to-face session to confirm their understanding, which was linked to their attendance via the LMS.

The Results

In the past, many learning management systems were centrally managed, making it easier to manage the progress both learner-educator. Since there are plenty of original functions, it is also an advantage that it is easy to create content according to the request. In addition, it is possible to gather data directly from the database by using the plug-in, and report it clearly, so it is possible to operate more flexibly than before. - Yoshikazu Asada, E-learning Manager

Jichi Medical University Hospital is already benefitting from their new Totara Learn platform. Human Science has added some vital functionality to give them a clearer understanding of seminar attendance and comprehension, meaning managers and administrators have a better overview of learners’ progress and completion rates. The person in charge of each department now has the information they need to feed back on the learning situation of all employees within their departments.

The transition to LDAP-based user ID and passwords was smooth, offering a better user experience to learners who no longer need to remember multiple passwords.

The Simple Certificate plugin has made it easy for Jichi Medical University Hospital to manage attendance, and they are looking into whether they could introduce Open Badges in conjunction with this for additional flexibility. Other future plans include supplementing the inbuilt reporting functionality with extra plugins to collect information from their database, along with further developing their user interfaces for even better usability.

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