preparedEPA assessment system

Spend one minute per assessment during your daily routine and start making your competency visible!

QR Code to Apple App store and Google Play Store
Available on Apple Store and Google Play Store

Download the app by scanning the QR code or contact us to learn how to introduce preparedEPA at your institution

A new paradigm in medical education

Why you should introduce our app at your institution:

  • Applicable to daily routine

    With preparedEPA, CBME has evolved to the point where you can actually easily snuggle it into your daily clinic life.

     

    Making competence visible

    With each assessment you receive, you grow and update your personal EPA profile - which makes your current levels of competence transparent.  

  • An EPA documentation in less than one minute

    Studies have shown that with preparedEPA, it takes less than a minute to document an EPA. Short enough for it to be included in everyday clinic life.

     

    Many small steps make for the greatest journey

    Spending this minute once a day allows for trainees to build a relevant EPA profile, which allows supervisors entrust trainees with procedures they can, while teaching them where needed. 

  • Your residency time - personalized to your needs

    As a trainee, demonstrate what you are good at, and as a supervisor, entrust your trainees with what they already can. Identify gaps together and individually cater to them.

     

    Next level of talent planning

    Knowing that a trainee can be left with a task can help supervisors and schedulers engage their available talent on a certain day more efficiently. 

Applicable to daily routine

With preparedEPA, CBME has evolved to the point where you can actually easily snuggle it into your daily clinic life.

 

Making competence visible

With each assessment you receive, you grow and update your personal EPA profile - which makes your current levels of competence transparent.  

An EPA documentation in less than one minute

Studies have shown that with preparedEPA, it takes less than a minute to document an EPA. Short enough for it to be included in everyday clinic life.

 

Many small steps make for the greatest journey

Spending this minute once a day allows for trainees to build a relevant EPA profile, which allows supervisors entrust trainees with procedures they can, while teaching them where needed. 

Your residency time - personalized to your needs

As a trainee, demonstrate what you are good at, and as a supervisor, entrust your trainees with what they already can. Identify gaps together and individually cater to them.

 

Next level of talent planning

Knowing that a trainee can be left with a task can help supervisors and schedulers engage their available talent on a certain day more efficiently. 

Pricing

Our pricing is based on a one-time onboarding fee depending on the number of supervisors at your institution, as well as a yearly license fee per trainee at your institution. Further fees may apply for additional services. 

We are highly motivated to find solutions for the needs of every institution interested in using our apps, so please reach out via the contact form in order to get a quote and discuss possibilities. 

Looking for support?

Need help using our app, or are you curious to find out more about CBME, EPAs and related topics? Read our FAQ below, or browse our resources library.

Frequently Asked Questions

Download and Setup

Where can I download preparedEPA?

The preparedEPA app can be downloaded from the Google Play Store or Apple Store. The QR code leads directly to the corresponding store, regardless of the smartphone type:

prepared_Link zu App-Store

Why does the role of the supervisor have to be approved by the training institution?

To ensure the quality of the assessments, it is important that only qualified supervisors submit assessments. The training institution can approve supervisors via the admin portal.

What if I don't have an Android or iPhone?

Currently, the preparedEPA app is only available for Android and iPhone. In Switzerland, however, this covers practically 100% of users. For users of other operating systems, the web app is available. The login to preparedEPA can be done from any Android or iPhone.

What if I don't have a cell phone or my cell phone doesn't have WIFI signal?

preparedEPA can be used as a mobile app or as a web application. However, the initial registration for preparedEPA must always be performed via mobile app. After that, preparedEPA can be used on any regular PC with internet access. The address of the web application is web.prepared.app.
Note: Logging into the web application and the assessments via the web application are always initiated by the trainees.

Are there any differences between the preparedEPA app and the web app?

Yes, there are. First of all, registration for preparedEPA is currently only possible via the mobile app. With the web application, the workflow is also somewhat different: Because a QR code cannot be scanned with a PC, the assessments take place serially and not in parallel as with the mobile app version of preparedEPA. The learning objectives are also not visible in the web version.

In addition, only trainees should log into the web app. This is because the assessment in the web app must always be done by the trainee first. Only then does the supervisor performs the assessment in the same profile.

Purchasing preparedEPA

Why do only the trainees have to pay for preparedEPA, but not the supervisors?

Trainees gain the greatest benefit from preparedEPA. Trainees benefit from frequent feedback conversations and following personal progress transparently in their individual competency profile. They can show this profile at any time, which is particularly useful when changing jobs or working with new supervisors. Furthermore, specific and actionable learning goals can be formulated and shared.

Overview and roles

Where do I find an overview of the app?

We created two articles with videos for you, depending on your role. 

If you are a trainee, click here.

If you are a supervisor, click here. To learn more about viewing your trainees' profiles and learning goals, click here.

Who can become a supervisor?

Attending physicians with the corresponding specialist, who are responsible for the supervision of residents and have been trained with the "preparedEPA" tool through external or internal training, should take on this role. They must be approved by the administrator. The administrators must also ensure that the list of activated supervisors is always up-to-date. If a supervisor leaves the training institution, the supervisor status of the respective person must be revoked.

The change from trainee to supervisor does not work. What is the problem?

If you follow the procedure described above for the change, it should work. In some cases, it may be necessary to close the preparedEPA app completely after changing the profile and then open it again. This should activate the new profile.

How do I become a supervisor?

If you are an attending physician and responsible for the supervision of residents at your institution, simply select the role "supervisor" in your account settings. Your request to change roles will be sent to your institution admin, who will approve (or reject) it. As soon as they have confirmed you, you will be able to scan QR codes and do assessments with your trainees. 

TIPP: If you are new to the supervisor role, use the guided feedback option after the assessment comparison screen in the app to receive valuable tipps and trick on how to give feedback. 

Performing assessments and documenting learning goals

How do I perform an assessment?

We created two articles with videos for you, depending on your role. 

If you are a trainee, click here. TIPP: You can initially fill your EPA profile quickly to get started. Click here to learn how.

If you are a supervisor, click here. TIPP: You can add a learning goal to each assessment. Click here to learn how.

How can I perform a self-assessment?

This is quite simple. After selecting the EPA, a "Document self-assessment" field appears below the QR code. Simply click on it and then enter the self-assessment. The workflow then leads you to a self-reflection and at the end you can directly enter a learning goal.

Alternatively, a self-assessment can also be started by selecting an EPA under "My Curriculum".

Can I also document my EPAs at a later date?

Theoretically, this is possible. However, various studies have shown a so-called "recall bias" if the assessment is not performed immediately after the clinical situation has been carried out. It is therefore advisable to perform the assessment as soon as possible after the performance of an EPA. Preferably immediately afterwards, in the first quiet moment, but certainly on the same day.

My supervisor does not see my learning goals even though I have shared my EPA profile.

All learning goals a supervisor has documented for you initially end up in the "Suggested learning goals" in-box. If you as a trainee decide to accept the learning goal, you have to actively move it to "My goals" with one click. Only those learning goals in the list "My goals" will be shared with the supervisor together with the EPA profile.

If you do not want to accept a learning goal or if you have completed a learning goal, you can archive it by swiping left.

Understanding, sharing and exporting my EPA profile

What kind of information can I get from the EPA competency profile?

The color-coded preparedEPA competency profile contains a lot of useful information. Don’t worry. At the beginning, the abundance of information can be confusing. However, once you start working with preparedEPA, the profile will feel familiar very quickly.

The EPA Competency Profile contains the following information:

  • Each row shows a specific EPA
  • The left column shows assessment data for situations classified as "Simple";
    the right column shows assessment data for situations classified as "Complex".

Each EPA contains the following information:

  • The rectangle represents self-assessments. The number indicates the number of self-assessments for the EPA, and the color coding of the rectangle reflects the "Level of Supervision" according to the self-assessment.
  • The preparedEPA app works with the following color codes from light green (observe) to dark blue (supervise others).
  • The circles represent the assessments by the supervisor and show the "Level of Supervision" for this EPA. The numbers in the circles show the number of assessments received from supervisors for the specific EPA. The circle with a white border marks the current competence level.

The 5 circles represent the 5 assessment levels for EPAs (with increasing autonomy from left to right):

preparedEPA supervision levelsSupervise others (dark blue)
= Supervision provided by the trainee to more junior colleagues: trainee supervises a more junior trainee to execute the task

Distant supervision (blue)
= Execution by the trainee, the supervisor is not in the room. Supervisor needs to be actively involved by the trainee and is available within 20-30min

Indirect supervision (dark green)
= Execution by the trainee, the supervisor is scrubbed in and helps, answers questions, and assists if prompted (reactive supervision)

Direct supervision (green)
= Execution by the trainee. Trainee knows consecutive steps of procedure. Supervisor supports directly and proactively

Observe (light green)
= Trainee is scrubbed-in and assists actively. Does not operate him/herself

Why should I share my EPA profile with my superiors?

Sharing the EPA profile helps your supervisors better support you in your learning journey. They will see your name in their app under "Trainees", where they can retrieve your EPA profile and list of (accepted) learning goals.

Sharing is optional, but highly recommended. You can share your profile for a limited period of time, or until you unshare (for example, when you move to another institution).

Also, you can share your data with your entire institution. Find more answers under the "Managing and sharing my data" section.

How can I filter the EPA list?

On the "Profile" page, click the filter icon on the top right and select the EPA set you want to view. 

Tracking and exporting my assessments

Where can I see an overview of all assessments I have done so far?

To view all assessments to date, you need to export your EPA profile as a PDF.

To do so, go to your EPA profile  

and tap the "Export" button.

Select what you would like to export, and open the PDF to save or share it.

How do I transfer my preparedEPA assessments to my SIWF logbook?

Export your EPA profile (see "Where can I see an overview of all assessments I have done so far?)

Choose any four assessments out of the list, and manually enter them into your SIWF logbook.

Managing and sharing my data

What happens with my data?

As we value data protection, we give you full control over what happens with your data. In that, we differentiate between two types of data: the "content" data of preparedEPA, i.e. your assessment, profile and account data, and the "usage" data of preparedEPA, i.e. when the app is used for how long, from where etc. 

Both data types can either be analyzed anonymously on an aggregated manner, or traceable to you. And here, you can decide for each category if you want to share the data or not:

         

 

Here's why we highly recommend you to turn on all of them

Allowing us to process your data anonymously helps us further develop the app for you, either directly of by conducting research with the data. 

All data are used for your advantage: if your institution can see your data, they can better support you on your learning journey, and plan tasks for you that you are competent for. 

Also, please share your profile with as many of your supervisors as possible, so they can individually support you on your learning journey as well. Read the according FAQ in this section to learn how.

 

Data storage

The assessment data collected via preparedEPA belong to the trainees and are transmitted in encrypted form to a web server located in Switzerland. All data is therefore stored in Switzerland.

 

Access by our team

Only selected members of the prepared team have access to the data via 2-factor authentication.

What happens to my EPA profile when I leave a training institution?

Residents can take their personal EPA profile with them wherever they go! This is especially helpful if the following training institution also works with preparedEPA. Then you can pick up right where you left off. If the new training institution is not yet using preparedEPA, self-assessments can still be performed. If the management of the new institution is interested in using preparedEPA as well, they can contact us any time at info@prepared.app.

What happens to my EPA profile if I stop paying the license fees?

The profile remains visible and is stored on a secured server for 10 years. This allows you to reactivate your personal EPA profile later, if desired.

How can I share my profile and learning goals with a supervisor?

You can share your profile to a supervisor either by tapping on the "Share" box on your home screen, or by tapping "share profile" on top of your EPA profile.

This only applies to sharing with a single supervisor. To share your data with your institution, please read the FAQ "What happens with my data?" in this section.

FOR SUPERVISORS

Where can I see the assessments I have given to trainees?

As these data belong to your trainee, you cannot access single assessments as a supervisor. On an aggregated level, you can view your activity by tapping on the "statistics" box on your home screen.

Why do I only see no or few of my trainees in "Trainees"?

The trainees you do not see have not shared their profile with you. Ask them to so do, pointing out that you can better support their learning when you have access to their profile.

Your trainees can learn here how to share their profile. 

Can I also ask my peers or superiors to assess me?

With lifelong learning in mind, we envision being able to be a supervisor and trainee at the same time within preparedEPA.

What you can do already now is to switch your role under "Settings" > "Edit" to "Trainee", and once you use the app as a supervisor again, change it back to "Supervisor". If you do so, you will not need to be confirmed again, so you can use the app as a supervisor immediately if you have been one before.