The role of previously undocumented data in the assessment of medical trainees in clinical competency committees
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Perspect Med Educ (2020) 9:286–293 https://doi.org/10.1007/s40037-020-00624-x
The role of previously undocumented data in the assessment of medical trainees in clinical competency committees Jennifer Tam
· Anupma Wadhwa · Maria Athina Martimianakis
· Oshan Fernando · Glenn Regehr
Received: 23 February 2020 / Revised: 26 September 2020 / Accepted: 28 September 2020 / Published online: 6 October 2020 © The Author(s) 2020
Abstract Introduction The clinical competency committee (CCC) comprises a group of clinical faculty tasked with assessing a medical trainee’s progress from multiple data sources. The use of previously undocumented data, or PUD, during CCC deliberations remains controversial. This study explored the use of previously undocumented data in conjunction with documented data in creating a meaningful assessment in a CCC.
Electronic supplementary material The online version of this article (https://doi.org/10.1007/s40037-020-00624-x) contains supplementary material, which is available to authorized users. J. Tam () · G. Regehr Centre for Health Education Scholarship, Faculty of Medicine, University of British Columbia, Vancouver, British Columbia, Canada [email protected] J. Tam Division of Infectious Diseases, Department of Pediatrics, University of British Columbia, Vancouver, British Columbia, Canada A. Wadhwa Division of Infectious Diseases, Department of Pediatrics, University of Toronto, Toronto, Ontario, Canada M. A. Martimianakis Wilson Centre for Research in Education, University of Toronto, Toronto, ON, Canada Department of Paediatrics, Faculty of Medicine, University of Toronto, Toronto, ON, Canada O. Fernando Department of Paediatrics, The Hospital for Sick Children, Toronto, ON, Canada G. Regehr Department of Surgery, University of British Columbia, Vancouver, British Columbia, Canada
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Methods An instrumental case study of a CCC that uses previously undocumented data was conducted. A single CCC meeting was observed, followed by semistructured individual interviews with all CCC members (n = 7). Meeting and interview transcripts were analyzed iteratively. Results Documented data were perceived as limited by inaccurate or superficial data, but sometimes served as a starting point for invoking previously undocumented data. Previously undocumented data were introduced as summary impressions, contextualizing factors, personal anecdotes and, rarely, hearsay. The purpose was to raise a potential issue for discussion, enhance and elaborate an impression, or counter an impression. Various mechanisms allowed for the responsible use of previously undocumented data: embedding these data within a structured format; sharing relevant information without commenting beyond one’s scope of experience; clarifying allowable disclosure of personal contextual factors with the trainee pre-meeting; excluding previously undocumented data not widely agreed upon in decision-making; and expecting these data to have been provided as direct feedback to trainees pre-meeting. Discussion Previously undocumented da
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