Current Academic Year Rotation Schedule Template
The Via Learning Management System (VLMS) is fast, taking approximately 20 seconds per entry; efficient, for it continuously evaluates your status during a rotation; and is a critical part of your portfolio and maintaining the school’s accreditation.
Log in to VLMS using your school email address and the password you were assigned for this project; change your password after your first login.
Adjust your Rotation and Site or change your password as needed via the ‘Account’ option under the triple-bar icon in the upper left of pages. You can also tap the pencil on the main screen or the Rotation / Site indicator on the Patient Encounters screen.
VLMS was created by VCOM to improve student clinical training and assessment, and meet new medical school accreditation requirements.
Student Requirements:
All fourth-year students are required to log all their patient encounters. Also, students may complete their OMM Experience Logs which are now in the VLMS Dashboard.
The objectives listed in Rotation and OMM Logs defined by the school can be fulfilled by an appropriate clinical diagnosis or procedural experience (via an entry, logged ICD code). As clinical experiences are logged, they will be automatically checked off. An objective can also be fulfilled by a Reading or Lecture as entered by the student.
For first- and second-year students, and International Outreach students, the appropriate faculty will review your entries.
For EVERY patient encounter, please create a new encounter entry. This begins with specifying a New Patient, and providing patient sex and age, the encounter environment by selecting either “Hospital” (inpatient), “Ambulatory” (outpatient), or “Didactic” (theoretical) and any free text notes. Save this.
Then add a Primary Diagnosis for this patient encounter, an optional note, save it, and then you can enter additional diagnoses, procedures, and drugs (via ICD code descriptions) that are associated with that primary diagnosis for a given patient encounter. Please only enter the diagnoses, procedures and history pertinent to this patient encounter, not all from previous encounters or history.
There are several entry methods: Keyword Search, Hierarchical Categories, Smart Suggest, and Recent Codes. Most students use the Keyword Search to enter a diagnosis; alternatively Smart Suggest Codes provides a list of the most frequent diagnoses encountered in each rotation. Since procedures and drugs are associated with a given Primary Diagnosis (and additional diagnoses that can be added), Smart Suggest then includes the most frequent procedures or drugs associated with a given diagnosis. During a rotation, you may see patients that are similar; speed your entries using ‘Recent Entries.’
For each diagnosis or procedure entry, you must input at least three digits of specificity; when searching, more digits may automatically be provided. You can enter more specificity than three digits if you desire.
After each diagnosis or procedure entry, they are automatically checked to see if they qualify to fulfill an object in the Rotation and OMM Logs for your rotation, and if so, you will be notified. You can also go to the Logs page of the dashboard to review your progress.
Optionally enter notes for patients, diagnoses, procedures or drugs; never enter any Patient Identifiable Information (PII). Rotation can help your recall of a case to discuss with your preceptor, and help those studying your entries to identify possible new diseases, traits, public health issues, etc…
Once you have submitted all the diagnoses, procedures, and drugs for a given patient encounter, you can enter a new patient, or go back to the list of patient encounters, where you can review and also edit any of your previous patient encounters.
Review, interact, and edit your Rotation and OMM Logs, diagnosis, procedure, and drug entries from the My Entries page in the Dashboard.
In the Dashboard you can review the summary sheet for each rotation, which is part of the Rotation Log for each rotation. That sheet summarizes the number of patients you encountered, quantifies the variety of diagnoses and procedures you experienced. The Rotation and OMM Logs, and summary must be shown and discussed with your Preceptor prior to them completing their evaluation.
The Rotation and OMM Logs, My Entries, and other functions in the dashboard are particularly useful for you to review your progress, and to stimulate learning dialogs between you and your preceptor.
Use the ‘Support’ option on the right menu to review instructions, view the getting started video, ask questions, report bugs, usability issues, and suggestions.
You can access pages that provide statistics for the entire school and your peers.
The Via Learning Management System (VLMS) is a Web-based system developed to create a portfolio of student clinical experiences (patient encounters and procedures), rotational site evaluations, medical college accreditation, and research. The art of medicine is the basis for your education. These clinical experiences logged in VLMS will be a valuable asset for your residency applications and interviews.
Hit “Forgot Password” on the login screen – this allows you to reset your forgotten password. Make sure to check your Junk, Spam and/or Clutter folders as the email gets sent to those folders frequently.
Help is always available. You can select from the upper right menu on the login screen to see a Quick Start Guide PowerPoint presentation, the 123 Instructions pop up and this FAQ PDF.
You can add your location by clicking the ‘Can’t find it?’ next to Current Site under Account Settings. Type in the address of your preceptor’s location and press ‘Save.’
Yes, this is a record of what YOU did and/or saw, and it is not a patient record, so you and other students may have seen the same patient, but you should log what you individually did and/or saw.
Yes, you still need to log even if you are just observing. As stated before, this is a record of what you have seen or done. Even if you are not seeing many patients, you should still record the few that you see.
ICD-10 stands for the 10th revision of the International Statistical Classification of Diseases and Related Health Problems. It is a diagnostic and procedure coding system endorsed by the World Health Organization (WHO) in 1990. Internationally, the codes are used to study health conditions and assess health management and clinical processes. Although the term ICD-10 is commonly used alone, there are two parts to the system: ICD-10-CM (Clinical Modification) roughly ~68,000 codes used for diagnoses and ICD-10-PCS (Procedure Coding System), an additional ~87,000 codes for procedures in the US specifically.
You can find a complete list of ICD-10-CM/-PCS codes at ICD10Data.com.
The WHO categorizes a general wellness check, amongst certain other procedures, as diagnoses. Here is a brief list of common procedures that can be found under the ‘Diagnosis’ tab.
The Anatomical Therapeutic Chemical Classification (ATC) system is how the WHO organizes drugs, based on the organ or system on which they act. The drugs are listed by their chemical names, rather than their trade names. However, we have added synonyms, so you may be able to find the appropriate drug quickly. If you have a trade name that is not listed, please send an email to the VLMS Development Team or fill out a support request and we will add it for you.
Begin by going into your Dashboard; under your respective OMS menu, you’ll see My Entries. There are additional links scattered throughout the logging interface. ‘My Entries’ will show you all of your entries; if you’d like to edit or delete an entry, you can click on an entry row. Make sure to click ‘Save’ if you make any changes.
Please make sure that you’ve selected the correct rotation under the third-year options in your account settings. Once you’ve done that, all the entries you make in Patient Entries will autocomplete into your Rotation and OMM Logs. When you write a patient’s history in the demographic portion, this autocompletes the ‘Patients with History Note’. When you write physical or lab notes in the diagnosis portion, this autocompletes ‘Diagnoses with Physical/Lab Note’. If you are still having issues with it autocompleting, please fill out a support request and someone will get in contact with you shortly.
While on the Rotation or OMM Log page, click on the triple horizontal bar icon in the upper left of the page to hide the menu. The logs should then occupy the entire page. You can now print the page as you would any page, Ctrl-P or ⌘-P. You can now either show/discuss the pages on your computer, or printed out with your preceptor.
No, you no longer need to fill out paper logs or documents on the portal. Only preceptors are to use the portal for evaluations.
No, as you will not see all types of patients in any given rotation. The objectives you’ve seen are used by the preceptor to review what you’ve done.
It is recognized that each rotation is unique and varies according to the patients that present. As the Rotation Logs and their objectives should be a guide for you to get the most out of your rotation, they are a real-time guide which can help you be pro-active in working with the staff to be appropriately involved such that those objectives can be fulfilled.
Yes, you can manually enter those skills that do not have an icon by using the icon to specify a relevant lecture, reading, or other educational experience that satisfies the clinical skill.
No, you no longer need to fill out paper logs or documents on the portal. Only preceptors are to use the portal for evaluations.
More information about VLMS can be obtained from our peer-reviewed publications:
The goal of the Clinical Rotation Evaluation and Documentation Organizer (VLMS) Clinical Learning Management System to track clinical learning progress in real-time and provide an environment where students, preceptors, and administrators can engage in a meaningful dialog to make adjustments to maximize the learning experience. This is accomplished by capturing the breadth, depth, and frequency of various patient encounters experienced during clinical rotations and simulated patient encounters and using these experiences to fulfill Learning Objectives defined by the school. The Learning Objectives can also be fulfilled by Readings and Lectures, which are also captured. It is important that you record all applicable diagnoses, procedures, and drugs as they accumulate for each patient during each of their visits or admissions. Please also record any free text notes, including relevant History/Physical/Laboratory data, and use these as a memory trigger for future discussions with your preceptor, but never enter any patient identifiable information. Please be thorough, for you will later be questioned about your experiences.
This information is valuable to you, for it will document your total clinical experience, thus aiding you now by giving you instantaneous assessment of your progress, and, in the future, new quantitative documentation for residency applications and interviews. It aids the community, for information you record reflects the instantaneous public health status in the vicinity of the hospitals and clinics where you visited your patients.
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