> For the complete documentation index, see [llms.txt](https://edehr.gitbook.io/edehr-compass/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://edehr.gitbook.io/edehr-compass/resources/frequently-asked-questions.md). # Frequently Asked Questions This page covers questions about using EdEHR and EdEHR Compass. For questions about EdEHR Technologies -- pricing, contracts, company background, AI policy, and product roadmap -- visit [edehr.org/faq/](https://edehr.org/faq/). *** ## About EdEHR ### What is EdEHR? EdEHR (Educational Electronic Health Record) is a BC-developed electronic health record platform designed specifically for post-secondary health professional education. It lets students in programs like nursing and medical laboratory sciences practice clinical documentation, data interpretation, and digital health workflows in a safe, simulated learning environment. ### Who built EdEHR? EdEHR was originally developed through collaboration among health sciences educators in British Columbia. Bryan Gilbert, the founding engineer, established EdEHR Technologies to manage the platform's ongoing development, hosting, and delivery to institutions as a managed service. ### Is EdEHR open source? Yes. The EdEHR source code is publicly available on GitHub under the GNU Affero General Public License v3.0 (AGPL-3.0). EdEHR Technologies maintains the production version that institutions use, combining open-source transparency with the reliability of a supported service. ### How is EdEHR different from commercial EHR training tools? EdEHR was built by and for the Canadian post-secondary sector. It's designed around educational outcomes rather than replicating a specific commercial EHR vendor's interface. For a more detailed comparison, see the decision-support tools available in EdEHR Compass. *** ## About EdEHR Compass ### What is EdEHR Compass? EdEHR Compass is this knowledge base — a publicly accessible implementation and sustainability guide designed to help post-secondary institutions evaluate, adopt, integrate, and sustain EdEHR. It includes user guides, educational implementation resources, governance and compliance information, and community contribution pathways. ### Do I need a login or account to access Compass? No. EdEHR Compass is freely accessible to anyone. No account, login, or institutional affiliation is required to read the content. ### Is Compass the same as the EdEHR platform? No. Compass is the documentation and guidance resource. The EdEHR platform is the actual simulated EHR environment that students and instructors use in the classroom. They are related but separate — and they have different privacy and compliance profiles. *** ## Privacy and Compliance ### Do I need a Privacy Impact Assessment (PIA) to use Compass? No. Compass contains no student data, patient data, or sensitive personal information. Accessing it does not trigger institutional privacy requirements. ### Do I need a PIA to use the EdEHR platform? Most likely, yes. Under Section 69(5.3) of FOIPPA, public post-secondary institutions are required to complete a PIA when adopting new technology involving personal information. The EdEHR platform handles some personal information (student names, LMS user IDs, assignment submissions), so institutions will typically need to complete a PIA. EdEHR Technologies provides a PIA template to help with this process. See the [Privacy & Security](https://github.com/edehr/compass-edehr/blob/main/Legal-Compliance/privacy/privacy-and-security.md) page for details. ### Where is EdEHR data stored? All data is stored in Canada on DigitalOcean servers located in Toronto, with encryption in transit (HTTPS) and at rest. ### Does EdEHR collect email addresses or passwords? No. EdEHR does not collect email addresses, dates of birth, or passwords. Authentication is handled entirely through the institution's LMS via the LTI specification. *** ## Licensing and Contributions ### Can I use EdEHR Compass content in my own institution's materials? Yes, within the terms of the [CC BY-SA 4.0 license](https://github.com/edehr/compass-edehr/blob/main/Legal-Compliance/README.md). You can freely use and adapt the content. If you modify and redistribute it, those adaptations must be shared under the same license terms and must include attribution to the EdEHR Compass contributors. ### Can I contribute to Compass? Yes. There is a structured contribution process through GitBook. Contributors receive onboarding on documentation standards, submit content for review, and receive attribution on contributed pages. See the [Community Engagement](https://github.com/edehr/compass-edehr/blob/main/Community/community-engagement.md) page for details. ### Who reviews contributions? The Compass governance team reviews all contributions before they are merged into the canonical version. This ensures quality, accuracy, and appropriate generalization across institutional contexts. *** ## Adoption and Getting Started ### How much does EdEHR cost? EdEHR pricing is based on an annual fee scaled to your institution's enrolment plans. For current pricing, contact EdEHR Technologies or visit [edehr.org](https://edehr.org). Decision-support tools including cost calculators are available in the [Strategic Planning](https://github.com/edehr/compass-edehr/blob/main/Planning-Governance/strategic-planning/budgeting-and-resource-allocation.md) section to help estimate costs for your situation. ### How long does it take to adopt EdEHR? It varies by institution. Key factors include your internal PIA timeline, faculty readiness, curriculum planning, and LMS integration. Most institutions find that a phased approach works better than trying to go live all at once. See the [Adoption Readiness](https://github.com/edehr/compass-edehr/blob/main/Getting%20Started/next-steps/adoption-readiness.md) page for a realistic overview. ### What technical setup is required? EdEHR integrates with your learning management system via the LTI specification. EdEHR Technologies handles hosting, maintenance, and updates. Your IT team's primary involvement is in the LMS integration step. ### Do we need to host anything ourselves? No. EdEHR Technologies provides the platform as a managed SaaS service, handling all hosting and infrastructure. Your institution does not need to deploy or maintain any servers. *** ## Accessibility ### Has EdEHR been audited for accessibility? Yes. The EdEHR platform underwent a comprehensive independent accessibility audit targeting WCAG 2.2 Level AA conformance. All 76 identified issues were remediated. See the [Accessibility](https://github.com/edehr/compass-edehr/blob/main/Legal-Compliance/accessibility/accessibility.md) page for details. ### Is this knowledge base (Compass) accessible? Compass is hosted on GitBook, which incorporates accessibility standards into its core infrastructure. See the [Accessibility Statement](https://github.com/edehr/compass-edehr/blob/main/Legal-Compliance/accessibility/accessibility-statement.md) for more information. *** ## Governance ### Who decides what goes into Compass? The Compass governance team, which includes representation from BCIT, EdEHR Technologies, and partner institutions. The team operates on a semi-annual review cycle with an open-door policy between meetings. ### Is the governance team the same as EdEHR Technologies? No. The Compass governance team oversees the knowledge base and implementation resources. EdEHR Technologies manages the platform itself (development, hosting, pricing). Bryan Gilbert participates in both, but the two operate with distinct boundaries. See the [Governance](https://github.com/edehr/compass-edehr/blob/main/Planning-Governance/governance/edehr-compass-governance.md) page for details. ### Can my institution join the governance team? The governance model is designed to expand as EdEHR adoption grows. New institutional partners can join through the open-door policy and expandable team structure. Reach out through the community channels if you're interested. *** ## Getting Students Started ### Do students register for EdEHR themselves? No. Students access EdEHR through the institution's LMS. There is no separate signup, activation code, or EdEHR password to manage. When an instructor adds an EdEHR activity in the LMS, students enrolled in the course can access it directly by clicking the activity link. Provisioning happens automatically from the existing roster. ### What data does EdEHR hold about a student? EdEHR receives a limited set of identifiers over the LTI launch: a student's name, their role, and an opaque user ID. There are no payment details, separate passwords, or additional personal identifiers. The institution's LMS remains the system of record. Retention is controlled by the institution -- you decide how long data is kept, and can request removal when it is no longer needed. ### Will EdEHR sync with the course I have already built in my LMS? Yes. You add an EdEHR activity as a link within your existing LMS course. The first time you open it, you select the EdEHR content (lesson plan and scenario) to connect. That one-time connection creates the matching course and activity in EdEHR. From then on, the roster syncs automatically: every student who clicks the link is added to the class. ### Can I see the class list for a colleague's activity? Access follows your LMS permissions. If you can open the activity link in your LMS, you will see its class list in EdEHR. If you do not have access to that link in the LMS, you will not have access in EdEHR. There is no separate permission system to manage. ### Is EdEHR available in more than one language? Yes. EdEHR supports English and French, and is used by francophone programs. Students can switch the entire interface between English and French, including EHR content, not only menus. Spanish is also available, though some translations are still pending professional review. *** ## Running a Class ### Can a whole class work on the same patient at once? Yes. Every student has their own persistent workspace within the shared patient case, so a large class can work independently and simultaneously. Each activity has its own separate space. ### Does student work persist between classes? Yes. Each student keeps a lasting record that can be revisited, including evaluation and mentorship comments. Nothing needs to be reset between cohorts. ### Can a student change the original case or overwrite another student's entries? No. Students cannot alter prior entries. Corrections are made as audit-logged amendments, so the original stays intact and every change is tracked. ### Can students from different programs work together on the same patient? Students from different programs can train around the same patient case, each working in their own space. Full simultaneous interprofessional group work -- one shared chart with multiple disciplines contributing at the same time -- is in active development. ### Can students manage a roster of patients? Yes. Students can carry a roster and retrieve any patient by Medical Record Number (MRN) or by name, mirroring the caseload experience of a real clinical setting. ### Can students edit their charting? Yes. At the activity level, students can edit freely until they submit. Submitting locks the activity, and instructors can reopen it. ### Once a student finalizes a report, can it still be changed? Not directly. While building a record, entries save as drafts. When a student verifies and finalizes, the record can no longer be edited in place. Any subsequent change is appended as an audit-log amendment rather than overwriting the original, and the student sees the merged data -- the same approach a production EHR uses for amendments. *** ## Clinical Disciplines and Features ### Which programs and disciplines can use EdEHR? EdEHR supports allied health programs across disciplines on one platform, including Nursing (BSN, LPN, PN), Medical Laboratory Technologist (MLS), Medical Laboratory Assistant (MLA), Pharmacy Technician, Health Unit Coordinator, Rehabilitation, Respiratory Therapy, and others. ### Does EdEHR support medical laboratory education? Yes. EdEHR has included medical laboratory capability used in programs for several years. Active development is extending this further, including accessioning workflows. ### Can students practise closed-loop medication administration? Yes. Using EdEHR's barcode medication administration app, students scan the patient's wristband and the medication barcode to confirm the right patient, drug, dose, route, and time. Educators build a program-specific formulary -- a managed medication list that stays consistent across lessons, can be shared across cohorts, and generates barcode labels for demonstration medications. ### Does EdEHR integrate with a medication dispenser? Yes. EdEHR integrates with SimServeRx, a simulation medication dispenser from 3AM Technologies. Students check the chart in EdEHR, dispense from SimServeRx, then administer and document against the MAR back in EdEHR. The order flows from entry to dispense to barcode-confirmed administration. This integration was developed in partnership with BCIT. *** ## Reviewing Student Work and Giving Feedback ### Do I have to wait for students to submit before I can see their work? No. A class-list dashboard lets you open any student's chart and view their work in real time. Evaluation and mentorship feedback is given in-platform, against the actual chart. ### Can students formally submit an activity, and can I reopen it? Yes. Students can submit their work, which locks the activity. Instructors control access: you can unlock or lock individual students or the whole class at any time, for resubmissions, late starts, or second attempts. ### Can I hide evaluation comments from students in later sections? Yes. A toggle on the activity page hides evaluation comments from students. You can grade an early section immediately, keep feedback hidden while later sections complete the activity, then release comments to everyone at once when the last section is done. ### Can I see how long a student took to complete an activity? Yes. EdEHR records time-to-complete from start to submission. *** ## Assessment ### Can I run a clean skills assessment where students only see the assigned activity? Yes. A skills-assessment mode limits the student's view to the single activity you select. Students cannot see earlier activities, previous work, or prior evaluations, so the assessment stands on its own. ### Can students work at their own pace? Yes. Self-paced study is supported. *** ## Building Scenarios and Content ### Can I reuse one case across many lessons? Yes. You build a Learning Object (lesson plan) for each activity, and multiple Learning Objects can reuse the same patient case. One case study can support a whole series of lessons through a course. ### Where do learning objectives and student instructions live? In the note fields. A Learning Object holds three notes: one for students, one for faculty, and one for content collaboration. The faculty note is the natural home for learning objectives; the student note holds the instructions students read inside the activity. Each SimTiming stage carries the same three notes, so guidance can be targeted stage by stage. ### Is building a case a one-time effort? Cases and Learning Objects are reusable. The authoring effort is recovered each time the course runs again, and cases can be adapted for new cohorts or updated guidelines without starting from scratch. ### Can a patient's story unfold across a whole semester? Yes. Using SimTiming, you build a series of activities around a single patient where each activity advances the case to a new stage. The patient's situation develops lesson by lesson, so students accumulate clinical context across the term. ### How easily can I adapt a case for a new cohort or updated guideline? You can duplicate a case study, a Learning Object, or any of its stages and modify the copy. Adapting a proven case for a new cohort or a changed guideline does not require starting from scratch. ### Can I include imaging in a patient's chart? Yes. Image files (X-rays, CT scans, etc.) can be included in reports inside the simulated EHR. They are stored in a shared library, so the same image can be reused across activities and programs. ### How do I give students instructions, including new ones as the case unfolds? Through the student note field. Every Learning Object and every SimTiming stage within it has a student-facing note. Stage-specific guidance surfaces at the right point as the case advances rather than presenting everything upfront. ### What does patient intake involve for students? It depends on the discipline and how you design the activity. For example, a Health Unit Coordinator student creates the patient chart from scratch, entering registration and demographic information. A pharmacy technician student steps into a pre-built case and conducts the interview to obtain the Best Possible Medication History (BPMH). Each activity targets one discipline's slice of intake. ### Do I have to manually feed results and vitals during a live simulation? No. SimTiming lets you advance the entire shared scenario to the next stage with a single action. That stage -- with its pre-authored results, vitals, and content -- is delivered to all students simultaneously. This differs from a per-event model where each item must be injected individually during the session. Because the progression is built in advance, the same scenario also runs in asynchronous or unproctored settings. *** ## Support ### Do students contact EdEHR for support? EdEHR provides student support, but the application is designed to minimize support needs. Students access EdEHR through the LMS without a separate login or password, which removes the most common sources of student support requests. ### What instructor support is available? EdEHR Technologies supports instructors, particularly during onboarding and when new features are introduced. Instructors are encouraged to reach out with questions or feedback. ### Does EdEHR reduce help-desk and onboarding load for large cohorts? Yes. Because access is roster-based through LTI, the typical support burden around registration, activation codes, and password resets largely does not apply. Students access EdEHR with one click from the LMS. For large cohorts, each step removed from the access process reduces the support load proportionally. --- # Agent Instructions This documentation is published with GitBook. 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