so we all know e-portfolio sucks sometimes you're at a whole reflection click save and it all
disappears there's no notification system to let you know when your reflections have been sent back
there's no way to keep track of all the different things you need to submit
in this video i'm gonna solve all these problems with keeping up with everything
as a dental foundation trainee all in one free app
so welcome to our channel and if you're new here i'm Zoh i'm a foundation dentist working here
in london and like most of you watching this video i've had to deal with all these problems
when i first started my foundation training but i thought there must be a better way to stay on top
of things so i've been using the app notion before for note taking and for organizing videos for this
channel and i thought it was a game changer so i decided to make some templates in notion to
solve all these problems with dft so i'll start by briefly explaining what notion is for those who
don't know and then i'll show you how i've been using it this year as a dft and how you can use
the whole system by duplicating the templates that i've made for you guys in just a couple of clicks
so the best way to describe notion i guess is that it's a really powerful note-taking app
that also uses databases and tables and formulas to organize your notes or workflow for your
projects and it does all of this in quite an aesthetically pleasing way so let me show you
so once you sign up you can either use the web app or you can download the app
to your computer or laptop so in notion you have these workspaces and you can see i have quite
a few here i have one for the youtube channel that i have and i have a couple of personal ones
and in these workspaces is where you can make your notes and you have pages
so here you can see i've made all these different pages and the one i've made for you guys is the
dental foundation training one this is what it will look like when you guys download
the template so in this page i've created loads of little sub pages for each section
and each of these sub pages utilizes either databases or to-do lists to get things done
and the main one that i utilize the most is this e-portfolio one here so let's get into it and see
how i use it you can make the table look bigger by closing the sidebar there and you can see the full
table in view so this is an example of a database table and you can see each row is something that
i've submitted or need to submit on e-portfolio each of these has its own page dedicated to it
which i can open and write the notes for the study day or the tutorial and write what i need
to submit for e-portfolio and i'll show you guys in just a second these columns are all linked to
the page here and it helps you keep track of what you need to submit on e-portfolio so generally if
you wanted to make notes on notion you can click the new button and it'll add a new row and you
can start to make your notes you add your title your icons and things like that but that would
be quite boring and quite tedious to just write from blank so what i've done is made you guys
templates so instead you can click this button here and these are the templates that i've made
for each one so i made a template for your study days your tutorials and for your reflections so
for study days when i'm either there in person or virtually on microsoft teams i open up a new page
and the template opens up so it automatically selects the type to study day the status to
writing and it's got all the little boxes that we submit on e-portfolio for study days and i
can start to fill it in so this is a study day for photography and i can change the icon to a camera
and i can change the date to today because this is the day that it's happening and if there's any
resources like slides you can upload them here so throughout the day as i have these templates
here i'm going to start making my notes so they usually have a slide where they tell you what
we're covering today so i'll start to fill out the bullet points there and generally throughout the
study day i make my notes in this section and this is what i can use to submit on e-portfolio so this
saves me so much time because during the study day i fill out all these columns and then usually i
would go home change a few of the sentences and i just copy paste what's on here onto my e-portfolio
this solves the problem of you writing on e-portfolio there's the 30-minute timer and you
click save to save as draft and it all disappears even if that does happen you've got all your notes
still here and you can just copy paste them across so if i go into want to show you during the study
date i wrote down all the subjects that were covering i made my notes and i made what i was
going to reflect on as well and all of this i just copy-pasted across to e-portfolio so once you've
finished writing it and you've copy-pasted it across the e-portfolio and you submitted you can
come to the status column here and change it from writing to waiting this is when you're waiting for
the es or the tpd to confirm your submission once you've done that you can come to this column here
and click the date which you submitted it and the reason we put the date here is because the next
column uses a formula to act as a notification system for us to know how long we've been
waiting and to check if the submission has been completed or not so the formula in place is that
if the status of a subject is waiting and it's been longer than five days then the system will
notify you to check your portfolio so if it's been five days it's gonna remind you you should
check e-portfolio to check if it's been completed or if it's been returned to you if it's completed
you can come to the status and change it to done or if it's been returned back to you then you
can click it to return so you know that this is the one you need to rewrite for some reason and
again submit and so for these ones the system is notified me that it's been longer than five days
and i don't know if it's been completed or not so i'm going to go back on your portfolio check if
it's been completed if it has changed it to done if it hasn't i'm going to change the date to today
because now i know that i've checked it today and it hasn't been completed so again in five days
this will notify me again to go back and check it if you guys prefer to have a shorter period
or longer period you can come to this formula and change the number here and it can change it to
three days 14 days whatever your preference is and you can change the text that it shows here as well
another way i use the notification system here is if i have a tutorial i set the date to the date
that i'm having the tutorial and i give a reminder so i know i'm going to have a tutorial on rpd
design on the 19th and i've set a reminder one day before so one day before it's gonna remind me to
prepare for this tutorial and i've made a really nice template for you guys for tutorials as well
so if you go into tutorial template you will have three sections so usually i have my notes here so
i prepare for this tutorial what i learned during the tutorial i make the notes here and again the
reflection that i'm going to do on e-portfolio here so everything is all in one place you
have your notes and you know exactly what you're going to submit on e-portfolio as well and again
you copy-paste this across and the last template i've made is for general reflections that we have
to do and it looks like this again it has all the things that you need to write in your e-portfolio
gives you guides so you can copy paste it across once you finish with it and this is the main view
i've created some other views for you guys as well so you can have a look at which ones you're
waiting for you can look at all the ones of what you're writing or return so these are the ones you
need to write and work on and submit and there's one for tutorials and study days and reflections
so this was the main section but there's some other templates i made for you guys as well
if you're going to the home page the next one is the e-portfolio checklist and this is how i keep
track of everything i need to submit so for our scheme i'm in the northwest london scheme they
gave us a document which shows everything that we need to submit the month of november i'm in
i know that i need to do a case-based discussion with my es i need to do two more reflective logs
and two more tutorials and all of this is there the ones that are orange are the ones which need
to be done by your es and submitted by your es so this allows you to prompt them so they can do it
for you as well and in some of them there's guides for you to keep track of so by the end of may you
should have completed this many reflective logs adepts and case-based discussions so this section
lets you keep track of everything that you need to submit if you go back to the home page in the
notes section you can make general notes which aren't related to the e-portfolio so i've got one
for each supervisor where i write down the tips that they give me and when i was preparing for an
endo i made some notes as well so i can keep track of all of them here the next one is something
i made for phone triaging so whenever i'm doing phone triaging i have this open up on the computer
there's some general notes which are taken from the scottish guidelines which guides me on that
kind of questions to ask and you can check out all the notes i have on there here but i mainly
use this section over the phone so for example if i think they have acute perichronitis i open the
tab and i know what advice to give them exactly so feel free to use this whenever you're doing phone
triaging the next one i have is on guidelines generally when i'm at work this is the page i
always have my notion open on just so i have quick access to guidelines whenever i need it
so for example if i'm prescribing something i can click on this one and it will take me to the
scottish guidelines for prescribing in dentistry or if i quickly need to do a period diagnosis
i can just open up the perio flow chart and it's all right there for me this mainly saves time so i
don't have to keep googling things and everything is just in one location and a really good one
i have is for trauma so the iadt released new guidelines in may but the guidelines is portrait
but all the tables are a landscape so it makes it really difficult to read and understand so what
i've done is i've made my own pdf with a table of contents that you can just kind of click on
and all the tables are there for you to read so feel free to use these for trauma cases as well
and the last thing is the clinical experience log and really there's no easy way to do this we need
to submit these every single month but what i've done is i've created a document which i print out
and every day as i complete something i tally everything up once i've tallied it for the week
i come into notion i open it up and i add all the numbers here so once i finish adding all
the numbers it calculates the total and this is what i need to submit at the end of the month on
e-portfolio so you can do this either weekly or you can just print off this one document that i
have here you can tally them up at the end of the month and add it to your e-portfolio
straight away it's completely up to you so of course i showed you all the templates with my
stuff in it but the template that i've created for you guys is completely blank
so you can start with the e-portfolio and everything will be blank for you and you can add
your things as you go and the way you guys can duplicate this and create your own account is if
you click the link in the description it'll open this up on your web page for you and you can click
the duplicate button here and it will ask you to make an account and once you make an account the
template that i made for you guys will be there so i hope you guys use this and find it useful
i know it's been a game changer for me and it's really helped me keep track of everything that
i need to do if you do find it useful i'd really appreciate it if you gave us a like and subscribed
and share this video with your friends who are also in dental foundation training so that they
can benefit from it as well thank you guys so much for watching and i'll see you in the next video