AI-Assisted Clinical Practice Management and Assessment System (KBÜ)

A system covering the whole life cycle of clinical practice courses — from the rotation draw and attendance to weekly student reports and grade transfer — making the process transparent, traceable and measurable.

The problem it solves

Clinical practice courses look simple on paper but are among the hardest to run in the field. Students are spread across different hospitals, on different days, in different departments; the lecturers who take attendance are often not from the programme itself; and at the end of the term the grades reflect as many sets of criteria as there are assessors. That was exactly the picture in our own programme. Because supervising lecturers could come from outside the programme, student assessments varied considerably. Collecting the weekly attendance sheets from them turned into a chasing exercise in its own right. Students already fill in a logbook during their summer placement, so making them keep a second one during term caused nothing but fatigue. Deciding at the start of term which student would go to which hospital on which day rested entirely on the coordinator's judgement and workload. On top of all that came the difficulty of producing evidence during MEDEK accreditation.

How it works

We built our own software within the programme to remove all of these problems. At the start of term the system runs the rotation draw for students automatically: who will be at which hospital and in which department on which day is decided without being left to the coordinator's discretion. When supervising lecturers log in, they see only the students at their own hospital on their own day, take attendance there and grade against a shared template made up of the assessment criteria set by the programme. Everyone therefore assesses the same items with the same weightings. Students log in with their own credentials and pass their weekly observations straight to the course coordinator by answering the questions in the report format set for that term; the burden of keeping a logbook disappears.

Assessment and AI

What sets the system apart is that the assessment itself is digital too. The course coordinator can analyse the weekly student reports with AI assistance: for each question the system draws out strengths and gaps, suggests feedback that could be given to the student and proposes a score. These suggestions exist to help the coordinator; the final assessment always belongs to the coordinator, and both the score and the comment can be changed by hand. A report can be approved, sent back for correction or kept as a draft. The visibility of weekly report scores to students can also be switched on and off week by week, so no grade is shared before the assessment is complete.

Grading

How the grade is formed is tied to a formula that leaves no room for argument. For this term we set the weighting at 50% for supervisor assessments and 50% for the coordinator's report assessments, and the total score per student is calculated with those coefficients. Absence penalties are applied on top: missing a practice session costs 5 points for that week, missing a theory class 2.5 points. The midterm and final scores follow from this and are transferred to the student information system. From their own dashboard, students can see their current week, their theory and practice absences, a preview of penalty points and their report progress in real time — in other words, they know where their grade comes from without waiting for the end of term. On the coordinator's side, attendance, assessment and report status are monitored week by week on colour-coded dashboards, and all data can be exported to Excel or CSV — which reduces producing evidence for MEDEK and similar accreditation processes to a reporting task.

What it offers

• automatic rotation draw
• supervisor-based attendance and grading against a shared template
• weekly student report
• AI-assisted report analysis and score suggestion (final decision with the coordinator)
• week-by-week grade visibility
• coordinator, attendance and assessment dashboards
• automatic grade calculation with coefficients and penalty points
• Excel/CSV export