Instructions

Instructional video

1. Login with Haka IDs 0:10
2. Presentation of the student view 0:40
3. Own information: group and student number + others 1:37
4. Entries 2:18
• Filtering functions 2:23
• Study attainments 3:57
• Clinical practices 5:32
5. Adding and managing instructors 6:12
6. Password login 8:15
7. Viewing links 9:07
8. Passport transfer 10:21

User language

The medication passport application is available in three different languages. The default language is Finnish and the language can be changed by clicking on the flags at the top right corner of the page.

Login with the Haka user ID

Students log in the medication passport with their own university’s Haka user ID on the front page of the passport at “HAKA login”.

Besides the Haka login, students can implement password login (Your profile > Password login). The password login works with the email address and password set by the student.

User information

Students can edit the information linked to the user ID in their profile. The information which can be edited includes the student number, group and degree. Please review the information when you log in the medication passport for the first time.

The student’s Haka information can’t be edited.

Entries

The entries in the medication passport are divided in study attainments and clinical practices.

Study attainments

The attainments can be opened under the link “Entries” -> “Study attainments” in the main menu.

The learning tasks are grouped by categories on the Study attainments page. The + icon shown in front of a category indicates that the category in question contains learning tasks. Open the category by clicking on the title or the + icon.

Students can add Observed and Practiced entries in their own medication passports. Entries are added in the table which contains learning tasks, through the “Edit” links in the Observed and Practiced columns. When you click on the link, a form opens. The student can enter the date when the Observed or Practiced level has been achieved in the form.

Clinical practices

The clinical practice entries open through the link “Entries” -> “Clinical practices”.

All clinical practice entries saved in the student’s medication passport are listed on the main page of the section. A new clinical practice entry can be saved by clicking on the “New clinical practices” button. Saved clinical practice entries can be edited and if necessary, an incorrect entry can also be deleted.

Adding and managing instructors

The student defines the instructors who can add entries in their medication passport. The student adds the instructor’s email by accessing the separate Instructors tab in their own profile. In the tab, enter the mentor’s first and last name, the unit of practical training where the mentor works, and the mentor’s email address. The student also defines the validity period for the link. When the information is saved, the system will send a link to the mentor’s email. Through the link, the mentor can access the student’s medication passport and record Competent entries.

If the mentor’s link does not work, the student shall check the information they have added, delete or correct them if necessary and resend the link. When the validity date of the user ID is changed and saved, the system will also send the mentor a new email link.

Password login

Under “Your profile” you can find the password login, create yourself a user ID e.g. This way you can use the passport after graduation.

The password of the password login can be reinstated with the “Lost password?” function.

Viewing links

The student can create viewing links to their medication passport. The viewing links give the recipient of the link the right to view the student’s medication passport, but not to add or edit entries. The student can create viewing links in their own profile, in the “Passport viewing links” tab. The viewing links can be either single-access links or links valid for a fixed period.

Passport transfer

If the Haka user ID of your old university is still valid, you can file the transfer request yourself. Log in the medication passport with the Haka user ID of your old university and open the “Passport transfer” tab in your profile. Fill in the requested information: the new university, student number and email address. Save. A confirmation message will be sent to the email address you have provided. Confirm the transfer by clicking on the link. Ask the administrative teacher at your new university to confirm the passport transfer. The confirmation is made on the Administration page, on the “Passport transfer requests” tab. When the administrative teacher has approved the transfer, you can log in the medication passport with the Haka user ID of your new university.

If the Haka user ID of your old university are no longer valid, you can ask for the transfer from the administrative teacher for the Medication passport at your new university. The instructions for passport transfers are available in the instructions for administrators/administrative teachers.

Administration

Turku UAS is responsible for the Medication passport’s administration. In principle, contact your own teacher in issues related to the medication passport. In problem situations you can contact the administration by email. We would also like to receive your feedback and development ideas concerning the use of the Medication passport.

laakehoitopassi@turkuamk.fi

Instructional video

1. Login with the email link 0:10
2. Ordering a new login link 0:27
3. Creating a password 0:54
4. Password login 1:20
5. Reinstating a password 1:45
6. Selecting the student 2:32
7. Making entries 3:06
• In an individual student’s passport 3:12
• In several students’ passports 4:28

User language

The medication passport application is available in three different languages. The default language is Finnish and the language can be changed by clicking on the flags at the top right corner of the page.

Login with the email link and a password chosen by you

Mentors log in the medication passport with a login link or with a personal user ID. The student defines the email address of the mentor in their own medication passport and the period when the mentor’s right to make entries is valid. The login link is sent to the email address. By clicking on the login link, the mentor can log in the passport. The mentor can order a new login link with the link in the email message.

Besides the Haka login, students can implement password login (Your profile > Password login). The password login works with the email address and password set by the student.

User information

Students can edit the information linked to the user ID in their profile. The information which can be edited includes the student number, group and degree. Please review the information when you log in the medication passport for the first time.

After opening the login link, the mentor can create a user ID and password for themselves. The email address works as the user ID. With the user ID and password, the mentor can log in through Password login on the front page of the medication passport.

It is not compulsory to create a user ID when opening the login link. The opportunity for creating the user ID is offered each time the login link is opened, if the user ID has not been created.

If you can’t locate the student’s passport after login, please ask the student to make sure that your right to make entries is valid (Own profile > Instructors > Mentor’s email expires).

Reinstating a password

The password of a user ID can be reinstated with the “Lost password?” function. You will receive a link through which you can create a new password.

Making entries

Mentors add the Competent entries in the Medication passport. The learning tasks are grouped by categories on the “Study attainments” page. The + icon shown in front of a category indicates that the category in question contains learning tasks. Open the category by clicking on the title or the + icon.

Entries are recorded through the “Edit” link in the Competent column in a table which contains learning tasks. When you click on the link, a form opens. The mentor can enter the date when the Competent level has been achieved in the form. The Competent entry cannot be added if the Observed and Practiced entries have not been recorded.

Administration

Turku UAS is responsible for the Medication passport’s administration. In principle, discuss issues concerning the medication passport with the student. In problem situations you can contact the administration by email. We would also like to receive your feedback and development ideas concerning the use of the Medication passport.

laakehoitopassi@turkuamk.fi

Instructional video

1. Login with Haka IDs 0:10
2. Presenting the teacher view 0:47
3. Selecting the student 1:24
• Search function
• Favourites
4. Filter functions for entries 3:27
5. Making entries 5:10
• In an individual student’s passport 5:15
• In several students’ passports 6:24

User language

The medication passport application is available in three different languages. The default language is Finnish and the language can be changed by clicking on the flags at the top right corner of the page.

Login with the Haka user ID

Teachers log in the medication passport with their own university’s Haka user ID on the front page of the passport at “HAKA login”.

Selecting the student

To make entries in students’ passports, the students must be retrieved with the search function. You can search for students with the first name, last name, student number, group, degree and unit. Fill in at least one of the search fields. To move to evaluate the passports of the selected students, click on “Move to evaluation”.

Favourites: you can save a search you have made and users you have selected in favourites. The saved searches and users can be found behind the “Saved favourites” button.

Entries

The entries in the medication passport are divided in study attainments and clinical practices.

Study attainments

The attainments can be opened under the link “Entries” -> “Study attainments” in the main menu.

The learning tasks are grouped by categories on the Study attainments page. The + icon shown in front of a category indicates that the category in question contains learning tasks. Open the category by clicking on the title or the + icon.

Students can record Seen and Done entries in their own Medication Passports. The entries are recorded via the "Edit" links in the Observed and Practiced columns of a table that contains learning tasks. Clicking on the link opens a form where the student can feed the date when the Observed or Practiced level has been achieved.

Ohjaajat kirjaavat Lääkehoitopassin Osaa-merkinnät. Merkintöjä kirjataan oppimistehtäviä sisältävän taulukon Osaa-sarakkeen "Muokkaa" -linkistä. Linkkiä klikkaamalla avautuu lomake, johon ohjaaja voi syöttää päivämäärän, jolloin Osaa-taso on saavutettu. Osaa-merkintää ei voi kirjata, jos Nähnyt- ja Tehnyt-merkintöjä ei ole kirjattu.

Clinical practices

The clinical practice entries open through the link “Entries” -> “Clinical practices”.

Osion pääsivulle listataan kaikki valittujen opiskelijoiden Lääkehoitopassiin tallennetut harjoittelumerkinnät. Uuden harjoittelumerkinnän voi tallentaa "Lisää uusi" -linkkiä klikkaamalla. Tallennettuja harjoittelumerkintöjä voi muokata ja tarvittaessa virheellinen merkintä voidaan myös poistaa.

Administration

Turku UAS is responsible for the Medication passport’s administration. In principle, discuss issues related to the Medication passport with the responsible teacher at your university. In problem situations you can contact the administration by email. We would also like to receive your feedback and development ideas concerning the use of the Medication passport.

laakehoitopassi@turkuamk.fi

Instructional video

1. Presenting the administration functions 0:10
2. Most general cases 1:53
• Teacher logged in as student -> updating the user ID into teacher 1:59
• The teacher can’t gain access -> activating the user ID 2:53
• The administrative teacher lacks administration rights -> updating the user ID into administrative teacher 3:39
3. Passport transfer 4:29
• Accepting the passport transfer when the student has filed a transfer request
• Transferring a student’s passport by the administrative teacher

User language

The medication passport application is available in three different languages. The default language is Finnish and the language can be changed by clicking on the flags at the top right corner of the page.

Login with the Haka user ID

Administrators / Administrative teachers log in the medication passport with their own university’s Haka user ID on the front page of the passport at “HAKA login”.

Editing user data

Administrative teachers can edit the roles and states of the teacher and student users at their own university. A user can be edited by finding the user on the list (Administration tab) and by clicking on “Edit”. A user’s role or status can be changed in the drop-down menu.

Most general cases

Teacher logged in as student -> updating the user ID into teacher

Retrieve the teacher with the search function from the students table in the Students tab on the Administration page. Click on “Edit” next to the teacher’s name and information. In “User group”, change the user group into teacher. Save the changes you have made.

The teacher can’t gain access -> activating the user ID

Retrieve the teacher with the search function from the staff table in the Staff tab on the Administration page. The status is either “Waiting for activation” or “Archived”. Click on “Edit” next to the teacher’s name and information. Change the status of the account into Activated. Save the changes you have made.

The administrative teacher lacks administration rights -> updating the user ID into administrative teacher

Retrieve the teacher with the search function from the staff table in the Staff tab on the Administration page. Click on “Edit” next to the teacher’s name and information. In “User group”, change the user group into administrative teacher. Save the changes you have made.

Passport transfer

Accepting the passport transfer when the student has filed a transfer request

Open the Passport transfer requests tab on the Administration page. The transfer requests filed by students can be seen at the bottom of the page. You can approve or reject a student’s transfer request. If there are no transfer requests, the notification “All passport transfer requests processed.” is shown on the page.

Transferring a student’s passport by the administrative teacher

1. Ask the student to log in with their Haka user ID in the passport (the passport opens as empty).
2. After this, log in the Medication passport yourself and click on “Administration” in the top right corner.
3. Open the “Passport transfer requests” tab.
4. Click on the “Bring a student passport from another university” button.
5. A list of students will appear. Select (click on) the student, whose passport is to be transferred. The student must have logged in the Medication passport with their Haka user ID to be shown in the table.
6. Fill in the requested information: the student’s old university, first name, last name and email/Haka user ID.
7. Click on “Approve”. The application will notify whether the transfer has succeeded or failed.

If you can’t manage transferring the passport as instructed above, please contact the Medication passport’s support. When you contact the support about passport transfers and the related problems, the following information on the student is required:

• first name and last name
• old university
• email address and student number from the old university
• new university
• email address from the new university

Administration

Turku UAS is responsible for the Medication passport’s administration. In principle, discuss issues concerning the medication passport with the student. In problem situations you can contact the administration by email. We would also like to receive your feedback and development ideas concerning the use of the Medication passport.

laakehoitopassi@turkuamk.fi