Implementation

From sign-up to sustained use

A structured, hands-on implementation process — guided by medical educationists who understand competency-based training, not IT consultants learning your domain.

Every step of implementation is led by Medical Educationists and Medical Informaticians with years of experience in CBME, EPA frameworks, and postgraduate training. This is not an IT system with services provided by IT professionals — it is a Medical Education Platform.

The process

Four phases to a working ePortfolio system

Most institutions are fully operational within one month. Sustained adoption follows from structured support, not just software deployment.

01

Onboarding & Setup

Week 1–2
  • We share simple Excel templates for your departments, faculty, residents, and staff — no complex data migration
  • Your institution's branding, logo, and colours are applied to the platform — residents see your identity, not ours
  • All user accounts are created and configured with appropriate roles and permissions
  • Custom theme with institutional colours available if needed
02

Training & Induction

Week 3–4
  • Separate induction sessions for faculty and residents — each group learns what they need, not what they don't
  • Hands-on training: creating portfolio entries, submitting assessments, providing feedback, using the mobile app
  • Daily troubleshooting sessions for the first few days until users are comfortable with the platform
  • Training delivered by medical educationists who understand your workflows, not IT staff reading a manual
03

Review & Stabilise

Month 3
  • Formal progress review with the Dean, MEU Head, PG Coordinator, and department heads
  • Usage analytics: which departments are active, where adoption needs support, what's working well
  • We recommend appointing an ePortfolio Coordinator within the institution to serve as the ongoing liaison
  • Workflow refinements based on real usage patterns and faculty feedback
04

Ongoing Operations

Yearly cycle
  • New batch of postgraduates inducted each academic year — same structured onboarding process
  • Faculty who have left are inactivated every 100 days; new faculty added immediately
  • Continuous platform updates aligned with NMC, NBEMS, and NAAC regulatory changes
  • Regular check-ins with institutional leadership on adoption metrics and outcomes

Implementation timeline

2

weeks to go live

4

training sessions

90

day progress review

365

days continuous support

Beyond deployment

Advanced services

Implementation is just the beginning. We partner with institutions for the long term.

EPA Framework Development

We work with your departments to create, adapt, and refine Entrustable Professional Activities for each discipline. Our medical education specialists help map competencies, define entrustment levels, and configure the SmartEvidence matrix — so your EPA framework reflects your specialty's actual clinical practice, not a generic template.

Research Collaboration

ePortfolio data is a rich source for medical education research. We partner with institutions to design research projects, analyse portfolio-based outcomes, and help faculty publish papers based on their CBME models and implementation experience. Your institution's journey becomes a contribution to the evidence base.

FACE-GT Integration

Institutions can discover and adopt FACE-GT alongside Academe ePortfolios for a complete PG Training Management System — covering the full spectrum from competency tracking and assessment to training programme administration.

Accreditation Support

We support institutions during NAAC, NABH, NMC, and other statutory assessments. ePortfolio data provides ready evidence for outcome-based education (NAAC Criteria 2 & 6), clinical training documentation, and quality assurance — reducing the scramble that typically precedes accreditation visits.

The ePortfolio Coordinator

We strongly recommend that each institution appoint an ePortfolio Coordinator — a faculty member or academic administrator who serves as the ongoing liaison between the institution and our team. This person:

  • Coordinates new user onboarding and annual batch inductions
  • Serves as the first point of contact for faculty and resident queries
  • Monitors adoption metrics and flags departments that need support
  • Participates in quarterly reviews with institutional leadership
  • Liaises with our medical education specialists on framework updates and research projects

Our team

Medical educationists, not IT consultants

Every implementation engagement is led by professionals with deep experience in medical education, competency-based training, and clinical assessment design. They speak your language — EPAs, milestones, entrustment levels, AETCOM, MSF — because they have lived it. When your HoD asks how to structure EPA rubrics for their specialty, the person answering has done it before, not for the first time.

CBME

Competency framework design and EPA mapping

Assessment

WBA design, rubric development, entrustment decisions

Research

Study design, data analysis, publication support

Ready to implement ePortfolios at your institution?

A 30-minute conversation to understand your departments, timelines, and goals. We'll share a tailored implementation plan.

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