Completing Patient Logs

Patient logging is an essential aspect of clinical education, providing a detailed record of student interactions with patients. This guide outlines the steps to add patient and case logs using the Exxat system. It covers how to access coursework, select placements, add new logs, and ensure logs meet program requirements. The guide also explains how to handle logs that require attention after school reviews and provides solutions to common issues students may face when logging patient encounters.

In this document you will learn about:

1. Adding Patient Log

2. Troubleshooting if unable to add a document

Video Tutorial:

Steps for Adding Patient Log and Case Log:

Once logs are submitted, your school may review and indicate a log needs attention. 

1. Go to Dashboard and click Coursework.
2. OR
3. Go to the menu on the top left corner and click Coursework.
   
   
4. The system will display all courses you are registered for.
5. If you wish to see the courses that require placement click on Require placement tab
6. If you wish to see the didactic courses you can click on Do No Require Placement tab
7. The page will always list any current placements at the very top, followed by upcoming placements, and completed placements last.
8. Select the placement you would like to add a patient log for by clicking View Details.
   
   
   
9. Scroll down the page to the Patient Logs section. The system will show you a tally of your total logs, as well as any logs that need your attention, are in progress, and an average of logs entered per day.
   
   
   
10. To add a new patient log, click on the + icon.
    
    
    
11. This will open a drawer with the patient log you will complete. 
12. Your patient log may look similar to the examples below:
    
    
    
    
    
13. If your patient log allows you to link a clinician, the system will show you any clinicians associated with your placement and the option to add any new clinicians.
    
    
    
    
14. If your program requires ICD 10 information, as you type in a diagnosis, a dropdown will appear showing you options. Click on the desired option.
    
    
    
15. The system will then show you updated details, click on the code you’d like to add.
    
    
    
16. For Required Diagnosis, begin typing in the search box to find the full list of available options. To remove any entered details, click on the trash bin.
    
    
    
17. If your program requires procedure or medication details, begin typing in the search box to find the full list of available options.
    
    
    
18. Once done, click Submit. 
    a. If you would like to return to this patient log to make further edits at a later time, click Save. This will mark the log as In Progress.
    
    
    
19. Keep an eye on the status of your logs. Once your school reviews them, they may mark them as Needs Attention. If this happens, click on the number above Needs Attention.
    
    
    
20. Click on the Log ID to view feedback provided by your school.
    
    
    
21. School feedback will be listed at the very top, and you’ll be able to make edits to your patient log and Submit once done.
    
22. Under 'Coursework', the system will show you a tally of your total logs, as well as any logs that need your attention, are in progress, and an average of logs entered per day.
23. To extract the statistics report, click on the statistics icon.
24. This will show the statistical data of the logs entered.
25. You will be able to choose the 'Rotation' and 'Settings' from the drop down and also the desired view to see the data.

26. To download or export the patient logs you’ve filled out, click the Export button located on the right side of the page.

    

Steps to follow if unable to add patient log:

There can be several reasons why you are not able to add a patient log.

Placement Dates: You can fill and submit your patient logs only within your placement start and end date window for the course. Students cannot enter or submit patient logs or timesheets for dates outside of the placement period. If you need to adjust your placement date window, please contact your course faculty or clinical education team.

Restricted Date Choices: If you are unable to select dates or they appear greyed out, it may be due to your school's limitations on the number of days you are allowed to enter the patient log/timesheets before approval. Please reach out to your clinical education team or course faculty to request changes in the setup of the patient log.

Browser Issues: Try logging in using a private browser, or log out and log back in. Additionally, clearing the cache and cookies of your regular browser may help you access Exxat seamlessly.

Note: If you are unable to add new patient log for a specific date range, it might be restricting because the initial setup was done to allow past patient logs only a specific date range. You can find the available date range by clicking on the calendar icon while selecting the date for which you wish to log patient data.