Below you’ll find answers to the most common questions you may have on all the features and functionalities for the Placements section on Exxat Prism
A:
- Select Placements from the left menu or dashboard.
- Select the course you’d like to manage.
- Use the search or filter options to quickly find what you’re looking for.
- If you’d like to manage rotations for multiple courses, select your placement group from the left panel and select Placements for Group.
- Select Rotation Setup from the banner.
- For adding a rotation, Click +Add rotation.
- For already added rotation, click on the rotation name.
- A drawer will open, scroll through the drawer at the bottom.
- Select "Thank clinical instructor with credit for hours" if you would like to send clinicians credit with a # of hours, you have two options:
- Set number of hours.
- Use approved timesheet hours.
- Select Set number of hours: you can either set number of hours (ex. 140 hours) or have the system take the % of supervision per clinician into account (ex. 140 hours, 50% of supervision, clinician would receive 70 hours).
- Enter the actual clinical number of hours under “Clinical Hours”.
- Click Save when done.
Q: How do I add slots to multiple locations at once?
A:
- Select Placements from the left menu or dashboard.
- Select the course you’d like to manage.
- Use the search or filter options to quickly find what you’re looking for.
- If you’d like to manage rotations for multiple courses, select your placement group from the left panel and select Placements for Group.
- Select Slots from the banner.
- The List view displays all the slots available for the course or placement group you have selected.
- Click “+Add Slot”.
- A drawer will open. On step 1 you will first select the Site you’d like to add a slot for. Click ‘Next’ once ready.
- On step 2 you will provide location and slot information along with the number of offers provided for each rotation. Click ‘Add Slots’ once done.
- Please note, the rotations displayed on this screen is dependent on the course or placement group you have selected.
- Click Save when done.
Follow the same process from point no. 6 to add the slots for the other locations.
Q: Is there a way to automatically place CI email in a placement notification to students?
A: Yes, the CI or preceptor email can be added to the placement notification sent to students.
- Select Placements from the left menu or dashboard.
- Select the course you’d like to manage.
- Use the search or filter options to quickly find what you’re looking for.
- If you’d like to manage placements for multiple courses, select your placement group from the left panel and select ‘Placements for Group’.
- Select the ‘Email & Publish’ tab and select the rotation you would like to send notifications for.
- To send emails to students, next to Notify ensure ‘Student’ is highlighted. Select the students from the list and click Compose Email.
- Click the checkbox at the top to select all students or select students individually.
- You’ll complete a three-step process to send out notifications. On the first step, review your recipient’s list. Click Next when ready.
- Override recipient’s list: test this email by sending it to yourself.
- Reply to: if anyone responds to the email, the email listed will receive the responses.
- CC or blind copy any users.
- Attach any files as needed.
- On the second step, build your own template instead of using the standard template.
- For building your own template, click ‘+Add Template’.
- Add ‘Template Name’, ‘Subject’.
- Select your preferred ‘Header and footer layout’.
- In the blank paragraph section, type your email content and include all the necessary merge fields. Make sure to add the merge field “@PlacementSupervisorName”.
- Select the checkbox ‘Set as Default Template’ if you need to mark it as your default template.
- Click Save when done.
- Click Preview to move on to the next step.
- You will see a preview of your email. You can now decide when to send your emails! You can send your email immediately or schedule it for a specific date and time. Click Send or Schedule based on your preference.
- You can always go back by using the Previous button.
- Your emails will be sent, and the report will show updated details in the latest status column.
Q: How can I change the setting of a placement
A:
- Select Placements from the left menu or dashboard.
- Select the course you’d like to manage.
- Use the search or filter options to quickly find what you’re looking for.
- If you’d like to manage placements for multiple courses, select your placement group from the left panel and select ‘Placements for Group’.
- Select the ‘Placements’ tab and make your selection to manage placements by ‘Location’ or by ‘Student’.
- To edit the placement information, select by Location on the View By option.
- Under the Placement column, click on the individual student’s name.
- Use the search or filter options to quickly find what you’re looking for.
- A drawer will open. Choose the desired setting from the ‘Setting’ drop down.
- Click Update when done.
- For multiple students placed under a single location in the same rotation, click on ‘Bulk Edit’.
- Select “Setting” under Select Field and choose the desired setting from the ‘Value’ drop down.
- Click Save when done.
Q: How do I download a report of wishlist questionnaires?
A:
- Select Placements from the left menu or dashboard.
- Select the course you’d like to manage.
- Use the search or filter options to quickly find what you’re looking for.
- If you’d like to manage placements for multiple courses, select your placement group from the left panel and select ‘Placements for Group’.
- Select the ‘Wishlist’ tab and click on your wishlist name.
- Click on “Download Responses”.
- All the responses submitted by the students will be downloaded in an excel file.
- In the excel file you will see two tabs:
- Wishlist Report – This tab will show the wishlist status of each student with the submission date.
- Questionnaire Report – This tab will show the answers of the questions submitted by each student.
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