Below you’ll find answers to the most common questions you may have on all the features and functionalities of the Learning Activities section on Exxat Prism
Patient Log FAQs
Question: I am not able to add the patient logs?
Answer: There can be several reasons why you are not able to submit patient logs:
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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 the placement period. If you need to adjust your placement date window, please contact your course faculty or clinical education team.
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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 before approval. Please reach out to your clinical education team or course faculty to request changes in the setup of the patient log.
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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.
Question: Can we use 2 different logs for a course?
Answer: Different logs can be set up in a single course; however, only one log can be activated for a course.
Question: Are CPT codes chargeable?
Answer: Yes, CPT codes are chargeable at $18 per student per year.
Question: Can the schools add an attestation for the preceptor while reviewing the logs?
Answer: Yes, schools can add attestation with their own verbiage, which the reviewer needs to attest to while reviewing the logs.
Question: Can a log be sent to multiple preceptors?
Answer: No, this is not possible as of now.
Question: Can we approve multiple logs for multiple students in one go?
Answer: As of now, multiple logs can be approved only for one student at a time.
Question: Does the patient log review page show the number of logs pending review or the number of students whose logs are pending review?
Answer: It shows the total number of students that have submitted the logs.
Question: In Patient Case Log, can we indicate the required amount of case logs per clinical experience as well as a start and end date?
Answer: No, this is not possible as of now.
Question: In the Patient Log under the Required Diagnosis field, are the fields specific to program/domain-wise? For example, if we activate the patient log for the PT program, will the diagnosis show the diagnosis related to OT as well?
Answer: Yes, this list can be customized.
Question: Can I have a customized patient log?
Answer: Yes, you can.
Question: Is there a view-only/read-only mode for student-submitted Patient Logs for Supervisors/Preceptors?
Answer: No, this is not possible as of now.
Question: Can schools implement a notification for 'Needs Attention' status while reviewing clinical logs given by supervisors/admins?
Answer: No, this is not possible as of now.
Question: Why is my preceptor not receiving email links for the patient log?
Answer: The site may not have whitelisted the IP address for Exxat. If preceptors/educators/CI/TS/FS are not receiving emails, contact your IT support to add the Exxat domain and IPs to the site's firewall whitelist.
IP addresses to whitelist:
- 159.183.127.158
- 159.183.123.80
- 20.242.145.220
Timesheet FAQs
Question: I am not able to add the timesheet.
Answer: There can be several reasons why you are not able to submit timesheets:
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Placement Dates: You can fill and submit your timesheet only within your placement start and end date window for the course. Students cannot enter or submit patient logs or timesheets for dates outside the placement period. If you need to adjust your placement date window, please contact your course faculty or clinical education team.
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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 timesheet before approval. Please reach out to your clinical education team or course faculty to request changes in the setup of the patient log.
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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.
Question: Can preceptors approve timesheets?
Answer: Yes, the timesheet can be signed off by the preceptor, but it entirely depends on the administrator configuring the timesheet. If a school decides not to have it signed off by the preceptor, the admin just needs to skip the question "Select users who should receive an email each time a timesheet is submitted?"
Question: What is Faculty "Sign-Off" on the Timesheet setup?
Answer: A placement faculty can give a final sign-off to all the hours approved by the CI; it is like a final check-off to the time entries.
Question: Can timesheets be customized?
Answer: You can customize only the categories at the moment. You can also get geocoding configured for timesheets that will allow you to capture your student's location coordinates.
Question: Can we set up more than 9 categories for a time slot?
Answer: You can add more than 10 categories for the timesheet.
Question: How does the timesheet capture the night shift hours?
Answer: A checkbox with the "Overnight" option allows students to capture the Night Shift Hours.
Question: Can the timesheet have an option for "Needs More Information" that can go back to the student for additional information to be added instead of rejecting the timesheet entry?
Answer: When a CI rejects the timesheet, they can add the reason for rejection, allowing the students to make changes and resubmit the timesheet.
Question: How can students log non-clinical class hours and send them to the school, not the preceptor?
Answer: Students can select the No Preceptor option while adding non-clinical hours and submit the timesheet; this will allow only the school to review the time for non-clinical hours.
Question: Is it possible for a student to submit a timesheet covering an entire week or month, instead of each day?
Answer: One timesheet covering the entire week is not supported today. However, students can send a bulk timesheet review at the end of the week to reduce the number of review emails for the preceptor.
Question: Will a preceptor receive multiple emails or a single email with all the timesheet entries if a student completes the timesheet for a week?
Answer: If students fill in the timesheet for the entire week and save, this will not send an email to the preceptor. After the week's entry, students can select all the time entries and send them for review. This will generate a single email for the preceptor to review all the time entries.
Question: Can we approve timesheets for all the students in one go?
Answer: Currently, this is not possible. Admins/Preceptors/Faculty have to click on the dropdown for each rotation/course and review the timesheet for one student at a time. This feature is on the roadmap.
Question: Is it mandatory to tag a clinician/preceptor in a timesheet?
Answer: No, this is optional. Admin can set up preceptor tagging only if they would like to include the time spent by each preceptor in their thank you emails.
Question: How can I check the length of time a student has to enter their time on timesheets?
Answer: To view how much time a student has to enter/has entered you can use the reports for the review. For the step by step guide, please click on the link Timesheet Management.
Question: Can students edit their Timesheet and resubmit for approval?
Answer: Yes, it is possible for students to edit and resubmit their Timesheets for approval for the ones that are in ‘Pending Review’ status. Timesheet entries that are in ‘Approved’ status cannot be edited or resubmitted by the students unless school admins change the status to ‘Not Approved’.
Forms / Evaluation FAQs
Question: Can I make my custom form?
Answer: At the moment, the custom form can only be created by contacting support.
Question: How do I request a new form?
Answer: Schools can reach out to their CSS or AM or send a ticket to the support team.
Question: Can the student select a CI added by them and not assigned by the school to their forms or evaluations?
Answer: Yes, the student can.
Question: How to distribute the form for the CIs?
Answer: Here is the link for Distributing Evaluations [link].
Question: Can we share responses for only selective forms with the CI?
Answer: Yes, the actors and the workflow for a form can be configured by the school.
Question: How to publish the form on the placement day, should we add 0?
Answer: Yes, 0 can be added to publish the form on the placement start date and select the anchor as before placement start date.
Q: How to email midpoint evaluations?
A: To email midpoint evaluations, please follow the steps from this link
Q: Can preceptors view the completed evaluations that students complete on them?
A: Yes, they can, however the workflow needs to be setup accordingly while configuring the evaluations.
Q: How to resend an automated mid-rotation evaluation form?
A: To resend an automated evaluation, please follow the steps from this link
Question: Why is my preceptor not receiving email links for the evaluation?
Answer: The site may not have whitelisted the IP address for Exxat. If preceptors/educators/CI/TS/FS are not receiving emails, contact your IT support to add the Exxat domain and IPs to the site's firewall whitelist.
IP addresses to whitelist:
- 159.183.127.158
- 159.183.123.80
- 20.242.145.220
Q: How do I export a student's performance assessment?
A:
- Select Learning Activities from the left menu or dashboard.
- Select the learning activity group from the left panel and select ‘Rotations’ tab.
- Here you will see the list of rotations and all the activities that have been activated for each rotation.
- Click on ‘Forms/Evaluations’ for that rotation.
- At the left side all the list of forms and other activities will be listed.
- Scroll down to the bottom of the list.
- Click on “Student Performance Review”.
- Click on ‘Export Summary’.
Q: How can I download the raw responses from surveys that are still in progress?
A:
- Select Learning Activities from the left menu or dashboard.
- Click on ‘Reports’ from the left side under Course Offerings or under the Action column beside the desired course.
- If you want to check the reports for the learning activity group that you have created, select the group from the left panel and select the ‘Reports’ tab.
- Here you will see the list of all the reports for all the activities that have been activated.
- Click on the ‘Raw Data’ report if the survey is placement-based.
- Click on the ‘Raw Data for Non-Placement Forms’ report if the survey is non-placement based.
- In this page select the following:
- Forms/Evaluations - select the survey form from the drop-down.
- Rotation - select the rotations.
- Settings - select the preferred settings.
- Status – select the status ‘In Progress by Student’
- Click on ‘+ Generate Report’.
- To download this generated report, click on the export icon beside the Generate Report button.
Q: How do you change Action Based Notifications (when status changes) are active?
A: To change already activated Action Based Notifications, please reach out to Exxat support at v4support@exxat.com.
Q: Where do students upload evaluations?
A: Here is the step-by-step guide Link
Q: How to delete a form?
A: A form cannot be deleted completely from the system; it can be marked as 'Inactive'.
To inactivate a form, follow these steps:
1. Select Courses: Go to your dashboard or left menu and select "Courses."
2. Choose Course: Select the course you’d like to manage.
3. Access Learning Activities: Expand the Learning Activities option on the left panel and select "Setup."
4. You will see all the activated forms for the course. Click on the pencil icon for the activated form that you’d like to deactivate under Forms/Evaluations.
5. Deactivating Form: Click on the ‘Active’ toggle button for the form and switch it off if you’d like to deactivate it.
6. Save Changes: Click "Save" when done.
Your form will now be deactivated!
If you want to completely remove a form from the system, please reach out to Exxat support at v4support@exxat.com.
Q: How to update a due date for a form?
A: To update a due date for a form, follow these steps:
1. Select Courses: Go to your dashboard or left menu and select "Courses."
2. Choose Course: Select the course you’d like to manage.
3. Access Learning Activities: Expand the Learning Activities option on the left panel and select "Setup."
4. You will see all the activated forms for the course. Click on the pencil icon for the activated form that you’d like to update under Forms/Evaluations.
5. Updating due date: Update the due date in the option ‘Due date for the final form is’.
6. Save Changes: Click "Save" when done.
Q: How can I delete a learning activity that has already been completed?
A: A learning activity cannot be deleted completely from the system; it can be marked as 'Inactive'.
1. Select Courses: Go to your dashboard or left menu and select "Courses."
2. Choose Your Course: Select the course you’d like to manage.
3. Access Learning Activities: Expand the "Learning Activities" option on the left panel and select "Setup."
4. You will see all the activated learning activities for the course. Click on the pencil icon for the specific activity you want to deactivate (e.g., Timesheets, Forms/Evaluations).
5. Click on the ‘Active’ toggle button and switch it off.
6. Save Changes: Click "Save" when done.
Please note that it is not advisable to deactivate a learning activity as all the data associated with same might get deleted.
Q: Can I add a time log for a student?
A: No, only students can add a time log from their own account.
Q: How can I pull yearly data on student evaluation?
A: Here is the guide link.
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