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Exploring and Managing Sites and Locations

  • Updated

As a faculty member, you will have access to all sites and locations added by your school administrators. While you can view the details of these sites and locations, editing or updating them is restricted. If updates are required, please reach out to your program administrators. Additionally, you will be able to log site and location assessments and track or follow up on any assessments you have submitted.

Sites:

A “Site” is best described as the group or entity with which a contractual relationship is established.  Just as a contract may cover one or many physical locations, a “site” may include one or many physical locations. 


The purpose of a “site” is to create a common entry from which information may be disseminated to a location.  Documents, clinical personnel, administrative personnel and clearance requirements entered at the “site” will be visible at all of that site’s locations.

Site Details 

1. Viewing Site Details

  1. Select "Sites and Location" from your dashboard OR

    Click on the Hamburger  menu and click on "Sites and Locations"
  2. You will land on the locations tab by default
  3. Click on Site tab 
  4. Select the desired site
  5. When accessing a site's profile, you will see the About section.

    This includes:
  • Site Name and Address: Mandatory fields provided by the administrators.
  • General Contact Information: Key contacts at the site.
  • Total Active locations

2. Programs and Requirements 

  • Programs: If your institution shares sites across multiple programs, you will see a list of programs that utilize the site. (Editing this list is restricted to administrators.)
  • Requirements: A list of the site’s requirements for students, including:
    • Documentation or certifications students must provide before beginning their placement.
    • Information that applies to all locations associated with the site.
    • Requirements are visible to students once they are placed at a location under this site.

Updates or new requirements added by administrators will not apply to students who have already started or completed a placement.

  • Student Requirement Uploads: Documents required by the site, which are shared with students via a profile link.

3. Settings

The Settings section displays site-wide configurations, including slot availability and other general site settings. These apply to all associated locations.

4. Categories

If your program has curated specific categories, these will be visible in this section. Categories apply to all locations associated with the site.

5. General Documents

Administrators can upload general documents related to the site. Faculty can view these documents, which may include:

  • Policies and procedures.
  • Documents shared with students placed at locations under this site.

6. Notes

The Notes section contains important information maintained by the administrators. Some notes added under Notes shared with students will be shared with students and displayed in the Explore Clinical Locations section.

7. All Locations associated with a site:

  1. Click on Site tab 
  2. Select the desired site
  3. Select the Locations tab to view all the locations associated with a site
  4. Select any desired location where you want to view more information 

 

Adding Assessments for Sites

  1. Select "Sites and Location" from your dashboard OR

    Click on the Hamburger  menu and click on "Sites and Locations"
  2. You will land on the locations tab by default
  3. Click on Site tab 
  4. Select the desired site for which you want to add assessments
  5. Select the Assessment tab
  6. The Page will load all logged Assessments. Click on + Add Assessment
  7. A drawer will open with three steps: Basic Details, Form Details, Summary & Follow Up. You can always save your progress if you’d like to complete the form at a later time.
  8. In the Basic Details section, you will provide:
    1. Basic information on the visit
    2. Placement Details (if applicable)
    3. Upload files if needed.
    4. Click Next once done.
  9. In the Form Details section, you will have a default template built in. If you have your own form, you can get it created by contacting prism-support@exxat.com. Once done, click Save Form Details, and Click Next.
    11.png
  10. In the Summary & Follow-Up section, you’ll provide a final assessment and indicate if this requires a follow-up. Click
    11.png
  11. Your assessment will be saved. You can edit or delete them if needed.
  12. Click on the Pencil icon to make edits to an existing assessment
  13. You will be able to only access and see the assessments that are added by you. 

Location 

A “location” is best described as an address associated with the site.  In addition to the documents, clinical personnel, administrative personnel, and clearance requirements entered at the “site” that are visible at each location, users may choose to add any of these items that are unique to that location.

Location Details:

  1. Select "Sites and Location" from your dashboard OR

    Click on the Hamburger  menu and click on "Sites and Locations"
  2. You will land on the locations tab by default
  3. Find and select your desired location. 
    1. Use the search or filter options to quickly find what you are looking for.
    2. Viewing Location Details: When accessing a location's profile, you can view the following sections:

      1. Basic Information: Includes the location name and full address (mandatory fields).

      2. Address Information: Displays the detailed address of the location.

      3. Contact Information: Shows optional details like office phone number, fax, and website (if provided).

      4. Additional Information: Indicates whether the location is rural, serves underserved populations, or is visible to students on the map.

    3. Settings

      This section displays settings for the location:

      • If settings were added at the Site level, they will appear here as inherited items.
      • For PA programs, an additional ARC-PA Settings section may be visible, providing compliance-related configurations.
    4. Contracts
      View details of all contracts associated with a location

    5. Categories

      Displays curated program categories, if any:

      • Categories added at the Site level will appear as inherited items in this section.

    6. This section lists the requirements that the location asks of students:

      • Inherited requirements from the Site level will be displayed in blue.
      • Requirements visible to students once they are placed at this location include:
        • Documentation or certifications needed before starting their placement.
      Note: New requirements or updates added after a placement starts will not be visible to students already placed.

    7. Student Requirement Uploads

      This section displays the documents required by the location:

      • Documents inherited from the Site level will be listed.
      • These are shared with students via a profile link when they are placed at this location
    8. General Documents

      This section displays general documents uploaded by administrators:

      • Documents inherited from the Site level will be listed here.
      • These documents may include policies, guidelines, or additional resources shared with students.

    9. Notes

      The Notes section contains important information added by administrators:

      • Notes inherited from the Site level may also appear here.
      • Some notes are shared with students and displayed on the Explore Clinical Locations page.

    10. Housing and Parking Information

      This section provides details about housing and parking availability at the location:

      • Information shared here is visible to students on the Explore Clinical Locations page.

Note: Inactive locations will not appear to students on the Explore Clinical Locations page

 

Adding Assessments to Locations

  1. Select "Sites and Location" from your dashboard OR

    Click on the Hamburger  menu and click on "Sites and Locations"
  2. You will land on the locations tab by default
  3. Find and select your desired location.
    1. Use the search or filter options to quickly find what you are looking for.


  4. Select Assessments from the left panel.
  5. The Page will load all logged Assessments. Click on + Add Assessment
  6. A drawer will open with three steps: Basic Details, Form Details, Summary & Follow Up. You can always save your progress if you’d like to complete the form at a later time.
  7. In the Basic Details section, you will provide:
    1. Basic information on the visit
    2. Placement Details (if applicable)
    3. Upload files if needed.
    4. Click Next once done.
  8. The Form Details section you will has a default template built in. If you have your own form, you can get it created by contacting prism-support@exxat.com. Once done, click Save Form Details, and Click Next.
    11.png
  9. In the Summary & Follow-Up section, you’ll provide a final assessment and indicate if this requires a follow-up. Click
    11.png
  10. Your assessment will be saved. You can edit or delete them if needed.
  11. Your assessment will be saved. You can edit or delete them if needed.
  12. Click on the Pencil icon to make edits to an existing assessment
  13. You will be able to only access and see the assessments that are added by you. 

 




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