1

GHS Rotation Request andClearance Instructions

via

myClinicalExchange

FOR UNIVERSITIES

2016-2017

These instructions are designed for all NEW clinical and non-clinical requests.

LOGGING IN TO MYCLINICALEXCHANGE (mCE) FOR THE FIRST TIME

Here is how to log in and set your e-mail preferences.

1.)Navigate to can use any browser: Google Chrome, Firefox, Safari, and Internet Explorer V9 or higher).

2.)Click on “Schools Login here” in the middle of the page (it is in between “Hospitals” and “Students”).

3.)Click the “Forgot Password?” link.

4.)The system will prompt you for your login ID.

5.)Your login ID will be your University email address.

6.)Click Email Password and the temporary password will be sent to your e-mail inbox.

7.)Go back to the log in page and enter your login ID and the password that was sent to you. Then click Sign In.

8.)Once you log in, click your name in the upper right corner to reset your password AND select which e-mails you would like to receive from mCE. A brief description is below:

  1. Contract Expiry – receive an e-mail when a contract expires
  2. Delete Rotation Student – receive an e-mail when a student is removed from a Rotation
  3. Delete Rotation – receive an e-mail when a Rotation (approved, NOT Request) has been deleted
  4. Edit Rotation – receive an e-mail when a Hospital has edited an approved Rotation
  5. New Rotation – receive an e-mail when the Hospital approves a Request
  6. Pending Survey – receive an e-mail when a Survey has NOT been completed by a Student
  7. Rotation Non-Compliance – receive an e-mail (4 weeks/2 weeks/day of rotation) when a Student is NOT compliant
  8. Rotation Start Roster– Receive a roster of students who are starting TODAY (this might be one you could Request your Preceptors/Oversight Users to turn on so you don’t have to e-mail that information out)
  9. Student Compliance Expiry – receive an e-mail (1 month/day of) when a Student has a compliance item expiring

Please note: It is essential that you login for the first time to begin receiving notifications of rotation requests, students completing clearances, etc.

STEP 1: REQUEST FOR A ROTATION

All NEW clinical and non-clinical rotation requests go directly through myClinicalExchange (mCE) and are received by the GHS departments for review. Full instructions on creating a rotation request in mCE are listed below.

  1. After logging in, you will see the Home Page of myClinicalExchange. Click on the orange button on the top right labeled New Request.This will navigate you to the New Request page.

ALL items marked with a “®” (in the list below and in the system) are REQUIRED BY GHS before you can submit this Clinical Rotation request.

  1. SUBMIT A NEW REQUEST TO: Select “GHS”
  1. ®FACILITY:

Click the link that says “Click here to select.” A pop up window will open. Click the orange Search button. Scroll through the various GHS facilities until you find the one you want. Click the radio button to the left of the facility name and then click OK. This will let GHS know which particular facility your student(s) would like to spend their Rotation time in.

CLASSIFICATION:

Not usually a requirement so you can leave it blank if you want.

ROTATION TYPE:

Not a requirement so you can leave it blank if you want.

  1. STUDENT DETAILS: Upper left side of Request screen

®PROGRAM

Choose from the drop down menu what academic program your students are enrolled in at your University.

®DEG./CERT.

Choose what type of degree or certification the student is working towards.

COHORT (®Required for Nursing)

Choose from the drop down menu what grade level/year/group your students are.

COURSE (®Required for Nursing; Recommended if applicable to other programs)

Please choose the appropriate course corresponding with your request by following these specific instructions:

1.)DO NOT simply type the course name or number in the text box to the right of the word "Course." The system will not recognize this information and will delete it.

2.)Click the word Course, which will open a separate window, allowing you to choose any classes uploaded by your Academic Institution.

3.)Select the course you want using the button on the left.

4.)Click Add Selected Course.

5.)If you have not uploaded any courses into mCE, the pop up window will be blank.

If your course is not listed, create the course in mCE by completing the following steps:

1.)Click on Administration at the top of the mCE screen and scroll down and click on Course Catalog.

2.)Select your Program

3.)Under “Add / Edit Course” enter the following requirements:

  1. ®Code (Clinical course #, such as NUR 123)
  2. ®Name (Clinical course name, such as Basic Care and Comfort)
  3. ®Syllabus (Copy and paste from a Word Document)
  4. ®Course Objective (Copy and paste from a Word Document)
  5. ®Clinical Objective (Copy and paste from a Word Document)
  6. ®Active (Check mark to indicate this course is active. At any time you can edit your course or uncheck to make course inactive.)
  7. Assessment Rubric
  8. Survey Rubric
  9. ®Program (Select Program)
  10. Click “Save”

®TERM

Choose from Spring, Summer, Fall or Winter. Manually type in the year.

ASSESSMENT/ SURVEY

You are not using this so just leave it blank.

ALLOW STUDENT ATTENDANCE APPROVAL?

Check mark this box if the student will be responsible for keeping track of and submitting their own attendance records. This is useful for practicum students.

  1. ADD OVERSIGHT USERS: (Bottom left side of Request page; Include all knownClinical Faculty at time of request; update Clinical Faculty prior to clinical start date)

Oversight users include: Course Instructors, Clinical Instructors, Clinical Coordinators, or Preceptor/Staff.

1.)Click on the Click here to Associate to the right of the boxes.

2.)This will open a pop up window.

3.)Choose from a list of people you have added in the past OR click the “Create New User” button at the top.

  1. If you create a new user, fill in the required information.

4.)Use the check mark boxes on the bottom left to let those giving oversight know what their duties might include.

  1. Accompanies student during their rotation: check mark this to let the Hospital know that someone is accompanying the students on their clinical rotation days.
  2. Approves Attendance: mark this box if this person keeps track of the student's attendance.
  3. Performs Assessment (Clinical Evaluation): mark this box if this oversight person will be providing feedback on the student's work. Checking this box will push the Assessment that you added in ASSESSMENT step above.

5.)Click OK to add your selected/newly created people to the rotation.

  1. ROTATION DETAILS: (Right side of Request page)

®PROGRAM:

Please select what type of program you are submitting the student to for their clinical rotation. This list of Programs is controlled by your Affiliate Agreements with different Hospitals. If you do not see the appropriate Program in the drop down menu for the Hospital you are submitting you’re Request to, please contact the GHS Office of Student Services () and ask them to add the correct Program.

®DEPARTMENT:

Request a department for your students to be placed in. This is a requirement for Cohort Rotations!

®UNIT:

This is a sub-menu of the above Department. Choose a specific Unit for a rotation request or practicum location of the student. This choice can be altered at any time by the Hospital. The options available in the drop down menu will be limited depending on what you choose for Department above.This is a requirement for Cohort Rotations!

®OPENINGS:

Enter the number of students you are requesting a rotation for. For example, if you will be rotating 24 students through the clinical site, maintaining the appropriate daily student ratio, please enter 24. After request confirmation and student pairing with the request, this allows you to choose from the 24 students and apply them to a specific clinical date.

®DATES:

Click the drop down menu for a calendar to appear or manually enter the date in mm/dd/yyyy format. A start date and end date for the rotation request are required.

®DAYS:

Select what days you want the students to be at their clinical rotation.

®SHIFT HOURS:

Enter how many hours you want the student at the clinical rotation per day. For example, do you want them to have 4 hour shifts, 8 hour shifts etc.?

®SHIFT:

Select from the drop down menu what time of day you prefer your students to work their shifts.(In Comments section: Please include clinical start / end time if different from the listed options.)

®TOTAL HOURS PER STUDENT:

Enter the total number of hours you want each student to work before the end of their clinical rotation. For example, if your students are working 4 hour shifts on Monday and Thursday for 3 months, then an individual student’s total hours would be around 96. (4 hours shifts x 2 days a week = 8 hours x 12 weeks = 96 hours).

LOCATION PREFERENCE:

Do not use.

COMMENTS:

You may add any extra comments to the Request which will be seen by the Organization when the request is submitted. (*Please include clinical start/end time if different from the listed options.)

  1. Final Steps of Rotation Request…

Two options: Save as Draft or Submit for Approval

  1. Click Save as Draft if you still have editing to make on your request. If you click Save as Draft, it will not submit your request to GHS, and allow you to make changes or edits if necessary. When filling out a draft, make sure to fill out all the required items, and then save it as a draft.
  2. Click Submit for Approval to submit the request to GHS. If the form is incomplete, the system will return an error message telling you what required items are still missing.
  3. If you have properly entered all required information, the system will redirect you to the Home Page and you will see your Request listed there.

STEP 2: GHS’ APPROVAL OF STUDENT PLACEMENT

GHS staff specific to your program will then log into mCE and approve (or possibly decline) your Request. If they decline, the Request is closed. If they approve, it’s time to move onto Step #3!

STEP 3: SEND STUDENT ROSTER FORM TO MYCLINICALEXCHANGE DIRECTLY

After the requesthas been approved, please send your Student Roster(properly formatted) directly to myClinicalExchange at ND always copy for upload of all the student names into the system. Please do not forget to send the email to both parties. It is essential to keep both mCE and GHS knowledgeable about your students.

mCE will connect the students on the roster to the approved Request # and Rotation # indicated on the roster spreadsheet. If these numbers are not included on the roster, then mCE cannot schedule your students to the requests.

PLEASE NOTE: Students who do not yet have an officially confirmed placement at GHS, should not be sent to myClinicalExchange until they are officially placed.

STEP 4: STUDENTS RECEIVE EMAIL

Students will be then officially scheduled in our system and receive an introductory email walking them step-by-step through how to log in to myClinicalExchange and complete their clearance process.

STEP 5: STUDENTS LOG IN TO MYCLINCIALEXCHANGE

Students log in to myClinicalExchange and go directly to the "START HERE" document that outlines all of our requirements and how to upload them into myClinicalExchange.

STEP 6: STUDENTS OR FACULTY/CLINICAL COORDINATORS UPLOAD INFORMATION

FOR STUDENT UPLOAD:Students click on the "COMPLIANCE" tab, "click here to edit" and are able to add their documents and required fields to complete their compliance.

FOR FACULTY/CLINICAL COORDINATOR UPLOAD:As the Coordinator, however, you always retain the ability to enter information on a student’s checklist directly. The directions in this section are for direct data entry onto the student’s compliance checklist ONLY.

  1. Login to myClinicalExchange -
  2. Click on the magnifying glass icon in the upper right corner of your home page in myClinicalExchange.
  3. This will navigate you to the student search page.
  4. Click the orange “Search” button to pull up your roster of students.
  5. Click on the Student’s name to open their profile.
  6. The top half has student information and the bottom half has a row of tabs. Click on the “Checklist” tab.
  7. After careful review of documentation, select the check mark boxes in the far left column to verify that a student has completed items.
  8. Value Columns must be filled.
  9. BACKGROUND CHECK: Date of completed background check.
  10. DATE OF BIRTH: (mm/dd/yyyy) format
  11. SSN: Last FIVE digits of the student's SSN
  12. PHOTO: Must enter "yes" in value column
  13. IMMUNIZATIONS:
  14. MMR, Varicella, and Hep Bask for date of last immunization (mm/dd/yyyy)
  15. PPD and Flu Shot ask for Expiration Date one year after the last immunization or reading
  16. HEALTHSTREAM: Date of completion of modules
  17. CITI modules (research only): Date of completion of modules
  18. MAKE/MODEL OF VEHICLE: Written in value column not in comments
  19. STATE/LICENSE PLATE NUMBER: Written in value column not in comments

For Nursing Students, there are typically additional requirements in the compliance checklist including

  • Expiration date of BLS/CPR certification
  • Expiration date of Liability Insurance
  • Date of completed EPIC Training Modules
  • Date of completed EPIC In-person trainings
  • Date of completed EPIC Playground trainings
  1. Add any comments or notes if necessary in the “Comments” section.
  2. Be aware that the Hospital and the Student will be able to view these notes.
  3. To upload supporting documentation in compliance checklist, click the “Add Document” button.
  4. To upload a document, click the “Add Document” button.
  5. A pop up window will appear.
  6. Click the “Browse” button.
  7. A second pop up will appear with all your files and folders from your hard drive.
  8. Navigate to and select the file you want to upload by double clicking it.
  9. The file path name will appear in the box to the left of the “Browse” button.
  10. Click “Upload” to begin the upload process.
  11. When the file has uploaded, you will see the file name above the “Add Document” button on the checklist.
  12. The Hospital, the University and the Student will be able to view this document.
  13. The following supporting documents must be uploaded:
  14. Copy of completed background check
  15. Photo: In JPEG format
  16. Immunizations:
  17. MMR, Varicella, and Hep B, PPD and Flu Shot
  18. If all immunizations are listed on the same document, you must upload the document for each individual immunization
  19. HealthStream Certificate of Completion
  20. CITI modulesCertificate of Completion (if applicable)

For Nursing Students, there are typically additional documents to upload in the compliance checklist including:

  • BLS/CPR Certification
  • Liability Insurance Verification
  • EPIC Training Completions
  1. Click “Save” and then “Close”.

STEP 7: STUDENT MATERIALS GO THROUGH APPROVAL PROCESS

Once a student has uploaded all of their required documents, entered information into the required fields, and submitted their compliance checklist in mCE for approval, the Office of Student Services will review.If there are any incomplete items in mCE, the Office of Student Services will decline their compliance checklist, and the students will receive an email to let them know that there are still missing items. Students must complete all necessary items in mCE or they cannot begin their rotation.

Students with incomplete/not approved compliance checklists will have a red thumbs downby their names in mCE. Students with approved compliance checklists will have a green thumbs up by their names.

STEP 8: STUDENTS ARE CLEARED

When a student has been approved as a result of completing all compliance requirements, then their status changes from a red thumbs downto a green thumbs upin our system. Immediately, they are notified that they are fully cleared and ready for their rotation. If a student is not cleared, they receive a reminder email weekly until they are cleared.

STEP 9: STUDENTS ARE ISSUED A BADGE

After receiving a green thumbs up, the students badge will then be sent directly to the GHS Badge Security Office the morning after the student’s clearance was completed and approved.

STEP 10: STUDENTS PICK UP BADGE

ONLY AFTER they are approved, studentscan go to the Badge Office at Greenville Memorial Hospital to pick up their badge and parking hang tag (for the Greenville Memorial Campus).