This guide walks you through the complete patient logging workflow in Exxat Prism, including how to access coursework, select placements, create and manage patient logs, and generate reports to track your progress against program requirements.
You will also learn how to review and take action on logs flagged by your school or experiential supervisor, ensuring timely updates and compliance.
Additionally, this guide addresses common challenges and provides practical solutions to help you log patient encounters efficiently and accurately.
Patient logging is an essential aspect of clinical education, providing a detailed record of your interactions with patients. This guide outlines how to log patient encounters using the Exxat Prism system. It covers how to access coursework, select placements, add new logs, and run reports to ensure you are meeting patient log program requirements. The guide also explains how to handle logs that require your attention after your school or experiential supervisor reviews them. Additionally, this guide provides solutions to common issues you may face when logging patient encounters.
If Log with Leo is enabled for your placement, you may see an Assist with Leo option at the top of the Patient Log form. You can use Leo to suggest entries based on the encounter information you provide, or continue completing the Patient Log manually.
In this document you will learn how to:
- Add Patient Logs
- Use Log with Leo to assist with completing a Patient Log
- Send them for Experiential Supervisor Review
- Resubmit ‘Needs Attention’ Patient Logs
- Run Reports on Patient Logs
- Troubleshoot, if you have Trouble Adding Logs
Video Tutorial:
How to Add a Patient Log from the Coursework Section
- Login to Exxat Prism and navigate to the Coursework section.
Or
Go to the Hamburger Menu and select Coursework.
2. The system will display all the courses you are registered for.
3. If you wish to see the courses that require placement, click on the Require Placement tab.
4. If you wish to see the didactic courses, you can click on the Do Not Require Placement tab.
5. The page will always list any current placements at the very top, followed by upcoming placements, followed by courses in which you have not yet been placed and completed placements are found at the bottom.
6. Select the placement you would like to add a patient log for by clicking on the View Details button.
7. Scroll down the page to the Patient Logs section. The system will show you a count of your total logs, as well as any logs that need your attention, are in progress, and the average number of logs entered per day.
8. If most of your patient encounters have the same details, you can use patient log templates to quickly fill out common information in your patient logs.
a. To add a new patient log template, click on the create template hyperlink.
b. Then click on the add new template button to add a new template.
c. You will then need to provide the template with a name and make selections on the template indicating the common information.
- d. Once you are finished, click on the save button to save the template.
e. The new template will then appear in the template list on the left-hand side of the page. You can make changes to a previously added template by selecting the template, making your desired changes, and clicking on the save button. You can also delete a template by clicking on the delete hyperlink.
9. To add a new patient log, click on the + icon.
10. This will open a drawer with the patient log you will complete.
11. Your patient log may look like the example below, however you may have different sections to fill depending on your program:
12. To apply a template to the patient log entry, click on the Apply Template dropdown and select a template the common information will then be applied to your patient log.
13. If your patient log allows you to link an experiential supervisor, you will need to click on the experiential supervisor dropdown to assign this patient log an experiential supervisor.
14. The system will show you any experiential supervisors associated with your placement. Please select an experiential supervisor.
15. You may have the option to add any new experiential supervisor. To add a new experiential supervisor, click on the add experiential supervisor button. Please note that when you add an experiential supervisor, this new experiential supervisor will be assigned to your placement in this course.
16. You will then need to fill out the experiential supervisors information and click on the save button. The new experiential supervisor will then be assigned to this patient log and placement.
17. If your program requires ICD 10 information, as you type in a diagnosis, a dropdown will appear showing you a list of related diagnosis codes, click on the code you’d like to add.
18. For Required Diagnosis, begin typing in the search box to find the full list of available options. To remove diagnosis selections, click on the trash bin icon.
19. If your program requires procedure or medication details, you can add this information by typing the procedure or medication in the search box and selecting an option.
20. 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.
21. Once done, click the Submit button. The Patient log will then be sent to your school for them to review. Please note that if you would like to send these patient logs for experiential supervisor review, you will need to do this manually.
Clone Patient Log
Navigate to the Patient Log Details screen.
Locate the patient log record you want to duplicate.
In the Action column, click the Clone icon.
Make changes if required, click Save to save the log or click Submit to submit the log for review.
How to Add a Patient Log from your Dashboard
- On the Dashboard, locate the My Placements section.
In the applicable placement card, navigate to the Patient Log section.
- Review the patient log summary information, including:
- Total Logs
- Approved
- Need Attention
Click Add Patient Log.
In the Add Patient Log form, enter the required information.
Depending on your program configuration, you may be required to provide:
- Clinical Notes: Enter notes about the patient encounter, observations, or care provided during the visit.
- Date of Encounter: Select the date on which the patient encounter occurred.
- Patient Age Group: Select the age group that best represents the patient at the time of the encounter.
- Disease and Condition: Specify the patient's diagnosed condition, disease, or presenting health concern.
- Environment of Care: Select the healthcare setting where the patient encounter took place, such as acute care, outpatient, or community care.
- Interprofessional Practice information: Record information about collaboration with healthcare professionals involved in the patient's care.
- Additional patient encounter details: Provide any additional information required by your program regarding the patient encounter.
- Perform one of the following actions:
- Click Save to save the patient log as a draft.
Click Submit to submit the patient log for review.
Using Log with Leo to Complete a Patient Log
Log with Leo is an AI-assisted option that can help you complete a Patient Log by using the encounter information you provide. You can type, dictate, or attach an image containing encounter information, and Leo will suggest entries for supported fields in the Patient Log.
Leo may make mistakes. Always review and update the suggested information before submitting your Patient Log.
Availability of Log with Leo depends on your program or placement configuration. If the feature is not available, you can continue completing the Patient Log manually.
- Open a new Patient Log
Navigate to the applicable placement and open the Patient Log page.
Click Add Patient Log.
The Add Patient Log form opens. - Open Log with Leo
At the top of the Patient Log form, click Assist with Leo.
The Log with Leo window explains the three-part process:- Share your encounter notes by typing, dictating, or attaching an image.
- Leo uses the information you provide to fill supported Patient Log fields.
- Review and update Leo’s suggestions before submitting.
- Confirm that you want to use Leo
Review the information in the Log with Leo window.
Select the checkbox next to:
I choose to use Leo AI Log Assistant and understand that it will process the information I provide to autofill log entries.
Then click Log with Leo.
To continue without Leo, click Enter Manually. Provide the encounter information
The Log with Leo panel opens on the right side of the Patient Log form.
Use the input area at the bottom of the panel to provide information about the encounter.You can:
* Type the encounter information.
* Click the microphone icon to dictate the information.
* Click the + icon to attach an image.
You can describe the encounter using natural language. Leo uses the information you provide to determine which Patient Log fields it can complete.Important:Do not include patient-identifying information in the information you provide to Leo.
- Send the encounter information to Leo
After reviewing the information you entered, click the arrow in the input area to send it to Leo.
Leo analyzes the encounter information and suggests values for supported fields in the Patient Log.
The Patient Log remains available while the Log with Leo panel is open. Review the information filled by Leo
After Leo finishes processing the encounter, a summary appears showing how many fields were filled.
The summary may categorize fields as:- Exact Match
- Suggested
- Missing fields
Fields populated by Leo are also identified within the Patient Log.
Review each populated field carefully and make any required corrections.Note:A field filled by Leo remains editable. You can change a suggested value before saving or submitting the Patient Log.
- Complete the missing fields
Expand Missing fields in the Log with Leo panel to see which information still requires your attention.
Missing fields are grouped by Patient Log section, such as:- Case Information
- Visit Information
- Diagnosis
- Procedures
Additional Encounter Details
Enter the required information manually in the applicable section of the Patient Log.
Leo does not fill information that it cannot determine from the encounter information you provide.
- Save or submit the Patient Log
After reviewing Leo’s suggestions and completing the required information, perform one of the following:
Click Save to save the Patient Log and return to it later.
Click Submit when the Patient Log is complete and ready for review.
When submitted successfully, the log appears on the Patient Log page with its current status. The submitted log has a Pending Review status.
Sending Patient Logs for Experiential Supervisor Review
If you would like your experiential supervisor to review your patient logs, you will need to send your submitted logs for experiential supervisor review.
1. To send patient logs to your experiential supervisor, navigate back to the patient log section of the course activities page and click on the total log count.
2. On the Patient Log page, click on the send for experiential supervisor review button. Please note that you need at least one pending review patient log with an experiential supervisor assigned to it to send your patient logs for review.
3. All of your pending review patient logs with experiential supervisors assigned will be sent at the same time. The system will display a synopsis of who will be sent the logs and the number of logs that will be sent. If you are sure you would like to send your logs, click on the send button.
4. Your experiential supervisor or supervisors will then review your logs.
Resubmitting ‘Needs Attention’ Patient Logs
Keep an eye on the status of your logs. Once your school reviews them, they may mark them as Needs Attention. If this happens, you will need to review and resubmit these logs.
You will also receive an email notification on your email id linked to the Exxat Prism login, when the Status of your logs changes to "Needs Attention".
To do this:
1. Click on the count of ‘Needs Attention’ patient logs.
2. Click on the Log ID to view feedback provided by your school.
3. Review the School Feedback in the school feedback section of the log.
4. Make the necessary changes to the patient log and submit the log once again.
Running the Statistics Report:
We offer a comprehensive statistical report to view statistical information on your submitted patient logs and ensure you are meeting your program requirements.
1. There are a few different ways you can run the statistics report. To run the statistics report:
a. Click on the statistics icon within the patient log section of a course page.
Or
b. Click on the total log count, then click on the statistics tab.
Or
c. From the patient log tab of the learning activities section, click on the statistics icon in the statistics column.
2. This will show the statistical information regarding the logs entered in this course.
3. Each graph will display the frequency that specific options were selected on a patient log.
4. If you are placed multiple times in this course, you can use the rotations and settings dropdowns to filter the report by rotations or settings. You can also use the Setting or Rotation tabs to view segregate the graphs by setting or rotation.
5. To download or export this report, click the Export icon located in the upper right hand corner of the page.
Running the Patient Log Aggregate Report
The patient log aggregate report aggregates your patient log data for you to ensure that you have enough clinical encounters to meet your graduation requirements.
1. To run the clinical log aggregate report, navigate to the learning activities section from your left-hand menu and select the reports tab.
2. Then select the Patient Log Aggregate Report hyperlink.
3. Then click on the Select Course Offerings button to select the course offerings for which you would like to run the report.
4. You can use the search box or filter icon to search for specific course offerings. You can also change the type of the search box using the dropdown to the left of it.
5. After you have made your selections, click on the apply button.
6. You will then need to configure the options for the report. You can choose specific Rotations, Settings, Statuses, Sites, or Locations to include in the report.
7. You can also use the to date and from date fields to filter for logs submitted between specific dates. Click on the calendar icon in each section to do so.
8. In the group by section, indicate how you would like to group the aggregation of data. You can aggregate your data by Course offering, Rotation, Setting, Location or Site.
9. You can aggregate the data by multiple criteria at the same time. For example, if you are placed in different courses in the same setting, you may want to aggregate your patient log data by setting and then by course. This way you can view the total aggregate patient log data for each setting and break this down further by course.
10. Once you have configured all of the options, click on the generate report button to run the report.
11. The report will then be loaded below. You can view the number of times you selected specific options on your clinical logs, aggregated by your predefined criteria. Scroll right to navigate through all of the clinical log options.
12. If you would like to download the report for offline access, click on the export icon to the right of the generate report button.
13. Click on any of the boxes within the table to view a drill down report which displays the patient logs where this option was selected, or the time was indicated. You can view the placement information for the course to which the log was added and the log itself. Click on the download report button to download this report for offline access.
14. To view the log in a separate browser tab, click on the view log button.
15. You can then view and make changes to this patient log.
Running the Patient Log Raw Data Report
The Patient Log Raw Data Report is used to view all of your added patient logs according to your desired criteria.
To Run the Raw Data Report:
1. Navigate to the Reports tab of the Learning Activities section. And click on the Patient Log Raw Data Report.
2. Select the course offerings to run the report on using the Select Course Offerings button.
3. Configure the report by selecting the rotations, placement settings, submission statuses, sites, and locations you would like to run the report on.
4. Click on the generate report button.
5. In the report below there will be a row for each log entry. You can view the date indicated on the log, the log status, course for which the log was added, placement information, and the patient log information. You can scroll right to view all the options selected on each clinical log.
6. Click on the download icon to the right of the generate report button to download the report for offline access.
7. To view the log in a separate browser tab, click on the view log button.
8. You can then view and make changes to this patient log. Be sure to save or submit once you are finished.
Troubleshooting
If you experience issues while creating, editing, or submitting patient logs in Exxat Prism, refer to the following troubleshooting scenarios to identify the possible cause and resolve the issue.
| S. No. | Issue | Resolution |
|---|---|---|
| 1 | I am unable to add or submit a patient log for a particular encounter date. | You can create and submit patient logs only for encounter dates within your placement's start and end dates. If the encounter date falls outside your placement period, contact your school to review or update your placement dates. |
| 2 | Some dates are greyed out or unavailable when I try to create a patient log. | Your school may have configured restrictions on how far from the current date you can enter patient logs. If you cannot select the required encounter date, contact your school to review these restrictions. |
| 3 | I cannot change the Date of Encounter in my In Progress or Pending Review patient log. | The Date of Encounter cannot be edited once a patient log has been created, regardless of whether it is in In Progress or Pending Review status. Make sure you select the correct encounter date when creating a new patient log. |
| 4 | My patient log has been marked as Needs Attention. | This means your school has reviewed the log and requested changes. Open the patient log, review the feedback provided by your school, and make the required updates. Once you have addressed the feedback, resubmit the log for review. |
| 5 | I cannot send my patient log for experiential supervisor review. | Make sure you have at least one patient log in Pending Review status with an experiential supervisor assigned. Only logs that meet these conditions can be sent for experiential supervisor review. |
| 6 | The information in my patient log is not loading or displaying correctly. | Try logging out of Exxat Prism and logging back in. If the issue continues, open Exxat Prism in a private or incognito browser window. You can also try clearing your browser's cache and cookies before accessing the patient log again. |
Important notes
Encounter Date: Once a patient log has been created, its encounter date cannot be changed, even when the log is in In Progress or Pending Review status.
Placement date restrictions: Your school manages placement dates and any additional restrictions on selecting encounter dates. Contact your school if these settings prevent you from recording an eligible encounter.
Deleting patient logs: The deletion permissions for In Progress and Pending Review patient logs still need confirmation. Once verified, a troubleshooting scenario can be added for students who are unable to delete a log.
Frequently Asked Questions
You can add a patient log from the Coursework section or directly from your Dashboard.
From Coursework, open the relevant placement using View Details, scroll to the Patient Logs section, and select the + icon.
Alternatively, go to My Placements on your Dashboard and select Add Patient Log for the applicable placement.
Yes. If you have not completed your patient log, select Save to keep it in In Progress status.
You can return to the saved log later, complete the remaining information, and submit it when it is ready for review.
Yes. You can edit patient logs in both In Progress and Pending Review statuses.
An In Progress log can be updated before submission. You can also make changes to a Pending Review log while it is awaiting review.
However, certain fields, such as the Date of Encounter, cannot be modified after the patient log has been created.
No. Once a patient log has been created, the Date of Encounter cannot be changed, even when the log is in In Progress or Pending Review status.
You can update other editable information in the log, but the original encounter date will remain unchanged.
Important: Make sure you select the correct Date of Encounter when creating a patient log, as it cannot be modified afterward.
The availability of the delete option depends on the patient log's status and the actions permitted in Exxat Prism.
Editorial verification required: The existing article does not confirm whether students can delete patient logs in In Progress or Pending Review status. Confirm this behavior before publishing this FAQ.
When you select Submit, your patient log is sent to your school for review, and its status changes to Pending Review.
If your log also requires review by an experiential supervisor, you must send it separately for experiential supervisor review.
Open the Patient Logs section for the relevant placement and select Send for Experiential Supervisor Review.
You must have at least one Pending Review patient log with an experiential supervisor assigned.
When you proceed, all eligible Pending Review logs with assigned experiential supervisors are included. Review the confirmation details and select Send to complete the process.
If your school marks a patient log as Needs Attention, you can review the feedback, make the required changes, and resubmit the log.
Open your Needs Attention patient logs and select the relevant Log ID to review the school's feedback. After making the necessary updates, submit the patient log again.
You will also receive an email notification at your registered email address when a log's status changes to Needs Attention.
Yes. You can use the Clone option to create a new patient log using information from an existing entry.
On the Patient Log Details screen, locate the log you want to duplicate and select the Clone icon in the Action column.
You can then review and update the information before saving or submitting the new log. Cloning does not change the original patient log.
Yes, if Log with Leo is enabled for your placement.
Select Log with Leo while creating a patient log. You can type encounter information, dictate it, or attach an image. Leo will suggest entries for supported fields based on the information you provide.
Review the suggested information, correct any inaccuracies, and complete missing fields before saving or submitting your log.
Note: Do not include patient-identifying information when providing encounter details to Leo.
Yes. If your patient encounters share common information, you can create and use a Patient Log Template.
When adding a new patient log, select a template from the Apply Template dropdown to populate the saved information.
You can then complete any additional details specific to the current encounter.
Your school may have configured restrictions on the dates available for patient log entries.
You can enter and submit patient logs only within your placement's start and end dates. Your school may also restrict how far from the current date you can record an encounter.
If a required date is unavailable or appears disabled, contact your school for assistance.
Yes. Exxat Prism provides several reports to help you review patient log activity and track your progress.
You can use the Statistics Report to review the frequency of different entries, the Patient Log Aggregate Report to summarize clinical encounters, and the Patient Log Raw Data Report to view individual patient log records.
These reports can also be exported for offline review.
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