Sending Continuing Education Notifications and Thank You Emails

Once a placement is over, you can send a notification to your clinicians to thank them or continue email notifications for taking a student! In this article, we will talk about:

Sending Thank You emails
Setting up Thank You Certificates in an email
Sending Continuing Education Units Based on Supervision Percentage %
Sending Continuing Education Units Credit Email
Sending Thank You email without Continuing Education Units
Sending Thank you emails with CEU Credits & Clinical Hours Based on Supervision Percentage

Steps:

Select Placements from the left menu or dashboard.
Select the course you’d like to manage.
1. You can also select a placement group to manage multiple courses at a time.
If you selected a placement group, click Placements for Group.
Select the Email & Publish tab, the rotation you would like to send notifications for and ensure to select Clinician from the Notify header.
1. You will see a different label depending on your program (Clinical Instructor, Preceptor, Fieldwork Educator, Supervisor).
Manage Student Added Preceptor / CI / Fieldwork Educator/Supervisor
1. If your program allows students to add clinician details, you may want to ensure the information you have on file is correct.
2. Click Manage to review their contact information.
3. You can link a student-added Preceptor / CI / Fieldwork Educator/Supervisor to your site personnel records in one of the following ways:
  1. Clinical Instructor does not exist under site personnel: You can add them by clicking on the “Add Clinical Instructor” button.
  2. Preceptor / CI / Fieldwork Educator/Supervisor exists under site personnel:
    1. If you want to retain existing personnel information, select the personnel from the list below and click on “Link” on the top right. This will override student-added clinical instructor information with existing personnel information.
    2. If you want to update existing personnel with student-added information, you can do so by clicking on the personnel name. This will redirect to the personnel profile page. Please ensure you are linking active personnel. Inactive personnel to which a student-added clinical instructor is linked will not be shown in the Email & Publish tab
If the clinician column has NA for any placements, you must associate a clinician with the placement or request your student add them to their placement (if applicable) before you can send them notifications.
You can update this by going to Placements and updating the student’s placement details.
If your program has set up the rotation to thank clinicians with credit for hours using percentage Supervision or Actual Clinical Hours, you will have an additional column, Actual Clinical Hours
This column will show you the total number of hours which will be sent to the clinician, along with the percentage shown in parentheses. If you need to make changes to the %, click on the pencil icon.
A drawer will open. Update the Supervision % and click Update. The Actual Clinical Hours will automatically update.
If your program has set up the rotation to thank clinicians with credit for hours by either a set number of hours or sing approved timesheet hours, you will have an additional column, Actual Clinical Hours.
This column will show you the total number of hours which will be sent to the clinician. If you need to make changes, click on the pencil icon
A drawer will open. Update the actual hours as needed and click Update.
1. Set number of hours view:
2. Approved timesheet hours view:
3. You can even select multiple rotations while sending out email notifications. Change the “Mode” to “Group” and then click on the dropdown menu below the rotation tab which will allow you to select multiple rotations within that placement group.
Select the placements to send a notification for. Click Compose Email.
You’ll complete a three-step process to send out notifications. On the first step, review your recipient’s list. Click Next when ready.

1. Override recipient’s list: test this email by sending it to yourself
2. Reply to: if anyone responds to the email, the email listed will receive the responses
3. CC or blind copy any users
4. Attach any files as needed.
On the second step, you can choose from three different email templates available to that you can send out to your clinical.
1. Continuing Education Units Credit emails
2. Thank You Emails with Continuing Education Units
3. Thank You Email without Continuing Education Units.
  Note: To set up Thank You Emails and Certificates for PT programs, contact the Exxat support team. Once they've created the email template, you can choose it from the template options.
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 selection.
1. 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. You can also keep track of the status of the emails sent using the Email Dashboard.
Clicking on the Email Dashboard will open a new drawer where all the email statuses will show.
1. You can view the status of emails both sent and scheduled.
2. Select the recipient as Clinical Instructor and Email Type as Sent, you will see a column called Status which will allow you to track the email status.
3. Please note the status will change based on actions afterward. For any emails scheduled in the future sent to the preceptor/CI/supervisor, the status will state In Progress until the date it is scheduled.
4. Below is a list of some of the statuses this could change to:
  1. 1. In progress = email is on its way to be delivered
    2. Delivered = email has reached recipients inbox
    3. Opened = recipient has opened and viewed the email
    4. Link Clicked = The preceptor clicked the link to open the evaluation form
    5. Bounced = email was not delivered to the recipient due to technical issues i.e. email address is invalid, firewalls, etc.

Setting up Thank You Certificates in Exxat Prism

You can now generate Thank You Certificates to express your gratitude to your experiential supervisors (clinical instructors, preceptors, and educators) for their dedication and support of your students.

To set up your certificates:

Send a sample certificate to prism-support@exxat.com.
Exxat Support will integrate the certificate into your email templates.

Below is a sample certificate illustrating the format and type of information you can include:-

Once your certificate is set up, follow these steps to send emails with certificates:-

1. Ensure that key attributes, such as Clinical Hours, Timesheet Hours, or CEU Credits, are properly configured when setting up a rotation.
2. Select Placements from the left menu or dashboard and click on the Email & Publish tab.
3. Choose whether to send emails in Individual or Group mode.
4. Select the clinical instructors, preceptors, or educators you wish to thank (Note: They must be assigned to a placement to receive the email).
5. Use the standard Exxat template or create a custom email template.
6. Choose the certificate option when sending the emails and Send or schedule the thank-you emails accordingly.

Calculate CEU Credits & Clinical Hours Based on Supervision Percentage

At times, you might need to share CEU credits & hours with the clinical instructor or supervisor.
The Exxat Prism platform allows you to add CEU credits at rotation level, and the system calculates the CEU credit for each clinical instructor based on the supervision percentage added by the student.

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.
Select the Setup tab from the horizontal menu bar.
Click +Add Rotation or click on the existing rotation name to add CEU credits.
Students can add their clinical instructor and supervision percentage for each of them using Coursework section.
At the administrator end, click on Placement Module >> Email & Publish Tab >> Notify: Clinical Instructor option