Overview

Locations represent clinical sites where students may complete placements, interventions, assessments, and other program-related activities. The Locations module allows administrators to maintain site information, manage location-specific activities, and configure program-specific settings.

To access Locations in Exxat Prism follow this navigation

1. Login to Exxat Prism using your university credentials. 
2. From the the Exxat Prism dashboard or the hamburger menu, navigate to Sites.
   
3. Go to Locations tab in the top-menu, you will see all the locations in Exxat Prism. 
4. Select a location from the Locations grid to see more details associated with the location. 
   

The Location Profile serves as the central location for managing site information and related activities.

Add a Location

Administrators can add new locations to their program from the Sites page.

Add a New Location

1. From the Exxat Prism dashboard navigate to Sites.
   
2. In the top-menu go to Sites tab. and select a site you want to manage from the list. 
   
3. In the sites page go to Location tab and click Add Location.
   

4. Enter the required location information and Click Save.

   

Location is added successfully.

Exxat Prism automatically retrieves HRSA designation information for the location.

Update or Edit a Location Details

1. From Exxat Prism dashboard navigate to Sites  and go to the Locations tab.
2. Select the location to manage. 
   
3. Select Edit icon in each section to update the required information.
4. Select Save.
   

The updates to the location details are saved. Repeat this for each section.

Move Location

The Move Location feature allows administrators to transfer a location from one site to another while preserving location-specific information, associated records, slots, and placements. Once moved, the location inherits applicable site-level settings and requirements from the destination site.

Use Move Location when:

• A location was created under the wrong site.
• An organization restructures sites and locations.
• A location needs to inherit settings and requirements from a different site.
• Existing placements, communications, and assessments must remain intact during the transfer.

Step 1: Open the Location

1. Navigate to Locations tab in Sites and click on the location name.
   

2. Click Move Location.
   
    

   Note: Only users with appropriate permissions can move locations.

Step 2: Select the Destination Site

The Select a Site page displays all eligible sites associated with your program.

1. Search or filter the site list if needed.
2. Select the destination site using the radio button.
3. Click Next.
   

Step 3: Review the Move Summary

The Additional Info page provides a visual representation of what information will move and what will remain with the original site.

Step 4: Complete the Move

After reviewing the summary:

1. Click Move Location.
2. Wait for the process to complete.
3. Verify that the location appears under the destination site.
4. Review any contracts or site-specific configurations that may require updates.

Result:

• North Star now belongs to 3D Physical Therapy - Promp
• Existing placements remain intact.
• Communications and assessments remain associated with the location.
• Site settings from Ability Center are not transferred.
• North Star begins inheriting applicable site-level attributes from 3D Physical Therapy - Promp
  
   

Important Considerations

Best Practice

Before moving a location:

• Verify the destination site is correct.

• Review the move summary carefully.

• Confirm that inherited requirements from the destination site are appropriate.

• Review contract associations after the move is completed.

• Notify stakeholders if the move impacts active placements or workflows.

Delete Location

If you are no longer working with a location, you can delete it. A location can only be deleted if there are no slots or placements associated with it.

Before you delete a location

Deleting a location permanently removes it from all programs where it is used, including:

• All location-specific details
• Communications, interventions, and assessments
• Associations with personnel
• Important: This action is irreversible. Deleted data cannot be recovered.

To delete a location:

1. In the sites page Navigate to Locations tab.
2. Open the location you want to delete.
3. in the upper-right corner of the page, click Delete Location 

4. In the confirmation dialog, enter the verification number displayed on the screen and click Delete.
   

   

If you cannot delete the location

If the location has existing slots or placements, it cannot be deleted. Remove the associated slots and placements before attempting to delete the location.

If you need assistance, contact prism-support@exxat.com

About (Location Profile)

The Location Profile provides a comprehensive overview of a location and serves as the central workspace for viewing and managing location-related information and activities. It contains key details about the location and provides access to the settings, configurations, and operational information associated with the site.

The Location Profile includes the following sections. 

Personnel

The Personnel section displays individuals associated with the selected location.

Program Administrators can:

• View personnel records
• Add personnel
• Edit personnel information
• Review contact details

For information on adding and managing personnel, see article: Managing Personnel

Communications

The Communications section stores communication records associated with the location.

Administrators can:

• View communication history
• Log communication activities
• Review correspondence associated with the location

For information on adding and managing personnel, see article: Adding and Managing Sites

Slots

The Slots section allows administrators to manage placement opportunities associated with a location.

Administrators can:

• Create slots
• Edit slot information
• Review slot availability
• Manage slot requests

For information on adding and managing personnel, see article: Adding and Managing Sites

Placements

The Placements section displays placement activity associated with the location.

Administrators can review placement records, assignment history, and placement-related information.

Interventions

The Interventions section allows administrators to manage intervention opportunities associated with the location.

Administrators can add, update, and review intervention records associated with the selected location.

For information on adding and managing personnel, see article: Adding and Managing Sites

Assessments

The Assessments section allows administrators to manage assessments associated with the location.

Administrators can create, review, and update assessment information as needed.

For information on adding and managing personnel, see article: Configure Custom Site assessment Form

Location Evaluations

The Location Evaluations section displays evaluations and feedback associated with the selected location.

Administrators can review evaluation history and site performance information.

Screenshot Placeholder: Location Evaluations section

HRSA Grant Information

The HRSA Grant Information section stores HRSA-related information associated with the location.

Administrators can view and manage HRSA-related records depending on their permissions.

Exxat Prism integrates with the Health Resources and Services Administration (HRSA) to automatically retrieve HRSA designation information for locations. This reduces the need for administrators to manually search HRSA resources and periodically update designation information.

When a location is added or its address is changed, Prism automatically retrieves the latest available HRSA information based on the location address. HRSA-managed information is kept read-only to help maintain consistency with HRSA data.

The integration supports information such as HPSA designations and scores, MUA/MUP, FQHC, Rural Status, RUCA Code, Rural Health Clinic, Critical Access Hospital, and other applicable HRSA designations.

You can:

• View HRSA information in the HRSA Grant Information section and Location Profile.
  

• Identify which information was populated directly from HRSA.

• See the last successful synchronization date and time.
  

• Use Sync from HRSA to retrieve the latest available information for a location.

  1. Click the Edit icon 

  2. In Edit HRSA Grant information - Click Sync From HRSA button.

  3. Click Save
     

• Manually maintain information that is not provided by HRSA, including applicable manual fields, notes, and supporting documents.

• Access HRSA information through the HRSA Report, including report exports.

• View applicable HRSA Tags when reviewing locations in areas such as Slot Requests, Explore Locations, and the Slots List.

Only applicable HRSA designations are displayed when viewing saved information. For example, designations that apply to the location are shown, while fields with No or unavailable values are omitted. Where applicable, HPSA scores are displayed with their corresponding designation.

Prism also periodically synchronizes HRSA information to help keep location data current. If HRSA synchronization is unsuccessful, existing HRSA information is retained rather than overwritten.

Troubleshooting

Frequently Asked Questions