Adding and Managing Locations

This document serves as a comprehensive guide for managing Sites and their associated Locations within the system. It includes detailed instructions on adding and managing locations, maintaining relevant details, and performing various operations such as adding slot availability, assessments, communications, interventions, and HRSA grant information. It also provides guidelines for modifying and deleting locations, adding student requirements, and sharing specific location-related information with students.

• Introduction to Sites and Locations
• Deleting Locations
• Adding Slots by Site
• Adding Assessments for Locations
• Adding Location Communications
• Adding Interventions for Locations
• HRSA Grant Info

Within the system, you will have Sites (group or entity with which a contractual relationship is established) and Locations (a physical location where patient care takes place).

You’ll want to make sure you have at least 1 location associated with each site to ensure that they receive a Slot Request if needed. Let’s work together to add a Location!

1. Select Sites from your left-menu or dashboard.
   
   
   
2. Find and select the Site you’d like to manage.
   1. Pro-tip: use search box and filters to find what you’re looking for!
      

3. On the ribbon at the top of the page, click on Locations.
   
   
   
4. The page will load all existing locations for the selected site. Click +Add Location.
   
   
   
5. A drawer will open for you to add all the Location’s details:
   
   1. Please note that location name and full address are required before you can save.
   2. Basic Information
      
      
      
6. Address Information
   
   
   
7. Contact Information: optional if you have an office #, fax and website.
   
   
   
8. Additional Information: track whether this is a rural location, if it serves underserved populations, and whether it should show to students on the map.
9. Once you add all the information you’d like to enter, click Save.
   
   
   
10. The location will now be added in the system!
    Note: Please note that the inactive locations will not be shown to students on the Explore Clinical Location page.
    
11. On the About tab, you will be able to provide additional Location Information.
12. You can manage the information you initially entered when creating the Location.
    
    
    
13. View Contract information
    
    1. You can manage this at the Site level.
       
       
       
14. List out common Settings this location offers slot availability for.
    
    1. If settings were added at the Site level, you will see the inherited items listed in this section.
       
    2. You can modify the inherited settings from the site, if needed
       
15. If you are a PA program you will also find a section to add "ARC-PA" settings for your site and location 
16. Have program curated Categories? Add them to Locations here.
    
    1. If categories were added at the Site level, you will see the inherited items listed in this section.
       
    2. Edit any location categories  
        
17. List out any Requirements this Location asks of students.
    
    1. If requirements were added at the Site level, you will see the inherited items listed in this section in blue.
    2. This will be shared with Students once they are placed at any location associated with this Site.
       
    3. Edit any Requirements
       
18. If Locations require any documentation to be provided by your students prior to starting a placement, add them to the Student Requirement Upload (Shared via Profile Link)
    
    1. If documents were added at the Site level, you will see the inherited items listed in this section. You can turn this off using the Enable for this location option.
    2. This will be shared with Students once they are placed at this location.
       
       Please note Student requirement uploads added/updated after the placement starts will not be shown to the students.
       
19. Add any general Documents with the option to share details with students.
    
    1. If documents were added at the Site level, you will see the inherited items listed in this section.
       
       
       
20. Add in general Notes on important information you’d like to keep on file, with the option to share details with students.
    
    1. Notes shared with students will be displayed on the Explore Clinical Locations section.
    2. You can click on + icon and add notes to be shared with Students 
    3. You can also turn on the bit on to inherit notes from sites
       
21. Add Housing and Parking Information.
    
    1. This will be shared with students on the Explore Clinical Locations page.
       
       

Deleting Location

In case you are no longer working with the location, you always have the option to delete the location. You can only delete the location if it does have any slots or placements associated with it. 

1. Go to Location

2. Locate the Delete Location button in the right-hand corner.

3. You will see the confirmation message as below, enter the number displayed and click on "Delete".

4. If there are any slots and placements added for this location, you will not be able to delete the site. You may contact our support team at prism-support@exxat.com

Adding Slots by Site

1. Click on the desired location name.

2. Click on Slots option from the left side menu.

3. The page will load all the slots added for this Location. To add a new slot, click on +Add Slot.

4.A drawer will open. Enter in your slot information. Click Save once done.

1. 1. The Location field will be prefilled and cannot be changed.
   2. The rotation list at the bottom will only include current and future rotations only.
   3. The number of offers you have received is required.

Adding assessments for Location

1. Select Sites from the left menu.
   
2. Select Locations from the top banner.
   
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.
   
9. In the Summary & Follow Up section you’ll provide a final assessment and indicate if this requires a follow up. Click
   
10. Your assessment will be saved. You can edit or delete them if needed.
    
    

    
    Adding Location Communications

    1. Select Sites from the left-menu or dashboard.
       
       
       
    2. Select Locations from the ribbon at the top of the page.
       
       
       
    3. Find and select your desired Location.
       
       
       
    4. Click on the Communications tab from the left panel.
       
    5. Explore the communications that have already been logged by filtering for the mode of communication, the need for follow-up, the person who initiated the communication or by searching the subject.
       
       
       
    6. To add a new communication, click + Add Communication.
       
       
       
    7. Enter the details you want to record and click Save.
       
       
       
       
       
    8.  This communication now joins all others in the Communications section. To edit or delete a communication, click the pencil icon.
       
       
       
    9. A drawer will open.
       1. If you are making edits, once done click save.
       2. Click the 3 dotted icons to delete a communication log entry.
          

Adding Interventions for Locations

1. Select Sites from the left-menu or dashboard.
   
   
   
2. Select Locations from the ribbon at the top of the page.
   
   
   
3. Find and select your desired Location.
   
   
   
4. Click on the Interventions tab from the left panel.
5. The page will load all previously added interventions. Click on the + icon to add an entry.
   
6. A drawer will open. You’ll be able to enter the following information. Click Save when done.
   1. Mode of intervention
   2. Details of intervention
7. If this is an ongoing intervention, click on Add Follow Up.
   
8. If you added a follow up, you’ll provide details of your planned follow up date. Click Save once done.
   
9. The intervention will be listed on the main grid. To edit an intervention, click on the Subject of Intervention text.
   
10. A drawer will open.
    1. Click on the pencil icon to make edits.
    2. Click on the trash bin to delete the intervention.
       

Adding HRSA Grant Info

Store all HRSA grant details, including funding amounts, program goals, timelines, and reporting requirements, etc. This helps reduce manual effort and streamline grant management tasks.

1. Select Sites from the left-menu or dashboard.

2. Select Locations from the ribbon at the top of the page.

3. Find and select your desired Location.

4. Click on the HRSA Grant Info tab from the left panel & click on +Add option.

5. Provide HRSA Grant information in the pre-defined fields and click on Save.