This section provides step-by-step instructions on adding personnel to a site, managing their communications, and recording interventions for each personnel member in Prism.

Adding Personnel via Personnel Tab

Administrators can add personnel directly from the personnel grid, without needing to access site profiles separately. This streamlined process integrates site association into the personnel addition step.

We recommended only adding Site contacts and not preceptors/clinical instructor under this section 

You can perform the following actions:

• Viewing Personnel 
• Editing Personnel
• Associating Site and Locations
• Disassociating Site and Locations 
• Deleting Personnel 

To add personnel, perform the following:

1. From the dashboard click Sites.
   
   OR
   Click menu from the left and select Sites.
2. Click Personnel.
   OR
   From the Sites tab, click the required site from the Site Name column and click Personnel. 
3. Click Add Personnel.
4. In the Add Personnel screen, specify the following details and click Next:
   1. In the Profile Details tab, specify the following:
      1. In the Basic Details section, provide the details:
         1. Status:
            • Click Active to make the personnel active.
            • Click Inactive if you do not want to make the person active.
         2. Will this person serve as Clinical Instructor ?*:
            • Select Yes to assign the person to serve as a clinical instructor.
            • Select No if you do not assign the person to serve as a clinical instructor.
         3. Specify the following: 
            • Prefix
            • First name
            • Last name
            • Title
            • Email
            • Phone (Shared with Student)
            • Phone (Internal use only)
            • Phone extension
            • Fax
         4. Click Add Address to add address. 
      2. In the Professional Details section, provide the following details:
         • Degree - Specify the degree.
         • Practice Settings: select the required practice setting check boxes from the drop-down menu.
         • Designation: select the required designation from the drop-down menu.
         • National Provider Identifier: Provide the NPI number.
         • Credentials: Provide the credentials.
           
      3. In the Additional Details section, provide the following details:
         • Alumni: Select Yes, if the person is an alumni. Select No, if the person is not an alumni.  
         • Faculty Type: Select the faculty type from the drop-down menu,
         • Working Hours: Specify the allocated working hours.
   2. In the Communication Preferences tab, select the required check boxes to enable the following:
      • Include in slot request: if you want to include personnel in update location information and slot requests.
      • Include in email notification: if you want to include personnel in slot confirmations or cancellations, Interested students, Learning activities, and Placement related communications. 

1.  
2. In the Site and Location Association tab, perform the following:
   Note: Click Skip if you do not want to associate the personnel from site and location. Your practice setting, designation, and communication preferences are pre-filled in the association section based on your previous inputs. You can easily change these preferences for a specific location within the Association screen.
   1. Select the required site checkboxes to associate the site with the personnel.
   2. In the Associate Location column, from the drop-down menu, select one of the following:
      • Select Location: In the Site and Location Associated Locations screen, perform the following:
        1. Select the location to which the personnel is associated.
        2. From the Personnel Practice Settings column, select the Practice Settings from the drop-down menu for the location.
        3. From the Personnel Designation column, select the designation of the personnel in the selected location.
        4. From the Personnel Communication Preference column, select the required checkboxes to Include in slot request and Include in email notification.
        5. Click to add notes.
        6. Click Done.
      • Select All Locations: If the personnel is associated with all the locations of the site.
        • In the last column, select a Primary site as applicable for the personnel.
        • To filtering the sites and locations, specify the site name in the Search text box.
3. In the Summary tab, review the specified details.
4. Click Save Now. The Successfully Added Personnel message is displayed.
    

Viewing Personnel 

After adding personnel, perform the following steps to view the personal and details, if configured.

1. Click Sites > Personnel.
2. On the Personnel tab, you can view all the following details. 
3. Click the required <name> from the Name column to view the personnel related information.  column. 
4. From the Personnel Menu on the left, click the required tab and view the information.

Editing Personnel

To edit information for an existing personnel, perform the following steps:

1. Click Sites > Personnel.
2. On the Personnel tab, you can view all the following details. 
3. Click the required <name> from the Name column to view the personnel related information.  column. 
4. From the Personnel Menu on the left, click About.
5. In the basic details section, click edit .
6. In the Edit Profile drawer, edit the required details
7. Click Save. If you edit or update details for a personnel, then based on the edit you have made a message will be displayed. Specify the number displayed in the message to verify the edit and update globally and click Update Now. 
   For more information regarding the options, go to Adding Personnel via Personnel Tab > Step 4 onwards.

Following are a few notes:

• If you want to customize the practice setting, designation, or communication preferences for particular locations, then customize via the Location Association screen.
• If you make any updates for Practice Settings or Designation, then the update will be applied to all the related associations.
• If you edit or update details for a personnel, then based on the edit you have made a message will be displayed. Specify the number displayed in the message to verify the edit and update globally and click Update Now. 
• You can associate or disassociate a personnel for both site and location.

Associating Site and Locations

To associate site and locations, perform the following steps:

1. On the Sites screen, click Personnel.
2. Click the <name> of the personnel you want to disassociate.
3. Click Association from the Personnel Menu.
4. Click Associate Site and Locations.
   
5. From the Associate Site and Locations drawer, select the sites you want to associate with the personnel. For more information regarding the association, go to Adding Personnel via Personnel Tab > Step 4.
6. Click Associate Now.

Disassociating Site and Locations 

To disassociate site and locations, perform the following steps:

1. On the Sites screen, click Personnel.
2. Click the <name> of the personnel you want to disassociate.
3. Click Association from the Personnel Menu.
4. On the Associated Site And Locations section, you can view all the sites and locations associated to the personnel. Click the arrow for the location to expand and view the related sites.
5. For the required location under the Action column, you can perform the following:
   1. Edit : Click edit and make the required updated in the Edit Association drawer and click Save. 
   2. Disassociate Location : Click disassociate site, specify the number in the text box and click Yes to confirm the disassociation.  

OR 

1. Click Disassociate Site on the right corner of each site.
2. Specify the displayed number in the text box.
3. Click Disassociate or Not Now to cancel the disassociation.

Marking Site as Primary

You can only designate one site as primary. To change the primary site, click Mark as Primary.

Deleting Personnel 

To delete the select personal, perform the following steps:

1. On the Sites screen, click Personnel.
2. Click the <name> of the personnel you want to delete.
3. Click Association from the Personnel Menu.
4. Click Delete Personnel from the top right corner.

Location Movements 

To move a location from one site to another due to reason such as a merger or takeover. Go to Moving a Location from one Site to another

Associate Existing Personnel at Site

When adding personnel to your system, you’ll always want to do the following:  

• Associate personnel with a Site.

This is very important in terms of sending out slot request emails in the future. If personnel are added to a Site, but not associated with a specific location, they will not be included in your Slot Request emails. 

1. Select Sites from your left-menu or dashboard.
   
    
2. Find and select the site you’d like to add personnel for.
   1. You can use the search box to easily locate your site
      
3. On the site’s Personnel tab, go to the Personnel page. On the right side, you will see a button labelled "Associate Personnel" – click on it.
4. Clicking the "Associate Personnel" button opens a drawer where you can select existing personnel and save your selection.
5. You can associate personnel with all locations on the site or selectively choose specific locations for associating the preceptor.
6. Clicking on "Choose Locations" opens a drawer, allowing you to manually select specific site locations where you want to associate the personnel. click on Done.
7. Additionally, when selecting a location to map the preceptor, you can also assign practice settings, designation, and communication preferences. Click on Done.
8. After selecting the locations, simply click the "Associate Now" button to save your choices.

Associating Personnel via Sites Tab

When adding personnel to your system, you’ll always want to do the following:  

• Associate personnel with a location.

This is very important in terms of sending out slot request emails in the future. If personnel are added to a Site, but not associated with a specific location, they will not be included in your Slot Request emails.  

1. Select Sites from your left-menu or dashboard.
   
    
2. Find and select the site you’d like to add personnel for.
   1. You can use the search box to easily locate your site
      
       
3. Select Locations.
   
    
4.  Select the Location you’d like to associate them with. 
   
    
5. Select Personnel from the left-panel.
   
    
6. Select +Add Associate Personnel.
    
7. A drawer will open, displaying any personnel already added to your system. 
   Use the Search option to look for the required personnel quickly. 
8. To associate personnel, simply check the box next to their name and save your selection.
   When you are selecting preceptor to be associated to a location, you can also map Practice Setting, Designation, and Weather the person needs to be included into Slot Request or Email notification.
   

9. In the Add Personnel to Slots and Placements pop-up, select if you want to add personnel to Upcoming or Ongoing Slots and Placements and click Add Now.
   You can also Skip this step -  Click Skip. 
   

   Note: If you skip this step, you can still add the CI to individual slots and placements later.

10. Any associated personnel will now be listed!
    1. To update their email preferences, designation, practice settings and add notes, click the pencil icon.
    2. To un-associate them from the location, click the trash bin.
       
        
11. Each personnel will have a profile which you can use to store important information.
    • Any associated personnel will now be listed!
      1. To update their email preferences, designation, practice settings and add notes, click the pencil icon.
      2. To un-associate them from the location, click the trash bin.
         
          

• Each personnel will have a profile which you can use to store important information.

• The About section will contain basic details, contact information, and alumni information.
  

1. The About section will contain basic details, contact information, and alumni information.
   
   • You will always have the ability to update any of the information if needed, Click on Pencil icon to edit: 

• Basic information such as their first and last name, title, practice settings and degree.
  
   

• Their designation, email preferences, and whether they will serve as a clinician.
  
  The About section will contain basic details, contact information, and alumni information.Email and phone details to get a hold of them if needed.

  
  

• Address information, and whether they are alumni, faculty type, and working hours. Click Save once done.
  
   

• The drawer will close. Select the newly added staff and any other personnel you’d like to associate and click Next.
  
   

• Step 2: Assign Roles. Here you will set their email preferences, and review and adjust their designations and practice settings if needed. Click Next.
  
   

• Step 3: Summary. Review all of the information you have entered. Once done, click Save.
  1. If you realize you need to modify the information, click Previous to go back to steps 1 and 2.
     

1. Have a curated category list to organize personnel? Add it here along with any CV documentation.
   
    
2. Enter notes and licensure details if provided.
   1. Click on the plus icon to create new entries
   2. Click on the pencil icon to edit existing information
      
       
3. Load on certification details, any additional documents, and assistant information.
   1. Click on the plus icon to create new entries
   2. Click on the pencil icon to edit existing information
      

Manage Slots Associated to Personnel 

The Slots tab is available for personnel designated as Experiential Supervisors. Use the slots tab to view all slots associated with the experiential supervisor across locations and sites.

View Slot Information

The Slots tab displays information about each associated slot.

Search, Sort, and Filter Slots

Use the available tools to quickly find and manage slot records.

Note:  By default, the grid displays only Active Locations.

Customize the Grid

Use Edit Columns to show or hide columns based on your reporting and review needs.

Export Slot Data

Select Export to download the slot grid. The exported file reflects the current view, including:

• Applied filters
• Sort order

• Selected columns

  

Navigate to Associated Experiential Supervisor

The Experiential Supervisor  column displays all supervisor's associated with a slot. Select a supervisor's name to open their personnel profile.

Note:

• The Slots tab is displayed only for personnel marked as Preceptors.
• If a preceptor is changed to a non-preceptor, the Slots and Placements tabs are removed from the profile.
• If a non-preceptor is later designated as a preceptor, the Slots and Placements tabs become available automatically.

Managing Placements Associated to Personnel

The Placements tab is available for personnel designated as Experiential Supervisors. Use this tab to view all placements associated with the supervisor across students, sites, and locations.

Placement Information

Available Actions

Sortable Fields

Available Filters

Note: By default, the grid displays only Active Students and Active Locations.

Export Behavior

Adding Communications for Personnel

1. Select Sites from the left-menu or dashboard.
   
    
2. Select Personnel from the ribbon at the top of the page.
   
    
3. Find and select your desired Personnel.
   
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 Personnel

1. Select Sites from the left-menu or dashboard.
   
    
2.  Select Personnel from the ribbon at the top of the page.
   
    
3. Find and select your desired Personnel.
   
    
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.
       

Comprehensive Personnel Report

As you enter data in the system, you’ll need to analyze the data! Use our handy reports to find what you are looking for.

1. Select Sites from your dashboard or left menu.
   
2. Select Reports from the ribbon at the top of the page.
   
3. The report list will load. On your left panel, you will have reports organized by an entity – Site, Location, and Personnel.
4. To view Comprehensive Personal Reports, click on the dropdown arrow.
   
5. Many of these reports will include similar features to help you sort through the data:
   1. Export option to excel
   2. Ability to edit columns shown on the report, temporarily remove or rearrange the order.
   3. Filter option to limit records shown based on different fields like cohort, group, and so on.
      
   4. The search bar allows you would do a search on any data available on the report. Simply enter the word you want to search for in the search box.
      
   5. You will be able to see the total of Missing Information on the top of the report
      
6. The School Admin can also download the Detailed Report by clicking on "Download Detailed Report" on the right-hand side.