This guide explains how to set up and activate Patient Logs for a course in Exxat.

Use this document to learn to configure how students record patient encounters during their placements and how those logs are reviewed.

You will learn how to select a log type, set logging preferences, customize the information displayed to reviewers, and enable attestation.

The guide also explains how to enable Log with Leo if you want students to use Leo AI to help complete their patient logs

Overview

Patient logs allow students to record patient encounters during a placement. Before students can use patient logs for a course, you must activate the learning activity and configure its settings.

You can also watch our video tutorial:

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Setup Patient Logs

Login to Exxat Prism using your university credentials.
From the Exxat Prism Dashboard or the Hamburger menu. go to Courses.
In the Course Offerings tab, find the course you want to configure.
You can use the search and filter options to narrow the list.
Click on the Course Name.

Note:
Make sure you select the correct course offering. Courses with the same course number or name may have different academic years, terms, or cohorts.

In the left panel expand the Learning activities and select Setup.
The Learning Activity Setup page displays the learning activities available for the course, along with their current activation status.

Alternative pathway

You can also access the same setup directly from Learning Activities:
Select Learning Activities from the Exaat Prism Dashboard or lHamburger menu.
In the course Offering section, find the course offering you want to manage.
You can use the search and filter options to narrow the list.
Select Set up in the Action column.
Learning Activities Setup page opens.

On the Setup page, locate Patient Log and select the edit icon.
In the Patient Log drawer, activate the patient log , configure the applicable settings, review the settings , and click Save.

The Patient Logs is Activated for the course.

Patient Log settings

Use the following settings in the Patient Log drawer to configure how students create patient logs and how submitted logs are reviewed.

Category	Setting	Description
Activation	Activate	Turn on Activate to make the Patient Log available for the course offering.
Log layout	Select the Log layout for this course offering	Select the log layout students will use. Select Preview layout to review the selected layout.
Rules	Limit students from adding logs after a set number of days from the encounter date	Select Yes to limit how long after an encounter students can add a log. Select No if you do not want to apply this limit.
Grading	Does this patient log contribute to the final course grade?	Select Yes if the Patient Log should contribute to the final course grade. Otherwise, select No.
Review & Approval	Enable automatic approval of logs upon submission	Select Yes to automatically approve logs when students submit them. Select No if submitted logs should not be approved automatically.
Review & Approval	Preceptor review	Choose whether the Preceptor should review student patient logs. When enabled, students are responsible for sending their logs for preceptor review. The system sends a notification with the review link when the student submits the first log to the preceptor.
Review & Approval	Email template	Select Email template to view the email template used for the preceptor review notification.
Review & Approval	Customize Columns	Select Customize Columns to choose the columns displayed when reviewing Patient Logs.
Attestation	Preceptor attestation	Select Yes if Preceptor attestation is required. Otherwise, select No.

Enable Leo AI-assisted log filling

Log with Leo is an AI-assisted workflow available when students add a patient log. It allows students to describe a patient encounter using text, voice, dictation, or an image upload.

Before the information is sent for AI analysis, Leo-AI checks the student’s entry for protected health information (PHI) and personally identifiable information (PII). If information is flagged, the student must review and correct it. The student must then confirm that the information is de-identified.

After the check is complete, Leo-AI analyzes the information and recommends values for applicable fields in the log. The recommendations are added to the form with confidence indicators for the student to review before completing the log.

Enable Log with Leo

Log with Leo is disabled by default. You must enable it before students can use Leo to help complete logs.

From the Exxta Prism Dashboard or the Hamburger menu, go to Program Details.
In the Setup tab, from the left menu, select AI Feature Hub.
Under Learning Activities, locate Log with Leo.
Turn on the Log with Leo toggle.

Students can use Leo to complete logs through text, voice, dictation, or image uploads. Students must also provide their own permission before using this feature.

Troubleshooting

#	Issue	What to do
1	I cannot find the course I want to configure.	Make sure you are looking under Course Offerings. Use the search and filter options to narrow the list, and verify the academic year, term, and cohort to make sure you select the correct course offering.
2	Patient Log is not available to students.	Go to Learning Activities > Setup, locate Patient Log, and select the edit icon. Make sure Activate is turned on, then select Save.
3	Students can add logs for encounters that occurred several days ago.	In the Rules section of the Patient Log drawer, select Yes for the option to limit students from adding logs after a set number of days from the encounter date, configure the applicable limit, and save your changes.
4	Submitted Patient Logs are being approved automatically.	In Review & Approval, select No for Do you want to enable automatic approval of logs upon submission?, then select Save.
5	Preceptors are not set to review student Patient Logs.	In Review & Approval, select Yes for Do you want Preceptor to review student patient log?, then save your changes. Students are responsible for sending their logs for Preceptor review.
6	Students cannot use Log with Leo.	Log with Leo is disabled by default. Go to Program Details > Setup > AI Feature Hub. Under Learning Activities, locate Log with Leo and turn it on. Students must also provide their own permission before using the feature.

Frequently Asked Questions

1. Can I preview the Patient Log layout before saving the setup?

Yes. In the Patient Log drawer, select Preview layout to review the selected log layout.

2. Can Patient Logs contribute to the final course grade?

Yes. Under Grading, select Yes for Does this patient log contribute to the final course grade? if you want Patient Logs to contribute to the course grade.

3. Can I change the columns displayed when Patient Logs are reviewed?

Yes. Under Review & Approval, select Customize Columns to choose the columns displayed when reviewing Patient Logs.

4. Can I require Preceptor attestation for Patient Logs?

Yes. Under Attestation, select Yes for Do you require Preceptor attestation?

5. What happens when Preceptor review is enabled?

Students are responsible for sending their Patient Logs for Preceptor review. The system sends a notification with the review link when the student submits the first log to the Preceptor.

6. Is there another way to access Patient Log setup?

Yes. You can access the setup from Learning Activities on the Exxat Prism Dashboard or Hamburger menu.

In the Course Offering section, find the course offering you want to manage and select Set up from the Action column. The Learning Activities Setup page opens, where you can locate and configure Patient Log.

7. What does Log with Leo do?

Log with Leo is an AI-assisted workflow that helps students complete Patient Logs using text, voice, dictation, or image uploads.

Before the information is sent for AI analysis, Leo-AI checks the student's entry for protected health information (PHI) and personally identifiable information (PII). If information is flagged, the student must review and correct it and confirm that the information is de-identified.

After the check is complete, Leo-AI recommends values for applicable fields and displays confidence indicators for the student to review before completing the log.

8. Is Log with Leo enabled automatically?

No. Log with Leo is disabled by default and must be enabled before students can use it.

Go to Program Details > Setup > AI Feature Hub. Under Learning Activities, locate Log with Leo and turn it on.

Note: Students must also provide their own permission before using Log with Leo.

Related to

Quick Links

Managing Course Activities – Activating Patient Logs

Overview