Exxat Student Mobile App User Guide
The Exxat Student Mobile application serves as your comprehensive digital companion throughout your educational journey. Designed specifically for healthcare and clinical education programs, this mobile platform brings the full functionality of the Exxat Student desktop system directly to your smartphone or tablet.
Whether you are completing clinical rotations, preparing for upcoming placements, or managing compliance requirements between classes, the Exxat Student Mobile application allows you to manage your academic obligations anytime and from any location.
It allows you to manage all educational activities through a user-friendly interface interface with four main navigation tabs:
- Home: Access current placements, view institutional announcements, complete required attestations and compliance tasks, and review program requirements.
- Compliance: Manage compliance requirements, upload documents, and track approval status and expiration dates.
- Coursework: View current, completed, and upcoming placements and access related learning activities.
- More: Update your profile, access institutional resources, get technical support, and manage application settings.
The Exxat Student mobile application is compatible with both Android and iOS mobile devices. The following snapshots display how to download the Exxat Prism application on both Android and iOS devices:
You can also download the application by scanning the QR code available on the Student Dashboard.
Signing In
This section describes the login procedure for first-time and returning users.
Locate the Exxat Student icon on your device.
Click the icon to open the application.
Enter your Username (student email address) and click Next.
Enter your Password and click LOGIN.
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Note:
Click Forgot Password? if you have forgotten your password.
Once you click it, you will receive an email at your registered ID with instructions to reset your password.If you have trouble logging in, contact prism-support@exxat.com.
Navigating Exxat Student Mobile App
The application contains four main tabs located at the bottom of the screen. Each tab provides access to specific functionality as described in the following table:
| Tab | Function |
|---|---|
| Home | Displays current placements, school announcements, outstanding attestations, compliance tasks, and program requirements. |
| Compliance | Shows compliance requirements, provides document upload functionality, and displays approval statuses and expiration dates |
| Coursework | Lists all placements (current, completed, upcoming) and provides access to learning activities |
| More (Vertical Ellipsis Icon) | Contains profile settings, provides access to resources, offers help and support options, includes app settings, and contains logout function |
Managing Home page
The Home Page serves as the main dashboard of the Exxat Student app. It provides an overview of current placements, school announcements, program requirements, and any outstanding compliance items and attestations.From this screen, users can quickly access Announcements, Compliance, Assignments, and other school-related updates.
The Home Page helps students stay organized, track pending tasks, and stay up to date with important school communications.
Viewing Notifications
The notification icon shows all communications from your school. Click it in the top-right corner to view the notifications.
Viewing Current Placements
Current placements display at the top of the home screen. Each placement card shows the following information:
| Field | Description |
|---|---|
| Course number and name | The course identifier and title |
| Location | The placement site location |
| Rotation information | Details about the current rotation |
| Placement dates | Start and end dates for the placement |
| Settings information | Configuration details for the placement |
To access placement details:
- Click on the Placement card.
- The detailed view opens, displaying learning activities.
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Completing Attestations
Attestations are required acknowledgments from your institution.
To view attestations:
- Scroll to the Attestations section.
- Review the information displayed on each card.
Each attestation card displays the following information:
| Field | Description |
|---|---|
| Title | The name of the attestation |
| Description | Details about what you are attesting to |
| Due date | Deadline for completion |
End --
To complete an attestation:
- Review the attestation details.
- Click I Agree.
- Review the confirmation pop-up.
- Click Confirm to complete.
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Compliance Management
This section describes the procedures for managing compliance documents and requirements within the Exxat Student app. To access your compliance information, click the Compliance tab at the bottom of the screen.
The Compliance tab consists of two sections:
| Section | Description |
|---|---|
| Mandatory Requirement | Lists all compliance documents and tasks that you are required to complete. This section shows the status of each document, such as Not Started, In Progress, or Completed. |
| Uploaded by Schools | Displays documents that have been provided or uploaded by your school. These may include reference materials, forms, or other compliance-related information that you need to review. |
The following snapshot displays the Compliance tab view:
Understanding the Compliance Dashboard
The dashboard displays document counts by status. You can switch between statuses to view only the documents for that specific status.
The following table describes each status:
| Status | Description |
|---|---|
| Approved | Documents uploaded and approved by your institution |
| Pending Review | Documents currently under review |
| Get Started | Documents not yet uploaded |
| In Progress | Documents started but not submitted |
| Not Approved | Documents requiring corrections |
| Expired | Documents past expiration date |
| Expiring | Documents approaching expiration |
Uploading New Compliance Documents
- Click on a document with the Get Started status.
Click the plus (+) icon. This will take you to the page to edit the selected document.
- Enter the following details:
| Field Type | Purpose |
|---|---|
| Date selection | Specify relevant dates |
| Notes | Provide additional information |
| File upload |
To upload files:
To view the uploaded document:
The document opens in your phone's document viewer. To download for offline access:
|
- Click Submit.
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Editing Pending Review Documents
Click on a document with the Pending Review status.
- Click the Edit icon. This will take you to the page to edit the selected document.
- Make necessary changes.
- Tap Submit.
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Updating Approved, Expiring, or Expired Documents
- Select the requirement.
- Tap Add New Record.
- The system archives the old record.
- Upload the new document following standard upload procedures.
(Need edit rights to add the screenshot)
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Coursework Management
This section describes procedures for viewing placements and accessing learning activities. To access Coursework, tap the Coursework tab at the bottom of the screen.
The Coursework tab consists of four sections:
| Placement Type | Description |
|---|---|
| Current Placements | These are active rotations that you are currently undertaking. This section allows you to track your ongoing responsibilities, deadlines, and any tasks associated with your rotations in real time. |
| Completed Placements | These include all past rotations that have been fully completed. This section provides a record of your accomplishments, allowing you to review your performance, submitted evaluations, and any relevant documentation. |
| Upcoming Placements | These are future rotations that have been scheduled but have not yet started. This section helps you prepare for upcoming assignments by providing details such as location, preceptor, dates, and required preparatory tasks. |
| Courses | Courses you are currently enrolled in. This section allows you to track assignments, due dates, grades, and progress in real time. |
The following snapshot displays the Coursework tab view:
Accessing Placement Details
This section provides students with all essential information about their placements, including course names, locations, dates, rotation details, and supervisor contact information. It helps students stay organized and prepared for each rotation.
To access placement details:
- Click the Placement name.
- The placement details page appears, displaying the following information:
| Field | Description |
|---|---|
| Course Number and Name | The unique identifier assigned to each course, along with the course title. This helps students easily identify and reference specific courses in their curriculum. |
| Location | The physical site or facility where the placement or rotation takes place. This could include hospitals, clinics, community centers, or other training locations. |
| Rotation Information | Detailed information about the rotation, including the schedule, assigned preceptor or supervisor, shift timings, and any specific requirements or focus areas. |
| Placement Dates | The start and end dates of the placement or rotation. This helps students track the duration of each assignment and manage their schedules effectively. |
| Case Log | A record of patient encounters or cases documented during the rotation. Students can log details to demonstrate clinical experience and meet program requirements. |
| Timesheet | A record of hours completed during the placement. This section helps track attendance, daily logs, and total hours required for program completion. |
| Time Off | Displays any approved absences or time-off requests during the placement period, ensuring accurate tracking of participation and attendance. |
| Evaluation | Contains assessment forms and feedback provided by the preceptor or supervisor, used to evaluate student performance throughout the rotation. |
To view Preceptor contact information:
- Click the Preceptor hyperlink.
- Review the contact details displayed.
To add a new preceptor:
- Click Add Preceptor.
- Enter the following information:
| Field | Description |
|---|---|
| First Name | Enter the preceptor’s first name as it should appear in records. |
| Last Name | Enter the preceptor’s last name. |
| Enter the preceptor’s valid email address for communication. | |
| Re-confirm Email | Re-enter the same email address to ensure accuracy. |
| Phone | Enter the preceptor’s contact number, including the area code if applicable. |
- Click Save.
Managing Case Log
This section describes procedures for creating, managing, and submitting case logs. To access Case Log:
- Navigate to the placement details page.
-
Scroll to the Case Logs section. The following snapshot displays the Case Log section view:
Understanding Case Log Statuses
The Case Log section allows students to record, track, and manage patient encounters during their placements, helping monitor progress and supervisor feedback. The following table describes each status:
| Status | Description |
|---|---|
| In Progress | Logs that have been started but not yet submitted. |
| Pending Review | Logs that have been submitted and are awaiting review by the supervisor or faculty. |
| Approved | Logs that have been reviewed and approved by the supervisor or faculty. |
| Needs Attention | Logs that require review, corrections, or resubmission based on feedback. |
Filtering and Navigating Logs
To filter logs by status:
-
Click the Case Log section.
A list of case logs appears. -
Click the filter icon in the upper-right corner.
-
Select the desired status from the list.
The case log list displays all logs corresponding to the selected status.
To navigate by date:
-
Click the Case Log section.
A list of case logs appears. -
Click the left and right arrows on the calendar to adjust the start and end dates. Dates with blue dots indicate submitted logs.
The case log list displays all logs corresponding to the selected status.
Click Today in the bottom-left corner to return to the current date.
Adding New Case Logs
- Tap the plus (+) button at the bottom of the screen.
- Note the yellow message box indicating the valid date range.
Using Patient Log Templates
Templates are pre-filled forms for similar patient encounters.
NOTE: Templates cannot be created in the mobile app. Use the web application to create templates.
To use an existing template:
- Tap the Select Template drop-down.
- Choose the appropriate template.
- The system automatically populates relevant fields.
Completing Patient Log Information
- Tap the down arrow next to each section heading to expand.
- Enter required information for the clinical encounter.
- Complete all fields marked with a red asterisk (*).
Typical sections include the following:
| Section | Description |
|---|---|
| Case information | Details about the patient case |
| Patient demographics | Patient age, gender, and other characteristics |
| Visit information | Type and details of the visit |
| Diagnosis information | Medical diagnoses and codes |
| Additional encounter details | Program-specific fields |
Adding ICD Codes
- Tap the ICD code box.
- Enter the code number or diagnosis name in the search box.
- Review the list of related ICD codes.
- Tap the correct code.
- Tap Done in the upper right corner.
To remove an ICD code:
- Tap the trash bin icon next to the code.
Saving Patient Logs
To save for later completion:
- Tap the Save button in the bottom left corner.
- The entry saves with In Progress status.
- Exit the application. Your work is preserved.
Submitting Patient Logs
- Review all information for accuracy.
- Tap the Submit button.
- Review the confirmation pop-up.
- Tap Okay to confirm.
The log status changes to Pending Review.
Editing Patient Logs
To edit In Progress, Pending Review, or Needs Attention logs:
- Tap the log name.
- Make necessary changes.
- Tap Save or Submit.
To delete In Progress logs:
- Tap the log.
- Tap the Delete button.
- Confirm deletion.
NOTE: Approved logs can be viewed but not edited.
Sending Logs to Experiential Supervisor
If your program requires supervisor review:
- Tap the up arrow icon in the top right corner of the Patient Logs page.
- The system sends all Pending Review logs to the indicated supervisors.
IMPORTANT: Select an experiential supervisor on each log before sending.
Managing Timesheet
This section describes procedures for recording, managing, and submitting time entries.
Accessing Timesheets
- Return to the placement details page using the back arrow.
- Tap the Timesheets section.
The Timesheets card displays total hours organized by status:
| Status Type | Description |
|---|---|
| In Progress timesheets | Hours logged but not submitted |
| Pending Review timesheets | Hours submitted for review |
| Not Approved timesheets | Hours requiring corrections |
Understanding Timesheet Statuses
The following table describes timesheet statuses:
| Status | Description |
|---|---|
| In Progress | Entries started but not sent for review |
| Pending Review | Entries awaiting review |
| Approved | Entries approved by faculty or administrator |
| Not Approved | Entries requiring review and resubmission |
Each entry displays the following information:
| Field | Description |
|---|---|
| Total hours logged | Sum of hours for the entry |
| Start time | Beginning time of the shift |
| End time | Ending time of the shift |
| Date | Date the timesheet was logged for |
NOTE: Reviewer comments appear on the left side of Not Approved entries.
Filtering and Navigating Timesheets
To filter by status:
- Tap the filter icon in the upper right corner.
- Select the desired status.
To navigate by date:
- Tap the left and right arrows in the calendar.
Adding New Timesheet Entries
- Tap the plus (+) button at the bottom right of the screen.
Alternative method:
- Tap Add Timesheet from the placement details page.
Completing Timesheet Information
- Tap the down arrow next to the date field.
- Enter required information as described in the following table:
| Field | Description |
|---|---|
| Date | Select the date you are logging hours for |
| Start Time | Enter when you began work |
| End Time | Enter when you finished work |
| Experiential Supervisor | Select the supervising individual |
Logging Overnight Shifts
For shifts spanning two days (example: 8 PM Monday to 1 AM Tuesday):
- Enable the Overnight toggle switch.
This ensures accurate hour calculations across multiple days.
Additional Timesheet Fields
Depending on program requirements, you may need to complete the following additional fields:
| Field | Description |
|---|---|
| Break time | Duration of breaks taken |
| Timesheet category | Type or category of work performed |
| Number of patients | Count of patients encountered |
NOTE: Fields marked with a red asterisk (*) are mandatory.
Adding Multiple Timesheet Entries
- Complete the first entry.
- Tap Add More at the bottom right.
- Scroll down to the new blank entry section.
- Complete the additional entry information.
- Repeat as needed.
Saving Timesheet Entries
- Tap the Save button.
- Entries save with In Progress status.
- Return later to complete or submit.
Submitting Timesheets for Review
- Tap the Send for Review button.
- Review the confirmation pop-up.
- Tap Okay to confirm.
The system sends an email to the selected experiential supervisor with submitted timesheets.
Editing Timesheet Entries
To edit In Progress, Pending Review, or Not Approved entries:
- Tap the entry name.
- Make necessary changes.
- Tap Save or Send for Review.
For Not Approved entries:
- Tap the entry.
- Review suggested changes at the bottom.
- Make requested corrections.
- Tap Send for Review.
NOTE: Approved entries can be viewed but not edited.
Requesting Tome Off
This section describes procedures for requesting and managing time off from placements.
Accessing Time Off Requests
- Return to the placement details page using the back arrow.
- Tap the Time Off section.
The Time Off card displays days organized by status:
| Status Type | Description |
|---|---|
| In Progress requested days | Requests started but not submitted |
| Pending Review requested days | Requests awaiting review |
| Not Approved days requested | Requests requiring corrections |
Understanding Time Off Request Statuses
The following table describes time off request statuses:
| Status | Description |
|---|---|
| In Progress | Requests started but not submitted |
| Pending Review | Requests awaiting review |
| Approved | Requests approved by faculty or administrator |
| Not Approved | Requests requiring review and resubmission |
Each request displays the following information:
| Field | Description |
|---|---|
| Days requested off | Number and dates of requested days |
| Reason | Explanation for the request |
| Date submitted | When the request was created |
NOTE: Reviewer comments appear on the left side of Not Approved requests.
Filtering and Navigating Requests
To filter by status:
- Tap the filter icon in the upper right corner.
- Select the desired status.
To browse by date:
- Use the calendar to view submission dates.
Submitting New Time Off Requests
- Tap the plus (+) icon in the bottom right corner.
- Enter required information as described in the following table:
| Field | Description |
|---|---|
| Dates | Select the date(s) for time off |
| Reason | Explain the absence |
| Makeup Plan | Describe how missed time will be compensated |
Uploading Supporting Documents
If documentation is required (example: medical note):
- Tap Browse to Upload.
- Navigate to the file on your phone.
- Select the document.
- Verify the file meets format and size requirements.
Notifying Experiential Supervisor
- Toggle on Notify Experiential Supervisor.
- Select the supervisor from the dropdown list.
The system sends a notification to the selected supervisor.
NOTE: Fields marked with a red asterisk (*) are mandatory.
Saving Time Off Requests
- Tap the Save button.
- The request saves with In Progress status.
Submitting Time Off Requests for Review
- Tap the Send for Review button.
- Confirm when prompted.
The system sends the request to faculty or program administrator.
Managing Time Off Requests
To edit In Progress or Not Approved requests:
- Tap the request name.
- Make necessary changes.
- Tap Send for Review.
For Not Approved requests:
- Tap the request.
- Review suggested changes at the bottom.
- Make corrections.
- Tap Send for Review.
NOTE: Pending Review and Approved requests can be viewed but not edited.
Forms and Evaluations
This section describes procedures for completing and submitting required forms and evaluations.
Accessing Forms and Evaluations
- Return to the placement details page using the back arrow.
-
Tap the Forms or Evaluations section.
The system displays all available forms and evaluations for the placement.
Understanding Form Information
Each form displays the following information:
| Field | Description |
|---|---|
| Form name | Title of the form or evaluation |
| Due date | Deadline for completion |
| Current status | Current state of the form |
Form Status Definitions
The following table describes form statuses:
| Status | Description |
|---|---|
| Get Started | Form not yet begun |
| In Progress | Form started but not submitted |
| Pending Review | Form submitted and under review by faculty, administrator, or supervisor |
| Pending Student Review | Student review required |
Starting Forms or Evaluations
- Tap the form name.
- If multiple submissions are allowed, review previous submissions.
- Tap Add Form to create a new entry.
Completing Forms
- Read each question carefully.
- Enter responses in provided fields.
Forms may include the following field types:
| Field Type | Description |
|---|---|
| Date fields | Calendar selection for dates |
| Text boxes | Free-form text entry for written responses |
| Multiple choice questions | Selection from provided options |
| File upload requirements | Document attachment fields |
Uploading Files to Forms
If file upload is required:
- Tap the Upload button.
- Browse your phone's files.
- Select the file.
- Verify the file meets format and size requirements.
Form Submission Options
The following table describes form submission options:
| Option | Description |
|---|---|
| Clear All | Removes all entries and allows starting fresh |
| Save | Preserves progress with In Progress status for later completion |
| Submit | Sends form for review with Pending Review status |
To clear all entries:
- Tap the Clear All button.
- All entries reset.
To save progress:
- Tap the Save button.
- Exit the form.
- Return later to complete.
To submit the form:
- Review all responses.
- Tap the Submit button.
Switching Between Placements
- Tap the Switch Placement link in the upper right corner.
- The system returns to the Coursework page.
- Select a different placement to continue.
More tab operation
This section describes additional features accessible through the More menu.
Accessing More Options
- Tap the more option (vertical ellipsis) at the bottom right of the screen.
Available options include the following:
| Option | Description |
|---|---|
| Profile | Manage personal and contact information |
| Resources | Access program-related materials |
| Help | Submit support tickets and access assistance |
| Settings | Customize app appearance and preferences |
| Logout | Sign out of the application |
Profile Management
This section describes procedures for viewing and updating profile information.
Accessing Profile
- Tap Profile from the More menu.
The profile organizes information into sections. Common sections include the following:
| Section | Description |
|---|---|
| Personal Information | Name, date of birth, and identifying details |
| Contact Information | Email, phone, and address |
| Emergency Contacts | Emergency contact details |
| Additional sections | Program-specific information |
Viewing Profile Sections
- Tap a section name to expand and view information.
Editing Profile Sections
- Tap the pencil icon next to the section.
- Make necessary changes.
- Tap Save in the upper right corner.
Adding New Profile Entries
Some sections allow multiple entries (example: Emergency Contacts).
To add new entries:
- Select the section.
- Tap the plus (+) icon.
- Complete information in the new window.
- Complete all fields marked with a red asterisk (*).
- Tap Save in the top right corner.
Updating Profile Image
Two methods are available for updating the profile image:
| Method | Description |
|---|---|
| Gallery | Select existing photo from phone library |
| Camera | Take new photo using phone camera |
To update using Gallery:
- Tap your profile image at the top of the Profile page.
- Tap Gallery.
- Browse your phone's photo library.
- Select an image.
- Crop the photo as desired.
- Tap Choose to upload.
To update using Camera:
- Tap your profile image at the top of the Profile page.
- Tap Camera.
- Take a photo using your phone's camera.
- Crop the photo as desired.
- Tap Choose to upload.
Resources
This section describes how to access program-related materials and information.
Accessing Resources
- Return to the More menu using the back arrow.
- Tap Resources.
The Resources section provides program-related materials and information. Available resources vary by institution.
To view resource details:
- Browse available resources.
- Tap an item to view details or access documents.
Help and Support
This section describes procedures for obtaining technical assistance and support.
Accessing Help
- Return to the More menu using the back arrow.
- Tap Help.
Viewing Support Tickets
The system displays all previously submitted support tickets.
Creating New Support Tickets
- Tap the plus (+) icon in the bottom right corner.
- Complete ticket details as described in the following table:
| Field | Description | Required |
|---|---|---|
| Subject | Brief issue description | Yes |
| Question | Detailed explanation of problem | Yes |
| File upload | Supporting documentation | No |
- (Optional) Upload a file:
- Tap Browse to Upload
- Select your file
- Verify file meets format and size requirements
- Tap Submit.
The support team will respond to your ticket.
Accessing the Help Center
- Locate the Help Center hyperlink at the bottom of the Help page.
- Tap the link.
- The Help Center opens in your mobile browser.
The Help Center contains the following resources:
| Resource Type | Description |
|---|---|
| Articles | Detailed guides on specific topics |
| Frequently Asked Questions | Common questions and answers |
| Additional tutorials | Step-by-step video and text guides |
Using Live Chat
- Switch to the chat tab.
- Connect with the support team for real-time assistance.
Settings
This section describes procedures for customizing application preferences.
Accessing Settings
- Return to the More menu using the back arrow.
- Tap Settings.
Changing Appearance
- Tap Appearance.
- Select from available options.
The following appearance options are available:
| Option | Description |
|---|---|
| Light Mode | Bright background with dark text |
| Dark Mode | Dark background with light text for reduced eye strain |
| Follow System Settings | Automatically matches phone display settings |
- Select your preferred option.
The application immediately updates to reflect your selection.
Changing Password
- Click Change Password.
- Enter your current password.
- Create a new password.
Confirm when prompted.
Note: If your institution uses SSO (Single Sign-On) authentication, password changes must be made through your institution's authentication system.
Logging Out
- Navigate to the More tab.
- Scroll to the bottom.
- Click Logout. Confirm when prompted.
You are now logged out of the application.
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