Communications and Interventions in Exxat Prism help educators and administrators document interactions, track concerns, and provide timely support across students, courses, and clinical partners. These records ensure transparency, continuity, and informed decision-making throughout the clinical education journey.

This guide explains:

• The difference between Communications and Interventions

• When to use Student Profile  Interventions vs Course Interventions

• How to add Communications and Interventions for Students, Courses, Sites, Locations, and Personnel

• Why documenting these interactions is critical

Understanding Communications vs Interventions

Communications

Communications are used to log neutral or informational interactions, such as:

• Career advising conversations

• Student requests or clarifications

• General check-ins or follow-ups

They help maintain a clear record of discussions without indicating disciplinary or corrective action.

Interventions

Interventions are used to document incidents, challenges, or ongoing concerns that require monitoring or support, such as:

• Academic or professionalism concerns

• Compliance or placement-related issues

• Situations requiring remediation or follow-up

Interventions support structured tracking, follow-ups, and resolution over time.

You can record and track interventions on the student profile and from the Course.

Student Profile Interventions vs Course Interventions

Understanding where to log an intervention helps keep records organized and meaningful.

Student Profile Interventions

Student Profile Interventions are logged directly within an individual student’s profile and focus on the student as a whole.

Key characteristics:

• Not limited to a specific course or placement

• Used for academic, personal, or professional challenges

• Allows file attachments and detailed follow-ups

• Captures issues related to overall student progress

These interventions are ideal when the concern extends beyond a single course.

Course Interventions (via Coursework)

Course Interventions are logged within a specific course offering or placement.

Key characteristics:

• Tied to a particular course or clinical placement

• Allows logging communications and interventions for multiple students from the same page

• Useful for tracking placement-specific incidents or trends

• Includes details such as mode, description, and follow-up

These interventions are best used when issues are contextual to a specific course or placement.

Why Add Communications and Interventions in a Course?

• Track course-specific student interactions

• Document placement or coursework-related challenges

• Maintain organized records for academic review

• Separate general communications from interventions for clarity

• Attach documentation and follow-ups for continuity

This approach supports informed academic decisions and student success.

Summary of the Difference

• Course Interventions are course- or placement-specific and often involve multiple students

• Student Profile Interventions are individualized and focus on the student’s broader needs

This distinction ensures effective tracking by context or by student, depending on the situation.

Benefits of Communications and Interventions 

Communications

• Maintain a centralized log of interactions

• Track advising sessions, requests, and discussions

• Filter communications requiring follow-up

• Support coordination across stakeholders

Interventions

• Track incidents and ongoing issues

• Ensure consistent documentation across entities

• Monitor progress through follow-ups

• Promote accountability and timely resolution

Together, these features ensure transparency, continuity, and effective program management across students, courses, and clinical partners.

By consistently using Communications and Interventions in Prism, educators and administrators can provide proactive support, maintain accurate records, and promote student success throughout the clinical education program.

Adding Communications and Interventions for Students

You can add Communications and Interventions for students, course, and sites, locations, or personnel  in Exxat Prism, ensuring consistent documentation throughout the system.

Steps

1. From the dashboard or the hamburger menu navigate to Students section.
   

2. Click on the desired student name.
   
    

Add a Communication on Student Profile

1. In the Student 360 dashboard go to the Communications tab
   

2. On the right corner of the communication pane, click the + (Add) icon.
   

3. Fill the Communications form. 

   1. Toggle Make this communication visible to student , to  publish the communication to the student.
      You’ll be asked to confirm if you want to publish this communication to the student when you save it.
      Keep the toggle OFF if you do not want to publish the communication to students.

   2. Select the Mode of Communication: Audio call, Video call, Email, In Person , or Other. 

   3. Enter the name of the communicator in the Communication By field. By default the program administrator's name is prefilled, you can edit if if needed 

   4. Enter a Subject.

   5. Enter the communication message. 

   6. Select the Communication Date. 

      • Click the Reset icon, to reset the date.

   7. Date of Update indicates the date on which you added or made changes to this communication.

   8. Upload Supporting or Additional Documents: Browse and upload any supporting or additional documents related to this communication.

      • Supported file formats:
        PDF, DOC, DOCX, JPG, JPEG, PNG, HEIC, XLS, XLSX, CSV, PPT, PPTX, PPTM, POTX, POTM, RTF, DOCM, BMP, GIF, TIFF, MP4

      • Maximum file size: 25 MB

      • Note: For the best viewing experience, we recommend uploading files in PDF format.

   9.  Enter Follow Up Details

      • Planned Follow-Up Date: Select the date when you plan to follow up on this communication.

      • Actual Follow-Up Date: Edit the communication and update this date when the follow-up is completed.

      • Notes: Enter any additional details or context related to the follow-up.

4. Click Save

You will be prompted to confirm publishing only when Make this communication visible to student is enabled.

This communication has been added to the student’s profile and will be visible to the student after it is published by an administrator.

Any communication published to students will display the Published to Student label.

End--

Add an Intervention on Student Profile

1. In the Student 360 dashboard go to the Interventions tab
   

2. On the right corner of the Interventions pane, click the + (Add) icon.
   

3. Fill the Interventions form. 

   1. Toggle Make this communication visible to student , to  publish the intervention to the student.
      You’ll be asked to confirm if you want to publish this intervention to the student when you save it.
      Keep the toggle OFF if you do not want to publish the intervention to students.

   2. Select the Mode of intervention: Audio call, Video call, Email, In Person , or Other. 

   3. Enter the name of the intervention-initiator in the Initiated By field. By default the program administrator's name is prefilled, you can edit if if needed 

   4. Select the Course, Rotation, and Site for which the intervention is initiated.

   5. Enter the Subject of Intervention

   6. Enter the intervention message in the Description box.

   7. Enter the date when the intervention is required or was conducted.

   8. Select the Status of the intervention: Open  or Closed.

   9. Upload Supporting or Additional Documents: Browse and upload any supporting or additional documents related to this communication.

      • Supported file formats:
        PDF, DOC, DOCX, JPG, JPEG, PNG, HEIC, XLS, XLSX, CSV, PPT, PPTX, PPTM, POTX, POTM, RTF, DOCM, BMP, GIF, TIFF, MP4

      • Maximum file size: 25 MB

      • Note: For the best viewing experience, we recommend uploading files in PDF format.

   10. Enter Follow Up Details

       1. Click the + (Add) icon on the right corner of the Follow Up pane to open the follow-up fields. 

       2.  Planned Follow-Up Date: Select the date when you plan to follow up on this communication.

       3. Actual Follow-Up Date: Edit the follow-up and update this date when the follow-up is completed.

       4. Description: Enter details or context related to the follow-up.

4. Click Save

You will be prompted to confirm publishing only when Make this intervention visible to student is enabled.

This intervention has been added to the student’s profile and will be visible to the student after it is published by an administrator.

Any interventions published to students will display the Published to Student label.

End --

Adding Communications and Interventions for Courses

Adding communication or intervention entries within a course helps manage student interactions in the context of the course.

Steps

1. Navigate to Courses from the Exxat Prism dashboard or the hamburger menu.
   

2. Select the desired course offering by clicking on the course name.
   

3. Navigate to Students in the left menu, and click Communications & Interventions.

4. Select a Student from the list
   

From here, you can:

• Add Communications to log discussions

  1. Go to Communications tab, and click Add Communication button on the right.
     

  2. Fill the Communication form and click Save. 

For details on steps to fill the Communications form see step 3 in Add a Communication on Student Profile 

• Add Interventions to document concerns or incidents

  1. Go to Interventions tab and click Add Intervention button on the right.
     

  2. Fill the Interventions form and click Save. 

     For details on steps to fill the Communications form see step 3 in Add an Intervention on Student Profile.

This centralized view allows you to manage all students in the course from one page.

End --

Adding Communications and Interventions for Sites, Locations, and Personnel

You can also log Communications and Interventions for clinical partners to ensure strong coordination and accountability.

1. Navigate to Sites from the Exxat Prism dashboard or the hamburger menu. 
   

2. Go to the Site, Location or Personnel tab based on where the communication or intervention needs to be added.
   

3. Click on the Site, Location, or Personnel name to select the appropriate Site, Location, or Personnel.

   

From here, you can:

• Add Communications to log discussions

  1. Go to Communications tab, and click Add Communication button on the right.
     

  2. Fill the Communication form and click Save. 

For details on steps to fill the Communications form see step 3 in Add a Communication on Student Profile 

• Add Interventions to document concerns or incidents

  1. Go to Interventions tab and click Add Intervention button on the right.
     

  2. Fill the Interventions form and click Save. 

     For details on steps to fill the Communications form see step 3 in Add an Intervention on Student Profile.

End --

Edit Communications and Interventions Added

To edit an existing communication or intervention, click the Edit icon next to the Open or Closed communication or intervention.