Overview

In Physician Assistant (PA) education, tracking student clinical experiences and patient encounters is essential to ensure students gain the required exposure across rotations. Patient Log in Exxat Prism provides a structured way to capture and monitor patient encounters, procedures, diagnoses, and clinical experiences.

Patient Log helps programs:

• Monitor the types of cases students encounter

• Track clinical skills and procedures

• Verify that students meet defined clinical requirements

• Provide faculty with visibility into student encounter history

• Identify clinical exposure gaps before program completion

Students can document:

• Patient demographics

• Chief complaints

• Diagnoses

• Procedures

• Additional encounter-related information

Setting Up Patient Log

1. Log in to Exxat Prism using your university credentials.

2. From the Exxat Prism dashboard or the hamburger menu, navigate to Learning Activities.
   

3. Select the course for which you want to configure Patient Log, and click Setup to open the course setup page.
   

4. In the left menu , go to Learning Activities dropdown and click Setup.

5. In the Activity Setup grid, go to Patient Log card and click the edit icon. 
   Patient Log configuration drawer opens where you can manage Patient Log settings.

6. Activate Patient Log
   Use the Activate toggle to activate the Patient Log for the course.

   1. Enable the toggle to activate the Patient Log.

   2. Leave the toggle disabled if you only want to configure settings.
      

7. Select a Patient Log Layout.
   Programs can use different Patient Log templates for different courses or rotations.
   Available Options

   • A standard layout is available by default.

   • Customized layouts can be requested through:

     • Your CSS Agent

     • Your Account Manager

     • Exxat Support
       Open the log layout dropdown and select the required template.
       Preview a Template

       1. Select the template.

       2. Click the Eye icon next to the dropdown.
          This displays the Patient Log form students will complete and submit.
          
           

8. In Rules section, configure if you want to limit students from adding the logs after a set number of days from the encounter date. 
   Example: If the encounter date is May 25, 2026 and you set the limit to 5 days, the student will be able to enter the log until May 30, 2026.

   • Select Yes to set the date.

     • Enter the number of days after a patient encounter during which students are allowed to submit logs.

   • Select No to have no limit. 
     

9. Configure Grading
   In the Grading section, confirm whether the Patient Log will contribute to the course grade.

   1. If Yes, enter:
      • The maximum score
      • The weightage the Patient Log will cover

   2. In the Grading Type field, specify the grading type you want to apply.
      

10. Configure Review and Approval Settings
    In the Review and Approval section, specify whether Patient Logs should be automatically approved upon submission.

    • Automatic Approval Enabled: If you select Yes, logs are automatically approved when submitted. The option for preceptor review is disabled.

    • Preceptor Review Enabled: If you select No, you can choose whether the preceptor should review the log before approval.
      

    • Customize Review Columns: Faculty and supervisors can customize which columns appear while reviewing Patient Logs.

      1. Click the Wrench icon.
         
      2. Review the available columns.
         • The first four columns are fixed.
         • Additional columns can be:
           • Removed using the Trash icon
           • Reordered using the arrow controls
             
         • Add a Column
           1. Click Add a column.
              
           2. Select the required column.
              
           3. Click Save after completing the configuration.
              
11. Click Save when done. 
    

The Patient Log is now activated for the course.

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Reviewing Patient Log

Accessing Patient Log Review Screens

You can access the patient log review screens in two ways. 

• Navigation 1: Exxat Prism Dashboard > Learning Activities > Course offerings  > Course Name > Learning Activities - Patient Log
  
  If multiple rotations are associated with the course:

  • Separate tables display logs for each rotation.

  • Click the accordion for a rotation to expand and view its Patient Logs.
     

• Navigation 2: Exxat Prism Dashboard > Learning Activities > Learning Activity Group > Rotations > Rotation Name >  Learning Activities - Patient Log
  

Patient Log Statuses

View Student Logs

Click a status value in a student row. The system displays the student’s Patient Logs associated with that placement.

Filter by Submission Status

Use the status dropdown to filter logs by submission status. Select Every Option to display all logs.

The top of the page displays totals for each status category.

Review an Individual Patient Log

Select a Log ID. A review window opens displaying the submitted log information.

Available Actions

• Action	Description
  Download	Downloads the selected patient log(s) for offline review, record keeping, or reporting purposes.
  Delete	Permanently removes the selected patient log(s) from the system. Use this action when logs are entered incorrectly or are no longer needed.
  Update	Allows authorized users to modify details within the selected patient log(s), such as patient information, encounter details, diagnoses, procedures, or other logged data.
  Needs Attention	Flags the selected patient log(s) for correction or further review. Students are notified that updates or additional information are required before the log can be approved. Note: you must provide a reason in the Feedback section to move the log to Needs Attention.  The student can then update and resubmit the log.
  Approve	Marks the selected patient log(s) as reviewed and accepted, indicating that the logged patient encounter meets the program's documentation requirements.

Edit or Delete a Submission

Edit a Submission

Faculty can directly update a student submission for minor corrections such as typographical errors.

1. Make the required changes.

2. Click Update.

Delete a Submission

1. Click the Delete button.

Approve Multiple Logs

1. Select the checkbox next to each log.

2. Click Approve.
   

View Log Details and History

View Additional Information

Scroll horizontally to view additional log information fields.

View Status History

Click the history icon to view the history of status changes for the selected log.

Export Patient Log Data

Click the Export button on the far right side of the page.

The system downloads an Excel file containing all Patient Log information for the selected student placement.

Learning Activity Reports

To access the Learning Activity Reports for the Patient log follow these steps. 

1. In the Learning Activities page navigate to Reports.
   

2. Select Graphical Patient Log Summary report.
   

3. Select the values for different columns from the menu at the top. 

4. Click Generate Report when you are ready.
   

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