Clinical Site & Student Placement Management System For Sacramento Ultrasound Institute
1. Application Overview The Clinical Site & Student Placement Management System is designed to provide a centralized platform for managing and coordinating clinical student placements across healthcare organizations and clinical sites. The application allows authorized users to manage organizations, clinical sites, programs, contacts, cohorts, students, clinical rotations, onboarding requirements, compliance, and site capacity. It also supports potential site management, visit and communication tracking, Outlook email synchronization, dashboards, and role-based access. The main purpose of the application is to streamline student placement and onboarding, improve compliance tracking, prevent site overbooking, and provide better visibility into clinical placement activities . 2. Organization, Site, and Program Management Administrators can manage the core information required for the clinical placement process. The application maintains: Organizations Clinical Sites Programs Site and Program associations Site Contacts Clinical sites are linked to their respective organizations and can be associated with relevant programs. Contact information can also be maintained for individual sites. 3. Student and Cohort Management The application allows administrators to manage students and academic cohorts . Each cohort is associated with a program and includes the relevant term start and end dates. Cohorts can also be maintained with Draft or Final status. Students can be assigned to the appropriate cohorts, providing the academic structure required for organizing students before their clinical placements. 4. Clinical Rotation and Student Placement Students can be assigned to clinical sites through Rotations . Each rotation maintains the relevant: Student Clinical Site Cohort Program Start Date End Date This allows the organization to manage where each student is placed and the period during which the clinical placement will take place. 5. Site Capacity and Vacancy Management The application supports site capacity and vacancy management to help prevent clinical sites from being overbooked. Available capacity can be defined according to: Cohort Program Clinical Site These vacancy limits support placement planning by providing visibility into the available placement capacity at each clinical site. 6. Student Onboarding Management The application provides a structured process for managing student onboarding. Administrators can configure Onboarding Templates at the organization or clinical site level. Each template contains the onboarding requirements applicable to the placement. Onboarding requests can then be created for student-site assignments, allowing the required onboarding activities to be managed for each student placement. 7. Compliance Tracking Individual onboarding requirements can be tracked for each student. Compliance items can have the following statuses: Pending Completed The application also allows supporting compliance files to be uploaded against individual requirements. This provides visibility into the student's onboarding progress and whether the required compliance activities have been completed. 8. Potential Site Management The application includes functionality for maintaining Potential Sites that may be considered for future clinical placements. Users can maintain potential site information and contact details and associate potential sites with relevant programs. This provides a structured way to track prospective clinical sites alongside the active clinical placement process. 9. Visit and Communication Tracking Coordinators can record site visits and placement-related communications within the application. Visit records can include: Visit Date Purpose Site Program Student Communication records can also be associated with the relevant site, program, and student, providing a centralized history of placement-related interactions. 10. Outlook Email Integration The application supports Office 365 Outlook email synchronization . Relevant emails can be synchronized and made accessible within the solution, allowing coordinators to view email communications alongside other clinical placement information. This helps maintain relevant communication history as part of the overall student and clinical site management process. 11. Dashboard and Placement Monitoring The application provides dashboards to give users visibility into clinical placement activities. Administrators can use dashboards for broader monitoring, while coordinators can view information related to their assigned: Programs Sites Students Student Cohorts Onboarding Status The dashboards also support drill-down functionality for reviewing more detailed placement information when required. 12. Role-Based Access Control The application provides separate access levels for Admin and Coordinator users . Admin Administrators have full application access and can manage master information, academic setup, student rotations, onboarding, compliance, site capacity, potential sites, user roles, and dashboards. Coordinator Coordinators have access restricted to their assigned Programs and Sites . They can: View assigned Programs, Sites, and Students Monitor student cohorts and onboarding status Record visits and communications Access synchronized Outlook emails Application screens, controls, and information are displayed according to the user's assigned role and scope. Overall Application Workflow The process begins with an administrator setting up the required Organizations, Clinical Sites, Programs, Contacts, Cohorts, and Students . Students are then assigned to the appropriate cohorts and placed at clinical sites through rotations. Site vacancies and available capacity are maintained to support placement planning and help prevent overbooking. Once a student is assigned to a clinical site, the relevant onboarding requirements can be managed using the configured onboarding templates. Individual compliance requirements and supporting files are then tracked throughout the onboarding process. Coordinators monitor the Programs, Sites, Students, Cohorts, and onboarding activities within their assigned scope. They can also record site visits and communications and access synchronized Outlook emails related to placement activities. Administrators maintain overall control of placement information, site capacity, onboarding configuration, potential sites, and user access, while dashboards provide visibility into the overall clinical placement process. Setup Organizations, Sites & Programs → Create Cohorts & Students → Assign Students to Cohorts → Manage Site Capacity → Assign Clinical Rotations → Manage Student Onboarding → Track Compliance → Monitor Placements → Log Visits & Communications → Review through Dashboards
Project Summary
1. Application Overview The Clinical Site & Student Placement Management System is designed to provide a centralized platform for managing and coordinating clinical student placements across healthcare organizations and clinical sites. The application allows authorized users to manage organizations, clinical sites, programs, contacts, cohorts, students, clinical rotations, onboarding requirements, compliance, and site capacity. It also supports potential site management, visit and communication tracking, Outlook email synchronization, dashboards, and role-based access. The main purpose of the application is to streamline student placement and onboarding, improve compliance tracking, prevent site overbooking, and provide better visibility into clinical placement activities . 2. Organization, Site, and Program Management Administrators can manage the core information required for the clinical placement process. The application maintains: Organizations Clinical Sites Programs Site and Program associations Site Contacts Clinical sites are linked to their respective organizations and can be associated with relevant programs. Contact information can also be maintained for individual sites. 3. Student and Cohort Management The application allows administrators to manage students and academic cohorts . Each cohort is associated with a program and includes the relevant term start and end dates. Cohorts can also be maintained with Draft or Final status. Students can be assigned to the appropriate cohorts, providing the academic structure required for organizing students before their clinical placements. 4. Clinical Rotation and Student Placement Students can be assigned to clinical sites through Rotations . Each rotation maintains the relevant: Student Clinical Site Cohort Program Start Date End Date This allows the organization to manage where each student is placed and the period during which the clinical placement will take place. 5. Site Capacity and Vacancy Management The application supports site capacity and vacancy management to help prevent clinical sites from being overbooked. Available capacity can be defined according to: Cohort Program Clinical Site These vacancy limits support placement planning by providing visibility into the available placement capacity at each clinical site. 6. Student Onboarding Management The application provides a structured process for managing student onboarding. Administrators can configure Onboarding Templates at the organization or clinical site level. Each template contains the onboarding requirements applicable to the placement. Onboarding requests can then be created for student-site assignments, allowing the required onboarding activities to be managed for each student placement. 7. Compliance Tracking Individual onboarding requirements can be tracked for each student. Compliance items can have the following statuses: Pending Completed The application also allows supporting compliance files to be uploaded against individual requirements. This provides visibility into the student's onboarding progress and whether the required compliance activities have been completed. 8. Potential Site Management The application includes functionality for maintaining Potential Sites that may be considered for future clinical placements. Users can maintain potential site information and contact details and associate potential sites with relevant programs. This provides a structured way to track prospective clinical sites alongside the active clinical placement process. 9. Visit and Communication Tracking Coordinators can record site visits and placement-related communications within the application. Visit records can include: Visit Date Purpose Site Program Student Communication records can also be associated with the relevant site, program, and student, providing a centralized history of placement-related interactions. 10. Outlook Email Integration The application supports Office 365 Outlook email synchronization . Relevant emails can be synchronized and made accessible within the solution, allowing coordinators to view email communications alongside other clinical placement information. This helps maintain relevant communication history as part of the overall student and clinical site management process. 11. Dashboard and Placement Monitoring The application provides dashboards to give users visibility into clinical placement activities. Administrators can use dashboards for broader monitoring, while coordinators can view information related to their assigned: Programs Sites Students Student Cohorts Onboarding Status The dashboards also support drill-down functionality for reviewing more detailed placement information when required. 12. Role-Based Access Control The application provides separate access levels for Admin and Coordinator users . Admin Administrators have full application access and can manage master information, academic setup, student rotations, onboarding, compliance, site capacity, potential sites, user roles, and dashboards. Coordinator Coordinators have access restricted to their assigned Programs and Sites . They can: View assigned Programs, Sites, and Students Monitor student cohorts and onboarding status Record visits and communications Access synchronized Outlook emails Application screens, controls, and information are displayed according to the user's assigned role and scope. Overall Application Workflow The process begins with an administrator setting up the required Organizations, Clinical Sites, Programs, Contacts, Cohorts, and Students . Students are then assigned to the appropriate cohorts and placed at clinical sites through rotations. Site vacancies and available capacity are maintained to support placement planning and help prevent overbooking. Once a student is assigned to a clinical site, the relevant onboarding requirements can be managed using the configured onboarding templates. Individual compliance requirements and supporting files are then tracked throughout the onboarding process. Coordinators monitor the Programs, Sites, Students, Cohorts, and onboarding activities within their assigned scope. They can also record site visits and communications and access synchronized Outlook emails related to placement activities. Administrators maintain overall control of placement information, site capacity, onboarding configuration, potential sites, and user access, while dashboards provide visibility into the overall clinical placement process. Setup Organizations, Sites & Programs → Create Cohorts & Students → Assign Students to Cohorts → Manage Site Capacity → Assign Clinical Rotations → Manage Student Onboarding → Track Compliance → Monitor Placements → Log Visits & Communications → Review through Dashboards
Location: United States
Industry: Healthcare Education / Clinical Education / Higher Education / Healthcare Administration
Challenge and Requirements
1.
Solution Delivered
CodeScale delivered a powerapps solution using PowerApps, PowerAutomate, SharePoint for Healthcare Education / Clinical Education / Higher Education / Healthcare Administration.
Technology Used
- PowerApps
- PowerAutomate
- SharePoint
Business Outcome and Impact
Application Overview The Clinical Site & Student Placement Management System is designed to provide a centralized platform for managing and coordinating clinical student placements across healthcare organizations and clinical sites. The application allows authorized users to manage organizations, clinical sites, programs, contacts, cohorts, students, clinical rotations, onboarding requirements, compliance, and site capacity.
Project Screenshots
