(Instructor) Manage Student Opportunity Documentation

Instructor- Manage Student Opportunity Documentation

Manage Student Opportunity Documentation allows you to view, edit, and review details for a student's clinical opportunity documentation.  

Note: The options and displays mentioned in this article may vary for users based on their profession, class associations, and permissions assigned to their instructor role within Platinum Planner.

To locate this feature, click the Opportunities tab in the red toolbar and select Manage Student Documentation. 

Contents: 

A. Reviewing Documentation

B. Editing Documentation

C. Manage Student Opportunity Documentation Data Table

A. Reviewing Opportunity Documentation: 

1. Start by clicking the Manage Student Documentation page from the Opportunities tab. Then, choose the Ready For Review tab. 

Note: Reviewing documentation is completed through the Instructor - Manage Student Opportunity Documentation data table. A full breakdown of the data table and its functions is in section C. 

2. Locate the documentation you want to review, then click View. 

3. Review the opportunity. Click each section dropdown to review it. 

Note: Depending on the settings enabled and what is tracked by the student or preceptor for the clinical opportunity, the sections seen in the opportunity can vary. 

• Evaluation information: This section contains all the essential information about the opportunity. 
• Patient Information: This section shows the patient's details, recorded skills, their quantity and whether they were successful or not. 
• Breaks: These are any breaks added by the student. The time tracked in breaks does not count toward the student's total hours. 
• Student Forms: Any forms that have been enabled by the school for the student to complete.
• Preceptor Forms: Any forms that have been enabled by the school for the preceptor to complete. 
• Student Documents: These are any documents attached to the opportunity submitted by the student. 
• Preceptor Documents: This section displays any documents attached by the preceptor during their review of the student's clinical opportunity. 
• Affective Site/Preceptor Evaluation: This form is completed by the student regarding their preceptor and the site. 
  • Note: This section will appear only when the "Include built-in surveys during documentation' option is enabled for the class or opportunity.  
• Affective Student Evaluation: This form is completed by the preceptor regarding the student. 
  • Note: This section will appear only when the "Include built-in surveys during documentation" option is enabled for the class or opportunity. 
• Attendance: This section shows the student's check-ins and check-outs, along with any location data collected. 
  • Info: Click here for more information on attendance tracking and how to enable it. 
• History: This section shows an audit of the opportunity. It will display who is involved and what has progressed through the stages of documentation. 
• Warning: A warning will appear if no patients have been added or if a default Affective Survey has not been completed. 
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4. Make a determination of the documentation. Select the button that corresponds to the desired action. 

• Approve For Preceptor: This approves the documentation on behalf of the preceptor. This button will not appear if the preceptor has already reviewed the documentation from their account. 
• Approve: This will approve the documentation, and the skills will show as complete on the student's progress report, while the hours will count toward the student's total hours. 
• Complete: If the instructor has forms to fill out, this will display instead of approve. The form(s) can be filled out, and the documentation can be approved from that page. 
• Return: This returns the documentation to the selected person for correction. 
• Reject: This option denies the documentation, and the student will neither receive credit for it nor be given an opportunity to correct it. 
• Mark Absent: This marks the student as absent from this opportunity. The student will not be given credit for the documented hours or skills. 
• Print: This enables you to print the opportunity review. 

Info: For a deeper breakdown of the options above, click here. 

B. Editing Opportunity Documentation: 

Editing an opportunity allows you to modify clinical documentation or record the opportunity for the student. You can document part of it, then exit; alternatively, if the opportunity is finished, you can approve it without further review. 

Note: Editing documentation is completed through the Manage Student Opportunity Documentation data table. A detailed breakdown of the data table and its functions is provided in Section C. 

1. Begin by clicking the Manage Student Opportunity Documentation page and select the appropriate tab. 

2. Locate the documentation you want to edit, then click Edit under the Actions column.  

If you do not see the documentation you are looking for, try clicking the Include clinicals with no documentation box above the Documenting tab. If the student has not started the opportunity on their end, the opportunity will not have any documentation, and it won't appear unless this box is checked. Or look under the All tab. 

• Include clinicals with no documentation checkbox:

• All tab: 

  

Note: Once the opportunity has been edited, the documentation will be locked. This prevents students from documenting at the same time, which can create conflicts. 

3. Document or edit the opportunity as needed. Ensure all changes are saved by clicking the blue Save or Save Changes button as you make them. 

• Info: This tab contains shift details and attendance information.  

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• Patients: The patients tab allows you to add, edit, or delete patients. 

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• Forms: This tab contains the forms associated with the opportunity. Click the dropdown to view the form. 

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• Documents: This tab lets you download any documents added to the opportunity or upload new ones. 

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4. Exit documentation. This can be done by either going to the Submit tab and choosing an option or Unlock the documentation. Unlocking the documentation allows others to continue working on the opportunity. 

Note: If you exit the documentation through other means (i.e., clicking an option in the red toolbar), the documentation will remain locked. 

Submit: This tab allows the instructor to return the documentation to the student or preceptor or approve it. 

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Unlock: 

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C. Manage Student Opportunity Documentation Data Table:

On the Manage Student Opportunity Documentation page, you will see the clinical opportunity documentation associated with any clinical or capstone class you are added to as an instructor. This page defaults to the Ready For Review tab.  

Opportunity Documentation Search: You can search for documentation by entering the student's name, preceptor, location, class, program, or the opportunity name and clicking Search. 

Configure Grid Options: (Sun-shaped button next to Search) This button allows you to control the columns in the grid below. 

• Info: To learn more about how to use this button, click here. 

Export: (Raincloud button next to Search) Click to select the document type you would like to export the grid below into: PDF, XLS, XLSX, RTF, or CSV. 

Cohort: Click the dropdown to filter the documentation by cohort. 

Include clinicals with no documentation: This checkbox includes clinicals where the student has not started yet, so there is no documentation available. It only appears on the Documenting tab. 

Tabs: 

• Documenting: This refers to documentation that has not been submitted for review and may be in various stages of completion, including upcoming shifts. 
• Past Due: This refers to documentation that has not been submitted for review by the deadline specified in the class settings. 
• Ready to Review: This is documentation that has been submitted for review. 
• Low Performance: This documentation includes affective evaluations filled out by the preceptor with scores below the standard set in the class settings. 
• Today: This is all the documentation scheduled for today, and could be at any stage of the documentation process. 
• Returned To Student: This is documentation that has been sent back to the student by either an instructor or preceptor for correction. 
• Returned To Preceptor: This is documentation that has been sent back to the preceptor for correction. 
• Approved: This is documentation that has been approved by an instructor. 
• Rejected/Absent: This documentation has been rejected or marked absent and will not count toward the student's progress. 
• All: All stages of documentation from each tab. 

Bulk Update: This option allows instructors to make specific changes to documentation for multiple opportunities at the same time. This feature is only available for certain tabs and will appear if the setting is enabled in the class settings. 

• Info: Click here for more information on bulk updates. 
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Actions: 

Edit: This enables you to modify the student's documentation or complete it for them.  

View: This feature allows you to view the documentation and its related details. The tab the instructor is in when 'View' is chosen will determine what actions can be performed from that screen.