Students can log their clinical experiences, skills, competencies, and track their time in real-time, allowing for up-to-date records and immediate tracking of their progress
eCLAS is part of the eMedley platform, which encompasses various aspects of health science programs. With features like case logging, time tracking, and reporting, eCLAS is designed to work as a central hub for clinical activity tracking that integrates seamlessly with all eMedley modules.
eCLAS streamlines the clinical logging process by eliminating paper-based methods and providing a cloud-based platform accessible from mobile devices. eCLAS offers comprehensive features including case logging, time tracking, and powerful reports for students, preceptors, and administrators.
eCLAS allows administrators to define custom fields for case logs and time logs, ensuring the platform aligns with program-specific requirements and competencies. This flexibility makes eCLAS adaptable to diverse health science disciplines and their unique needs.
The eMedley ecosystem is highly customizable, allowing programs to tailor fields and forms to match specific institutional and clinical site requirements. Common types of data include:
- Case Logs
- Time Tracking
- Diagnosis and Procedure Tracking
- Competency and Outcomes Mastery
eCLAS handles patient information tracking through its customizable Case Logs interface, allowing students to record detailed patient data efficiently and securely. Key information tracked includes:
- Patient Demographics: Age, gender, race, and other patient demographics
- Clinical Information: Diagnosis, reason for visit, and treatment details.
- Procedures Performed: Specific medical or clinical procedures carried out by the student.
- Competencies: Skills or competencies demonstrated during the encounter.
- Setting Type: The clinical environment where the interaction occurred (e.g., hospital, outpatient clinic).
- Preceptor Information: Details of the supervising preceptor.
- Rotation Details: Information about the clinical rotation associated with the patient encounter.
eCLAS offers several key benefits when it comes to time tracking:
- Efficient Monitoring: Faculty can easily track student time spent at clinical sites, with patients, and during preceptor consultations through a cloud-based system
- Customizable Tracking: The system allows for customization of time tracking fields to match specific program requirements, ensuring relevant data collection.
- Comprehensive Reporting: Faculty can generate detailed time logs reports, providing insights into students’ clinical hours and activities.
- Real-time Access: The cloud-based nature of eCLAS allows faculty to access time tracking information anytime, anywhere, facilitating timely interventions if needed.
- Streamlined Approval Process: Faculty can efficiently review and approve submitted time logs, ensuring accuracy and compliance with program and accreditation requirements.
Data-driven Decision Making: The system’s reporting capabilities enable faculty to analyze time allocation trends, helping inform curriculum adjustments and student support strategies.
eCLAS addresses several challenges faced by preceptors by streamlining administrative and educational processes:
- Simplified Documentation and Time Tracking: eCLAS eliminates the need for paper-based methods, allowing preceptors to efficiently verify and approve students’ clinical hours and documentation through a cloud-based system accessible anytime
- Improved Communication: The platform reduces the back-and-forth communication, enabling preceptors to focus more on precepting rather than administrative tasks
- Customizable Case Logging: Preceptors can oversee students’ patient case logs ensuring accurate tracking of patient demographics, procedures, and competencies
By automating these processes, eCLAS allows preceptors to dedicate more time to mentoring students while reducing administrative burdens.
eCLAS ensures students meet clinical requirements through several key features:
- Comprehensive case logging: Students can quickly input patient information, including demographics, clinical settings, procedures performed, and competencies demonstrated, on any device.
- Customizable fields: The Case Logs interface can be tailored to match the specific requirements of the institution and clinical sites, ensuring all necessary data is captured.
- Comprehensive Dashboards and Reports: eCLAS provides administrators with real-time dashboards and reports to monitor student progress effectively, saving time on manual evaluations and data analysis. Included in the reports are competency/skill completion tracking.
- Time tracking: The system allows for tracking and approval of student time spent at clinical sites, with patients, and consulting with preceptors, helping to verify that students complete required clinical hours.
eCLAS enables educational institutions to efficiently monitor and ensure that students are gaining the necessary clinical experiences and meeting program requirements throughout their education.
eCLAS offers a comprehensive set of dashboards and reports to provide valuable insights into clinical education data:
- Case Log Dashboard: This dashboard displays aggregate data from all case logs, allowing program administrators to analyze time spent in different treatment settings, patient demographics, decision-making types, and student involvement
- Diagnosis and Procedure Reporting : Offers insights into the number of case logs, specific diagnoses, and procedures logged by students
- Case Logs Summary Report: A comprehensive report tracking student progress, performance, and experiences, including details such as dates, student information, patient information, and competencies
- Student Run Reports: Students can run clinical activity reports including data from case log information organized by student competencies, clinical experiences, and all case log submissions.
- Time Logs Reports: Enables users to generate reports on student time logs grouped by student, class, rotation, and/or setting type and dates
These dashboards and reports provide administrators, preceptors, and students with real-time access to clinical data, facilitating efficient monitoring of student learning and progress
eMedley offers a dedicated mobile app available for both Android and iOS devices. This app allows students to securely and reliably complete their clinical tracking using smartphones or tablets
eMedley has implemented various security controls to protect sensitive clinical data and ensure appropriate access based on user roles and permissions. eMedley has successfully obtained SOC 2 Type II certification and TX-RAMP Level 2 certification.
eduSched is a clinical scheduling system designed for health science education programs. Its core features include:
- Preference-Based Scheduling: Automatically places students based on their preferences and available capacities.
- Path-Based Scheduling: Defines rotation paths and capacities for student placement.
- Schedule Requests: Students can request specific preceptors and sites, subject to approval.
- Capacity Tracking: Manages and tracks available slots at sites and with preceptors.
- Student Self-Scheduling: Allows students to schedule themselves within available capacities.
eduSched is designed to be user-friendly for both students and administrators. The intuitive interface makes scheduling simple with easy navigation, a streamlined design, and a mobile-friendly experience. It’s customizable to fit the unique needs of your program.
eduSched provides multiple ways for students to indicate their preferred clinical sites and preceptors:
- Preference-Based Scheduling: The system automatically assigns schedules based on student rankings, considering availability and other program requirements.
- Interactive Map: Students can visually select and rank their desired locations and mentors using an interactive map.
- Path-Based Scheduling: Students rank pre-defined rotation paths, and eduSched assigns them to the best path based on their choices and available slots.
- Student Self-Scheduling: When enabled, students can choose their own schedules from available options, based on rotation capacity.
- Schedule Request: Students can directly request specific preceptors and sites, subject to administrator approval.
Path-based scheduling in eduSched offers a structured approach to clinical rotations. Administrators begin by creating all possible rotation paths, each with a unique order of rotations, and defining the capacity for each path. Students then rank the available paths according to their preferences. Based on these preferences eduSched automatically assigns students to paths. Administrators review the generated schedules in eduSched’s Schedule Planner, making any necessary adjustments before publishing them to students. This method helps ensure all students complete their required rotations while accommodating their preferences and program capacities.
eduSched combines these features to manage required rotations:
- Administrators can specify rotations that need to be scheduled during the year for each cohort of students.
- Path-based scheduling ensures students complete all required rotations while considering their preferences and program capacities.
- The system also allows for defining rotation prerequisites, which are enforced when scheduling but can be overridden by administrators if necessary.
eduSched significantly enhances clinical scheduling efficiency through a combination of advanced technologies and user-friendly design. The platform leverages sophisticated algorithms and automation to optimize schedules, while offering versatile scheduling options to accommodate diverse program needs. Streamlined data management, interactive tools for students, and optimized path-based scheduling further contribute to efficiency gains. Combined with an intuitive interface, eduSched empowers administrators to manage complex scheduling tasks with ease, reducing manual effort and improving overall accuracy
eduSched offers robust capacity tracking features:
- Administrators can manage and track available slots for specific rotations and time periods.
- Capacity information is used in scheduling to show filled and available spots.
- Capacity keywords can be specified and searched by administrators and students.
Yes, eduSched uses a modular approach, allowing programs to choose specific modules that align with their unique scheduling requirements, ensuring flexibility and adaptability to various health science disciplines.
eduSched integrates with other eMedley solutions for a comprehensive approach:
- eKeeper: For managing preceptor and clinical site information.
- eCLAS: For case logging, time tracking, and evaluations.
- eValuate: For automatic scheduling of evaluations.
- eCurriculum and examN: For curriculum management and testing.
eduSched by eMedley offers comprehensive reporting capabilities to help administrators effectively manage and monitor clinical schedules. The main reporting features include:
- Ad-hoc reporting: Users can build, print, or export custom reports containing schedule, student, preceptor, and clinical site data using a simple report builder.
- Schedule gap/overlap reporting: This feature helps administrators review overlapping rotations and gaps between rotations to verify student schedules.
- Capacity tracking reports: The platform provides detailed capacity tracking features, allowing administrators to monitor available slots at clinical sites and with preceptors.
- Integration-based reporting: As eduSched integrates with other eMedley modules, it enables detailed tracking and reporting across various aspects of the program, including curriculum management and performance tracking.
These reporting tools enhance the efficiency of clinical scheduling by providing administrators with the necessary data to make informed decisions and ensure smooth operations of health science education programs
eduSched offers flexibility for multi-preceptor rotations:
- Administrators can assign multiple preceptors to a rotation schedule.
- Alternatively, students can be allowed to select their scheduled preceptor once they are at the clinical site.
Yes, eduSched supports region management:
- The system allows assignment of students, clinical sites, and faculty directors to specific regions.
- This enables delegation of scheduling responsibilities by geographic location.
The main benefits include:
- Efficiency: Automates scheduling, reducing manual effort.
- Flexibility: Supports multiple scheduling types and quick adjustments.
- Transparency and Equity: Ensures fairness and allows student input.
- Enhanced Student Experience: Offers interactive tools and self-scheduling options.
- Detailed Tracking and Reporting: Enables effective schedule monitoring.
eMedley software is designed to comprehensively track and manage a wide range of student data for medical, dental, nursing, and other health professions programs. eMedley’s modular, customizable approach allows institutions to tailor data collection and reporting to their unique curricular and accreditation needs, supporting both day-to-day operations and long-term program evaluation.
- Can the eMedley system be implemented incrementally, or must all features be acquired at the outset?
eMedley is a modular platform, meaning each module can be activated individually based on the specific needs of your program. Institutions can choose which modules to use and configure them independently, allowing for flexibility in implementation and usage. For example, you can use eduSched for scheduling clinical rotations while separately activating eValuate for evaluations or ExamN+ for assessments.
We specialize in large-scale system implementations for medical schools seeking a comprehensive solution to manage every key aspect of health science programs. eMedley is the only platform offering fully integrated modules for curriculum mapping (eCurriculum), clinical tracking (eCLAS), scheduling (eduSched), learning management (eduCATE), student testing (ExamN), didactic and clinical evaluations (eValuate), MSPE management (MSPE), and much more.
Beyond its extensive functionality, eMedley is built on an advanced and flexible infrastructure, allowing for customization to fit the unique needs of each medical school. With over a decade of experience partnering with medical schools and delivering successful system implementations, we are uniquely positioned to help forward-thinking institutions achieve excellence in academic management.
To ensure seamless and effective communication throughout your project, we establish a dedicated email channel connecting your team directly with our implementation specialists. Our approach includes regularly scheduled status updates and multiple communication touchpoints, as outlined in our sample project plan, to keep everyone aligned and promptly address any issues. By leveraging modern web meeting technologies and robust internal tracking systems for requirements, tasks, and progress, we maximize efficiency and collaboration while minimizing unnecessary travel and associated costs.
eMedley’s implementation process is designed to ensure a smooth and confident transition for your team. After each module is launched, we provide interactive train-the-trainer sessions delivered via the web. Our flexible approach allows program administrators to request additional training sessions at any time, making it easy to accommodate your team’s evolving needs and schedules.
From day one, your institution is paired with a dedicated support team deeply familiar with your unique configuration and customizations. All support is handled in-house by highly qualified engineers , ensuring you receive expert assistance without the delays or uncertainties of third-party outsourcing.
eMedley includes a built-in Knowledge Base with documentation for core system functionality, based on user type (administrator, instructor, preceptor, student).
Additionally, our engineers have built a comprehensive ticketing and feature request system that streamlines communication, allowing your support administrators to submit and track requests with ease. With eMedley, client service and support are always our highest priorities, empowering your institution to maximize the platform’s potential with confidence.
eMedley software is primarily web-based, meaning users only need a compatible web browser to access its features—no additional software installation is required. The recommended browsers for optimal performance include Chrome, Firefox, and Safari, and the system is best utilized on a desktop computer, though it is also functional on mobile devices such as smartphones and tablets
eMedley also offers a mobile app for both Android and iOS, allowing students to complete clinical tracking and other tasks using their phones or tablets
The eMedley platform offers comprehensive administrative tools to manage user access and permissions across the system. Administrators can create user accounts by role—such as student, preceptor, or faculty—and assign appropriate access levels, including the ability to deactivate users when necessary. User accounts can be set up individually through the eMedley interface or in bulk via data file uploads.
eMedley features a robust, role-based permission system that ensures users only have access to the functions and records relevant to their role, section, or course. Access levels can be further customized through work requests to meet the specific needs of your institution. Additionally, administrators can grant guest faculty read-only access to materials as needed.
eMedley’s Data File Upload system provides administrators an efficient way to bulk load students, preceptors, faculty, and other data into the system using standard CSV files.
Yes! The platform is designed with extensive customization capabilities, allowing institutions to request custom fields, forms, and interfaces tailored to their unique data tracking and reporting needs.
eMedley’s team of engineers collaborates directly with programs to build custom reports and adapt modules—such as case logging, clinical scheduling, evaluation, and competency tracking—ensuring that the solution aligns with specific institutional requirements. Additionally, eMedley offers a comprehensive report builder for users to generate, print, or export custom reports, and the implementation team can quickly develop additional custom reports as needed. This flexibility enables programs to modernize their workflows and efficiently meet accreditation or operational goals.
eMedley provides a variety of dashboards across its modules, displaying automatically-generated data visualizations such as graphs, charts, sums, and averages.
These dashboards can be tailored to show information at a program-wide level or drilled down to individual students, preceptors, or clinical sites. Users can view aggregate and detailed data on case logs, diagnoses, procedures, evaluation submissions, and more, allowing for both broad overviews and granular analysis
eMedley software is designed to integrate with existing systems, providing a unified solution for health science education programs. While eMedley’s strongest integration is within its own suite, it also offers options for connecting with university authentication systems and can be configured for custom data exchanges with other platforms. eMedley’s supports integration with external tools via LTI 1.3. Additional custom integrations can be implemented based on the program’s needs.
eMedley modules are designed for educational purposes and are not intended to process patient data subject to HIPAA regulations.
The platform’s parent company, AllofE, adheres to FERPA guidelines to protect client and student information. AllofE has a comprehensive information security and compliance program in place for eMedley, which includes ongoing security awareness training. Dedicated personnel regularly monitor, enforce, and review security policies and procedures to ensure they remain effective and up to date.
AllofE uses the NIST Cybersecurity Framework internally to ensure the security of its eMedley platform. Additionally, eMedley makes use of Amazon AWS’s best-in-class cloud environment and its accompanying security tools.
eMedley currently holds SOC 2 and TX-RAMP certifications, demonstrating our strong commitment to data security and regulatory compliance. The eMedley platform meets rigorous industry standards for protecting sensitive information, ensuring confidentiality, integrity, and availability of data.
Graduated students’ records and data are retained in the system at the discretion of the institution. If the institution or university has retained student information, graduates can access their accounts for up to one year for a minimal fee.