Article: Clinical Site User Guide

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Clinical Site User Guide
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ACEMAPP Clinical Site Admin User Guide

As a Clinical Site User, ACEMAPP provides you with a powerful, secure platform to manage clinical rotations, streamline student onboarding, and ensure compliance—all in one place.

To ensure rotations function correctly, your organization must actively manage partnerships, rotations, and compliance. Responsibilities can be shared across your admin team, but all three areas must be covered. ACEMAPP replaces emails and spreadsheets with clear workflows—allowing you to approve rotations, prevent conflicts, and confirm student readiness before they arrive.

Get Secure Access (One-Time Setup)

Watch our video on this process: Email Verification and Login

  1. ACEMAPP will create the primary admin account for your site. For security purposes, an existing admin must create additional admin accounts as access is required.

  2. Verify your email and set your password. If needed, use the Resend Verification or Forgot Password links on the login page.

  3. On your first login, you will:

What Your Clinical Site Manages in ACEMAPP

For rotations to function properly, your site is responsible for managing partnerships, rotations, and compliance. This can be handled by one admin or shared across a team, but all three areas must be actively managed for rotations to proceed.

Step 1: Partnerships — Who Can Request Rotations

(Required for schools to be able to submit rotation requests)

ACEMAPP’s Partnership Directory helps you easily manage partnership requests and related documents with schools. Schools must first request a partnership with your clinical site in ACEMAPP before they can submit rotation requests. Once you approve a request, the school will appear in your Active Partners list, giving you a clear, organized view of all current partnerships. This centralized system saves time and keeps everything in one place.

Step 2: Rotations — What’s Scheduled and When

(Required to approve placement requests)

When reviewing rotation requests, ACEMAPP provides you with all the information you need to coordinate clinical rotations efficiently. You can customize your rotation tables to show the most relevant details, such as units, dates, and shifts. The Conflict Checker helps you avoid issues by checking key fields like unit, start/end dates, and shift schedules. Additionally, the Comments section allows you to communicate directly with schools, ensuring that all rotation details are clear and accurate.

If your site requires students to submit applications for their placements to be considered, you are also responsible for reviewing and approving these applications before rotations can be confirmed.

Once the rotation is approved and all assigned members are compliant, the Roster is automatically sent to your site, saving you from manually tracking down information.

Step 3: Compliance — Who Is Ready

(Required for students & facultly to begin rotations)

With ACEMAPP, you can easily track and manage student and faculty compliance. The Manage Students (by Rotation) table categorizes students by their compliance status, allowing you to identify who still needs to meet requirements quickly. You can also track rotation details, compliance records, and member profiles in the Roster (Profile Completion Report), which is sent only after all members are compliant. This helps ensure that you are always prepared for upcoming rotations.

Featured Admin Tools

These tools give admins added control and visibility. See also: Maximize Your ACEMAPP Clinical Site User Experience

Permissions (Required)
Manage admin access and permissions. Must be completed by an existing admin.

Units (Required)
Use units to specify areas where students may rotate (e.g., ICU, Pediatrics, Emergency).

Entity Profile (Required)
Maintain organizational details such as parking instructions, security policies, and site-specific guidance for members.

Reporting
Extract member and rotation data as needed for internal tracking or audits.

Applications
If your organization uses ACEMAPP applications to manage employee designations, this is how you can access and manage these applications.

Member Announcements
Display custom messages on the member Home Page to share updates or important reminders.

Broadcast Messaging
Allows you to communicate through the system with your school partners

Requirement Configuration
View how requirements, courses, modules, assessments, custom fields, and SCORMs are configured for your entity.

Snapshot
Access a high-level summary of your organization, including active admins, student placements, permissions, and billing contact information.

Resources for School Partners and Students

ACEMAPP provides user guides to help schools and students navigate the platform. While these guides are available, we recommend that questions or issues be directed to your ACEMAPP support team for the fastest resolution.

The completion of all required items in ACEMAPP.

A rotation is a scheduled clinical experience.

The completion of all required items in ACEMAPP.

The connection between Entities in ACEMAPP.

An active Partnership between two entities is needed to create a rotation in ACEMAPP.

A rotation is a scheduled clinical experience.

The connection between Entities in ACEMAPP.

An active Partnership between two entities is needed to create a rotation in ACEMAPP.

A rotation is a scheduled clinical experience.

A rotation is a scheduled clinical experience.

The connection between Entities in ACEMAPP.

An active Partnership between two entities is needed to create a rotation in ACEMAPP.

A rotation is a scheduled clinical experience.

A request made by a member for a rotation opportunity or to affiliate with an entity.

A rotation is a scheduled clinical experience.

The roster tracks members assigned to a rotation and gives the clinical site access to view the rotation information, member compliance records, and member profile data.

The completion of all required items in ACEMAPP.

A rotation is a scheduled clinical experience.

A rotation is a scheduled clinical experience.

The Profile allows you to enter and edit personal information in ACEMAPP.

The roster tracks members assigned to a rotation and gives the clinical site access to view the rotation information, member compliance records, and member profile data.

An Entity is a School, Clinical Site, High School, Company, etc.

The Profile allows you to enter and edit personal information in ACEMAPP.

A request made by a member for a rotation opportunity or to affiliate with an entity.

Broadcast Messaging is a feature that can be used to email multiple people using ACEMAPP.

A requirement is an item a member may need to complete based on their affiliation to an entity or rotation assignment.

Related Articles


Partnerships: Approve & Deny Requests
The Partnership Directory in ACEMAPP is where schools and clinical sites manage their partnerships. Use this tool to view and respond to partnership requests, upload or access partnership documents, and maintain accurate affiliation records.
Add a New Admin User
This help desk guide provides instructions on how to add a new admin user to your organization.
Remove an Admin User
This help desk guide outlines how to remove an admin user.
Update Admin User Access to Programs & Permissions
This help desk guide outlines how to update program access and permissions for your organization's admins.
Create Units
This guide explains how to manage Units in ACEMAPP, including creating new units, editing existing ones, and deleting units no longer in use. Use this resource to keep your institution’s unit listings accurate and up to date for reporting, scheduling, and organizational management.
ACEMAPP Reporting
ACEMAPP's Reporting feature allows administrators and clinical coordinators to pull information from within ACEMAPP. Coordinators can select from the multiple reporting options and build and save custom reports for regularly ran queries.
Build Your Entity Profile Page
ACEMAPP Entity Profiles offer schools and clinical sites a customizable platform to share essential information with affiliated members. These profiles serve as centralized hubs for organizational details, policies, and resources, ensuring that students, faculty, and staff have easy access to pertinent information.
Markdown
A quick guide to using Markdown to create content for Landing Pages/Entity Profiles.
Unit Schedules Report
See schedules for each unit (or multiple units) based on current rotation requests.
Create Custom Report
The Create Custom report allows you to build your own report to gather the information you need in ACEMAPP. This report uses updated logic and an algorithm for speedier results.
Managing Employee Designation Applications
ACEMAPP Applications can serve several purposes. If your organization uses ACEMAPP applications to manage employee designations, this is how you can access and manage these applications.
Employee Designation: How to Request Employee Status
If permitted by the site, members assigned to rotations in ACEMAPP may be exempt from completing certain requirements if they are employees. This guide will walk members through the process of requesting employee status for their site in ACEMAPP.
Managing Announcements
This article provides an overview of the Announcements feature, which allows you to create announcements displayed on the homepages of your members or users in ACEMAPP. Announcements can include upcoming deadlines, parking instructions, orientation dates, etc.
Broadcast Messaging
Broadcast messaging allows school and clinical users to communicate with members through ACEMAPP directly. After sending a broadcast message, users can view if and when recipients have opened the message.
Requirement Configuration View
Requirement Configuration allows coordinators to view how requirements, courses, modules, assessments, shared fields, SCORMs, and more are set up for your Entity in ACEMAPP.
A Snapshot of your Entity in ACEMAPP
The entity Snapshot provides a summary of your organization in ACEMAPP, including active admin information, student placements, permissions, billing contact information, and more.
School User Guide
As a School User, ACEMAPP provides you with a secure and efficient platform to manage student clinical experiences. This guide is designed to help you streamline the process, save time, and ensure smooth communication between your school and clinical sites. By following the steps below, you'll have the tools to manage student rotations, monitor compliance, and keep everything organized – all in one place.
ACEMAPP Student Process Overview
This guide outlines the steps students follow in ACEMAPP when their school initiates and manages the clinical rotation request. It walks through verifying your account, completing your profile and compliance requirements, and preparing for your rotation.
Maximize Your ACEMAPP Clinical Site User Experience
ACEMAPP offers much more than rotation management and compliance tracking. Clinical sites can streamline nearly every part of their student and preceptor management process within one secure platform. This guide provides an overview of key features and real-world examples of how sites use them to save time, improve communication, and enhance preceptor and student experiences.
Applications
ACEMAPP Applications can serve a number of purposes. Applications can be used to assist with rotations, affiliation requests, employee affiliations, etc. 
Review Rotation Requests
Reviewing rotation requests is a vital part of coordinating clinical rotations effectively. This guide will lead you through various methods to review and manage these requests efficiently.
Email Verification
To access your ACEMAPP account, you must verify your email address. A verification email will be sent to each email address associated with your account. Be sure to check both your inbox and spam/junk folders for the email. Click the link provided in the email to complete the verification process. Please note, the verification link is valid for seven days and will expire after that period.
Log in to ACEMAPP
This Help Desk guide will walk you through the steps to verify your email, log in to your ACEMAPP account, and use the "Forgot Password" option if needed.
Complete Your Profile
Completing your profile is an essential step to meet clinical rotation compliance. This guide from the help desk offers instructions for filling out each section of your profile.
Tips & Tricks: Navigation
This tips & tricks video is intended to help our members navigate ACEMAPP. Watch the video above or follow the steps outlined to learn these key techniques.
Navigate Between Dashboard and Member Home Pages
Access your dashboard for easy navigation between your member home pages. Set a default home page to be directed to that page upon login.
Partnerships: Document Manager
ACEMAPP allows you to house affiliation agreements and other documents that may pertain to your partnerships, such as liability insurance records and policy documents.
Rotation Table Configuration
Customize your rotation tables to display specific information and manage rotations more effectively.
Rotation Conflict Checker
School and clinical site coordinators can use the Conflict Checker to identify scheduling conflicts between rotations. This guide explains how to access the Rotations table, select a rotation, and view potential conflicts based on unit, dates, shift times, and days of the week. Coordinators can also update rotation details, and the Conflict Checker will automatically refresh to reflect any changes.
Rotation Comments
Commenting on rotations is a great way to communicate with your school or clinical site partners regarding a specific rotation. Every comment made on a rotation will prompt an automated email notification to fellow coordinators within the same program.
Check Member Compliance with School and Site Requirements
This guide will walk you through the process of checking member compliance with both school and clinical site requirements in ACEMAPP. If you have any questions or need assistance, feel free to reach out to us!
Roster (Profile Completion Report) Sent
Rosters track members (students, faculty, etc.) that will be at each clinical site. The rotation roster gives the clinical site access to view the rotation information, member compliance records, and member profile data. The Rotation Roster Set email includes a link to download the Profile Completion Report.
Tips & Tricks: Managing Member Compliance (For Administrators)
The video covers tips and tricks for navigating the system and managing member compliance. The tips we cover apply to all ACEMAPP administrators.
Approved Rotations within 3 Weeks (Table)
This table lets you quickly view approved rotations starting within the next three weeks from your homepage and check if the roster has been sent. The table also shows if members are assigned to the rotation and if they have met compliance. You can also quickly access the rotation information from this table by clicking on the **Edit** button.
Getting Started with ACEMAPP
Let's get you started with ACEMAPP and find the right user guide for you.
Two-Factor Authentication
ACEMAPP offers an added layer of security by enabling two-factor authentication. This feature requires a second step of verification when logging into your account, ensuring that only you can access it. Follow the steps below to enable this security measure and protect your account.
ACEMAPP Process for Coordinating Rotations Among Schools, Sites, and Students
This chart provides an overview of what happens when schools create rotation requests in ACEMAPP and how it affects their clinical site partners and students.
Student User Guide
ACEMAPP is a collaborative platform for healthcare education, compliance, and recruitment. Your responsibility is to stay up to date with your ACEMAPP account, including checking your inbox for reminders and alerts.
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