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Setting Up Your School
Setting Up Your School

For Schools: Everything a school needs to get started using our platform.

Marie Stromme avatar
Written by Marie Stromme
Updated over a week ago

After reading this article you will be able to...

  • Set Up Your School Profile and Locations

  • Add Other School Staff

  • Set Up Your Personal Profile

  • Accept Affiliation Agreements from Clinical Site Partners

  • Invite/Confirm Students

  • Schedule Students

  • Monitor Student Progress

Please note: if you're a coordinator, your administrator (admin) may have set some of this up already. 

Set Up Your School Profile and Locations

The first time you log in, follow the steps provided to select your role and search for your school from our list of existing organizations.

If your school is listed, please select it. This will prompt an administrator from your school or Clinician Nexus to confirm you as a staff member. 

If your school is not already listed, you can create a new school in Clinician Nexus. You will first be asked to add your school's name, your title, and the school's address. 

Then, you will be directed to finish setting up your school's public-facing profile. There you can add/edit the school's name, address, description, contact information, and profile picture.

Add Other School Staff

After creating the organization's profile, continue to the next step by inviting other staff members from your school. Click +Add staff and search by typing in their name into the Name field.

Enter their name and email address, and an invitation to join Clinician Nexus will be sent to the email address you provide. 

Add a job title and assign a role to each staff member you add. After initial set up, you can add, edit, and remove staff by using the Settings page. Click here for an overview of each role's permissions/abilities. 

Set Up Your Personal Profile

Once you've added staff, we recommend setting up your personal profile. 

  • Click My account (profile picture icon) from the left navigation menu

  • Click Edit my profile from the submenu 

  • Add and edit the content of your personal, public-facing profile

  • Click Save changes

The information you provide here will be displayed on your public-facing profile. We recommend including a professional photo, information about you, as well as interests. Providing this information allows other members of the clinical education community to put a face to your name, and get to know you.

Accept Affiliation Agreements From Clinical Site Partners

Affiliation agreements in Clinician Nexus serve the purpose of connecting you and your clinical site partner, so students can be scheduled for rotations offered by your partner facilities.

You may find one or more agreements pending your approval when logging in. Pending agreements will display:

  1. At the top of your Rotations page:

  • Click Rotations from your left navigation menu.

  • Click on the Pending agreements notification at the top of the screen to view proposed agreements sent by your clinical site partner. 

  • Click on the agreement to view agreement details, propose changes, and accept or reject the agreement. 

2. On your Agreements page:

  • Clicking Settings from your left navigation menu

  • Click Agreements from the submenu

  • Click on the agreement from the list to review the details, propose changes, and accept the agreements with your partnering clinical sites.

Invite Students

You can add students to Clinician Nexus individually, or in a bulk spreadsheet upload.

Invite students individually: 

  • Click Students from your left navigation menu

  • Click + Add student from the submenu

  • Enter the student's full name, email address, student type, year of study, and graduation date. 

  • Click Add student button

  • This will automatically send an email invitation to the student to join Clinician Nexus and set up their profile.


Invite students in bulk: 

  • Click Students from your left navigation menu

  • Click Import from spreadsheet from the submenu

  • Click Download empty spreadsheet

  • Add student data to the downloaded template. Make sure to include student name, email address, student year, anticipated graduation date, and student type

  • Save the completed spreadsheet

  • On the Import Students page, click Choose File and select the completed spreadsheet to upload the students into Clinician Nexus.  

  • Click Submit button

  • Students will automatically be sent an email invitation to join Clinician Nexus and set up their profiles.

Confirm Pending Students

If students sign up on their own, a request to be confirmed by a school staff member will display at the top of your Rotations page under the title, Pending students.

  • Click Pending students to view the student request to be confirmed by your organization.

  • Click Confirm student button if you know this person attends your university.

  • Click This person is not a student here if you know the person is not a student at your university. This will send an automatic notification to the person and ask them to select a different school. 

  • You can also leave a student in pending status if you are unsure.

After you confirm a student, their name will display in the list of students on the Students page. 

Schedule Students

Once you have an agreement in place with your partner clinical site, and students are added into Clinician Nexus, you can schedule student rotations. To do so:

Click + Schedule students from the left navigation menu

In the Add student rotation window, you can select:

  • The agreement 

  • The rotation service capacity window 

  • One or more students: if you select more than one student, you will be given the option to create individual rotations for each selected student, or a single group rotation for all of the selected students. You will also be given the option to add faculty to the rotation(s) when selecting more than one student.

  • Rotation date range: depending on how your clinical site partner has set up the rotation offerings, you may also have the ability to assign students to specific days of the week and/or shifts.

Click Submit to schedule the rotation.

After you've scheduled students, your rotations page will populate with student rotations. You can review any pending or onboarding rotations to see if there are any steps that require your attention. To learn more about monitoring onboarding progress, click here.

Monitor General Progress & Complete Any Steps Required of You

When you log into Clinician Nexus, you'll automatically be directed to the Rotations page. This view is meant to give you an overview of where each student rotation is in the rotation process.

A full list of rotation statuses and their definitions can be found here. 

A circular marking on the top right of a rotation card indicates there are tasks you may need to complete. You can also filter to view rotations with steps to complete. 

  • Click +Add filter

  • Select Has steps I can complete from the dropdown list

  • You will then view all rotations that have steps to complete. 

  • To view steps to complete, click on the rotation card and scroll to the bottom of the window. 

  • Each application and/or onboarding step explains who can complete the step.

Have more questions? Please reach out by clicking the chat icon in the bottom right corner of your screen from 8am-6pm CT, Mon-Fri.

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