What’s New with CORE: Flexible Scheduling and Efficient Site Management

Alright. Hello, everyone. Alright. Hello, everyone. Can you all hear me okay? Everybody see me? Sound good? Yes. Alright. Excellent. Well, hello, and good afternoon, everyone. My name is Colin Trainer. I am a director of client success here at Core Higher Education Group plus Peoplegrove. And today, we are going to be talking about some new functionality for nursing around site management and scheduling processes. So for today's session, what's new, flexible scheduling and efficient site management. So thank you all for joining us. So whether you're a clinical coordinator or a program director or a faculty member, today, we're gonna be highlighting some key upgrade scores rolled out to make your job easier, your processes more efficient, and your student outcomes stronger. So without further ado, let me get my slide pulled up. So before we really dive in, I want to oops. Sorry about that. Again, my name is Colin Frainer. Before we are fully diving in, I wanna talk a little bit about our dedication to nursing and to add a little bit of context around this as well. So, core higher education group joined forces with People Grove, and together as a combined company or, People Grove for higher education or People Grove core, we're aligned under one mission, to drive outcomes through engagement and experiential and clinical education solutions. So at Core, we've spent over sixteen years building tools specifically for experiential and clinical learning. Today, our ELMS platform supports over four hundred and fifty programs across the country, and that number is growing. We have a team of over ninety developers working behind the scenes, continuously improving the tools that matter most to you all, things like clinical placements, compliance tracking, competency assessment, career readiness. And, historically, you know, we started in pharmacy, but our first nursing program came on board back in twenty thirteen, so over a decade ago. Since then, we've made nursing a major focus. That means purpose built tools for nursing education, reporting aligned to accreditation standards, and a product team that truly understands your workflows. So today, we're helping nursing programs work smarter with flexible scheduling, clearer faculty oversight, and more reliable site management. So let's talk a little bit about, the technology suite here at Core PeopleGrove. Here are our four solutions. Each one plays a role in helping nursing programs work smarter, stay compliant, and better prepare students for clinical success. So first up here on the left hand side, in the top left quadrant, we have ELMS, which is our most widely adopted platform and the one nursing programs trust to streamline clinical scheduling, track hours, manage compliance, collect evaluations, all in one place. So whether you are coordinating ten students or a thousand, ELMS simplifies that entire rotation life cycle. So next is Comp MS in the top right corner here. This is your hub for things like curricular mapping, collecting competency based assessments, and aligning everything to your accreditation standards. So whether you're tracking things like their students' clinical skills, patient encounters, or self assessments, CompMIS gives you a centralized view of how students are progressing and where there may be gaps. Going around in the circle, next to readiness, this is our career prep and onboarding platform. It includes hundreds of activities covering soft skills, professionalism, interviewing skills, how to understand and read medication, clinical readiness topics like HIPAA or infection control. You can assign these as required learning before rotations begin and embed them throughout your curriculum too. And then finally, my cred in the bottom left corner, are student owned presentation style ePortfolio. This is, the platform where students can showcase the work that they've done in a clinical and didactic setting, create multiple versions tailored to certain job applications, and take it with them after graduation. So this becomes a really helpful tool when it comes to alumni outcomes because the the student owns this, and they can maintain this throughout, their time in school and then after they graduate. So common use case with myCRED that I have seen with a number of nursing programs are students who graduate need to have a record of their hours, their, cases, and their totals that they've had. Credit can house all of that information. And then after the student graduates, they don't need to go back to you all and say, hey. I need these for a job interview. Could you, please download this information or please send this over to me? So without further ado, because we're really just kinda scratching the surface here and talking a little bit about high level what these solutions can do to fit the specific needs of your program, and we'll be happy to talk, and walk you through them more detail, through, like, a one on one with either a member of our team or, getting some more information for you all too. So let's take a look at ELMS and walk through how scheduling has become easier and more efficient through, for nursing programs through ELMS. So as I'm pulling this up, I'm gonna swap tabs here in pull up ELMS in one of our training environments. I want you to think about, as we're going through this, how you're currently capturing preceptor insight availability and scheduling information. So where you're moving your students to for, clinical schedules or, how you're gathering, availability for, like, your lab. And, Sam, how you know how many students to place? Are you chasing down spreadsheets? Because I know I've seen a number of, campuses where they have just spreadsheets on top of spreadsheets gathering all that information, or you have to go in manually and enter all that info as well. So keep that in the back of your mind as we're talking about this because I'll show you first from the student perspective what scheduling enhancements we've made around flexibility and incorporating more detail, and then we'll talk about the faculty perspective as well. So here we have ELMS. I am logged in here as my student, and I'm gonna start us off by looking at our student enrollment. Schedule. And if you notice here, we've, we've done an example of our kind of enhanced scheduling process where for undergrad nursing specifically, you have the student course enrollment. Like, for example, this student is enrolled for September twenty twenty six for nursing one twenty three internal medicine. This is their course. But then within there, you have different experience types, like, clinical rotation or a lab session or simulations that could all happen on different days. So over the course of this month where we have September one through September thirty, a student could have their clinical days on certain days or their lab on a certain day or their simulation on other days, and they could be working with different people within each time. So I'm gonna click view here and take a look at what we call a parent schedule. So this is really that force enrollment that we talked about where we have a student who is enrolled in nursing one twenty three internal medicine for the month of September twenty twenty six, and they're with their clinical faculty member. Now under this parent enrollment, we have these five child rotations, which include the lab rotation, simulation, and their clinical experience. And here we could see they go into specific days within each month. So a student may say, I have my clinical rotation Monday, Wednesdays, and Fridays. I have lab on certain days and then simulation kind of scattered throughout. This new scheduling process allows us to build all of this out rather than having to create concurrent schedules or duplicates or anything like that. It's it's a complex process, undergraduate nursing scheduling. And until now, many programs have had to build these out as individual schedules and create each one per student, creating, just a long list or a, you know, a myriad of extra work. So this latest update allows us to create the parent schedule that everything else rolls up into. So now we can say the student has their master or their parent schedule, their enrollment, and then under that are, all the other aspects of this course, their clinical, their lab, their sim. So it's a big win for the student now where they see one unified simple schedule. No clutter, no confusion, just clear view of where they need to be and when. And even here at the top, we could go to a calendar view, and the student can see over the course of I'm gonna actually jump ahead a little bit to September. Student can see which days they have lab, which days they have simulation, which days they have clinical. And so from here, we can even dive into each of these in a little more detail because you can see for each experience, student has a certain evaluation they have to do, number of hours they may be required to do, or certain case logs or experience logs that they have to do as well. So clicking view will show us more detail for this child schedule. This is our clinical schedule, which we said rolls up to nursing one twenty three, and we could specify that here as the clinical as opposed to lab or sim. From here, we can list our faculty member, if there are multiple faculty, if there are, for example, that are clinical faculty and a lab instructor, and then any preceptors they may be working with. So if they're at a clinical site, who are they actually working with? That individual. And from here, they can view any hours they've submitted that need to be confirmed, see any kind of case logs or field encounters they have to submit, and their evaluations that need to be completed from here. And what I get most excited about with this view, in some other platforms or some other experiences, a student just sees here's a wall of evaluations they have to complete or case logs or hours they know they need to submit. But with this schedule view, we can actually specify exactly what the student has to submit. So the student can see, okay. For my lab, I have to do this evaluation. I have to do these cases. I have to log these hours. Whereas for a clinical, it may be a different list as well. So this view makes it really clear for the students and eliminates any doubt or uncertainty they have about what they're supposed to be submitting. Now on the back end, we have the ability to import all of this, availability. So we talked about gathering spreadsheets or chasing down spreadsheets for things like site availability or how many clinic students can this clinical site take. Now we have a bulk import tool where your team can actually import that list of availability and then build out those parent schedules. So we know we have ten slots of availability at Memorial Hospital that they can take ten of our students, and we've imported the course enrollment. So we have all ten of our students in nursing one twenty three. Our faculty can actually now go in and create those schedules and say, okay. These students can go to this clinical experience, and then these students can go to their lab. The same will be set up for this day. So with that in mind, let's switch over and take a look at the faculty view. K. It's a clinical faculty member. We're gonna log in as them. So now this clinical faculty is a newer user type. It's different than a preceptor or an admin, different than, like, a site coordinator, but this role allows your faculty to work with a group of students. So here we can see we have that parent enrollment, nursing one twenty three, and their list of students. From here, the faculty can look at each individual student's account, email them individually, or, email the entire group. And if we click snapshot, faculty can see each of their students, as a as an individual and go into each one if they need to view hours or cases or evaluations for each student. So let's talk through another scenario that I that has probably come up a couple of times. A student has a family emergency, and they need to miss a clinical day or simulation day or miss one of their labs, and they need to make it up at some point. Now faculty can actually make those changes directly in ELMS and manage that entire schedule. So if we go back to my schedule and click manage here, we can see all of those different child schedules that fall under this parent that the faculty member here is connected to. So we have their clinical, their sim, their lab, and the specific days and shifts as well that they're gonna be on. Additionally, we can see if there are preceptors who are included, if it is like a goal rotation or if there's another faculty member included. So if it's a lab or sim, maybe we have their clinical faculty who's overseeing the whole course, and then we have a, a specific lab instructor too. But if we need to modify one of these, if we know that our student, Colin, had a family emergency or a sick day and they had to miss a lab or simulation, we can actually have our faculty create that new schedule for them. And this is a great, great update because this allows us to cut out the middleman, essentially, and cut out any kind of a bottleneck where then the student has to go to your office or the clinical office and say, I missed this day, and then you have to create another schedule and then loop in the faculty there. So it cuts out that bottleneck and makes it, just easier, quicker, and they'll show up instantly in the student schedule. And we could do so up here under this add subschedule or quick schedule. Either way, faculty can go in and create that new schedule for the students. So we've just kinda scratched the surface because I wanna be aware of the time here. Gonna pull my slide deck back up, and talk about the key takeaways with these enhancements for undergrad nursing. And not just undergrad nursing because we know these may be applicable to other programs too, but undergraduate nursing was the main driver behind these. So the key updates, we know, we've built in ways where we can save time through smarter scheduling. Through these parent schedules, we can import availability, adding that flexible group scheduling to simplify a very complex system of scheduling and rotations, and cutting out the number of the amount of manual entry for creating student schedules. And it empowers faculty to take ownership as well and be more involved with their students. Speaking of which, strengthening the oversight for faculty. Because we have this role for clinical faculty that differs from an admin or a preceptor, this allows customized evaluations where we can give different evaluations to faculty, to preceptors, to, students even based on if it's a lab or simulation. And the faculty can view and access all of them, And they can monitor student progress and approve any kind of changes changes without having to go back to administrators. And then finally, the last key takeaway, improving site management, because this will allow us to centralize site and preceptor availability and tracking things like their contracts and affiliation agreements through our contract manager module without having to go back and forth again and again with clinical partners. So we've only scratched the surface really of what ELMS can do for your program. So if you'd like a more personalized walkthrough or more information on a specific module, we can have, we can I'm sorry. In more, specific module, just select an answer on this pop up that just came in that, yes, you'd like personalized consultation, or, yes, please, email me for more information. We'll follow-up and get you scheduled after that. So thank you all for, joining me today and giving me some of your time. So I'd like to take this time now to go through any q and a. And I see there are, it looks like, a few questions already. Let's see. How does E LMS handle compliance requirements that may vary by site or preceptor? So as far as student requirements, we do have the ability to build those in, and we can either specify they are a university requirement. Like, all students need to have a flu shot or have undergone a background check, and we can actually specify them by site or preceptor. Like, if a student has to go to, Memorial Hospital and they have to get a parking pass too. That is something that we can build out where only students going to those sites will see those requirements. How can we get a recording of this? That is something, our marketing team can share to all attendees afterward, recording of this. What does reporting look like for evaluations? Can we specify by course in clinical sites? Yes. That is something that we can do. So we can run reporting for evaluations either by cohort or by an entire course. Or if you want to narrow it down a little bit further by student or even by clinical site as well, we have those filters built into our reporting. We talk more about site management, including preceptors. Yes. So sites can be set up and connected to all the various preceptors through what we call a relationship tree. So it's it's really one main user type, preceptors and sites that we break into a few specific categories. So the site itself, the individual preceptors, a site coordinator, or a multisite, which acts as really like an an organization with multiple branches, but they can all be connected together through what's called a relationship tree. And I talked a little bit about the requirements, how we can say this site has a specific onboarding document that students have to fill out that can be assigned throughout that relationship tree, which then will allow students to only see that requirement if they are scheduled to an entity in that relationship tree, like a site or a preceptor. And let's see. When it comes to requirements, is there an integration that can be built with a third party like Complio? Yes. That is something that we can, build out. We have done integrations with other compliance softwares as well and have that information pull in from their platform into EALMS so students don't need to double enter things. Let's see. Is there a way to track which sites are under or overutilized across semesters? Yes. So something that, we have are a series of reports for things like, capacity, when it comes to sites where it looks at availability, like, how many open slots do we have from this site compared to how many scheduled. So we can see if Memorial Hospital gives us ten spots per year, but we're only scheduling six students there. So we know we could utilize this site more, or we're filled up with ten each semester, and we need to find some other sites that have to take a little bit of the, availability off that one site. Is there a way to manage communication with sites and preceptors, including recruiting new sites and preceptors? Yes. So we have the ability to send messages and emails and alerts through ELMS directly to sites and preceptors. So, for example, if a preceptor has an evaluation that they need to complete, that can go out directly through an email to them. They can log in to the system, but they don't need to. In my experience, most preceptors typically do everything via email. And within I talked about earlier that relationship tree, that site coordinator role is really, meant to, like, have access to the entire site. So if you're asking how much availability do you have or how many students could we send you, that can be submitted and managed through communication through ELMS from your team directly to that site coordinator. Right. See, we have just another minute or so. Any other questions? And if there are any that we don't get to, either our team can follow-up directly or, your client success manager. You can follow-up directly with them too. Alright. Well, thank you all so much. I appreciate the time. I'll keep an eye out for any other questions as well. Thank you all again for your time this afternoon. And if there are any further questions, absolutely please reach out to our team, and we could set up a time to make sure you get answers to them.