Create Case Logs

If your school or clinical site has enabled the Case Logs feature, you can track your clinical experiences and patient encounters directly in ACEMAPP. This guide will walk members through creating case logs.

NOTE: Case logs allow members to track their clinical experiences and patient encounters. Time logs allow members to track their time spent with a preceptor and/or at a clinical site. If your school or clinical site has enabled both features, you have the option to attach your case logs when you create time logs.

Creating Case Logs from the Rotations Table

Step 1: Access the Rotations Table

From your homepage, click the "Rotations" tab at the top, or click the blue "+" (plus sign icon) at the top right of the Rotations box. If you don’t see any rotations listed in your ACEMAPP account, please reach out to your school coordinator to confirm your rotation assignment.

Step 2: Find the Rotation

Your Rotations table displays all your rotation assignments. You can sort to find the rotation for which you will be creating a case log. At the top of the table, you can sort by the following:

• Rotation experience type (first row of tabs)
• Rotation status (second row of tabs)

Step 3: Start a New Case Log

In the rotations table, click the "Create Case Log" (briefcase) icon.

Step 4: Select a Case Log Type

Select your Case Log type from the pop-up window.

Step 5: Enter Required Information

In the General tab, enter all of the required information. The Target, Clinical Site, and Preceptor will auto-populate. The remaining fields marked with an orange bar are required to have data entered. The case log will not be created until all of the required fields are completed.

NOTE: If this is a prenatal visit, please make sure you select "Yes" under the Prenatal Visit field and enter the fetus's age in weeks.

NOTE: Please follow HIPAA confidentiality guidelines when entering clinical notes.

Step 6: Save Your Case Log

When you have completed all of the required fields, select one of the following Save options at the bottom of the page:

• Submit & Exit:

  Submits your case log, then takes you back to the Case Logs table.

• Save & Enter New Log at Current Site:

  Saves and opens a new log entry, keeping clinical site information.

• Save & Enter New Log with Current Patient:

  Saves and opens a new log entry, keeping patient information.

• Save For Later:

  Saves your information, then takes you back to the Case Logs table.

Creating Case Logs from the Case Logs Table

Step 1: Access the Case Logs Section

From your homepage, click the "Case Logs" button located at the top, just below the blue banner.

• If you do not immediately see the button, click the "More" drop-down menu on the right to locate it.

Step 2: Select a Case Log Type

Select your Case Log Type.

Step 3: Start a New Case Log

In your Case Logs table, click the "+ New Case Log" button located at the top left to begin creating a new entry.

Step 4: Enter Required Information

In the General tab, enter all of the required information. The fields marked with an orange bar are required to have data entered. The case log will not be created until all of the required fields are completed.

NOTE: If this is a prenatal visit, please make sure you select "Yes" under the Prenatal Visit field and enter the fetus's age in weeks.

NOTE: Please follow HIPAA confidentiality guidelines when entering clinical notes.

Step 5: Save Your Case Log

When you have completed all of the required fields, select one of the following Save options at the bottom of the page:

• Submit & Exit:

  Submits your case log, then takes you back to the Case Logs table.

• Save & Enter New Log at Current Site:

  Saves and opens a new log entry, keeping clinical site information.

• Save & Enter New Log with Current Patient:

  Saves and opens a new log entry, keeping patient information.

• Save For Later:

  Saves your information, then takes you back to the Case Logs table.

Updating Case Logs

NOTE: If your case logs are attached to a time log, you cannot update your case logs until you delete your time log. Deleting your time log will allow you to update your case logs.

Step 1: Locate the Case Log to Edit

In your Case Logs table, click on the "Active" or "Incomplete" tab and click the “Edit” (Pencil) icon next to the case log you want to edit.

Step 2: Make and Save Your Changes

Update any necessary fields and click the "Submit & Exit" button at the bottom of the page to update your case log.

FAQs

Q: Who approves my case logs?

A: All case logs go through an approval process. The parties involved in the approval process are determined by your school/site. They may need to be approved by your preceptor, faculty, or coordinator. After you save and submit your case log, its status will remain Active until it is approved by all parties. Once fully approved, the case log will change to Completed status.

Q: How do I know if my case log has been approved?

A: The top of your Case Log table is broken up into tabs by status. Case logs include the following statuses: Incomplete (no data), Pending (data is entered but not completed), Active (data is completed and submitted for review), Needs Info (sent back for you to update), Completed (approved by all parties - this is shown for students and admins), Historical (approved by all parties - this shown for faculty and preceptors), Denied, and Deleted.

Q: How do I know if my time log is connected to my case log?

A: Your connected case logs will be listed in the Case Logs column of your Time Log table.