1. How to enter rotations on the portal. Family Medicine SelectivesElectives Rita Reitzell 3/30/11, revised 3/5/2013

2. Before entering a rotation on the portal: Before entering a rotation on the portal: 1. Contact the site 2. Complete any necessary applications/paperwork required by the site 3. Set up housing if available 4. Confirm the rotation

3. Read the Search Hints Clinical Ed tab, sidebar HELP, click the link Clinical Ed tab, sidebar HELP, click the link The search hints will save you time and frustration The search hints will save you time and frustration

4. Rotation Registration Click to select the correct term (2013-14)

5. Click on the rotation you want to enter.

6. Using the Search Hints, enter the name and click the button.

7. Click the pull-down button

8. Choose site from menu.

9. Click the ‘GO’ button.

10. For Electives and Selectives, choose the specialty (FM and R/U will not have a choice)

11. Housing Click ‘yes’ if the site has confirmed they have it available.

12. Check before you click ‘Save’ Check before you click ‘Save’ Use the comment box: To explain any changes that may be needed to the address/contact info To explain any changes that may be needed to the address/contact info Additional materials that need sent to the site along with the standard rotation packet Additional materials that need sent to the site along with the standard rotation packet

13. Oops! You meant St. Elizabeth in Utica Back out by clicking the ‘bread crumbs’

14. ERROR—USE THE COMMENTS You clicked on the wrong rotation when you entered. (EXAMPLE: you meant to click on Elective1 but put the info in for Core Selective) You clicked on the wrong rotation when you entered. (EXAMPLE: you meant to click on Elective1 but put the info in for Core Selective) FIX You cannot delete. Type in the comments box: “entered in error, please delete” so the coordinator knows. FIX You cannot delete. Type in the comments box: “entered in error, please delete” so the coordinator knows.

15. Some sites will be denied on entry. Read the directions when you encounter those like the samples below: Some FM offices must be entered under the hospital that tracks their rotations. Some sites can no longer offer a complete rotation experience.

16. Entering a New Site Green Pond Family Practice Green Pond Family Practice 365 Oliver Road, Suite 5 Harrisburg, PA 17110 365 Oliver Road, Suite 5 Harrisburg, PA 17110 Phone 717-xxx-xxxx Fax: 717- xxx-xxxx Phone 717-xxx-xxxx Fax: 717- xxx-xxxx Preceptor: James Ruston, D.O. Preceptor: James Ruston, D.O. Contact: Lisa Paperhandler Contact: Lisa Paperhandler 1 st Search city—harrisburg 2 nd Search site—ruston 3 rd Search site—pond

17. Entering a New Site Click “Unable to find existing site” Click “Unable to find existing site” Click “Go” Click “Go”

18. Entering a New Site Use the legal name of the site. Use the legal name of the site. Include suite number if needed. Include suite number if needed. All fields must be completed. All fields must be completed. The ‘contact person’ is the one who will handle your paperwork. The ‘contact person’ is the one who will handle your paperwork.

19. ENTRY ACCEPTED/DENIED A clinical coordinator will review your portal entry. If accepted, it will appear on your rotation schedule and your paperwork will be mailed to the site. The following slides show actual entries by students and the reason for denial.

20. Denied Your entry is used on your Letter of Good Standing Use proper English for addressing an envelope

21. Denied Enter the site you contacted for the rotation. Since this was set up by University Hospitals, it should be entered as University Hospital

22. Denied Lori Gerber, D.O. ( proper form for addressing an envelope ) Fax number required Last name required

23. Denied Housing must be confirmed prior to entering the rotation. Housing at MAE sites must be requested though the ME office of Millcreek Hospital.

24. You will receive an email telling you why your rotation was denied. Most common reasons: NOT a new site. Please search by CITY /NAME and choose from the drop-down menu. If some of the information is different, put it in the comments. Review the Search Hints NOT a new site. Please search by CITY /NAME and choose from the drop-down menu. If some of the information is different, put it in the comments. Review the Search Hints We cannot approve without all of the information. MUST HAVE FAX NUMBER to enter a new site We cannot approve without all of the information. MUST HAVE FAX NUMBER to enter a new site All information must be typed in proper English form for addressing an envelope. The first letter of names and cities must be capitalized. All information must be typed in proper English form for addressing an envelope. The first letter of names and cities must be capitalized.

25. When your rotation has been approved, it will show on your schedule and your paperwork will be mailed within one business day. Check your schedule weekly

26. Keep in mind... Clin. Ed. realizes that MS2s need time to learn the ropes. Clin. Ed. realizes that MS2s need time to learn the ropes. MS2s need to give Clin. Ed. time to check and approve rotations once 350 students begin entering. MS2s need to give Clin. Ed. time to check and approve rotations once 350 students begin entering. Clin. Ed. cannot approve portal entries until all annual requirements are received. Clin. Ed. cannot approve portal entries until all annual requirements are received.

27. Read the Directions (click on the link)