How to enter How to enter rotations rotations

on the portal.on the portal.Family MedicineFamily Medicine

SelectivesSelectivesElectivesElectives

Rita Reitzell 3/30/11, revised 3/5/2013Rita Reitzell 3/30/11, revised 3/5/2013

BeforeBefore entering entering a rotation on the portal: a rotation on the portal:

1. Contact the site 1. Contact the site

2. Complete any necessary 2. Complete any necessary applications/paperwork applications/paperwork required by the siterequired by the site

3. Set up housing if available 3. Set up housing if available

4. Confirm the rotation4. Confirm the rotation

Read the Read the SearchSearch Hints Hints

Clinical Ed tab, sidebar HELP, click the linkClinical Ed tab, sidebar HELP, click the link The search hints will save you time and frustrationThe search hints will save you time and frustration

Rotation RegistrationRotation Registration

Click to select the correct term (2013-14) Click to select the correct term (2013-14)

Click on the rotationClick on the rotation you want to enter. you want to enter.

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

Click the pull-down buttonClick the pull-down button

Choose site from menu.Choose site from menu.

Click the ‘GO’ button.Click the ‘GO’ button.

For Electives and Selectives, For Electives and Selectives, choose the specialty choose the specialty

(FM and R/U will not have a choice)(FM and R/U will not have a choice)

HousingHousingClick ‘yes’ Click ‘yes’ ifif the site has the site has

confirmedconfirmed they have it available. they have it available.

Check before you click Check before you click ‘Save’‘Save’

Use the Use the commentcomment box: box: To explain any changes To explain any changes

that may be needed to that may be needed to the address/contact the address/contact infoinfo

Additional materials Additional materials that need sent to the that need sent to the site along with the site along with the standard rotation standard rotation packetpacket

Oops! Oops! You meant St. Elizabeth in You meant St. Elizabeth in

UticaUtica

Back outBack out by by clicking the clicking the ‘bread ‘bread crumbs’crumbs’

ERROR—USE THE ERROR—USE THE COMMENTSCOMMENTS

You clicked on the wrong rotation when you You clicked on the wrong rotation when you entered. (EXAMPLE: you entered. (EXAMPLE: you meantmeant to click on to click on Elective1 but put the info in for Core Elective1 but put the info in for Core Selective)Selective)

FIXFIX YouYou cannot delete. Type in the cannot delete. Type in the comments box: “comments box: “entered in error, please entered in error, please deletedelete” so the coordinator knows.” so the coordinator knows.

Some sites will be denied on Some sites will be denied on entry. entry. Read the directions when Read the directions when

you encounter those like the samples you encounter those like the samples below:below:

Some FM offices must be entered under the hospital that tracks their rotations.

Some sites can no longer offer a complete rotation experience.

Entering a New SiteEntering a New Site

Green Pond Family Green Pond Family PracticePractice

365 Oliver Road, Suite 365 Oliver Road, Suite 55Harrisburg, PA 17110Harrisburg, PA 17110

Phone 717-xxx-xxxxPhone 717-xxx-xxxxFax: 717- xxx-xxxxFax: 717- xxx-xxxx

Preceptor: James Preceptor: James Ruston, D.O.Ruston, D.O.

Contact: Lisa Contact: Lisa PaperhandlerPaperhandler

11stst Search city— Search city—harrisburgharrisburg

22ndnd Search site— Search site—rustonruston

33rdrd Search site— Search site—pondpond

Entering a New SiteEntering a New Site

Click “Unable to Click “Unable to find existing site”find existing site”

Click “Go”Click “Go”

Entering a New SiteEntering a New Site

Use the Use the legal namelegal name of of the site.the site.

Include Include suite numbersuite number if needed.if needed.

All fields must be All fields must be completed.completed.

The ‘The ‘contact personcontact person’ is ’ is the one who will the one who will handle your handle your paperwork.paperwork.

ENTRY ACCEPTED/DENIEDENTRY ACCEPTED/DENIED

A clinical coordinator will review your A clinical coordinator will review your portal entry.portal entry.

If accepted, it will appear on your If accepted, it will appear on your rotation schedule and your rotation schedule and your paperwork will be mailed to the site.paperwork will be mailed to the site.

The following slides show actual The following slides show actual entries by students and the reason entries by students and the reason for denial.for denial.

DeniedDenied

Your entry is used Your entry is used

on your on your

Letter of Good Letter of Good StandingStanding

Use Use proper English proper English

for addressing an for addressing an envelopeenvelope

DeniedDenied

Enter the site you Enter the site you contactedcontacted for the for the rotation.rotation.

Since this was Since this was set up set up byby University University Hospitals, it should Hospitals, it should be be entered asentered as University HospitalUniversity Hospital

DeniedDenied

Lori Gerber, D.O.Lori Gerber, D.O.((proper form for proper form for

addressing an envelopeaddressing an envelope))

Fax number requiredFax number required

Last name requiredLast name required

DeniedDenied

Housing must be Housing must be confirmedconfirmed prior to prior to entering the entering the rotation.rotation.

Housing at MAE sites Housing at MAE sites must be requested must be requested though the ME office though the ME office of Millcreek Hospital.of Millcreek Hospital.

You will receive an email You will receive an email telling you why your rotation telling you why your rotation

was denied.was denied.Most common reasons:Most common reasons: NOT a new site. Please search by CITY /NAME NOT a new site. Please search by CITY /NAME

and choose from the drop-down menu. If some of and choose from the drop-down menu. If some of the information is different, put it in the the information is different, put it in the comments. Review the comments. Review the Search HintsSearch Hints

We cannot approve without all of the information. We cannot approve without all of the information. MUST HAVE FAX NUMBER to enter a new site MUST HAVE FAX NUMBER to enter a new site

All information must be typed in proper English All information must be typed in proper English form for addressing an envelope. The first letter form for addressing an envelope. The first letter of names and cities must be capitalized.of names and cities must be capitalized.

When your rotation has been When your rotation has been approved, it will show on your approved, it will show on your

schedule and your paperwork will schedule and your paperwork will be mailed within one business be mailed within one business

day.day.

Check your schedule weeklyCheck your schedule weekly

Keep in mind . . .Keep in mind . . .

Clin. Ed. realizes that MS2s need time to Clin. Ed. realizes that MS2s need time to learn the ropes.learn the ropes.

MS2s need to give Clin. Ed. time to check MS2s need to give Clin. Ed. time to check and approve rotations once 350 students and approve rotations once 350 students begin entering.begin entering.

Clin. Ed. cannot approve portal entries Clin. Ed. cannot approve portal entries until until allall annual requirements are received. annual requirements are received.

Read the DirectionsRead the Directions(click on the link)(click on the link)