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College of Chiropractic Intern’s Clinic Handbook 2021-2022

15.1 Documentation of Requirements

The following forms must be used to document your clinical quantitative requirements – Monthly Adjustment Record, Diagnostic Imaging Report form, Case Management form and/or Time Log. Faculty clinicians must approve all documents submitted in the eMedley, NWHSU documentation software program and Zoho Analytics. Credit will be given once the documents have been approved by the faculty clinician and reviewed by the Clinical Education Dept.. The following procedure for the transmittal of interns’ monthly paperwork is in affect to meet federal regulations regarding patient privacy. This procedure helps us comply with the Health Information Portability and Accountability Act (HIPAA) regulations to safeguard patient information as we verify student requirements.

 

The electronic procedure for transmitting interns’ monthly paperwork to Clinical Education is through the following platforms:

eMedley

Login to: https://he.emedley.com/univ/he/common/login/login.php

 

Zoho Analytics

Login to: https://analytics.zoho.com/

 

Monthly paperwork must be submitted at the end of each clinic shift. The following are requirements for completing monthly paperwork:

  1. Adjustment Record
    1. Only one intern will receive credit per adjustment. Credit will be given for a limit of 1 spinal and 1 extremity per patient. 
    2. There are no assists allowed in adjustments. In order to receive adjustment credit, the intern must participate in the patient's care enough to establish a true doctor/patient relationship - no credit shall be given solely for observing.
    3. 75 adjustments need to be directly observed by the faculty clinician and the assessment completed in eMedley. Assessed adjustments are only applicable to Fall 2022 grads and prior.
  2. Case Management Form
    1. Clinical examinations are to be recorded on the Case Management form.
    2. The intern needs to submit a Case Management form in eMedley. A Case Management form is completed on a new patient exam or a patient with a new condition. Credit is not allowed for reexaminations. Interns fill in the appropriate exam information using case protocols provided on the form. The date recorded on the form is the date the initial exam was performed. The intern and faculty clinician meet to review the patient file, discuss the case, and the faculty clinician must approve the form in eMedley to receive credit.
    3. Case Managements may be earned through CoC approved activities. Grand Rounds, HPC or Case Management assignments available on Moodle.
  3. Diagnostic Imaging (DxI) Reports
    1. Complete the Diagnostic Imaging Reports using the required form in eMedley or Moodle. Beginning Winter 2022, Dxl reports will be completed through Zoho Forms. DxI Report credit will be earned after review of reports by the NWHSU Radiology Department faculty.

  4. Time Log
    1. Complete a Time Log for all clinic hours earned in eMedley to receive credit.
    2. The Time Log should be completed by the intern on a daily basis. Record TAC time on the Time Log to receive clinic hours when absent from clinic. TAC time taken during the term does not count toward the required 78 (T7) or 300 (T8/9/10) clinic hours. If TAC is used, the intern is responsible for ensuring they will meet the required clinic hours by the end of the term.  TAC time not used during the term will be added as clinic hours at the end of the term.
    3. Interns will not receive clinic hours for University, CBI or T10 Only clinic observed holidays that fall during their contracted time. An exception is made for reaching the minimum weekly required clinic hours on weeks that holidays affect their contract. See section 7.4.3 Clinic Holidays.
    4. Interns receive 1:1 clinic hours for a Rotation Program visit provided this does not interfere with their normal clinic shift. If it does, the intern will receive clinic hours for time spent at the rotation facility, but will not receive time for their missed contracted hours. Rotation hours will be recorded as “Add Other Time” in eMedley and will be approved once the Rotation Assignment is completed in Moodle (Survey Monkey).
    5. Community and University events (see section 7.5 Earning Additional Clinic Hours) pre-approved by Clinical Education should be reported in eMedley as Time Log during the week they occur. This allows Clinical Education to track how many clinic hours interns have earned each week.
    6. Interns are expected to meet the number of weekly clinic hours even though their faculty clinician may be absent. In this instance, please see section 7.5.1 Clinic Hours during Faculty Clinician Absence.
  5. Communication
    1. Clinical Education has one main avenue of communication with interns – NWHSU email. It is the responsibility of every intern to check their email.  When interns are on campus Monday- Thursday, The Clinical Education Department welcomes you to visit Room 12 if you have any questions.
  6. Checkout procedures
    1. Each intern must Checkout at the end of T5, T6, T7, T8, T9 and T10 with Clinical Education.
    2. T5- T8: Interns will be notified near the end of the term (via email) regarding the Checkout process.
    3. T9: If all paperwork is not present or completed accurately, Checkout is not complete. Interns who have not completed clinical requirements by the end of the 9th term will not be allowed to participate in the Preceptorship program outside of the University/CBI program.
    4. Interns will progress to the next term only when Checkout procedures and paperwork have been approved. If all paperwork has not been turned in by the end of the term, students will receive an Incomplete (I) grade. Incomplete grades must be resolved within the first 4 weeks of the next term or the Incomplete will turn into an “F”.
    5. T10: Interns will be required to turn in all assignments, monthly time logs, and evaluations in order to be cleared for graduation.
  7. General

    Any Monthly Adjustment Record, Case Management, and Diagnostic Imaging Report forms not completed in its entirety, or completed incorrectly, will be returned as “Denied” in eMedley/DxI program. No credit will be issued until the form has been completed correctly, re-submitted and approved by the faculty clinician/NWHSU Radiology Faculty.  All forms must be reviewed by Clinical Education/NWHSU Faculty for official credit to be given.

It is the intern’s responsibility to resolve problems related to their requirements by contacting Clinical Education or Dr. Chris Major, The Diagnostic Imaging Dept. Chair for Dxl specific inquiries. Students should check Moodle – Grades to review their quantitative requirement standing or eMedley – eClas – Reports – NWHSU Accumulation Report.

It must be emphasized that patient care and clinical experience should be the primary objective of the intern.  Meeting quantitative requirements is one set of evaluative guidelines.  Clinical competence, confidence, and professionalism are other essential factors in the training of a future Doctor of Chiropractic at Northwestern Health Sciences University.