Several of our affiliate health systems use Clinician Nexus for onboarding students and tracking information about learners across their health system. These health systems currently include CentraCare, Aspirus St. Luke's, Essentia Health, Allina Health, M Health Fairview, Hennepin Healthcare, and Children's Minnesota. 

What is the department coordinator's role in Clinician Nexus?

• Verify med students listed for your clerkship/rotation are pulled into Clinician Nexus; this should happen at least 60 days prior to the start of the rotation (or the next business day for late adds). If you see any missing students, please notify onboarding@umn.edu right away and copy the appropriate site contact below:

  • • M Health Fairview and HealthEast rotations: Olivia Haines (olivia.haines@fairview.org)

    • Hennepin Healthcare rotations: 

      • • Shanika James for IM and Surgery (shanika.james@hcmed.org)

        • Kaylynn Breid for HYBRID and HeLIX students (kaylynn.breid@hcmed.org)

        • The clinical coordinator listed in Clinician Nexus under staff listing/bar for all others

          • Select a particular rotation to view the staff listing/bar

          • It can also be helpful to look at the "Activity" box on the right hand side to see which particular HCMC clinic coordinator has accepted the rotation and is following the student through their onboarding steps

    • CentraCare rotations: Diane Gustafson (MedStudents@centracare.com)

    • Children's Minnesota rotations: Alison Chandler (Alison.Chandler@childrensmn.org)

    • Essentia Health rotations: Joann Scozzari (scozj@umn.edu)

    • St. Luke's rotations: Joann Scozzari (scozj@umn.edu)

    • Allina Health System rotations: Danielle Pino (AllinaAcademics@allina.com)

      • • Please note, Abbott NW locations do not use Clinician Nexus. Onboarding for Abbott NW locations is handled manually by Jackie Wilcziek (jackie.wilcziek@allina.com)

• If you have courses that use the AS-1000 code, please make sure you submit the actual site code to clsched@umn.edu by the deadlines below so that the appropriate placements will push from MEdIS to Nexus in time to complete onboarding. Site placements made past the deadlines below will likely be declined by the site due to inadequate time for onboarding:

  • • M Health Fairview and HealthEast: 4 weeks prior to the start of the rotation

    • Hennepin Healthcare: 6 weeks prior to the start of the rotation

    • Children's Minnesota: 6 weeks prior to the start of the rotation

    • Aspirus St. Luke's: 3 weeks prior to the start of the rotation

    • Allina: 3 weeks prior to the start of the rotation

• Verify med students have completed their onboarding in advance of the start of their rotation. Please help us encourage students to be complete all onboarding tasks by the deadlines listed in Clinician Nexus. 

• Three weeks prior to the start of the rotation, email any non-compliant student about completing their onboarding tasks (either via the system or, if your preference is to email them directly, from your personal email.) Inform them that failure to complete onboarding tasks by the set deadlines can lead to their rotation being delayed or canceled.

• If you would like a brief training on how to go through the above steps in Clinician Nexus, please reach out to Andrea Gellert (lope0165@umn.edu) to set up a time. 

Helpful Guides in Clinician Nexus:

• Monitoring Student Onboarding Progress

• Notification Settings

• Dashboard View Customization

• Bulk Actions on Rotations (Emailing Students from within CN)

Need General Help on Navigating in Clinician Nexus or Help Troubleshooting? 

Email help@cliniciannexus.com or use the chat feature in the bottom right corner when you log into Nexus. You can also reach out to onboarding@umn.edu if the Clinician Nexus team is unable to help with your particular need/question.

Coordinators should direct students to this page for information about onboarding within this health system. 

Children's requires a minimum of 6 weeks prior to the start date for late adds. Exceptions may be granted at their discretion for students who have previously rotated at Children's.

Please copy the Children's Medical Education office (Medical.Education@childrensmn.org) on ALL communications regarding clinical or research experiences with preceptors and/or coordinators at Children's Minnesota hospitals and affiliated clinics to ensure the rotation is approved by their office and set up correctly in Clinician Nexus. Failure to do so will result in the student being unable to participate in clinical or research experiences at Children's hospitals and affiliated clinics. 

CentraCare requires a minimum of 6 weeks prior to the start date.  

Onboarding and clinical placements for CentraCare are performed by the Clinician Experience Team utilizing Clinician Nexus. The activity messaging feature is utilized as the primary mechanism of communication between CentraCare, the student, and the school. 

Questions can be sent to ClinicianExperience@centracare.com. 

Onboarding and site placements for Essentia are performed by Joann Scozzari (scozj@umn.edu). Essentia requires a minimum of 6 weeks prior to the start date for late adds. Exceptions may be granted at their discretion for students who have previously rotated at Essentia.

Badging

Students rotating within the MHealth Fairview and HealthEast systems will need a badge. The directions below apply to both MHealth Fairview and HealthEast badges (a separate badge is needed if you rotate at a HealthEast* site). Visiting students fall under a different process (see below).

*HealthEast Sites: St. John’s Hospital, Woodwinds

What is the department coordinator's role?

• Immediately after the drop/add deadline passes, coordinators should notify students placed within this system to contact onboarding@umn.edu if they need a new badge or if they have an expired badge that needs to be renewed. The badging process happens almost exclusively online. The only part of this process that happens in person is when the student goes to pick up the badge at Midway Corporate Campus.  

  1. 1. 1. 1. 1. • Address to pick up badges: M Health Fairview Midway Campus, 1700 University Ave W, St Paul, MN 55104

                 • Then go to the main entrance to pick up badges. There is free parking. Hours Monday - Friday 8am-5pm.

                 • M Health Fairview Badge Office 612-273-7227

• The badging office needs a three week notice prior to the period start date. Requests submitted later than three weeks prior to the period start date may not be completed prior to the period start date. With sufficient notice as outlined above, MHealth Fairview and HealthEast badges should be available at least one week prior to the start of the rotation.

• Someone other than the student is allowed to pick up the badge only if you tell Olivia Haines (olivia.haines@fairview.org) prior to picking it up. Visiting students sometimes need assistance picking up their badge in which case they should contact their course coordinator to arrange a pickup if they will not be in Minneapolis the week prior to their rotation.

• If you need to request that additional/special access is added to students' badges for a specific rotation, email accesscontrol@fairview.org and copy olivia.haines@fairview.org.. This is a rare circumstance; the templated access should be sufficient for most courses.

• Coordinators should direct students to this page for information about onboarding within this health system.

• If a student is accessing a door for the first time it will take two swipes of the badge, once to register it and a second time to open it.

• Coordinators should direct students to this page for information about onboarding within this health system. 

• Visiting students fall under a different process for badging. They can be referred directly to Olivia in the Fairview Education Office (olivia.haines@fairview.org). She will work with vslo@umn.edu to make sure the visiting students are set up with an MHealth Fairview badge. She will email them Badge information one week prior to the rotation start date.

Vocera

The Vocera Platform enables clinicians and staff to communicate and collaborate immediately. It’s what enables the right person to receive the right information at the right time, and to know which information is most important. It’s what allows a more human experience for care teams, patients, and families.

Vocera Solution: Key Features

• Secure HIPAA-compliant text messaging that is encrypted and traceable

• Device of choice: iPhone, iPad, Android smartphones and tablets, Cisco and Spectralink VOIP handsets, desktop PCs, and Vocera Badges

• Staff assignment and role-based calling with intelligent workflow

Vocera FAQs and Vocera Mobile App

Epic Access

M Health Fairview and HealthEast Epic credentials for students are listed in their MEdIS profile. If a student does not see their credentials there and does not have access, instruct them to reach out to Olivia at  olivia.haines@fairview.org.

If students simply need to reset their Epic password, they can do so here: https://mypassword.fairview.org/.

If students are having trouble with Epic access, their first step should be to contact the M Health Fairview help desk at 612-672-6805. Students should be sure to write down the INC ticket number in case the Help desk is unable to assist.

• If the help desk asks the student who their "manager" is, they should say Olivia Haines (Fairview Education Office)

  • • Students should make sure the help desk knows they are a medical student

• If the Fairview help desk is unable to fix the problem, the next step is for the student to reach out to Olivia (olivia.haines@fairview.org). and give her their help desk ticket number and phone number and she will escalate it to a higher team.

Visiting students fall under a different process for Epic access. Vslo@umn.edu will work with Olivia (olivia.haines@fairview.org) to make sure the visiting students are set up in Clinician Nexus which is how they will also be set up with Epic access. She will email them Epic information one week prior to the rotation start date.

Clinician Nexus

Coordinators should make sure that all students' rotations have been properly pulled into Clinician Nexus. Eight weeks before the beginning of a rotation is the ideal time to check this. In the case of a late add, a student should show up inside of Clinician Nexus within 24 hours of the change being reflected on their schedule inside of MEdIS. Two weeks prior to the students rotation start date Coordinators should make sure onboarding has been completed and remind any students who have yet to complete it.

For guides and frequently asked questions regarding Clinician Nexus please see https://app.cliniciannexus.com/support/contact

Coordinators should direct students to this page for information about onboarding within this health system. 

Hennepin requires a minimum of 6 weeks prior to the start date for late adds. Exceptions may be granted at their discretion for students who have previously rotated at Hennepin.

Onboarding and site placements for Aspirus St. Luke's are performed by Joann Scozzari (scozj@umn.edu). Aspirus St. Luke's requires a minimum of 3 weeks prior to the start date for late adds. SSNs must be provided at least 21 days prior to experience and EPIC training must be completed by the Thursday prior to rotation start. Exceptions may be granted at their discretion for students who have previously rotated at Aspirus St. Luke's.

The process for onboarding students at the VAMC is outlined below (this includes visiting students - see below note):

1. Once the drop/add deadline passes, and then continually as site placements are finalized, the Clinical Education Coordinator pulls rosters in MEdIS for all students placed at sites with site code of VA-1000 (and for any combined codes that include a VAMC placement).

2. All students scheduled at the VAMC for the applicable periods are then sent a release/attestation form from onboarding@umn.edu. You can view the items students are asked to affirm here. 

3. The VAMC requires that all our students be placed on their TQCVL roster in order to legally be allowed to rotate there. Once a student has signed the attestation/release form sent from onboarding@umn.edu, their name is placed on the TQCVL roster and an updated roster is sent to the VAMC Education Office. If they are already on the roster from a previous rotation in the same academic year, their rotation dates will be updated to include the new rotation; this updated version of the TQCVL roster is then sent to the VAMC Education Office. 

4. On the VAMC side, the student will then be entered in APDS (Account Provisioning and Deprovisioning System) and prompted to complete the VAMC's onboarding requirements. 

5. The Clinical Education Coordinator regularly sends updated versions of the TQCVL roster to the VAMC Education Office from the onboarding@umn.edu account. 

6. Some students will be issued a PIV/badge that can be picked up at the VAMC badge office depending on the length of the rotation.

What is the coordinator's role?

• Send rosters to your site contact(s) at the VAMC immediately after a drop/add deadline has passed for the applicable periods. As you are notified that site placements are made or that students are late adding/late dropping, please send those updates to the VAMC immediately. The VAMC prefers no less than an 8-week notice when students are placed there but does sometimes approve shorter notice on a case by case basis. Please loop in our onboarding team (onboarding@umn.edu) whenever you are considering approving a late add at the VAMC that is less than 6 weeks prior to the start of the period so we can help with making sure all parties on the VAMC side feel like the timeline for onboarding the student for an on-time start is still doable before the student is notified of an approval. 

• Please copy VHAMINTraineeOnboarding@va.gov on all communications regarding initial placements, late adds, and late drops.

• Include the onboarding@umn.edu account in any notifications to the site about late adds/drops at the VAMC so that the Clinical Education Coordinator can send the attestation/release form and update the TQCVL roster.

• If you use the AS-1000 code for your course and the actual site code is not listed in MEdIS within one week after the drop/add deadline, please include the onboarding@umn.edu account when you email clsched@umn.edu with the actual site placement/site code. 

• Coordinators should direct students to this page for information about onboarding within this health system. 

• Note on visiting students: Visiting students may not appear on the roster that is pulled by the Clinical Education Coordinator a week after drop/add. Therefore, please notify onboarding@umn.edu of any visiting students so they can be sent the attestation/release form and added to the TQCVL as outlined above. 

1. Students will onboard through Clinician Nexus, unless they are exclusively placed at Broadway Family Medicine Clinic.  Broadway FM will onboard those students.