Intern’s License User Guide

INTERN'S LICENSE USER GUIDE:

The internship accounts have limited functionalities.

These licenses are free of charge during the internship only.

Requests to add interns accounts have to be sent to support@medexa.com.

The request has to enunciate :

• The number of licenses, 
• the name of the intern 
• the start and end date of the internship

INTERN ACCOUNT CONFIGURATION BY THE ADMIN USER

After the addition of the license In your database, you can invite your intern to Medexa by following those steps:

1. Click on My Clinic
2. Click on User management tab
3. Click on the button + Invite user
4. Type in the email address and choose the profession related to the intern’s field of study.
5. Click on Next
6. Check the points of service where the intern is going to work
7. Click on Send invitation

It is not necessary to create a new profession as Intern, you can just assign the profession related to the field of study.

When the Intern has created his account, a supervisor has to be assigned:

1. Click on My Clinic
2. Click on the User Management tab
3. Click on the intern’s name
4. On the Internship supervisor section, click on Manage
5. Check the supervisor(s) assigned to the intern
6. Click on Save Changes

If you would like the intern to manage the appointments on its own schedule, you should assign the services to the intern and set up the availabilities on each point of service where the intern will be working during the internship.

1. Click on My Clinic
2. Click on the Services tab
3. In the “Assign Services” section, click on the point of service where the intern will be working at.
4. Click on the name of the intern
5. Click on the button Assign / Unassign, then choose the services offered by the intern
6. Click on Save Changes
7. In the Points of service tab, set up the schedule availabilities (working hours and days) and Save Changes

CONFIGURATION TO BE MADE BY THE INTERN

Ask the intern to log in to Medexa and follow these steps:

1. Click on My Account (at the top to the right where you name is written)
2. Add a Practice Profile, as Intern pht and click on Save Changes
3. Add a signature to your account and Save Changes

SCHEDULE MANAGEMENT

The intern will have its own schedule. The intern or the clinic would be able to manage the schedule.

When you add an appointment to the supervisor’s schedule, the window Add an appointment would allow you to assign up to 2 interns to the same appointment. This appointment will be displayed in the schedule of the supervisor and the assigned intern.

When you add an appointment to the intern’s schedule, the window Add a document would ask you to assign a supervisor to the appointment. This appointment will be displayed in the schedule of the supervisor and the assigned intern.

Attention! If the supervisor wants to take care of more than one patient at the time (for example, the supervisor want to treat a patient while the intern treats another patient, or the supervisor wants to supervise 2 interns that are treating 2 different patients at the same time), the system will displayed an error message indicating a conflict in the schedule. It then takes to edit the number of simultaneous appointments in the supervisor’s account.

1. Click on My Clinic
2. Click on User management tab
3. Click on the supervisor’s name
4. On the Maximum number simultaneous appointments, change the number accordingly*
5. Click on Save Changes

* Keep in mind this functionality will affect also the supervisor's availabilities for the online booking module.

CHARTING

The intern’s account can:

• Open a new note
• Fill out a note (as a regular user)
• Save the note and come back later on

The intern’s account can’t:

• Complete a note

The supervisor’s account can:

• Bring modifications to the intern’s note
• Complete the note (Co-sign the note)

DEACTIVATE THE INTERN'S ACCOUNT 

In order to allow students and supervisors to finish up their patient’s files, the intern license will be active 7 days after the end of the internship. 

We ask you to deactivate the intern’s account prior to the date of the license removal by following these steps:

1. Click on My Clinic
2. Click on User management tab
3. Click on the intern’s name
4. Click on the button Deactivate in red at the top right corner.

This will allow you to release a license and keeping all the data and notes generated by the intern.