Navigate to Admin>Regional Education.
From the Regional Education card on the left sidebar, click 'Manage Regions'.
Click 'Add New Region'.
Complete the required information, noting the following:
Clerkship core rotations: Click the checkbox to indicate that core rotations happen in this region.
Managed accommodations: Click the checkbox if there is housing in this region managed by the organisation. This will allow you to later add apartments to this region and will result in the region showing up as "Managed" on the list of regions.
Navigate to Admin>Regional Education.
From the Regional Education card on the left sidebar, click 'Manage Regions'.
Click on the name of a city.
Edit the entry as required and click 'Save'.
The Apartment feature of the Regional Education module allows you to store details about all apartments an organisation controls. Apartments must be added to the system before they are available to be scheduled with occupants.
Navigate to Admin>Regional Education.
Click 'Manage Apartments' from the Regional Education card in the left sidebar.
Click 'Add New Apartment' to add a unit.
Provide all apartment details, noting the following:
Title: We recommend using the address and unit number as the title. This makes it easy to quickly reference which property is being discussed in automated emails.
General Information: It is recommended that you provide as much detail to learners as possible. This might include information about wifi, parking, garbage and recycling, house rules, etc.
Superintendent Information: If someone other than a building superintendent will distribute keys to learners, uncheck 'The superintendent is also the key contact' and you will be prompted to enter information for a different key contact (e.g. departmental secretary). This information will be shared with learners when they are confirmed at a specific unit.
Apartment Contacts: Adding a user here will give that person access to edit and schedule occupants for this apartment.
Click 'Save'.
Navigate to Admin>Regional Education.
Click 'Manage Apartments' from the Regional Education card in the left sidebar.
Click on the name of a unit.
Edit the entry as needed.
Click 'Save'.
Navigate to Admin>Regional Education.
Click 'Regional Education' from the Regional Education card in the left sidebar.
The screen will display learners requiring accommodations who need to be scheduled, and a list of unconfirmed accommodation assignments.
Follow the instructions above.
Click the name of a learner.
View the available accommodations and click the circle beside the accommodation you'd like to assign to the learner.
By default an email notification will be sent to the learner with the details of their assigned accommodation and asking them to confirm the assignment. If you do not want to send an email, deselect the box.
Click 'Proceed'.
Another way to schedule learners into accommodations is to manually add individual occupants to specific units.
From the Manage Apartments screen, click an apartment name.
Click 'Add New Learner'.
Provide the required information.
Click 'Proceed.'
Follow the instructions above.
Click the checkbox beside the appropriate learner name(s).
Scroll to the bottom of the page and click 'Send Reminder'.
From the Manage Apartments screen, click an apartment name to see a calendar view showing all scheduled occupants. (You can also add a new occupant from this screen.)
From the Regional Education screen, click an apartment name from the Unconfirmed Accommodation Assignments list to see a calendar view showing all scheduled occupants. (You can also add a new occupant from this screen.)
Elentra's Regional Education module allows an organisation to manage a list of apartments to offer learners accommodation while they participate in clinical learning opportunities (e.g., clerkship or residency rotations in different locations).
Through the Regional Education module you can create a list of locations across multiple states/provinces and then create apartments within a region. Detailed information including address, rules, number rooms, superintendent contact, and key contact (e.g., someone at a hospital or clinic who holds on to keys when not in use) can be recorded for each apartment. Additionally, there is a scheduling tool to help facilitate the assignment of students to off-site locations.
A series of automated emails can be used to alert learners to their potential accommodations and let them communicate whether they will accept the accommodation offer or not. Additional emails are set up to automatically notify superintendents and key contacts of upcoming bookings including the details of the learners who will use the accommodation.