21 Trajecsys

Trajecsys is the clinical database which will be used to track attendance, exam entry, professional development activities, and clinical evaluations. Trajecsys records are legal documents which can be used to assess student productivity and progress.

How To Clock In and Out

Students are required to use the Trajecsys Time Tracking system to document their attendance in clinic. Students must clock in through Trajecsys on a hospital computer upon arrival and clock out on a hospital computer when leaving clinic. It is the student’s responsibility to maintain a record of clinical attendance in the Trajecsys Time Tracking system and to enter the information accurately daily.

• Students must electronically clock-in by their assigned clinical arrival time using a department computer or their smartphone. If clocking in on their smartphone, they must agree to share location.
• There is no grace period for clocking in late. Tardiness problems will not be tolerated. (Note: continual car trouble, traffic problems, oversleeping, etc. are not acceptable reasons for lateness.)
• Students may not clock in and out for anyone else.
• If a student forgets to electronically clock-in or out, the student must contact the Clinical Coordinator immediately, and fill out a time exception in Trajecsys.
• Students are not allowed to work through lunch and clock out early.
• Students are not allowed to clock out early if there are no exams to be done. With the permission of the supervising technologist, students may study if there are no other exams or duties to be performed.
• Only if all clinical duties and non-clinical activities have been exhausted may the supervising technologist release a student; however, this should never occur before 3:00 pm. Students must contact the Clinical Coordinator immediately if this occurs.
• If a computer is not available for clocking in when the student arrives, they are to contact the Clinical Coordinator immediately; this is documentation that they were not late. Without this documentation, the student will be counted as tardy.
• Students must give prior notice to their supervising staff member when they are to report for classes or other school activities that take place during clinical hours.
• Failing to record attendance appropriately will result in database errors. Grade deduction for database errors can be found in the deduction for database errors section below.

Documentation in Trajecsys

• For each clinical course, students are expected to complete clinical procedures and enter them in Trajecsys accurately. Once entered in Trajecsys, they will be verified electronically by the supervising technologist.
• Students are required to document 800 total exams and a minimum of 350 (medical sonography students) or 150 (echocardiography students) performed procedures prior to taking a board examination.
• Students are expected to enter data accurately into the clinical log portion of Trajecsys. Missing or incorrect information can result in a Unapproved procedure by the technologist. If a procedure is Unapproved, the student will need to repeat the entire exam.
• Completed clinical procedures must be entered into Trajecsys as soon as possible, but within 48 hours following completion.
• If a technologist is not listed in Trajecsys, you must email the clinical coordinator with the technologist’s name, email address, credentials (ie. RDMS (AB, OB), RDCS (AE)).

Supervision Designations

Students must document, through Trajecsys, ALL exams “observed”, “assisted”, and “performed” in clinic within 48 hours of performing the examination. The following denotes criteria for competency and basic information:

Observed: Simply entering the room and watching the technologist perform the exam.

• The student will not play a part in retrieving the patient, entering demographics, setting up equipment, looking up labs and previous exams.

Assisted: If the student prepares the room for examination, such as:

• Enters patient demographics
• Sets out proper supplies if needed
• Selects the proper equipment and sets up the examination room
• Is provided the opportunity to either scan the patient prior to the technologist working through the protocol images or once the technologist has obtained the full exam
• Scans the patient independently under the verbal direction of the technologist
• Scans the patient while the technologist assists verbally and runs the machine
• If the student aids the technologist during the examination

Performed: The student should obtain all required protocol images with high quality while satisfactorily manipulating the equipment

• If a technologist adds additional images in conjunction to what was obtained by the student should receive a “performed” role.
  • o If multiple protocol images are missing, or a substantial portion of the images are of inferior quality the student should receive an “assisted” role.
• A student may complete one side of a bilateral exam and receive a “performed” status if they obtain the appropriate protocol images and manipulates the equipment properly for the one side

How to Log Cases

Individual cases/exams are to be entered in Trajecsys using the Logs tab.

Please follow these steps to log your exams:

• Click Logs on the left side of your screen
• Select Date and Site
• Select Supervising Employee:
  •  Click New if it is your first time working with that technologist
    • Enter First Name, Last Name, and Email
    • Then click OK
  • Otherwise, the tech names that you have worked with should appear in the dropdown
• Click Add Logsheet
• Then, select Major Study, Skill, and Participation Level
  • Refer to the Clinical Experience Document for the participation level criteria
• Select With Pathology for all exams
  • If Normal, type Normal or WNL
  • Otherwise, enter the pathology
• Click Next
• Select time spent in hours OR minutes
• Click Next
• You should then see it listed on your daily log sheet

How to Log Clinical Competencies

Please follow these steps to log your competencies:

• Click Logs on the left side of your screen
• Select Date and Site
• Select Supervising Employee:
  •  Click New if it is your first time working with that technologist
    • Enter First Name, Last Name, and Email
    • Then click OK
  • Otherwise, the tech names that you have worked with should appear in the dropdown
• Click Add Logsheet
• Then, select Major Study, Skill, and Participation Level
  • Refer to the Clinical Experience Document for the participation level criteria
• Check the box Ready to Comp
• Select With Pathology for all exams
  • If Normal, type Normal or WNL
  • Otherwise, enter the pathology
• Click Next
• Select time spent in hours OR minutes
• Click Next
• You should then see it listed on your daily log sheet