Clinical placement software that tests every student's documents against each site's own clause, for the whole rotation, before day one
Students cleared before day one, every document tested against the site's own clause.
See one case, screen by screen ↓Clinical Placement Compliance Tracking is clinical placement software in which nursing and health programs check immunizations, background checks and CPR against each site's own rules. Six agents read every document, match identities, test every requirement across the whole rotation against the site's affiliation agreement clause, and draft the notices. A coordinator clears each student for each rotation, and the site sees only cleared students and their dates.
AI in education: a buyer's guide to agentic AI for colleges, universities and school districts →
Updated
Clinical placement software today mostly stores uploads for a person to glance at. Every nursing and allied-health student needs a clearance for each rotation: immunizations or titers, a TB screening, a BLS card, a background check, a drug screen, the site's orientation and the student's consent to share. Each clinical site writes its own version of those nursing student immunization requirements into its clinical affiliation agreement, and the wording changes at renewal. A coordinator glances at each upload against a school-wide checklist and tests the dates against the first day of the rotation.
That is where nursing clinical compliance breaks. A BLS card or a 12-month TB screening that lapses in week five of an eight-week rotation passes a start-date check and fails the site's "entire rotation" clause. A lab report under a full legal surname and a background check with the day and month swapped go unmatched. Clinical Placement Compliance Tracking puts six agents in front of that reading and testing, so the coordinator spends the morning deciding who can start, with the site's clause beside every hold.
Estimated split of a coordinator's hours for one student's clearance for one rotation, by hand and with the agents; our arithmetic, kept modest. The person still decides every clearance.
Six agents read, match, test and draft; a coordinator clears each student, and directors co-sign exceptions and releases.
Ana Lucía Ferraz, a second-year Respiratory Therapy student at Brandvale Community College, rotates at Corrin Valley Health, adult critical care, January 12 to March 6. It is Tuesday, January 5, at 8:02 a.m., six days before spring rotations start. Here is what happens to her clearance, screen by screen, in the working solution.
The rotation gate shows 418 rotation starts at 31 sites, Tuesday, January 5 to Monday, January 25: 358 cleared, 19 ready for Dwayne, 41 held. Each clinical site is a column with a dashed gate across it. Held students sit below it, each showing the one item that holds them in plain words.
Ana Lucía Ferraz starts at Corrin Valley Health in 7 days, and her BLS card lapses mid-rotation.
The Expiry agent tested every requirement to the last day of each rotation. Ana's BLS card has a recommended renewal of 02/14/2027, and her rotation runs to March 6. Dwayne clicks her name: the site's clause sits beside her card, both cited, and the coverage bars show her BLS bar ending February 14, hatched to March 6. Everything else is met, 10 of 11.
Corrin Valley Health agreement §4.2: "valid for the entire period of the clinical rotation."
Corrin Valley Health renewed its clinical affiliation agreement on December 1, 2026. The Site Rule agent turned it into rule pack v3, eleven requirements, one per clause, and Dr. Renée Castellanos approved it on December 3. The change from v2 is shown in full: §4.2 used to say "current on the first day of the rotation", and three students this term are affected.
The 30-day and 14-day automatic reminders went unanswered over winter break. Within 7 days of a start, a person sends, so Dwayne reads the Notice drafter's message, one item and one date, and sends it himself. The send is stamped 8:05 a.m. and logged.
Ana's student app shows the message and the one thing to do before her rotation starts. She uploads a renewed eCard, BLS_Provider_eCard_Jan2027.pdf, and the card turns to "Renewed card received". Her consent to share is recorded per site.
The Document Reader reads the renewed card, issued 01/04/2027 with a recommended renewal of 01/31/2029 (0.99). The Skeptic matches her identity. The Expiry agent finds Jan 12 – Mar 6 covered, next lapse her TB screening on August 18. The Site Rule agent finds 11 of 11 met under rule pack v3, and hands the proposal to Dwayne.
"Ana Lucia Ferraz" on the card and "Ana Lucía Ferraz" on the record: accent only (0.98).
Agents propose; a coordinator clears. Dwayne confirms, and Ana's chip rises above the gate stamped "Cleared 9:12 a.m.". The gate now reads 359 cleared and 40 held, and the next step moves on to the 19 students ready for review.
Corrin Valley Health's roster draft now carries 9 cleared students, each marked status only. Noah Brennan is ready but not yet cleared, Theo Marchetti is held, and Priya Raman has not consented to share with this site, so none of them is on it. Dwayne submits it for release; the Director of Clinical Education approves and sends.
What a site never receives: documents, results or vaccine dates; dates of birth or student IDs; why a student is held.
Beth sees the 9 students cleared for the January 12 rotation, with their program, rotation dates and clearance dates, including Ana Lucía Ferraz, cleared January 5 at 9:12 a.m. She confirms the roster is received, or asks the college a question.
The audit trail shows Dwayne clearing Ana at 9:12 a.m. with the reason, 11 of 11 verified, and the cited evidence, signed with single sign-on. Below it sit the Skeptic's and Document Reader's 8:52 a.m. entries, Ana's upload at 8:51, the reminder at 8:05 and the Expiry agent's 6:41 a.m. run across 1,129 requirements for 418 rotation starts.
The same clearance, seen by the people who carry it — what their day looked like, and what it looks like now.
Six agents read, match, test and draft; a coordinator clears each student, and directors co-sign exceptions and releases.
Reads immunization records, TB results, BLS cards, drug screens and background-check reports, and extracts dates and results with a confidence for each field.
Matches name and date of birth across every document, vendor result and the student information system, and brings each mismatch to a coordinator with its own suggestion.
Builds each site's rule pack from its affiliation agreement, one requirement per clause, and proposes a new version on renewal with what changed and who it affects.
Tests every requirement across the whole rotation window, nightly, and schedules reminders at 30, 14 and 3 days before the start.
Drafts student reminders in plain words, one item and one date each, and drafts site rosters with status only.
When a student cannot meet a site's clause, finds a site with an open slot on the same dates whose agreement accepts the student's situation.
Clears every student, every rotation. The agents propose; a named person decides.
The assistant answers from the documents, the agreements and the rotation schedule, cites each source, and opens the screen it is talking about.
Why is Ana Lucía Ferraz held?
Her BLS card on file has a renewal date of Feb 14, 2027, and her Corrin Valley Health rotation runs Jan 12 to Mar 6. The renewed agreement requires a card valid for the entire rotation, §4.2. Everything else is met.
Who lapses mid-rotation in the next 21 days?
In the next 21 days, 3 students have an item that lapses mid-rotation: Ana Lucía Ferraz (BLS, Feb 14), plus one at Thornvale Health (BLS, Feb 27) and one at Kelvane Health (TB screening, Mar 2).
Which site rules changed this year?
Corrin Valley Health's renewal on Dec 1 now requires BLS for the whole rotation. Westmere Health's renewal, uploaded Jan 4, would accept IGRA only for TB, and waits for review. Brightwater Dialysis Center lapsed Dec 31.
Build the evidence pack for the state board of nursing
It collects every clearance decision with its evidence, the exceptions with both signatures, and the rule packs with their clauses, with health values and dates of birth redacted. An external release needs Dr. Renée Castellanos's approval.
13 screens from the working solution, on its sample data. Pick one to see it large.
Every change is proposed with a reason code, logged, and applied only when the Director of Clinical Education approves it.
| Setting | Default | Choose from |
|---|---|---|
| Automatic reminders | 30 · 14 · 3 days before the start | 21 · 7 · 3 or 45 · 30 · 14 days; within 7 days the coordinator sends each notice personally |
| Test expiry across | The whole rotation | Or the start date only |
| Escalate held students | Within 7 days of the start, to the Director's daily list | 14 or 30 days |
| Grace clauses | Honored only where the site's own agreement has one | Always with a co-signed exception |
| Exception co-signature due | 2 business days | Then the coordinator is reminded and the Director is told |
| Reading confidence threshold | 0.90 | 0.85 or 0.95; below it, a person verifies the reading |
| What sites receive | Status only | Clearance status and date, under each student's consent for that site |
| Retention | Documents 3 years after the student leaves the program; audit trail 7 years | Then deleted, with a deletion record; redaction on every export |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
Sources: CDC and NTCA, Tuberculosis screening, testing, and treatment of U.S. health care personnel, MMWR 68(19), 2019 · FERPA, 34 CFR §99.30 (prior written consent) · "demo" = seen in the working solution, on its sample data · "target" = design goal, measured in the live solution · "typical" = published figures · "estimated" = our arithmetic, kept modest. Brandvale Community College, its clinical sites and the people named on this page are fictional — characters and sample data in the working solution.
Clinical Placement Compliance Tracking is clinical placement software in which nursing and health programs check immunizations, background checks and CPR against each site's own rules. Six agents read every document, match identities, test every requirement across the whole rotation against the site's affiliation agreement clause, and draft the notices. A coordinator clears each student for each rotation, and the site sees only cleared students and their dates.
No. It works with the clinical placement scheduling system and the student information system you already run, reading rotations, dates and enrollment from them. What it adds is the check itself: each document read, each date tested to the last day of the rotation, and each hold shown with the clause that causes it.
Because many clinical affiliation agreements say so. In the working solution, Corrin Valley Health's renewed agreement requires a BLS card "valid for the entire period of the clinical rotation", and a card that lapses on February 14 in a January 12 to March 6 rotation passes a start-date check. The Expiry agent tests every requirement to the last day, nightly, and whole-rotation testing is the default setting.
In 2019, CDC and NTCA stopped recommending routine annual TB testing for health care personnel without a known exposure, but many site agreements still require a test within 12 months; in the sample college, 31 of 46 do. The site's own clause decides, and the Site Rule agent cites it on every requirement.
Status only: cleared students' names, programs, rotation dates and clearance dates, and only for students who signed consent for that site under FERPA, 34 CFR §99.30. Documents, results, vaccine dates, dates of birth, student IDs and the reasons a student is held never leave the college, and every roster release needs the Director of Clinical Education's approval.
It reads immunization records and titers, TB results, BLS cards, drug screens and background-check reports, whether uploaded by the student or received from the vendor. The Skeptic matches name and date of birth across all of them and the student record, and a delayed vendor feed is flagged with the students it holds.
Yes. Agents propose and never clear a student, resolve a mismatch, decide an exception or send anything to a site. A coordinator clears each student per rotation, exceptions need the program director's co-signature, and rule packs and roster releases need the Director's approval; nobody signs their own proposal.
The Agentic Solution Engine builds and deploys it from your requirements and documents — your affiliation agreements, your program's checklist and a sample of student documents — and it goes live once every quality gate has passed. We will walk you through it on your own rotations first.
Every student at risk reached within two days, each warning sign cited to its record.
1-min demoAcademic Advising AssistantAnswers at any hour, cited to the student's own catalog year, and never a promise.
1-min demoAcademic Recovery PlansEvery probation student signs a plan with checked math before registration closes.
1-min demoWe'll run Clinical Placement Compliance Tracking on a sample of your own affiliation agreements and student documents.