University of Tennessee Health Science Center Department of Physical Therapy

“With Exxat, The University of Tennessee saved an estimated 38 hours per clinical experience.”

Jacque Bradford, PT, DPT, MS, Director of Clinical Education

When Jacque Bradford, PT, DPT, MS, Director of Clinical Education and Marie Hatten, PT, DPT, Assistant Director of Clinical Education at the University of Tennessee Health Science Center’s Physical Therapy program began using EXXAT STEPS, they saved an estimated 38 hours per clinical experience. With 5 experiences per student, that’s almost 5 weeks per year.

Like most PT programs, prior to Exxat, Jacque and Marie manually sent their Slot Requests to sites, manually entered and managed slots, and used a lottery system to match 60 students per cohort to clinical sites for each of their 5 individual clinical experiences. This took about 40 hours of the DCE & ADCE’s time per clinical experience.

Here’s how EXXAT STEPS turned 40 hours into 2 hours.

Exxat’s Bulk Slot Request tool automatically generates slot request emails to all active sites containing unique links that allow CCCEs to offer slots directly into the system.

With this tool, Tennessee sets up their March 1st Mailing email request in minutes. The email then goes out to CCCEs who can then offer slots right into the system. The system also sends confirmation emails to CCCEs. This minimizes the time spent entering, tracking, and confirming slots.

Once the slots are in, EXXAT STEPS Wishlists make all relevant slot and site information available to students from any web-enabled device. This replaces the need for the DCE and ADCE to create hard copies of slot offerings for student review. Instead, students easily filter and search slots and create ranked wishlists of their slot preferences online.

With most lottery systems, students choose their slots one by one in order of a random number assignment. The lucky few with low numbers get their pick of all slots while students with higher numbers choose from whatever remains.

With Autoplacements, after students complete their Wishlists, Exxat runs a sophisticated linear regression algorithm. The algorithm makes over 1 million calculations and finds the best placements for the class as a whole.

TN has been very pleased with their outcomes. Jacque called one set of results, “The best I’ve ever seen!” 50% of students received their first choice. “All the students were extremely pleased.” In a typical lottery scenario, those results would be highly unusual.

Overall, TN saw an easier March 1st Mailing, a more efficient way to display available slots, and happy students with a higher percentage in their top choices, all with 38-hour time savings.

“The best I’ve ever seen! 50% of students received their first choice. All students were extremely pleased.” 

Jacque Bradford