Compliance & Documents for All

Get the best start to the clinical program

All compliance and documents will be maintained in myClinicalExchange (mCE). Students may not register in mCE until the clinical request is approved.

The myClinicalExchange hospital checklist has been updated. School coordinators, please ensure to contact mCE to match our hospital checklist. The changes must be reflected in your Campus Compliance Checklist.

March 2024

Removed - COVID Verification, COVID Declination
Revised - COVID Vaccine up to date

November 2023

Removed - AAH Compliance Attestation, AAH COVID Verification, AAH COVID Exemption, AAH COVID Booster 2021, AAH COVID Booster 2022
Added - Compliance Attestation, COVID Verification, COVID Declination, COVID Vaccine up to date

The student creates an account (or the school uploads a roster) and the school coordinator assigns the student to the rotation.

School placement coordinators must ensure all compliance requirements and documents are complete for each student/instructor before attesting. You will view a checkmark next to the rotation number and green thumbs up in Rotation Manager once your attestation is complete.

Have the following data available:

Background check
Phone Number
Email Address
Health insurance, License number, Licensure state (Illinois)
Last 4 digits of SSN
Date of birth
Immunizations (See table below)
American Heart Association BLS/CPR card
Mask fit (Optional)
COVID vaccine (Optional completed series)

School placement coordinators, please be aware that the above information must be available through the college for 6 years.

Student/Instructor checklist

Sign into mCE and click on My Rotations. Select your upcoming rotation.
Select Pending or Complete under the Compliance section.
Review the items required for your rotation. You may not answer the questions here, but this view allows you to see what questions you should answer on the Campus Compliance Checklist.
Navigate to the Home page.
Click on the Campus Compliance Checklist under My School Compliance Requirement(s).
Complete the items required for your rotation only. Save each item. Submit for approval.

Complete the myClinicalExchange Campus Checklist and all requirements and training before your clinical rotation begins. Network ID, Workday, and Epic access are processed approximately 2-3 weeks after mCE requirements are complete.

When the checklist is complete, please submit it for approval. Once submitted, the checklist is locked and cannot be edited by the student/instructor until reviewed by the school.

A permission slip is required for all BNAT/CNA students. This form will be signed by the student if 18 years of age or older. The form will be signed by a parent/legal guardian if the student is under the age of 18. The document is uploaded to mCE by the student.

Vaccines and drug-free environment

Advocate Health Care and Aurora Health Care are committed to providing a safe, healthy, and secure environment free from drug and/or alcohol abuse, for our patients, teammates, and nursing student/instructor population.

Students and instructors must identify their role as a teammate under Account Settings and Personal Info. Teammates are waived from the health requirements below and should select "Current Employee" in the checklist dropdown in mCE. All other mCE requirements will need to be completed.

The table below indicates student/instructor required vaccinations. Based on the table, locate the detailed information about vaccine requirements further down the page.

The school will house your Annual TB questionnaire. Positive and negative results should be maintained by the school. If you develop any potential TB symptoms (as noted in the questionnaire), which are suggestive of active TB infection, please notify your school as soon as possible.

Mask Fit- (3M 1870+)

The school will provide testing, or you may be tested at another facility. It is optional to be fit-tested. Students and instructors may care for airborne isolation patients if fit-tested with the mask above.

Accommodations for Influenza must be submitted via TrackMy. Contact our team for the accommodation instructions.

Please submit, if applicable, and you will receive a response via TrackMy. Provide the response to our team once received.

Upload the approval email letter to myClinicalExchange

If the student or instructor is an AAH Team member, their role will be identified in MCE.

Influenza Vaccine Accommodation Request

The influenza vaccine is required for all students and instructors in our organization. Students/instructors may apply for an accommodation. Please contact our team for instructions.

Accommodation Process

Instructions for students/instructors granted an Advocate Health Care and Aurora Health Care influenza vaccine accommodation:

If an Influenza vaccine accommodation is requested, the student/instructor must complete an electronic Advocate Health Care and Aurora Health Care accommodation form (obtain the instructions from the clinical placement specialist at your clinical site).
Please submit, if applicable, and you will receive a response via TrackMy. Provide the response to our team one received.
Upload the approval email letter to myClinicalExchange.

myClinicalExchange (mCE)

The Advocate Health Care and Aurora Health Care exemption must be uploaded to myClinicalExchange to the AAH Compliance Exemption section. Inform the Wisconsin or Illinois shared email address the exemption was uploaded. We will perform random audits for compliance.

Illinois and Wisconsin background checks

Requirements:

Criminal background check are required for all students and instructors (CNA, pre-licensure, post-licensure)
The school must verify this is complete for all students and instructors.
Positive criminal background checks must be disclosed.
Criminal background check within the past 4 years (employees are waived as records are on file with Advocate Health Care and Aurora Health Care).

Wisconsin

Careful attention should be paid to the Background Information Disclosure form which the student or instructor will fill out when the school is requesting the background check. Failing to self-disclose past convictions or pending charges will lead to denial of clinical placement.

All instructors or students seeking placement in Wisconsin must have the following 3 documents completed/verified:

Wisconsin Department of Health Services Background Information Disclosure (BID) Form [PDF] (Instructor or student completes)
Criminal Background Checks - https://exclusions.oig.hhs.gov/ (School placement coordinator verifies)
Caregiver Background Checks - https://www.sam.gov/SAM/ (School placement coordinator verifies)

Please submit any positive background check results to either:

WINursingClinicalAffiliations@aah.org (for inpatient undergraduate and graduate-level nursing students)
AHCMGeducation@aah.org (for Medical Assistant and undergraduate nursing students in the clinics)

Post-licensure students and school clinical coordinators will receive a clearance email when the student is cleared to start the clinical experience.