Getting started

What each person does to get ready. Signed in, the same list is under Getting started and ticks itself off as each step is actually done.

Program directors and clinical coordinators

1
Program profile
The name, institution and contact email appear on every report a site visitor reads.
1. Open Program from the menu.
2. Fill in the program name, the institution and the program contact email.
3. Press Save.
2
Confirm the timezone
Every clock-in is stamped in this zone; until it is confirmed, times are shown in UTC.
1. Pick the zone your clinical sites are in.
2. Press Confirm. You can change it later on the Program page.
3
Accreditation status and next site visit
The readiness panel counts down to the visit and flags what is not ready.
1. Open Program from the menu.
2. Choose your accreditation status.
3. Enter the date of your next JRCERT site visit, then press Save.
4
Add your first cohort
Students belong to a cohort, and outcomes are reported per cohort.
1. Open Program and scroll to Cohorts.
2. Give the cohort a name, like Class of 2028.
3. Add the start date and expected graduation, then press Add cohort.
5
Add your clinical sites
Rotations, hours and capacity all hang off the site list.
1. Open Sites & techs.
2. Type the site name, and the department if it helps.
3. Press Add site. Repeat for each site.
Walkthrough: Sites and technologists
6
Technologists and headcount at every site
Headcount is what the student-to-technologist ratio warning is calculated from.
1. On Sites & techs, add at least one technologist for each site.
2. On Program, under Clinical sites, set how many technologists are on staff at each site.
3. Press save next to each number.
Walkthrough: Sites and technologists
7
Review the competency list
It is pre-loaded from the ARRT requirements, but the required counts are your program's call.
1. Open Competencies.
2. For each row, check it is mandatory or elective the way your program wants.
3. Set Exams before comp — how many exams a student logs before they can ask for a sign-off.
4. Deactivate anything you do not use.
5. Come back here and press I've reviewed it.
Walkthrough: Review the competency list
8
Build a rotation block
The schedule is the record of record — off-schedule flagging has nothing to compare against without it.
1. Open Rotations.
2. Give the block a label, pick the cohort and the dates, and press Create rotation block.
3. Open the block and assign each student a site, area, days and shift.
Walkthrough: Build a rotation block
9
Invite a clinical instructor
Instructors clear the review queue and sign off competencies.
1. Open People and find Invite staff.
2. Enter the instructor's email and choose Clinical Instructor, then press Send invite.
3. Until Clinvero can send email, press Copy link and send it to them yourself. It works for 7 days.
10
Invite your students
A student's record starts the day they join, so get them in before the first clinical day.
1. Open People, then the cohort under Student join links.
2. Press Make a join link. Put the QR code on a slide, or copy the link into an email.
3. Students on your school email domains are approved straight away; others wait for you on People.
4. Prefer a list? Use Invite by list on the same page.
11
Billing set up with Clinvero
Whether students pay changes what they see on day one, so it is settled before they join.
1. Clinvero sets this from your agreement — there is nothing to choose here.
2. Open Billing to check it. If it says Not set up yet, use Ask a question.
3. Set your program length on the same page so nobody is asked to pay twice.
12
Upload one evidence document
Proves the library works before you need it, and the e-binder has something in it.
1. Open Accreditation, then Evidence library.
2. Choose a file, give it a title, and pick the Standard it supports.
3. Add an expiry date if it runs out, then press Upload.
Walkthrough: Add an evidence document
13
Grading rubric set up (optional)
Optional. With a rubric, Pass on a sign-off scores your evaluation form; without one, Pass records the decision with no grade.
1. Open Competencies, then the Grading rubric tab.
2. Start from the starter rubric or a blank one, and change the criteria to match your program's evaluation form.
3. Set the passing score, then press Use as program rubric.

Clinical instructors

1
Accept your invitation and sign in
Your invitation is a personal link from your director. Accepting it is what joins you to the program.
1. Open the invitation link you were sent. It works for 7 days.
2. Set your name and a password of at least 10 characters.
3. Agree to the terms. That's it — you land here.
2
Review sites and technologists
Students pick their site and technologist from this list every shift, so it needs to be right.
1. Open Sites & techs.
2. Check every site you cover is there, with its technologists.
3. Add anyone missing.
Walkthrough: Sites and technologists
3
Review the competency list
It sets how many exams a student logs before they can ask you for a sign-off.
1. Open Competencies.
2. Read the list and the Exams before comp column.
3. Tell your director about anything that looks wrong.
Walkthrough: Review the competency list
4
Learn the review queue
Anything a student logs off-schedule lands here, and an empty queue is what a site visitor wants to see.
1. Open Review.
2. For each row, check the reason and press Mark reviewed.
Walkthrough: The review queue
5
Learn sign-offs
Students cannot finish a competency until someone on staff passes it.
1. Open Sign-offs.
2. Read what the student recorded.
3. Add a note if needed, then press Pass or Fail.
Walkthrough: Sign off a competency

Students

1
Accept your invitation and sign in
Your instructor's join link (or a personal invitation) is the only way into your program.
1. Scan the QR code or open the join link your instructor gave you.
2. Enter your name, email and a password of at least 10 characters. Use your school email if you have one — you're approved straight away.
3. Open the confirmation email and tap the link. If you used a personal email, wait for your instructor to approve you.
2
Add Clinvero to your phone's home screen
You will clock in and log exams from your phone, so one tap from the home screen saves time every shift.
1. iPhone: open Clinvero in Safari, tap the Share button, then Add to Home Screen.
2. Android: open Clinvero in Chrome, tap the ⋮ menu, then Add to Home screen.
3. Open it from the new icon once to check you are still signed in, then mark this step done.
3
Check your rotation
Clock-ins and exams are checked against your schedule, so you should know where you are expected.
1. Open My rotation.
2. Check your site, days and shift times.
3. If something is wrong, tell your clinical coordinator.
Walkthrough: Check your rotation
4
Your Clinvero term
If your program is student-paid, one payment covers your whole enrollment. If your program pays, there is nothing to do.
1. Open Profile, then Billing. It shows what you owe and the date it is due.
2. Tap Pay now to pay by card through Stripe. Your receipt comes from Stripe.
3. If paying is a problem, talk to your program. They can waive it.
5
Finish the orientation module
About 20 minutes of short walkthroughs that show you every part of a shift before you need it.
1. Open Learn.
2. Start Clinvero for students: orientation.
3. Work through each step in order.

Technologists and preceptors

No account and no setup. The one-page technologist guide is the whole of it.