There are three parts to this particular help section: The "Important Notes" section provides a general list of things to keep in mind during the registration process, while the two "Student Registration" sections detail the two different methods to get your students registered and paid for in mCE. Please review both "Student Registrations" to decide which will suit your needs. Once you decide which method you would prefer to use, contact our support team (mCEsupport@healthstream.com) and inform them of your decision so that they can provide you with the appropriate files.

 

 

Student accounts cost $39.50 regardless of who is paying for the account. This fee will provide the student access to mCE's functions for 365 days starting from the day payment is applied.

 

Your students' accounts must be paid for before they can upload compliance information, be scheduled against rotations, or receive documents/modules/exams pushed by the Hospital.

 

During the period your student's account is active, they will be able to go on as many rotations at as many hospitals as they need. Another fee will not be required until their account expires.

 

Once a student account expires they can no longer upload new compliance information or be scheduled to new rotations. They will still be able to review past rotations, and can review and download previously uploaded documents.

 

Your students should not be registered until after their rotation at the Hospital is confirmed. We do not want to charge for accounts only to learn that the Hospital will not be accepting the rotation after all.

 

mCE has a strict refund policy. If your student is assigned to a rotation and is then dropped from it, or their account was paid for more than 3 months prior to the date a refund is requested, we will not refund their payment.

 

 

There are a few benefits to having the School register the students themselves. The most notable benefit is the ability to get entire groups of students registered simultaneously without having to worry about each student's personal motivation, and it also provides the ability to decide what email address each student will have registered in mCE (an excellent way to ensure all students are using their school email address). The main downside of using the roster, however, is that any payment loss resulting from a student being dropped from their rotation will fall on the school.

 

If the school chooses to pay for their student's account, they will be provided an Excel file titled "$Student Roster Template" that will look like the below example.

 

Columns highlighted in red are required for the student's account creation, while items in blue are optional.

 

After the Excel file has been filled out, save the form and send it back to the support team (mCEsupport@healthstream.com), who will review the form to ensure that the required information has been provided. Once we have reviewed the form, payment will need to be applied to the accounts. There are two payment options that your school can choose to utilize in order to get your students' accounts registered and paid for.

 

The most common method is to have mCE send an invoice to your institution's accounting department for the total number of students on the roster. Once the invoice is paid off, mCE will then upload the students on the roster into the system. Using this system provides additional flexibility, as you can determine the number of students you are paying for at the time of registration, but it can take some extra time depending on how much time is required for the invoice to be paid.

 

Alternatively, your institution can choose to purchase a number of student accounts in advance. In this scenario, you will need to send us an email informing us of how many accounts you wish to reserve for your students, after which we will send an invoice. Once the invoice is paid, we will set aside the appropriate number of accounts to be automatically provided to your students when you send in a roster. This system is more streamlined in that it does not require any additional action from your accounting department until your institute has used all available account spots, but it does mean that the institute may purchase fewer or more accounts than you require. Unused accounts will remain available to your institute until they are filled.

 

 

 

The primary benefit of Students registering themselves is that if they are removed from their rotation for any reason, the payment loss falls on the student's shoulders. However, there are a couple of issues that can arise from the student registering themselves. First, as this is a self-driven process, the process relies on the student to be proactive and finalize the process with enough time to prepare for their rotation. If your student has a tendency to complete things last-minute, then this method may not be ideal. The second potential issue is that, as the student determines their own registered email address when they create their own account, they may create an account under a personal email instead of using their school email.

 

Students can register themselves from the mCE main page by clicking on the Students dropdown button at the top of the page and selecting Registration.

 

This will take them to the main registration page. From here, they will click on the Create new account button under "New Account" to initiate the process.

 

They will be taken to the Step 1 page, where they will be prompted to enter their email address and the provided security code before clicking Continue.

 

Once they click Continue, they will be redirected to the Step 2 page, and the system will send them an automatic email with a randomly generated Validation Code. This email will also have further instructors for the student that will walk them through steps 2 and 3, after which their account will be finalized and they will be prompted to pay for their account.

 

 

Once your students have been registered and paid for, it's time to build your rotation and get your students assigned!