What it does
Learners record the clinical cases and procedures they participate in as structured case logs — encounter date, rotation, supervisor, diagnoses and procedures, and any template questions. Each log moves through a simple lifecycle (draft, submitted, approved, or returned), and approved logs count toward the program's case requirements.
Who it's for
Learners (residents, students, trainees) log their own cases from My Cases in the personal portal; program administrators work with the same records from the program's case log workspace, including editing on a learner's behalf.
How it works
Creating a log. From My Cases, start a new case log. If your program uses more than one case log type, you pick the right one first; with a single type that step is skipped. The form always asks for the encounter date, rotation, and supervisor. Depending on your program's configuration, you may also see standard fields (patient age, gender, ethnicity, medical record reference, case duration, complications, clinical setting, chief complaint, self-assessment), pickers for a primary diagnosis, secondary diagnoses, and procedures, and any custom questions. Procedures can carry a quantity and your role in them.
Draft, then submit. Save a log as a draft and finish it later, or submit it right away. Submission checks the program's rules: required fields must be filled, the log must fall inside any submission window the program set, and — when required — the selected rotation must appear on your confirmed schedule for that date. If the log type skips supervisor sign-off, submitting approves it immediately.
Editing and resubmitting. You can edit drafts and returned logs in your personal view. A returned log shows the reviewer's reason — fix it and resubmit. A submitted log waits for review; once approved, it's locked. You can delete only your own drafts.
Patient privacy. The form reminds you to de-identify patient information — initials or case numbers only. If it detects what looks like identifiable information (names, phone numbers, record numbers), it warns you before saving so you can go back and edit. The optional patient reference field is encrypted at rest: it never appears in lists or searches, and it's decrypted only on a single log's detail view for someone authorized to see it, with that access recorded.
Reminders. When a program enables case reminders on a rotation, learners who finish a scheduled rotation without logging any cases get an email reminder a configured number of days after the rotation ends.
Before you start
You need a rotation on your confirmed schedule that covers the encounter date, if your program requires a linked rotation.
Have the supervisor's name ready — the sheet searches your program's people list as you type.
If your program offers more than one case log type, know which one you need; the sheet asks you to pick before showing the form.
Do this
Open My Cases (
/my-cases) → you should see the All Logs tab with your case log list.Select the Quick Log button → the case log sheet opens. If your program has more than one log type, pick a type card and select Continue first.
On the Case Information section, enter the Encounter Date, let the rotation field resolve automatically, and choose a Supervisor → the sheet won't save until all three are filled.
Fill in any standard fields your program turned on (patient age, gender, MRN, chief complaint, self-assessment) and pick diagnoses or procedures in the clinical-content panel, if your template shows them → your picks appear as chips above each field.
To finish later, select the Save as Draft button → confirms with a "Draft saved" message and the log appears under All Logs with a draft status.
To send it for review instead, select the Submit for Review button → you should see a "Case submitted for review" or "Case finalized and approved" toast, depending on whether your log type needs sign-off.
You're done when
✓ Your log appears under All Logs with the status you expect (draft, pending, or approved).
✓ A submitted log shows pending until a reviewer acts on it, or approved immediately if your log type skips sign-off.
✓ Diagnoses, procedures, and any template questions you answered show on the log's detail view.
Boundaries and limits
Submitted (pending) and approved logs can't be edited from your personal view; only drafts and returned logs are editable there. Approved logs are locked outright.
You can delete only your own logs, and only while they're drafts.
If your program requires a linked rotation, you can't submit a log without selecting one that covers the encounter date on your confirmed schedule.
If your program set a submission window, submissions are blocked once that window (days after the scheduled rotation ended) has closed.
The encrypted patient reference is excluded from list views, searches, and all exports. Search in your personal list covers chief complaint, clinical setting, and notes only.
Access to case logs requires that your account meets the platform's multi-factor authentication policy.
Creating, updating, submitting, viewing, and deleting case logs are all recorded in the platform's access audit trail.
The patient-information warning is advisory: with proper authorization you can save anyway, and it doesn't scan file uploads.
Common questions
Q: Why can't I submit my case log? A: Usually a missing or mismatched rotation (your program requires the log's rotation to cover the encounter date) or a closed submission window (your program limits how many days after a rotation ends a log can still go in).
Q: My log was returned. What now? A: Open it from My Cases to read the reviewer's reason, edit it, and resubmit for review.
Q: Can I edit a log after it's approved? A: No, approved logs are locked. Ask your supervisor or program administrator — a reviewer can move it back to pending.
Q: Should I enter the patient's name or MRN? A: No. Use initials or a case number. The platform warns you when entries look identifiable, and the dedicated patient reference field is stored encrypted.
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