HealthStream Class 101

HealthStream 101 Class Outline

 Navigating the Administrator Landing Page
o Node (see handout)
o Tabs and Site Maps

 Student Management
o Student profile
o Assignments
 Drill Down
 Who assigned
 About the assignment
 Exempting (see handout)
 Why and When
o My Learning/My To Do List
o My Transcript
o Alerts
o Assignment Completion Rpt
o Student Groups
o Licenses
o Documents
o

 Student Group Management
o Manage Student Groups
 Manage Student Groups (see handout)

 Courses
o Course Management
 Manage Courses
 Search for courses
 Understanding Icons (see handout FAQ)
 Understanding and Manage Course Bundles (see handout)
 Understanding equivalent (see handout)
 Understanding Curricula (see handout)

 Education
o Add a Group Assignment (see handout)
 Assign a Course Bundle
 Assign an equivalent
o Add an Individual assignment (see handout)
o Add a Learning Event (see handout)

 Report
o Assignment Completion-Drill Through (see handout)
o Assignment Completion Schedulable (see handout)
o Delinquent/Past Due –Schedulable (see handout)
o Learning Progress (see handout)

Student Node-ORG Level

1. Working in Healthstream as an Administrator always make sure you are in the ORG LEVEL.

2. When searching for a student or making an individual assignment, the Node will change to the
student's place of employment

3. If you, search for the group right after looking up an individual, you will be searching at the previous
search Student Node. It will not allow you to drill or perform your normal duties.

4. Correct Node to drill down.

How to go back to the ORG-Level

1. Click on the Student Node level
2. Select the ORG Level



1. Click on New Search or Return to Search Results and it will return you to your ORG-Level

Viewing Student Groups

1. Under the People Tab
2. Under the Student Group Management

a. Click on Manage Student Groups
3. Search for the group

4. Click on the link i.e. TH 6014 ALL
5. You are now able to see your group
6. You cannot edit or change simple view your group

Exempting a Student from a group assignment

1. Perform a student search
2. Click the named link of the desired student
3. Click Assignments from the left-hand navigation tree
4. Find the Assignment from the list

5. Verify the assignment is a group assignment
6. Individual Assignments Cannot be exempt-deleted only by an administrator
7. Click on Exempt

8. Check exempt and add a comment
9. Check My Learning to ensure the course is no longer on the To-Do-List
10. Notes appear under the assignment

Course Equivalent, Bundle, Curriculum

Students To-Do List with the version ways a course can be delivered

1. Bundle-Sends out all courses separate
2. Equivalent-One Course but you choose what to do
3. Curriculum-Several course under one main course

Managing Course Bundles

Editing Course Bundles

The administrator can create the original bundle and individuals can maintain the bundle
Editing a course bundle does not affect previous assignments that used that course bundle
To edit a course bundle

1. Click the Courses tab to open the Courses page.
2. Click the Manage Course Bundles link (in the Course Management section) to open the

Course BundlesSearch page.
3. In the Name box, type all or part of the name of the course bundle that you want to edit.
4. Click the Search button.

5. From the search results, click a course bundle name to open the Edi Course bundle page.
6. Make any necessary changes.

Add and remove course

7. Click the Save button to save the changes.

Creating an Assignment

STEP 1: Begin Assignment Creation
On the education tab, select either “Add a Group
Assignment,” if you are assigning to a prebuilt stu-
dent group. If you are only assigning to one per-
son, select “Add an Individual Assignment.

STEP 2: Assignment Parameters
Name the Assignment

Search for the course(s) you are
assigning.

Search for the student group(s)
you will assign to.

STEP 3: Assignment Details
Enter Effective Date. This can be the date of the
assignment, unless you think your staff may have
completed this training previously, and should not
receive it again. If this is the case, your effective
date should be back dated to capture previous
completion.
Enter Start Date: The day you want your assign-
ment to show up on employees’ learning plans.
Enter End Date: This is a date after the due date; a
grace period for completion before the assignment
becomes delinquent and falls off of an employee’s
To Do list.
Assignment Type: Select One-Time Assignment.
Enter Due Date: This is the date that employees
should complete the education.
Click Save

End Date: enter an end date, if desired. Once an assign-ment end date arrives, the assigned items cannot be com
-pleted to satisfy the assignment and the student is marked as Delinquent on assignment-related reports.
Items that have not been started will be removed from the student's view entirely. In-progress items will be-
come elective learning: students can complete it at their convenience (elective learning does not have a due
date) or unenroll from it.

PLEASE NOTE: Items will be removed from the To-Do-List once the End Date arrives. You will need to reassign
the course

Leave Of Absence: As of this functionality does not apply to ProMedica

Adding a Learning Event

Under the education tab, select “add” a learning event.

Click on Search for HLC Course.

Type in the name of the Course and click Search.
The course will appear. Then click on it.

Fill in the completion date.
Add Student(s): find the employee by clicking on the Add Students hyperlink. You may
add all employees that have completed and/or attended the particular Learning Event
at the same time.

By using a date at the end of the month, you can enter all the employees you have
observed for that month into the same learning event. If this is done, enter a note
under “comments” indicating the actual date of completion with within that
calendar month.

Make sure to add a comment if it is a result of a course not successfully
completing

Then click Save.

Assign Course Bundles

Course bundles enable you to group courses together for quick assignment and reporting. If there are
courses that you frequently assign together, creating a course bundle can reduce the time spent
searching for and selecting courses to add to an assignment or report.

When you are creating an assignment or selecting courses for a report, selecting a course bundle has the
same effect as selecting all of the courses that it contains.

Example:
Back Safety Course
Electrical Safety Course
Fire Safety Course

All three separate course can be bundled into a quick Course Bundle called Safety. Three Courses can be
assigned at one time.

Course Bundle principal rules

1. Course bundles can only contain courses.
2. Students can complete course in any order they like, typical if you assign each separate.
3. Students see the Course on the To Do List same as before, as single separate course to do.
4. Adding and removing courses from the bundle DOES NOT effect previous assignments.
5. Course bundles cannot be added to a Course Catalog for student self-enrollment.

Assigning Course Bundles

1. Course bundles are assigned just like course, curricula and equivalents. There is a Course Bundles
filter on the Browse page to help you locate course bundles to assign.

2. Search for the Course bundle name
3. Once you select the Course bundle each course will be appear, for confirmation.

Types of Reports

Drill Down versus Schedulable
Drill down -implies you can keep drilling down to learn more.
Schedulable -is great for printing out or exporting to excel

Assignment Completion- report tracks student status toward the completion of assigned learning. This
report relies on assignment data.

The administrator may select specific courses, curricula, equivalents, and students to report on through
the search feature. All assigned course, curriculum, or equivalent instances that meet the report criteria
will be included, regardless of which assignment (s).

Course Completion report- lists students who have either completed or not completed any of the
selected learning items, or lists all students regardless of their completion status. This includes any
assigned or elective instances of the selected learning items.

The report cannot show students who are incomplete for assigned learning. To report on students who
are incomplete for assignments, use the Assignment Completion, or Delinquent/Past Due reports.

Delinquent/Past Due - Finds students who are delinquent or past due for assigned learning. The admin-
istrator selects the courses, curricula, equivalents, students, and due to date range. Students who are
found with a due date within the date range but with no corresponding completion will be displayed on
the report with their due date. If a completion has been recorded after the due date, the completion
date will be provided as information for the reader.

This report is tied to assignments; therefore, an assignment is required to create a context for
the report.

The Learning Progress -report tracks student progress toward the completion of enrolled and assigned
courses, curricula, and equivalents. The report includes details to the level of learning activities within
courses.

Tips and Tricks

Scheduling Reports-This report can be scheduled. This report opens in a new window. Once you close
the window (or return to the configuration page of the report), you will be able to schedule the report
using the Schedule This Report link found at the top right of the page.

Reports Opening in a new window- Because the report opens in a new window, you can return to the
report configuration page and edit your report criteria to create another report. Or, you can quickly
switch between the various focus options to create variations of the report.

What do I search by? Assignment or Course, Curricula, or Equivalents? Search by Course, Curricula, or
Equivalents it will report on all assignments for that course by student groups. If you have multiple
assignments, i.e., Error Prevention and Error Prevention for New Hires. You will have to pull in both
assignment names. It is easier to select Course, Curricula, or Equivalents and find the course Error
Prevention.
What does “Report on All Assignment for Students Selected” mean?

If you check this box, it will report back all active assignments in the date range for your student group

What does “Report on All Active Students” mean?

If you check this box, it will report back all of Promedica System Employees.

How do I export a report?

Running an Assignment Completion Report from HealthStream
and creating a future schedule for the same report.

Select Assignment Completion- Drill Through on the Reports tab.
Note: This report will only work when an assignment has been made. If you need to track
progress for a course NOT deployed via the assignment feature, you will need to use the Course
Completion Report.

Type in a key word from the Assignment you are looking at, click search, then select the appropriate
assignment and “select”.

The report query will auto-fill the group(s) that received this assignment. Select “group by dept” if you
want the results to be divided into groups.

The report will generate in the configuration below.

For a simplistic grid of
employees and course
status, click the “View
Completion Grid” link.

See screen example
below.

You can “drill” deeper
by clicking on the
course name link.
Several layers of
information are
available.

The following format will appear when the completion grid is selected. This format shows the student
name and the completion status grouped by dept if that option was selected.

Once you have confirmed this report meets your needs, you can schedule it to run at future dates and
send the report to your email (or any other email). Close out of the report results (screen shot above)
and then select the “Schedule this report” link.

You can then schedule the frequency of the report and who it should go to.

FAQ

When can I exempt a person?
Exemption-only used when the wrong course has been assigned to a group
Do not exempt a person out of a course that they could not complete due to technical errors.
Only exempt if you assigned the course or received permission from the assignor to exempt
the person from a group assignment.
Individual assignments cannot be exempted but deleted by an administrator.

Why can I not find the course or person in HealthStream?
Check your node. Make sure you are in the ProMedica-ORG Level.

How can I find if the person has been inactivated in Healthstream?
When searching for the student, make sure status ALL is selected.

What do the Icons to the side of the course mean?
HTML Online Course
Interactive HTML
Course includes a test
Course includes an evaluation
Course includes a class
Course includes a printable handout
Curriculum
Equivalent

How can I quickly search through a report or Transcript?
Hold down CTL and the F key for find

Can I update information in HealthStream?
HealthStream is updated nightly through Lawson and will revert to what Lawson’s database
reflects.

If an employee completes a course will it show up on my reports?
No, it takes 24 hours to report out.

My employee returned from a leave of absence and is not showing up in HealthStream:
Employees are inactivated when they go on LOA. If they are reactivated in Lawson early on
their return date, they will be reactivated the same afternoon when the Lawson file transfers
to HealthStream

Why is my report not showing up?
Make sure your pop-up blocker is off