MedTrackeR is a fully customizable clinical tracking and education platform. Every screen, every workflow, every competency catalog, every badge, every accreditor alignment — configurable to fit your program. Nothing you'll see on this page is set in stone; it's all an example of one configuration. Tour the live interface, then tell us how you'd want yours built.
MedTrackeR doesn't force you into a rigid structure. Every competency category, shift type, badge, and workflow is fully configurable to match exactly how your program operates — no workarounds required.
An AI-powered tutor built into the platform — students can practice at any difficulty level and receive instant, intelligent feedback. Sessions end with AI-generated summaries to reinforce learning. Program administrators can enable or disable the AI Tutor at any time from the admin panel.
Students check in to shifts using GPS within a custom-drawn polygon geofence — ensuring they're physically on site. Missed shifts trigger automatic notifications to administrators.
A fully configurable badge system rewards student progress and milestone completion — driving engagement and giving programs a visual way to track achievement.
Preceptors review and sign off on student competency logs directly in the platform — with a dedicated Preceptor View and Weekly Digest keeping supervisors informed at a glance.
Automatic email alerts fire when a student misses a scheduled shift — keeping administrators informed without manual tracking or follow-up.
A four-tab admin panel gives program directors full control — schedule management, geofence configuration, exception reporting, and missed shift logs all in one place.
Build and manage student schedules directly in the platform. Students see their upcoming shifts on the dashboard with a 5-minute grace period on check-in timing.
MedTrackeR works on any device — phone, tablet, or desktop — with no app store download required. Students and preceptors access it from any browser, anywhere.
Accurate shift time tracking built in — students clock in and out with geofence verification, giving administrators a complete, auditable record of clinical hours logged.
A centralized document library for programs to share protocols, reference materials, and policies — students always have the right resources at their fingertips during clinical shifts.
Built-in live chat keeps students, preceptors, and administrators connected in real time — no need for third-party messaging apps or back-and-forth emails during shifts.
Program-wide announcements push directly to all users in the platform — schedule changes, policy updates, and important notices reach everyone instantly without email chains.
Below is a live, tappable walkthrough of MedTrackeR running in one of our deployed configurations. Toggle between the student and program admin experience, tap a screen on the right to switch views, then hover over any element on the phone to see what that part of the app does. None of this is fixed. The competencies, exam types, badges, AI tutor topics, geofence rules, color scheme, and even the workflows themselves are all configurable to fit your program. What you see here is an example, not a template.
Hours · Competencies · Evals · Audit
See your total hours & history
View all assigned sites
Log exam findings & competencies
Track & submit competency evals
Upload & manage your documents
AI-powered study sessions
Submit a clinical site evaluation
Program updates and notices
Chat with your program coordinator
Update your password
View, edit & manage accounts
Permanent clinical records
Add, edit & manage locations
Edit student time cards
Assign students to sites
Manage doc libraries
Home to site on map
AI questions · sessions · preceptor
Locked users & security
Clock-ins outside geofence on map
Export student evals — CAAHEP
Send, track, review
Progress, scores, preceptor sign-offs
Findings, participations, sign-offs
Charts from hours, evals, tutor — export PNG/PDF
Program configuration
Hours, weekly hours, total shifts, and assigned site count update in real-time on every clock-in/out. No nightly batch jobs, no stale dashboards.
Cohort-wide announcements with read tracking. Pinned items stay at the top; unread count surfaces on the dashboard so nobody misses a dress code change or schedule update.
Site card shows preceptor, distance from current location, and primary-site status. Tapping Clock In runs a silent point-in-polygon GPS check against the site's custom geofence — inside means logged, outside means flagged for admin.
Students generate a polished, branded PDF of their full clinical record — total hours, exam-type breakdowns, every signed competency, site evaluations, and audit-trail timestamps — to bring to job interviews. The artifact that proves their hands-on experience to future employers.
Purpose-built learning tool for whatever clinical domain you run. This DMS instance ships with 134 ultrasound topics across 5 categories (Abdomen/GYN, Obstetrics, Vascular, Procedures, Scanning Standards); a nursing instance is configured with NCLEX-aligned topics, a radiography instance with imaging modalities, and so on. Three difficulty bands, 13 badges, mixed admin+AI question mode — the framework is universal, the catalog is yours.
Real-time rollup of clinical hours sliced multiple ways — total, weekly, per site, per exam category. What students bring to advisor meetings for progress check-ins, and what feeds the portfolio export.
Full list of every assigned site — current, past, and upcoming. Each site shows rotation dates, exam mix completed, and primary/secondary status. The cross-rotation view of the student's clinical journey.
Narrative log of every shift — exam findings, modality, patient demographics, and learning notes. The freeform companion to the structured competency tracker. Entries are timestamped and lock once a preceptor signs.
Competency catalog configured to match your accreditor — JRC-DMS for sonography, ACEN or CCNE for nursing, JRCERT for radiography, CoARC for respiratory, etc. Each competency tracks three participation levels: Performed (independent), Assisted (with preceptor), Observed (watched only). Preceptor signature required to lock each entry.
Onboarding paperwork, certifications, immunization records, HIPAA training, background checks. Files are encrypted at rest, scanned for malicious content on upload, and access is logged in the audit trail.
Student-submitted rating of each site at rotation end — preceptor quality, learning opportunities, exam variety, hands-on time. Feeds into program-leadership reports identifying which sites give students the most clinical exposure.
Direct link to the full announcements archive — every program update, pinned notice, and read-receipt-tracked memo. The card on the dashboard shows the most recent; this is the searchable record.
Direct chat with the program coordinator. Students ask questions about clinical sites, paperwork, scheduling, or missed shifts without leaving the app or composing a separate email. Threads are searchable and tied to each student's profile.
Students reset their own password with strength requirements enforced (12+ chars, mixed case, number, symbol). Every reset writes an audit-log entry. Drops password-reset support tickets to near-zero.
Every clinical site has its own polygon geofence, address, preceptor list, and competency requirements — admin-configurable in the Sites panel.
Students rotate across multiple clinical sites. Primary is the main assignment, secondaries surface in the same list. Each site tracks its own clock-in history and preceptor sign-offs independently.
Each site lists the assigned preceptor — the licensed professional supervising the student. Their name flows into every shift log and competency evaluation so the program admin always knows who's responsible for what was signed off.
On clock-in, a silent point-in-polygon check runs against the site's custom geofence. Inside → logged with GPS accuracy stored. Outside → flagged as an exception for admin review and held pending approval.
Tap Clock Out to end shift with auto-calculated hours and audit-trail timestamps. Forgot to clock out? Self-report the correct end time within 48 hours; admin reviews, approves, and the audit log records the correction with both timestamps.
Every completed session rolls up into a weekly digest PDF emailed to the program admin — student performance, topic coverage, badges earned, and trending gap areas across the cohort.
Configurable milestone framework — streaks, perfect scores, all-category coverage, topic mastery, retake improvement, speed runs. This DMS instance ships with badges like "Vascular Specialist" 🩸 and "Standards Master" 🔍; a nursing instance would have its own. Awarded automatically at session end.
Big % readout with category and difficulty. Three difficulty bands — Beginner (6 questions), Intermediate (8), Advanced (12) — each calibrated to where the student is in the program.
Admins curate a question bank by topic and difficulty. AI generates fresh questions on demand. Mixed mode blends both; AI questions land in a pending queue for admin approval before going live to students.
At the end of each session, Claude generates a personalized 2–3 line analysis of what the student got right, where they struggled, and a focused recommendation for the next session.
Two-column breakdown of strengths (what the student nailed) and review areas (where to focus). Pulled from actual response data — works even when the AI service is offline.
Tracks how far outside the geofence the typical exception happens. 485 ft right now means people are clocking out from the parking lot. Above 1,000 ft? Probably a real geofence-too-small problem worth investigating.
Status filter: pending / approved / rejected. Distance filter: Minor (<0.1 mi), Moderate (0.1–0.5 mi), Severe (>0.5 mi). Refresh button re-pulls from Supabase live.
Full-width Leaflet map shows every site's polygon geofence and every clock-in/out pin. Click an exception card and the map zooms to the polygon with the pin highlighted — useful for "wait, where exactly was this?" calls.
Blue left border = outside geofence (Location). Amber = off-schedule (Schedule). Purple = both. Distance tag shows severity at a glance: gray for minor, amber for moderate, red for severe.
Every exception gets an auto-generated reason explaining what tripped the flag — distance, schedule offset, or the combination. Saves the admin from cross-referencing the polygon coordinates themselves.
Approve clears the exception and locks the clock-in/out into the audit log. Reject flags it back to the student with a reason. Both actions timestamped, signed by the admin, and preserved forever in the audit trail.
Three difficulty bands: Beginner (6 questions), Intermediate (8), Advanced (12). The badge in the header shows current position in the session. Difficulty unlocks as students earn mastery badges.
Each session blends admin-curated questions and AI-generated questions. The meta-line shows the exact mix — here 8 admin-approved + 4 AI questions across 12. Admins can set 100% admin or 100% AI per topic.
Single-best-answer with 4 options — standard for medical board prep. Question text supports formatting, anatomy reference lists, and topic-locked context. Admins author the catalog; AI generates new candidates against the same schema.
After selection, correct answer turns green (✓), wrong answers turn red. No "submit then wait" — feedback is instant so students reinforce the right answer immediately. Selection is locked once chosen for that question.
Every question — admin or AI — surfaces an explanation tied to the actual ultrasound landmark, anatomy, or technique. Pulled from the question record for admin questions; generated by Claude for AI questions. Builds real understanding, not memorization.
Students see whether the question came from the admin catalog or the AI generator, and when it was approved into the bank. Builds trust — AI questions go through admin review before students ever see them.
Custom authentication runs against the program's user table — admins see their own name and an "Authentication Working" verification chip. Roles control what each admin can edit (super-admin, program admin, preceptor, etc.).
Live counts across everything the admin needs to monitor — Total Students, Clinical Sites, Geo-Fence Exceptions, Currently Clocked-In, Locked Accounts, Site Doc Expirations, Student Doc Expirations, and Flagged Documents. All updated from Supabase in real-time, no refresh needed.
"Currently Clocked In" and other key stats are clickable — tapping the card jumps to a filtered view (here: students currently on shift but not yet clocked out). Lets admins drill from a number into the underlying records in one tap.
Flagged Documents surfaces files that triggered an integrity check at upload — possible blur, cropping, redaction, or content mismatch. Admins triage these before they ever reach the audit log. Stat card jumps directly to the flagged filter.
Every admin tool sits one tap away on this hub: Students, Archive, Sites, Timesheet, Assignments, Documents, Distance, Tutor, Security, Exceptions, Site Evals, Preceptor Evals, Competency Evals, Journal, Reports, Settings. Card colors progress from deep navy to slate as workflows move from setup to reporting.
The 🧠 MedTrackeR Tutor module card jumps into the full question-bank manager — author questions, review the pending AI queue, see preceptor-level student insights, browse session history, and generate the weekly digest PDF.
The ⚠️ Exceptions module is where flagged clock-ins land for review — on a live Leaflet map showing every site's polygon and the GPS pin from the flagged shift. Approve clears the entry; reject sends it back to the student with a reason.
The 📊 Reports module assembles interactive charts from hours, journal entries, evaluations, and tutor data. Filter by student, date, site, or category — export to PNG or PDF for accreditor visits and program-leadership meetings.
Opens a self-service modal — fill in site name, address, preceptor, phone, allowed-radius geofence, or draw a custom polygon directly on a Leaflet map. New site is immediately available for student assignment.
Type to filter the site list in real-time across both name and address — useful when programs have 20+ rotation sites and need to find one without scrolling.
Site cards are color-coded by accreditor-required site visit recency. Green = Recent Visit (within 60 days), amber = Due Soon, red = Overdue, gray = Needs Visit (never visited). Lets program leadership see compliance status at a glance.
Each site can use a precise polygon geofence drawn directly on the map — accurate for hospitals that span city blocks or have a parking lot the program wants excluded. The badge confirms when a custom polygon is in place vs the simpler radius fallback.
Cards that haven't had a documented site visit in 90+ days flip to red, surfacing the compliance gap before accreditation review. The full visit history is one tap away via the 📝 Visits button.
If no custom polygon is drawn, the site falls back to a simple radius around the address (here: 100m). Still functional for clock-in verification, but the badge color-shifts to amber to signal "could be more precise" for hospitals with sprawling campuses.
The red Admin badge signals the tutor manager — distinct from the student-facing tutor. Only admins and assigned preceptors can reach this view; permissions enforced server-side via Supabase RLS.
Bank (every approved question by category & difficulty), Pending AI (red badge = queue depth), Preceptor (per-preceptor student performance), Sessions (every completed session log), Digest (auto-generated weekly PDF for leadership).
The yellow banner spells out the rules of the pending queue — what happens on approve (added to the bank, available in Admin Only + Mixed modes) and what happens on reject (permanently deleted). New admins don't need a training session to use this view correctly.
Every pending AI question shows category, difficulty, source (AI), and topic tags. Question and correct answer are visible before approval — no surprises reach students. Mirrors what the student will eventually see, so admins can verify accuracy in context.
The correct option is highlighted in its own green band so admins can immediately spot a flawed AI answer — wrong correct-flag, ambiguous wording, off-topic content — and reject or edit before approval.
✓ Approve & Add to Bank — accept as-is, becomes available to students immediately. ✏️ Edit then Approve — pre-fills the editor with the AI question for refinement before saving. ✗ Reject — permanently deletes the AI candidate.
You've seen the demo — that's one program's configuration. Tell us about your competencies, your rotations, your accreditor, your workflow. We'll come back with a tailored configuration mockup, no commitment required.
Or call us: 513-987-5237