Key Takeaways:

• Manual coordination across multiple clinical sites led to inefficiencies.
  
  
• RiteCare adopted Rotation Manager to centralize student placement and document tracking.
  
  
• The platform improved visibility, reduced coordination errors, and saved staff time.
  
  
• Having a single system for scheduling and compliance helped the team stay audit-ready.
• Staff and students found the system intuitive, with minimal need for training or technical support.
  
  

The Challenge: Managing Students Across Five Centers

RiteCare Physical Therapy operates across five clinical centers. Each site regularly hosts students from various schools. Before using Rotation Manager, scheduling students and tracking their documentation was handled manually, through spreadsheets, emails, and printed forms.

This setup created issues:

• Coordinators had limited visibility into who was assigned to which site.
  
  
• Missing or outdated documents were hard to catch in time.
  
  
• Time was spent chasing students for paperwork instead of focusing on quality placements.
  
  

The lack of a central system also made audits stressful. Verifying that each student had completed the necessary training, submitted their credentials, and met the placement timelines took hours of back-and-forth communication between staff, students, and school coordinators.

The Solution: Rotation Manager

RiteCare needed a tool that could give them better control over scheduling and documentation. They implemented Rotation Manager, a platform designed for clinical education programs, to consolidate all information in one place.

What they used it for:

• Assigning students to specific sites, shifts, and preceptors
  
  
• Uploading and reviewing student credentials (e.g., immunizations, background checks)
  
  
• Sending automated reminders for expiring documents
  
  
• Keeping real-time dashboards of student status and upcoming deadlines
  
  

According to the RiteCare team:

“I have better control over all my students and where they are since we have five different centers… It is all we needed… I’m in love with it.”

This reflects a major shift in daily operations. Instead of checking multiple spreadsheets, staff can log in and view everything from a single dashboard.

How Implementation Worked

RiteCare worked with the Rotation Manager onboarding team to:

• Upload student records and site info
  
  
• Set up each center with its own scheduling rules
  
  
• Assign access for internal staff and school coordinators
  
  

No special technical skills were needed. Staff found the interface to be simple, and students were able to learn how to upload documents without requiring additional training.

Measurable Improvements

While RiteCare did not publish hard numbers, the operational gains are clear from their experience:

• Time saved: Staff no longer spend hours tracking down paperwork across five centers.
  
  
• Fewer errors: Document uploads are tied to expiration alerts, so outdated files are flagged before they become problems.
  
  
• Better visibility: Coordinators can see open slots, filled rotations, and document status instantly.
  
  
• Audit readiness: The platform maintains time-stamped logs and exportable reports, making documentation easy to retrieve during audits.
  
  

What used to take days of follow-up can now be done in minutes.

Why It Worked

The success of Rotation Manager at RiteCare came down to three factors:

1. Centralized control: No more scattered files or disjointed email threads. Everything related to scheduling, documentation, and compliance is housed in one system, which reduces miscommunication between departments and ensures consistency across all sites.
2. Real-time status tracking: Coordinators see what’s missing before it becomes a problem. Instead of waiting for students to flag issues, staff can proactively monitor document status, credentials, and rotation timelines in advance.
3. Easy access: Staff and students both found the system intuitive and fast. With a clean interface and minimal training requirements, everyone involved could easily navigate their tasks, upload documents, and check statuses without confusion or delays.
   
   

For organizations managing multiple clinical sites, these advantages make a direct impact on daily workflows. They reduce stress, minimize placement disruptions, and create a smoother experience for everyone, from admin teams to students and preceptors.

Final Thoughts

RiteCare’s experience shows how the proper rotation scheduling software can simplify complex logistics. By switching to Rotation Manager, they streamlined placements, improved compliance, and gave saff back valuable time.

For schools or clinical sites facing similar challenges, the key takeaway is straightforward: a single system designed for clinical education can enhance oversight, save time, and mitigate the risk of errors or audit issues.