Logging your UCCS clinical work in Medatrax
Medatrax is where UCCS graduate nursing students record every patient, every clinical hour and every evaluation. FNP and AGNP students tag each encounter with its diagnosis, procedure and visit-level codes and must hit a patient count in every course, while PMHNP students add psychiatric encounter, therapy and telehealth fields. Get the entries wrong and the handbook's answer is an incomplete grade.
Get a preceptor with the patient volume you need
We ask about volume and case mix before we introduce a preceptor, so your logs can reach UCCS's minimums.
What lives in Medatrax
Medatrax is UCCS's graduate clinical platform, and it holds more than hour logs. A gap in any of the records below can stall a course, so it pays to know who is responsible for each.
| Record | Who enters it | Why it matters |
|---|---|---|
| Compliance documents: RN license, BLS, immunizations, health insurance, background check and drug screen results | You | Missing items keep you from starting clinical hours |
| Patient and clinical hour logs | You | They carry your hours and encounter counts for each course |
| Preceptor evaluation of you | Preceptors with you for more than 24 clinical hours | Counts toward your course grade |
| Site visitor evaluation | The UCCS site visitor | Counts toward your course grade |
| Your evaluation of the preceptor and site, and a self-evaluation | You | Completed alongside your logs |
The Graduate Clinical Practicum Coordinator also serves as UCCS's Medatrax coordinator. Badge and Medatrax instructions reach you before NURS 6730, or before your first clinical rotation if your plan skips that course. Upload deadlines for compliance items are on the immunizations and compliance page.
Codes for every encounter
Every patient you see is logged, not a sample of them. The fields depend on your track.
| Track | What the handbook asks you to record |
|---|---|
| FNP and AGNP | ICD-10 diagnosis codes, CPT codes and the E/M level |
| PMHNP | ICD-10 and E/M codes, the PMH encounter type, therapy and telehealth |
The handbooks put the stakes plainly: "Failure to correctly enter the Medatrax system will necessitate an incomplete grade." Entering the codes is also a chance to learn billing logic you will use in practice. Ask your preceptor how they chose the E/M level on a visit you just shared, and your logs get more accurate while you learn.
Log on the day of the clinic, while the details are fresh. Reconstructing a week of encounters from memory is where wrong codes and missing patients creep in.
Encounter minimums by course
FNP and AGNP students must meet patient counts that climb through the program. PMHNP students build toward population totals by graduation instead of per-course counts.
| Point in the program | Minimum encounters |
|---|---|
| First FNP or AGNP clinical course | 75 patients |
| Second clinical course | 90 patients |
| Third clinical course | 125 patients |
NURS 6980 Synthesis | The equivalent of about 2 patients per clinical hour |
| PMHNP, by graduation | 60 child and adolescent, 60 adult and 60 geriatric patients |
If you are unsure which of your rotations UCCS treats as the first, second or third, ask lead faculty before the semester starts. A preceptor can meet every UCCS rule and still leave you short of these counts on a light schedule, so patient volume belongs in the very first conversation with a clinic.
A shortfall spotted at midterm is far easier to close than one found in the last week; see behind on clinical hours if you are already there.
A logged hour is not always a counted hour
Medatrax records what you enter, but UCCS's timing rules decide what counts. Hours from before your "good to go" email, from the gap between semesters, or from time past the 16-hour mark with someone your processed Clinical Site Sheet leaves out stay off your total, however carefully they are logged.
Keep every entry tied to a preceptor and site on that semester's site sheet. If a new preceptor joins partway through a course, their sheet needs to be processed before your time with them grows. The timing rules are on semester rules and incompletes.
An incorrect Medatrax entry can turn a finished rotation into an incomplete grade. Check codes before the course closes, not after.
Evaluations your preceptor completes
When your time with a preceptor tops 24 clinical hours, UCCS requests their evaluation through Medatrax. The 2026 version rates each item on a four-point scale running up to 4 (advanced), with an N/O box for skills the preceptor did not see, and the same form is used at every level of the program. A paper copy is available on request. Your side of the cycle sits in Medatrax too: an evaluation of your preceptor and site, and a self-evaluation, completed alongside your logs.
Preceptors also receive a letter for each rotation level through Medatrax, plus a semester record of the hours they supervised, and depending on their certifying body that record may help with recertification. The site visit and the rest of the evaluation cycle are described on site visits and evaluations.
Your logs after graduation
UCCS's handbook notes that Medatrax reports "can be used to verify hours when applying to certification boards." Clean logs are more than a course requirement: they become the record a certifying body may ask to see when you apply for your NP certification.
It is sensible to save your own copies of summary reports before you finish the program, and to check what your certifying body wants in the way of hour verification. A log that shows the right preceptor, site, codes and hours for every encounter is the version you want a board to see, and errors are far easier to correct during a course than after graduation. DNP students log their experience hours in Medatrax as well, and those hours are audited before graduation; see DNP experience hours.
Preceptors matched for volume and case mix
Why UCCS students choose us: before we introduce a preceptor, we ask about patient volume and case mix, so the clinic can support your course's encounter minimum and the visit types you need to log. For FNP and AGNP students that means enough visits in each clinic day; for PMHNP students it means the age groups behind the 60/60/60 count. If a clinic's volume falls short partway through a course, tell your placement advisor and we look for an additional preceptor within UCCS's agreement limits.
Our team also fills in your site sheet information with fixed hours, so the preceptor named in your logs matches the one UCCS has on file. UCCS approves each preceptor, and we get a complete, accurate file in front of the college from day one. Use the form below to start.
Questions UCCS students ask
Does UCCS use Typhon for clinical logs?
No UCCS source mentions Typhon, Exxat or ACEMAPP. Graduate nursing students log patients, hours and evaluations in Medatrax, complete the background check and drug screen through CastleBranch, and use myClinicalExchange only when a particular site requires it. If a friend at another school describes Typhon, expect a different workflow at UCCS.
What happens if my Medatrax logs are wrong or late?
The handbooks tie incorrect Medatrax entries to an incomplete grade. Left open for a full calendar year, an incomplete converts to an F, and holding two at the same time stops you from starting the next clinical course. Bring your logs current before the course ends, and tell lead faculty early about anything you cannot fix in time.
How many patients do I need in UCCS Synthesis?
For FNP and AGNP students, the handbook sets Synthesis at the equivalent of about two patients per clinical hour, so the target grows with your cohort's 360 or 440 Synthesis hours. PMHNP students have no per-hour figure; their target is an age mix across the whole program, sixty patients in each of three groups.
How does my preceptor submit my evaluation?
Online in Medatrax, after your time together goes past 24 clinical hours. First-rotation and Synthesis students are rated on one shared form, using the 1 to 4 scale with an N/O option, and a paper copy is available if your preceptor prefers one. The evaluation counts toward your course grade.
Which codes do FNP students log in Medatrax?
Three for each patient: the ICD-10 diagnosis code, the CPT code and the E/M level. If you are unsure of a code, ask your preceptor or check the course materials before you submit, since an incorrect entry can cost you an incomplete. PMHNP students record different psychiatric fields.
Related pages
Last checked 2026-09-25
We check these pages against UCCS's catalog, practicum handbooks and college pages. Your degree plan, the handbook for your cohort and the Graduate Clinical Practicum Coordinator have the final word.
UCCS asks you to find your clinical hours where you live. Let us run that search.
Tell us your UCCS track, your next clinical course and where you live. We find preceptors who fit the course and prepare the details your Clinical Site Sheet needs, early enough for the agreement to be signed before the semester.
- Preceptors matched to the course: pediatrics for
NURS 6900, acute and chronic care forNURS 6915andNURS 6925, psychiatric prescribers forNURS 6801toNURS 6803 - Credentials, license, certification and the site's signer ready for the Clinical Site Sheet
- In Colorado Springs, along the Front Range, or in any of UCCS's approved states
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