What is Meditrek?

Meditrek, a product of HSoft Corporation, is a user-friendly online tool that will help you apply for, track, and manage your practicum experience. Meditrek will help you:

• Collaborate more effectively with faculty and preceptors.
• Track your time spent at each clinical field site and organize it by course, term, and more.
• Provide documentation of your experience to potential employers or certifying agencies for certificates and licensure.
• Provide an easy and trackable system to submit your practicum applications.
• Access the system 24 hours a day from anywhere with an Internet connection, including your computer, tablet, and smartphone, even after you graduate. 

Meditrek Questions?

Log into Meditrek HERE

What do I need in order to submit my application?

From Meditrek

• Your username and password
  • You will receive one username and password for the entirety of your use with Meditrek
  • You will receive this information directly from Meditrek
  • You will receive this information approximately 5-6 months prior to your first practicum course
  • If you have not received your password a month before your application is due, please contact us here

From Your Preceptor Nominee

• Their current email address. 
• Their credentials
• Their title/position
• Their phone number
• Their current position and how this will meet the required objectives of the course
• Completed Preceptor Commitment Form. 
  • This form is sent to directly to the preceptor via email when you submit the preceptor information section in Meditrek.  You will need to follow up with your preceptor to receive the document from them.  You will need to upload it in Meditrek to submit your application. 
  • Must be completed by your preceptor
  • Must be uploaded by you in to Meditrek

From Your Field Site

• You will need to identify, with the help of your preceptor and/or field site contact, who the appropriate individual is at the field site that can speak to the affiliation agreement. This is usually someone in risk management, legal, HR, office manager, Dean, Associate Dean, Director of Nursing etc. Once identified you will need;
  • Their name and title
  • Their email and phone
  • To let them know they will receive an email from us regarding the agreement

From Yourself

• Your Walden ID number and Walden email address
• Your Professional Liability Insurance
  • Must show coverage dates
  • Must show coverage amounts
  • Must be a minimum of 1 million per incident/3 million per aggregate
  • MSN- Nurse Practitioner Students:  Must show coverage as a “Nurse Practitioner Student”
  • DNP & Other MSN Programs:  Must show coverage as a general nursing student. 
• Your *RN license in the state you are completing your practicum
  • Must show your name
  • Must show the expiration date
  • Must be their highest licensure
  • We prefer online verifications​

For Webinars, FAQs, and Tutorials on how to submit your application, please go here.

Onboarding Requirements

Walden University School of Nursing’s Onboarding Policy requires practicum students to complete specific requirements in order to be approved for practicum. These onboarding requirements vary from state to state; however, they generally include the passing of a background check and drug screening, health requirements, required training and professional liability insurance, and any additional onboarding requirements that may be required by the field site.  This is a Walden University requirement that applies to all nursing practicum students. Being an employee of the field site does not exempt students from this requirement.

Requirements will only be approved if submitted through Walden University’s designated provider, CastleBranch.  Please be aware that students are responsible for all expenses incurred for onboarding requirements. Students will not be permitted to start their field experience until Onboarding Requirements are complete.

CastleBranch:

CastleBranch, Walden’s designated vendor for onboarding requirements, provides a secure platform to complete onboarding requirements. Onboarding requirements are managed, stored and tracked in CastleBranch.  Students must complete ALL the requirements listed in the CastleBranch portal to begin their practicum. Students must complete all onboarding requirements online at http://walden.castlebranch.com/. Step-by-step instructions can be found here. Any questions regarding the purchase of a screening package can be answered by CastleBranch at 1-888-723-4263. For questions regarding the field site, onboarding requirements or practicum applications regarding this process, please contact nursingfield@mail.waldenu.edu.

Application Submission:

Students do not need to complete the onboarding requirements in CastleBranch prior to submitting a practicum application, but the requirements must be completed before an application will be approved.  This practicum application will not be fully approved until all the requirements are complete in CastleBranch.   The School of Nursing Field Education Office Staff will confirm submission of all requirements in CastleBranch to approve practicum applications. 

Field Site Onboarding Requirements: 

1. Verification of Requirements by Walden University:  When required by the field site, Walden University will communicate the satisfactory completion of these requirements directly to field sites.  If an approved field site requires something in addition to what is required by Walden University, an additional package can be obtained through CastleBranch, at the request of Walden’s Field Education Office, to fulfill those requirements.  The Field Experience staff will e-mail students when additional requirements are mandated by the field site.   
2. Verification of Requirements by the Student:  In some cases, students may be required to submit verification of onboarding requirements directly to the field site.  In these cases, students may provide documentation from CastleBranch to the field site.  Students may contact CastleBranch directly to receive instructions on how to send account information. 

Support from Field Experience: 
If you have questions or need support with onboarding or CastleBranch, students may schedule an appointment with their regional Verifications Field Education Coordinator.  Schedule your appointment with your regional Verification coordinator online here. 

Training Requirement for Title IX & Clery Act Overview

Walden University is fully committed to creating and maintaining a safe environment and academic community for all of our students. As such, as a part of our comprehensive prevention process, we require your participation in online courses titled “Sexual Assault Prevention” and “AlcoholEdu for College”. These online courses are a mandatory requirement for all students in programs with a field experience, intensive, pre-practicum, residency, skills lab, or other on-site experience requirement, and must be completed prior to your attendance. Additionally, this online education will empower you to make well-informed decisions about issues that may affect you. 

The courses are an important part of our compliance with Title IX and Clery Act regulations and will take approximately 2 hours to complete.  Title IX and the Clery Act are comprehensive federal laws that prohibit discrimination on the basis of sex and require certain safety and security policies to be put in place and data reported for federally funded institutions.

We will monitor the completion rate, so please take the time to finish the training.  We believe you will enjoy the assignment. They are  innovative, engaging, and informative online courses, created with students for students. In the courses, you will examine the interconnected issues of substance abuse, sexual violence, and healthy relationships through a variety of interactive, realistic scenarios and guided self-reflection.

While you may launch this training at any time and work at your own pace, the training must be completed prior to beginning practicum hours at the field site. 

This training must be completed annually every 12 months.

We hope that this course will provide you with meaningful and important information to ensure we are promoting a healthier and safer campus environment for all.

Steps for Training:

To fulfill Walden’s requirement, you will need an EVERFI account to access the course from your Dashboard*. 

To complete this process, PLEASE READ THE FOLLOWING CAREFULLY.

• Go to: http://www.everfi.com/login and click Register
• Under “Student/Learner,” enter the Registration Code: waldenu and click “Next” to create your EVERFI account. 
  • Note:
  • When prompted, please enter your WALDEN STUDENT ID NUMBER to receive credit for completion.
  • Please enter your WALDEN EMAIL ADDRESS when prompted for email address.
• Complete Part 1 of the “Sexual Assault Prevention” and “AlcoholEdu for College” training prior to the first day of your on-site practicum experience at the field site.
• After 30 days you will receive an invitation to complete Part 2 of the“Sexual Assault Prevention” and “AlcoholEdu for College” training, which must be completed within 10 days of receipt.

*NOTE:  If you already have an EVERFI Higher Ed account, go to http://www.everfi.com/login, enter your login information, then enter registration code “waldenu” in the “Add a Course” box in the top right corner of the Dashboard.

Technical Support for Training: 

• Click the support link and either Call, Chat Live, or Submit a Ticket to EverFi.
  • Advise that you are a Walden University student.  Use registration code “waldenu”.
  • Describe the access challenges you are facing.  You may be asked to send a screenshot of the issue.
• If you have additional questions, please email nursingfield@mail.waldenu.edu  

Walden Policies and All other Title IX Questions:

• Specific Walden policies and resources may be found at:  https://www.waldenu.edu/experience/support-services/student-safety-title-ix.
• For any questions related to accessing and completing the training please email: nursingfield@mail.waldenu.edu.   

Other available resources:

• If you believe you are the victim of a rape or sexual assault, you can receive assistance immediately by calling your local police department or 911.
• As a student, you can contact the Student Assistance Program (SAP) by calling 1-866-465-8942 or TDD: 1-800-697-0353. When you call, please reference Walden’s ID, SAP4EDU. THE SAP is a free, "confidential resource" at Walden, which means that all conversations you have will remain confidential and won’t initiate any type of investigation into the incident.
• If you would like to report a sexual assault to the appropriate university officials please contact the Title IX Coordinator or Deputy with Walden University.
• For information regarding the Grievance and Investigation Process, please refer to the Walden Student Code of Conduct .

For additional information check Determining the Status of Your Application.

Applications will not be reviewed in the Incomplete, Incomplete-Started, Returned or Closed status. If you are planning to use an application in this status action is required. The email sent you from Meditrek on the date of the status change will give more information. If you have additional questions reach out to the Field Experience after you have read the Meditrek email and checked your Meditrek profile.

What Happens After an Application is Submitted

1. When you successfully submit your application, you will receive an automatic email from Meditrek stating it was submitted.

2. You should allow 2-3 weeks (3-4 during peak time) to receive a response from a Field Education Coordinator via your Walden Email.

3. The application and the affiliation agreement are two separate entities being worked on simultaneously.

4. You will receive an email reply with one of the following in regards to your application

• Your application has be returned for further work.
  • The email will identify what you need to correct.
  • You will need to log back into Meditrek, select teh application, correct the error and re-submit.
  • You will then get another email confirmation when it's been re-submitted.
• Your application is pending.
  • The application has been submitted and is currently being reviewed by Field Experience staff.
  • Click here to download this status explanation.
• Your application has been approved:
  • You are cleared to start the identified course/practicum with the identified preceptor at the identified field site during the identified quarter following registration for the course.

5. We process applications as they come in and if we identify an error later we are able to override the approval.

6. You can log in to Meditrek at any time to see the status of your application.

Who Reviews the Application?

Each application is reviewed by a region team of six.

Meet the your regional team HERE.

Schedule an appointment with an expert on your team HERE.