Medatrax at NKU: the system every graduate rotation runs through

Four groups touch the same record, and knowing whose turn it is saves days of waiting. NKU's Students page, its Current Preceptors page and its preceptor readiness checklist describe the split below.

When all three portions of a request are approved, Contracts & Compliance finalizes the placement and Medatrax sends you an official approval email. NKU names two of the three portions (the coordinator's preceptor review and the contracts and compliance review) and leaves the third unnamed. Medatrax was already NKU's system by December 2023, according to an archived copy of the Students page.

1. RequestYou file a self-placement request for the course, naming your preceptor and site. Our self-placement request guide covers what goes in.
2. ProfileYour preceptor creates a Preceptor Profile, alongside the documents NKU collects: a resume or CV, the license and the signed Preceptor Responsibilities form.
3. ReviewCoordinators review the preceptor while Contracts & Compliance checks the contract and your PreCheck and Sentry record.
4. ApprovalOnce all three portions clear, Medatrax emails your official approval. Treat that email, not a preceptor's yes, as the start signal.
5. Time logDuring the rotation you log hours and your preceptor verifies them each week. Verified entries lock.
6. EvaluationAt the end of the term your preceptor completes the evaluation in Medatrax, the last Medatrax step for that course.

Medatrax works course by course. Every L course counts as a separate 7-week rotation, so each one needs its own self-placement request and its own approval email, even when you stay with the same preceptor and site for the next session.

Staying put still saves work. Returning preceptors only resubmit a CV when it has changed, according to NKU's preceptor FAQ; the Preceptor Profile already exists; and a site with a signed affiliation agreement needs no new negotiation. What remains is the course-level request and review.

The timing rules follow the same pattern. Preceptor details are due to NKU 30 days before each clinical at the latest, with 90 strongly advised, and since one session start follows another by fewer than 90 days, meeting that recommendation means preparing the next request before the current rotation begins. Our deadlines page counts back from each session start.

Preceptors reach Medatrax through NKU's preceptor portal at np.medatrax.com. NKU's 2023 readiness checklist lists the Preceptor Profile among the items a new preceptor completes, together with a current CV, license and board certification details and the signed NKU Preceptor Responsibilities form.

NKU publishes two guides for preceptors on its Current Preceptors page: one for verifying a student's time log and one for completing the evaluation. Sending your preceptor those links before week one heads off most first-use questions.

Verification has a practical payoff for preceptors. NKU's preceptor pages have told preceptors to verify all hours before their professional development provision is paid, so a preceptor who verifies each week is also keeping their own payment on schedule. Our hour log guide covers the student side of verification.

NKU's online FAQ tells students to submit preceptor information and the Preceptor Agreement "via InPlace, the clinical management system." The same FAQ says elsewhere that hours are tracked in Medatrax. The FAQ text has not changed since 2023.

InPlace was NKU's earlier choice: a 2019 announcement from the vendor described NKU adopting it to match graduate nursing students with preceptors. Each School of Nursing clinical page live today uses the Medatrax name instead, and NKU's June 2026 posting for a Clinical Placement Specialist lists Medatrax experience as strongly preferred.

Our reading is that Medatrax is current and the InPlace line is a leftover. The MSN Clinical Information Canvas has the final word, and studentclinicalinfo@nku.edu can confirm if you see InPlace named anywhere you are asked to act.

• Placement and compliance questions: the Contracts & Compliance team, which NKU says helps students with Medatrax and PreCheck/Sentry. Staff are assigned by track, and the contacts are on NKU's Students page.
• General clinical and placement questions: studentclinicalinfo@nku.edu, which reaches NKU's MSN Student Placement Team.
• Course-level questions during a rotation: your Clinical Instructor, whose name appears under Class Schedule in myNKU.
• A preceptor's technical problem: Medatrax's own support address, webmaster@medatrax.com, which NKU lists on its Current Preceptors page.
• A preceptor's NKU questions: the preceptor team at nppreceptors@nku.edu.

NKU announces deadlines and process changes in Canvas, so keep notifications switched on in your clinical shells as well as checking Medatrax; our Canvas guide explains which shell does what.

Medatrax records what you give it; it cannot fix a missing license copy or an unsigned form. NKU students work with us so the request is complete the moment they open it.

Our placement desk matches you with a preceptor suited to your track and to NKU's state rules, then collects the preceptor's documents and a site contact for any new affiliation agreement. We walk your preceptor through the Preceptor Profile and point them to NKU's verification and evaluation guides, so week one starts without access trouble.

Approval belongs to NKU's coordinators and Contracts & Compliance; our job is a clean file that moves straight through their review. To see the full sequence of our service, read how it works, or send your details with the form below.