The Lopes Activity Tracker can be found inside the GCU Student Portal. Log into gcuportal.gcu.edu and select the Lopes Activity Tracker app.

After opening the app, you will see the dashboard showing your clinical practice hours. Please note that following sections would be different depending on what program you are in. 

• Program Hours: This section shows your current approved hours, the total hours required for your program, and a progress bar indicating the percentage of those hours you have completed.
   
  

  

• Specialty Hours: If your program includes different types of hours, this section will display the minimum and maximum required hours for each type. 
  
  

  

• Procedure Visits: This section will be shown if you are in a program that requires Patient Interactions. Click the downward arrow icon to view the detailed information about your procedure visits from your documented Patient Interactions. For steps on how to add Patient Interactions, refer to the How to Add Patient Interactions below.
  
  

1. You can select either the course link or the blue + button under the Add Time column.
   
   • Clicking the course link will take you to the Clinical Practice Dashboard.
   • Clicking the blue + button will take you directly to a new time log. If you select this option, skip to step 3. 
     

     

2. If you are on the Clinical Practice Dashboard, select the Add New Time Entry option in the upper right-hand corner. 
   

   

3. A time log entry will appear. Fill in the required fields, keeping in mind the following:
   • Clinical Practice Start/End times must be selected and within the timeframe of the course. Selecting a start or end date outside of the course date window will generate the error, "Start and End Date must be between x and x".

     

   • The hours will automatically be calculated based on the dates and times entered. A student may not exceed 12 hours of clinical practice in a single entry. Entering more than 12 hours will result in the error “Total hours cannot exceed 12.” If you are entering several days into the tracker, each day must be a different entry.

     

   • The minimum time log entry must be at least 15 minutes (0.25 hours). If less than 15 minutes is entered, a red line will appear, and you will be unable to save your entry.

     

4. After entering your hours, you’ll need to select the person who will be approving your hours. This can be an Agency/Preceptor, Site/Clinical Instructor, Site/Clinical Site Supervisor, or Site/Supervisor depending on your program.
   

   

5. Click save when you’re done. You will then be directed back to the Clinical Practice Dashboard and your hours will be pending approval.
   

   

If you are in a program that requires Patient Interactions (for example, Advanced Practice Registered Nurse (APRN)), you will need to enter your patient interactions when creating time log entries.

1. When creating a time log, you will be able to add the Patient Interactions. To add patient interactions, click the Add Patient Interactions button. 
   
2. In the window that appears, enter the initials of the patient you assisted and their date of birth. Then, you will add the ICD10 and CPT/E&M code(s).
   
   
   NOTE GCU Technical Support cannot assist with selecting ICD10 and CPT/E&M codes. If you have any questions or are unsure of what to enter, we recommend reaching out to your Field Experience Counselor.
3. After selecting the code(s) for the ICD10 or CPT/E&M fields, you can choose to add more codes by clicking Add Another ICD10 Code or Add Another CPT Code. If you need to remove code(s), click the Remove buttons next to the code. 
   
4. For the Procedures, field select the procedure(s) most relevant to your patient interaction. After selecting the procedure, you will need to provide the description of your patient interaction. Please keep in mind that there is a character count of 1000 characters when entering information into this field. 
   
5. Once you have filled out all of the required fields, click Save at the bottom right corner to be directed back to the time log entry page. 
   
6. Finally, click Save again to add the new time entry with patient interactions.

If your program requires you to select Competencies and Practice Behaviors (such as a Social Work program), you will need to choose them when logging your time entries.

1. When creating a time log, you will be able to select Competencies and Practice Behaviors. To add competencies and practice behaviors, click the Select Competencies and Practice Behaviors button.
   
2. In the pop-up window, pick a competency from the available options in the drop-down menu.
   
3. After selecting a competency, choose the practice behaviors you want to include by clicking on them from the left side.
   
4. Use the right arrow to move your selected practice behaviors to the list on the right.
   
5. Once you select all the applicable practice behaviors, click Save at the bottom right corner to be directed back to the time log entry page.
   
6. Your selected competencies and practice behaviors will now appear in the time log entry.
   
7. Finally, when you are ready to save the entry, click Save to add the new time entry with competencies and practice behaviors.

You can edit the time logs after submitting for approval. Click the purple pencil icon next to the entry to adjust any fields necessary.

You will be able to edit the time log anytime during the review process even after your preceptor has approved the logs. However, if the time log has already been approved, any edits you make will have to be reapproved by your preceptor. You will receive the message below when making changes to the time logs.

Time log statuses can be checked from the Clinical Practice Dashboard.

1. To access this dashboard, open the Lopes Activity Tracker and select the appropriate course link.
   
2. You will then be taken to the Clinical Practice Dashboard. 
3. Next to any time log, check the Status column.
   • Pending Approval: The hours have not yet been approved by your preceptor.
   • Approved: The hours have been approved. 
   • Approved Adjusted: The hours were approved, but your preceptor made a change. 

If you have any questions about the status of a time log, we recommend reaching out to your preceptor directly.

You may be asked to upload proof of time log entries as part of your Halo class. To access this PDF:

1. Open the Lopes Activity Tracker and select the course link.
   
2. Click Generate. A summary of the documented clinical hours will appear. Save this PDF onto your computer to upload it to Halo. If you need assistance with uploading your file to Halo, check out our article (Halo | Learn) Submitting Assignments.
   
   
   NOTE Sometimes after clicking the Generate button, you may receive an error that states "An unexpected error has occurred", or three loading dots but no PDF available. If these errors occur, please see our Basic Troubleshooting article for assistance. If basic troubleshooting does not resolve this issue, you may have to disable your browser's PDF viewer. Check out our Disabling Your Browser's PDF viewer article for more information. 
3. If you entered any Patient Interactions, you can download a PDF of your entered patient visits by clicking on Generate Patient Visits.
   

The Evaluations section of the Clinical Practice Dashboard contains three items:

• Midterm Evaluation of Student
• Final Evaluation of Student
• Evaluation of Preceptor / Agency 

Preceptors will complete the Midterm and Final Evaluations of the student.  These two evaluations will appear in Pending status until they are completed. Once the preceptor completes an evaluation, a PDF will become available for download. Students are required to download the evaluation and upload it to their Halo course as part of an assignment. The student is only responsible for completing the Evaluation of their Preceptor, which should be done at the end of the course. 

If you receive an error message after attempting to download an Evaluation PDF, we recommend switching to an alternative browser, specifically Google Chrome, Firefox, or Safari. If you continue to experience the error, see the article: Basic Troubleshooting, for further assistance.

When you get the message that says, “No Class Exists”, this might mean that the system hasn’t recognized your new class yet. When you get this message, make sure that you have posted to the class. If you have posted to the class and still cannot see it listed in the Lopes Activity Tracker, you may need to wait 24 hours after you post for the class to appear.

You may see that you are missing your preceptor from the Agency dropdown list. This can be a result of a few problems. One is if you believe you have been assigned a preceptor, make sure that your class has already started, you have posted to the class, and at least 24 hours have passed since your initial post. If you meet these criteria and still don’t see your preceptor, please contact GCU Technical Support so we can escalate your issue.

If you do not have a preceptor assigned to you, we recommend reaching out to your Field Experience Counselor about your next steps.

Depending on what program you are in, you can submit hours that have been completed during your class for up to 2 or 3 weeks after the course end date. After the form expires, you will no longer be able to submit hours for that class. Please contact your instructor about submitting hours after the course end date and reach out to your Field Experience Counselor for any questions.

If you don’t see the Lopes Activity Tracker in the Student Portal, you may not have the app enabled. You can customize your Student Portal and enable the Lopes Activity Tracker app by using the steps in this article.

If you are seeing a blank screen, your browser may be having problems displaying the Lopes Activity Tracker. We recommend using Google Chrome, if you are experiencing any issues. However, if you are using Google Chrome already, please see our Basic Troubleshooting article for some suggested troubleshooting steps for this issue.

If you can access on your Work computer but can’t access on your personal devices, you should troubleshoot your personal device. First, we do recommend making sure that you are using Google Chrome. If you are still having problems, please see our Basic Troubleshooting article for some suggested troubleshooting steps for this issue.