The Trajecsys system is a requirement of the SURGT program. You must register for Trajecsys within the first days of SURGT1202. Payment is not required at this time (please refer to Blackboard course for the payment deadline).
Step 1: Register for Trajecsys
There are two methods of payment: Bookstore ($133.50) or Credit Card/Check (Direct Pay to Trajecsys $100.00)
Click on your preferred method of payment and create a username and password.
You will not have immediate access to the system. You will have access after the registration is approved by the program chair by the time you attend day 2 of your first clinical rotation.
Step 2: Logging Into Trajecsys
After your registration has been approved you will then log in.
- Log into Trajecsys on a smart phone
- After logging in on a smart phone, you should see a message asking to share your location with Trajecsys. You must click “Allow.” It's important that this is selected correctly the first time because some phones do not present the option again without resetting location services in the phone Settings.
- Trajecsys Login page for your phone:
Step 3: Pay for Trajecsys
You must pay for your Trajecsys access by the stated deadline. Students who do not pay will lose access to their Trajecsys account. If a student loses access to Trajecsys they may not attend clinical until the issue is resolved. The attendance policy will be followed if days are missed to due the absence of Trajecsys. There are two options to make your Trajecsys payment found below. Click the links below for access.
- Bookstore Purchase: $133.50 You may use financial aid to purchase at the bookstore. The Bookstore will give you a receipt for your purchase. You do not need this receipt for access to the system. The payment is recorded through the bookstore and the information is sent directly to Trajecsys. Hang on to your receipt until you have received confirmation from Trajecsys that payment is complete.
- Trajecsys Direct Pay: $100.00 Full refunds will be available for 30 days after the due date. No refunds will be made thereafter. Use the same information as your registration. Complete the form, and select "Initial Access" for Payment Type.
Step 4: Clock In/Out
Arrival and departure times, as well as location, are recorded for each clinical day. Carefully follow the steps below to clock in and out of your site. Any problems with the system must be handled immediately with your clinical instructor. A video tutorial is available of the process.
- Once on hospital property, log into Trajecsys on your smart phone, and select the clinical site from a dropdown on the home page. Then click the clock in /out button.
- Time Exceptions are to be filed to justify any discrepancies with clocking in/out and should only be used if you forget to file a clock-in or out record or if there was a system error.
- If you arrive late, leave early, or are absent, you must file a Time Exception with an explanation. If you are sent home early due to a low activity day, with all options to help the OR have been exhausted, the clinical site educator/manager/charge nurse must be noted in the explanation so we know who sent you home. If you do not provide who sends you home early, it will be marked on your attendance as unexcused. Your preceptor or circulating nurse can not send you home early. This must be approved by the OR educator or charge nurse.
NOTE: When you change sites, remember to select the new site on this page; otherwise, your times will be recorded for the wrong site.
Step 5: Logging Surgical Cases
CAAHEP-accredited programs must adhere to the surgical case requirements for each Surgical Technology student (please see the Clinical Expectations page for specific case requirements.) The Trajecsys system is a way to track your cases in an organized manner. Remember, if a case is not logged correctly, it cannot be counted. You cannot go back to a preceptor days later to request signatures. A log entry must be completed for every surgical procedure you attend and a preceptor signature is required for every case by the end of the day. The following information is required for each logged case.
- Date
- Clinical site
- Amount of cases: This number should always be "1" unless you have attended multiple of the same procedure with the same preceptor. Example: You did 8 cataracts with the same preceptor. Instead of creating 8 individual logs, you can put "8" under "Amount". This only works if you have the same preceptor for all cases.
- Name of supervising employee (your preceptor for the day). If the preceptor is not on the list, you must add them. Ask permission to use their full name. If your preceptor is not available to sign your logs, the circulating nurse can sign their own name and credentials.
- Click “Add Logsheet” and then select:
- Major study: this will be which specialty the procedure is categorized under. TIP: If you are unsure since some procedures can overlap in specialties, document by which type specialty the surgeon specializes in. Example: A Thyroidectomy performed by an ENT surgeon
- Procedure: Be as specific as possible – if the procedure is not on the list, choose the best option available and notify your clinical instructor
- Participation Level: (1) First Scrub, (2) Second Scrub, or (3) Observation. Observations must be documented and signed to ensure no gaps in your clinical shift times
- Comments: You may add your own notes about this procedure/surgeon to use for future reference or your preceptor can add notes for you as well
Step 6: Preceptor Evaluations
Evaluations will be completed by the student’s clinical site every week. The evaluation must be completed and signed by a surgical tech or circulator that the student has worked with during the week. All evaluations are considered legal documents that may not be altered in any way. Altered documentation is unacceptable and is considered a code of conduct violation. The evaluations are an excellent way to improve skills. A critical evaluation will help the student focus on important areas to improve. Please carefully follow the steps below when requesting your preceptor evaluation.
Before approaching your preceptor:
- Log into Trajecsys
- Click "Evaluations"
Explain to your preceptor about the program requirements for preceptor evaluations. The evaluations are required weekly and are not included in the student's grade. The preceptor evaluations are for student improvement only. So comments for improvement are encouraged.
Hand your phone to your preceptor, and tell them to click "Clinical Preceptor Evaluation" to complete the evaluation.
Give the preceptor privacy and do not comment or make a preceptor uncomfortable about an evaluation. Remember, the preceptors are helping you out of kindness and respect for education. They do not receive anything other than your gratitude for the work they do with students.
It is important the preceptor signs and submits the form before handing you back the phone.
Step 7: Accessing Completed Evaluations
Students will have access to their weekly preceptor evaluations and their Clinical Instructor evaluations (2-3 times a rotation.) It is important students view the evaluations and use the comments to improve performance. Students can access their completed evaluations by following the steps below.
- Log into Trajecsys
- Click "Reports"
- Click "Completed Evaluations/Forms"
- Click either "Clinical Instructor Evaluation" or Clinical Preceptor Evaluation"
Step 8: Accessing Case Totals
It is the student's responsibility to keep track of case numbers and determine if certain cases are needed. Students should regularly check case totals to ensure they are meeting the course goals. A student should always reach out to their clinical instructor with concerns about case numbers.
- Log into Trajecsys
- Click "Reports"
- Click "Skill Summary" (click on "Excel Version" to print)
Program Contact Information
Please visit the Program Contacts page for detailed information.