March 1st Mailing (M1M) - Preparation Guide for Physical Therapy Programs

As we approach the March 1st Mailing (M1M) period, we want to ensure your program is fully prepared to navigate the process with confidence and efficiency. This guide outlines key steps to help you and your team stay organized, minimize delays, and maximize placement success for your students.

Exxat One is a powerful tool during the March 1st Mailing process. Many use it before the M1M, to gauge student preferences against live site availability. During M1M, use it to proactively discover and request slots directly from sites that have published openings. After M1M, use it to collect final student rankings once slots are confirmed. The three workflows below correspond to each phase.

Exxat One Wishlist — Availability-Based (Pre-M1M) | PRISM Users Only

Because most clinical sites publish availabilities before the M1M deadline, create an availability-based wishlist in Exxat One to collect student preferences in advance. The insights gathered here will directly inform and strengthen your slot requests.

Once the wishlist is open, students will see it in the Needs Attention section of their PRISM Student Dashboard, clearly labeled Exxat One. The three-step submission process works as follows:

• Step 1 — Add Preferences: Students browse available clinical sites in Map or List view, filtered by specialization, state, or site name, and select locations up to the maximum your program allows.
• Step 2 — Rank Preferences: Students use drag-and-drop or arrow controls to rank their selected locations in order of preference.
• Step 3 — Review and Submit: Students review their final ranked list, acknowledge the attestation (confirming no changes can be made post-submission), and click Submit Wishlist.

Once submitted, the wishlist status changes to Submitted in the student’s dashboard. Confirmed placements will then appear on the My Schedules page in Exxat One.

Searching & Applying for Availabilities  |  Exxat One

In addition to collecting student preferences via wishlists, coordinators can proactively search Exxat One’s full availability marketplace and submit slot requests directly. Access the Discover and Engage Availabilities page from the left-side menu icon in Exxat One.

Exxat One offers two search views. Map View displays availabilities as interactive pins on a map — useful for visualizing geographic coverage and identifying clusters of opportunity. List View presents availabilities as cards for quick side-by-side comparison. All filters work identically in both views, and your filter selections are preserved if you navigate away and return.

Key Filters for PT Programs

• Discipline & Specialization: Your program’s disciplines are pre-selected by default. Expand the dropdown to narrow by specific PT specializations (e.g., OP-Orthopedics, IP-Acute Care). Selecting a discipline automatically pre-selects all associated specializations; deselect any that don’t apply.
• Site: Filter to specific sites that have shared availabilities on Exxat One. Use the Site filter — not the Search box — when searching by organization name. The Search box is for location name or address only (e.g., search “East Patchogue” rather than “Access PT”).
• State: Highlight one or more states on the map to narrow the geographic scope. State borders are visually highlighted when selected.
• Start & End Date / Due Date / Published Date: Use Add Filter to surface availabilities within your rotation window, filter by request due dates approaching soon, or find newly published opportunities (last 7, 14, or 30 days).
• Nearby School: Enter a radius in miles from your school’s address to surface geographically convenient placements — especially helpful for programs prioritizing commutable rotations.

Reading an Availability Card

Each availability card shows site name, discipline and specialization, start and end dates, location(s), and program level eligibility. Watch for these key indicators: the Due Date flag (request deadline approaching or overdue), the Handshake icon (indicates a program partner), the Green Tick (you’ve previously applied), and the Payment Required flag (school or student owes a fee to the site). Click Show Details or View Details on the map pop-up to open the full Opportunity Details panel before submitting a request.

Submitting a Slot Request

From the Opportunity Details panel, click Request Slots and complete the request drawer with the following information:

• Number of slots, discipline, specialization, and expected student graduation date.
• Rotation and Course: If your school is connected to PRISM, select the Rotation first, then the Course from the pre-populated dropdown. Always select Rotation before Course or the course list may not populate. If the rotation is not listed, click Add New — note that manually added rotation/course details will not sync back to PRISM.
• Dates: Rotation dates pre-fill if pulled from PRISM. You may request dates outside the site’s published availability window; the system will flag an alert but will not block the request. The site retains discretion to approve or decline date adjustments.
• Student Details: Optionally attach specific students to the request via Add/Edit. PRISM schools can use the Select PRISM Student dropdown to pull students directly from the imported roster.
• Message to Site: Use this field to provide context, flag special student needs, or establish rapport with a new site contact. Personalized notes can meaningfully improve approval rates.

The Exxat One–PRISM integration uses a queue-based workflow that enables seamless import of approved Exxat One schedules directly into PRISM as slots and placements — reducing manual effort and eliminating duplicate data entry. Below is what your team needs to know to get the most out of this integration before and during M1M.

Link Sites & Locations (One-Time Setup)

This is a PRISM-exclusive feature. Before any Exxat One schedules can flow into PRISM — and before running either wishlist described in Step 3 — your sites and locations must be linked between the two systems. This is a one-time setup activity that establishes the connection between site records in PRISM and the corresponding locations in Exxat One.

To link sites, navigate to the Exxat One tile in PRISM and click Process Now. From the Exxat One Sites screen, select a site and click Link in the Action column. The system will suggest PRISM sites that closely match based on name and address — select the correct match and confirm.

For location linking, the system uses AI-powered matching (Leo) with three confidence tiers:

• High Confidence — strong name and address match; can be bulk-linked quickly
• Medium Confidence — likely match but some details differ; review before linking
• No Match — no reliable match found; requires manual search or creation in PRISM

Filter Linked Sites from Slot Request Emails

Once sites are linked, apply the Linked with Exxat One filter in PRISM (available in the Sites, Locations, or Email tab) to identify and exclude them from your M1M slot request emails. This ensures you are only sending requests to sites that are not already participating through Exxat One — keeping communication focused and professional.

Import Exxat One Schedules into PRISM

Once availabilities are approved in Exxat One, your team can import schedules into PRISM as slots or placements. Navigate to the Exxat One Schedules tab via the Exxat One ↔ PRISM dashboard or from the Placements section. Schedules are organized into three processing statuses:

• To Be Added — approved in Exxat One, not yet imported into PRISM
• Added to Prism — successfully imported; no further action needed
• Requires Update — a change was made in Exxat One after import (student update, location change, or cancellation); action required in PRISM to maintain consistency

To process a schedule, click Add to Prism in the Action column. A five-step import drawer walks your team through selecting a location, rotation, slot details, student assignment, and placement details. The system pre-fills fields based on Exxat One data and recommends rotation matches based on slot dates — minimizing manual entry.

Schedules with a student assigned in Exxat One will be imported as placements. Schedules without a student assigned will become open slots available for later assignment.

Schools Collecting Slots from Non-Exxat One Sites

If your school also collects slots from sites that are not in Exxat One, configure separate wishlists to keep workflows clean:

• A PRISM wishlist for PRISM-collected slots from non-Exxat One sites
• A separate Exxat One wishlist for availabilities sourced through Exxat One

Keeping these wishlists distinct prevents data overlap and ensures students are always matched to the correct slot source.

Additional Resources

The following resources provide additional guidance to support your M1M preparation. We encourage your team to review these before the process opens.

On-Demand Training

• End-to-End M1M Walkthrough: Watch the recorded session here for comprehensive, step-by-step guidance on streamlining M1M preparation and execution using Exxat workflows.
• Linking Sites & Locations in Exxat One and PRISM: Watch tutorial here for a walkthrough of the one-time site and location linking process.
• Importing Exxat One Schedules into PRISM: Watch tutorial here for a step-by-step guide to processing approved schedules as slots and placements.

Help Center Documents

• Exxat One Help Center
• Availability-Based Wishlist FAQ: View FAQ →
• Exxat One–PRISM Integration FAQ: View FAQ →