ClinConnect Training

ClinConnect Training

<Trainers name(s)>

Welcome

June 2012 2

Health Services / Education Provider Training v1

Today’s Agenda

1. Welcome and introduction

2. Orientations

3. Event windows

4. Manage Window

5. Reporting

6. Go Live preparation

7. Wrap

June 2012 3


Learning outcomes• At the end of ClinConnect training, you should

be able to:– Describe the role of ClinConnect in the work

you do

– Logon to ClinConnect

– Use ClinConnect Search to find required records

– Use ClinConnect to perform at least 3 of the key tasks associated with your role

– Describe 2 sources of help or support

More specific goals in some modules

June 2012 4


Breaking the ice

June 2012 5Health Services / Education Provider Training v1

What, why, how, who, whenOrientation


What Is ClinConnect?• ClinConnect is a coordinated approach

to managing clinical placements in NSW Health facilities that combines technology, people and processes It comprises: – A web-based application, ClinConnect,

which is used by health services and education providers to book and manage clinical placements in NSW Health facilities

– A common approach to organising placements across 14 health professions which recognises that health services and education providers are “Partnering for clinical placements”

June 2012 7


Why are we doing this?

• Significant growth in clinical placements is needed to meet future workforce.

• Health Workforce Australia (HWA) is funding:

– Interdisciplinary Clinical Training Networks to enable strategic planning between health (public/private) & education

– Clinical Training Placement enhancement initiatives

– Annual data reporting requirement

• Provide transparency, efficiency and a consistent approach

• Improving governance

June 2012 8


Objectives of the System• A single portal for clinical placements in the following disciplines*:

* Other disciplines will continue their placement process and will be added in next phase

• It aims to:– Enhance visibility and efficient utilisation of clinical placements

– Provide greater transparency and fairness in clinical placements

– Reduce workload of the coordination of clinical placements

– Enable reporting by Health Services, Education providers

– Streamline recording of student compliance checks

Dentistry & Oral Health

Dietetics Medicine Nursing & Midwifery

Nuclear Medicine Technology

Occupational Therapy

Pharmacy Physiotherapy Podiatry Psychology

Radiation Therapy

Radiography Social Work Speech Pathology

Student Placement Agreement

Key concepts and terms


Key concepts – Windows and roles


Health Services

1ReviewUnit &

Capacity

3Approve

Placement

6Manage

Verify Commence, Cancel PbE

Education Provider

2Request

Placement

4Accept

Placement

5Manage

Add and Assign studentsCancel

Health Services

Education Provider

Legend

Key Concepts - Profiles

• Health Service Facility

Unit

•Education Provider

Discipline

June 2012 13


Event windows


Review Capacity

Request placements

Approve placements

requests

Accept placements offers

Health Services

Education Provider

Legend

• Events must be actioned within a set time period – a ClinConnect event ‘window’

• Together, a complete set of event windows is a ClinConnect cycle

Manage

The ClinConnect Timeline


Jan-Jun 2013 Jul-Dec 2013

clinical placement cycle 1

clinical placement cycle 2

manage placements window

ClinConnect timeline 1

ClinConnect timeline 2

event booking windows

R R Ap Ac

round 1 round 2

ClinConnect – medicine


• ClinConnect will not be used to book clinical placements for medicine.

• ClinConnect will be used to record clinical placement activity and student details

• Units for medicine are broad and mainly refer to the speciality – Emergency & Critical Care; Medicine; Surgery; Psychiatry; Obstetrics & Gynaecology; Paediatrics/Child &Adolescent

• There is also a Unit for Tutor (e.g. skills based learning); Print Term and Research

• The specific functions that medicine will use in ClinConnect are:

• Create “Accepted Placements” within the system

• Upload students and verify student compliance status

• Assign students to accepted placements

• Record attendance of students

Using ClinConnect


[email protected]

Logon > select application


Coordinator or delegate

First screen


The Dashboard


Menus – Health Services


Menus – Education Provider


Finding information – profiles example


Unit profile view


Finding information – placements example (EP)


Finding information – placements example (HS)


Search results – screen parts


‘Hover’ for more information



exploration time!

Log on or re-enter passwords, then free reign to explore – perhaps:

change disciplines / explore menus / view screens / search and view facility profiles, look at tabs / review unit profiles / search some more / check out the hovers

Break


ClinConnect event typesOverview of


Window 1 Review Unit Profile Information


Add screenshot of unit profile

‘Search’ in more depthEvent Windows


Search criteria


Searching placements

• Dates– If ‘Full Time M→F’ checked,

– search results will be displayed as a default Monday to Friday, regardless of search date entered.

– search results will not display available part weeks.

– If ‘Full Time M→F’ is not checked, search results will show all availability, including part weeks and full weeks. Days available are displayed in the hover information

June 2012 39


Request placements


Placement Information - Hover


Column Picker


Request placements


Edit Request


Practise: Requests• Scenario 1: Submit

Request in bulk

• The request window has opened and your role is to submit requests for your University for Diagnostic Radiography. You will start requesting for 4th Year students (UG4) and you want all the students to have experience in the specialty ‘CT’. The placement block must be 3 weeks in duration within XX date range, Monday to Friday (full time). Health will provide the supervision. You need to find placements for multiple students.

• Scenario 2: Submit a Part Time Request using the Pop-Up

• The request window has opened and your role is to submit requests for your University for Dentistry. The 3rd Year students (Dent3) require a placement in the ‘General Dentistry’ stream. To meet the students’ study commitments you must book placements in either AM or PM shifts on a Thursday for 3 consecutive weeks within XX date range. Education will provide the supervision (note that this must be specified in the search criteria and you must commit to providing a suitably qualified supervisor by choosing ‘yes’ under ‘EP Supervisor meets clinical supervision requirements’. You need to find placements 2 students.


Scenario 3: Edit a Submitted RequestYou are reviewing the placements that you have requested and notice that you have requested the wrong date range for Social Work ‘BSW Final’ placements where Health is providing the supervision. You must edit the original request so that the date range is between XX – XX.

Visual cues


*

Approve placements


Approve Placements: Edit


Practise Approve• 1: Approve Requests in bulk

– As the OT clinical educator your role includes approving requests made by education providers for OT placements. The approve window is open and you are to approve placements across all Units for XX facility for the XX Education Provider. As agreed with the team, you will give priority to approving students in the later years of their course.

• 3 Not Approved– As the OT clinical placement

coordinator you are reviewing the requests for placements for your Unit. You notice that there have been requests made for a period when your Unit will be short staffed as a number of staff will be attending a conference. You need to ‘not approve’ the requests over this period.

• 2: Modify and Approve– The approve window has opened for

Cycle Jan – Jun 2013. You are a Psychologist who had indicated capacity to take a student during this time however you will be on maternity leave. A university has requested a placement with you during the time you’ll be on leave. Rather than not approving the placement, you discuss whether a colleague is able to take the student instead. The colleague has agreed and you are required to move the requested placement to your colleague.

• 4: Change Not Approved to Approved– You are reviewing the placements that

you have approved and not approved for Psychology in the Approve Window and notice that for one of the placements that you had intended to approve, is incorrectly submitted as ‘not approved’. You must edit the not approved placement so that it is now approved.


Accept placements


Accept - Edit


Accept: Practise• 1: Accept Approved Requests in

bulk– You are the clinical coordinator at

XX University for Nursing and have just searched for the approved placements using the tabular view export. You have analysed the data to determine which approved placements you will accept. You identify 2 approved placements at XX facility for XX student category and stream to be accepted.

• 2: Accept less than the number of approved placements in-line – You are reviewing the approved

requests and wish to reduce the number of approved students for a particular request.

• 3: Add a comment and attachment using the Pop-Up while accepting an approved placement– The accept window has opened for

Physiotherapy. You are in the process of accepting placements. You wish to attach a document to your accepted placements and add a comment.

• 4: Change a Declined Request to Accepted– You are reviewing the placements

that you have accepted and declined for Physiotherapy in the Accept Window and notice that for one of the placements that you had intended to accept, is incorrectly submitted as ‘declined’. You must edit the declined placement so that it is now accepted


Lunch


The Student ModuleManage window


Adding a student


Bulk uploads: Download template


Sample template


Bulk uploads: Uploading a template


Upload Student Template



Student Verification

Assign Students to Placement - Search


Assign Students


Assign Student Template


Upload: validation and success


Attendance: Commenced Placement


Attendance: Daily


Changes, cancellations, creating placements by exception

Manage window


Changed Assigned Student


Cancel placements


Create placement by exception


Break


Reporting and printing


Reports – Filters and Groups


Reports


Sample profile report - Unit


p2


report tools


more report tools


available reports

Reporting: export from placement views


CSV - raw data


CSV to Excel example


Go Live


ClinConnect Timeline for 2013 placements


Nursing & Midwifery, Dental & Oral Health, Allied Health

WindowDate ClinConnect Window Opens

Date ClinConnect Window Closes

GO LIVE 2 JULY 2012

Round 1 Health Review Profiles & Capacity Monday 2/7/12 Sunday 15/7/12

Round 1 EP Request Monday 16/7/12 Sunday 19/8/12

Round 1 Health Approve / Not Approve Monday 20/8/12 Sunday 16/9/12

Round 1 EP Accept / Decline Monday 17/9/12 Sunday 7/10/12

Round 2 Health Review Profiles & Capacity Monday 8/10/12 Sunday 14/10/12

Round 2 EP Request Monday 15/10/12 Sunday 4/11/12

Round 2 Health Approve / Not Approve Monday 5/11/12 Sunday 18/11/12

Round 2 EP Accept / Decline Monday 19/11/12 Sunday 2/12/12

Ongoing Management of Clinical Placements Monday 3/12/12 Sunday 30/6/13

Timelines - Medicine

WindowDate ClinConnect Window Opens

Date ClinConnect Window Closes

EP Create Accepted Placement Monday 16/7/12 28 days prior to start of that clinical placement

ClinConnect Training

Documents

Transcript of ClinConnect Training