COMMUNITY HEALTH CENTER, INC. - Weitzman Institute · Community Health Center, Inc. Healthcare...

E X A M P L E O F C H C , I N C . P E R S O N A L I Z E D H E A L T H P R O F E S S I O N S S T U D E N T P L A Y B O O K

COMMUNITY HEALTH CENTER, INC.

Education and Training for the Next Generation


E D U C A T I O N & T R A I N I N G F O R T H E N E X T G E N E R A T I O N

Healthcare Student Playbook

Community Health Center, Inc. 675 Main Street

Middletown, CT 06457 USA

860/347-6971


Community Health Center, Inc. Healthcare Students Playbook

Introduction and Background

Community Health Center, Inc. (CHCI), is a major center of education and training for the next generation of the health care workforce, both clinical and non-clinical. CHCI has devoted considerable resources to the organization, management, and follow up of the postgraduate residencies for NPs and post doc psychologists, we have also developed this comprehensive program manual to encapsulate all tracking, monitoring, training and educating our students and trainees who are granted the opportunity to learn at CHC, Inc. Students and Trainees Committee can access documents, process and policy documents at the SharePoint Intranet page: http://sharepoint/studentsandtrainees/SitePages/Home.aspx


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Play #1 – Sr. VP/Clinical Director, School, CHCI Interprofessional Student Coordinator

Partnership Approval and Communications with Schools Overview: The designated school contact person will communicate with the Office of the Senior Vice President/Clinical Director (SVP/CD) at CHCI regarding all applications, questions and requests. The SVP/CD and the appropriate Clinical Chief (CC) review school request details to determine whether CHCI will accept additional school contracts at that time. The designated school contact personnel will complete all necessary information within the affiliation agreement and will submit a signed copy to the Office of SVP/CD. Key Steps for determining School Relationship

All school requests will be evaluated by the SVP/CD and appropriate CC

Determine if CHC is interested

CHC will review for appropriateness and provide feedback

Decision to affiliate with university can be based on some of the following: o Geography o Ranking o Strategic partnership o Capacity for requested discipline o Current staff alumni o Willing and available preceptors o Capacity o Contributions to pipeline

The Interprofessional Student Coordinator (ISC) reviews academic affiliation to assure all documentation is complete

Key steps for initial communications with approved but not contracted school:

School identifies the health professions track or program which they are seeking clinical rotations


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The school acknowledges that the request for placement at CHCI as an educational site will be made by the academic program, not the individual student

The Office of the SVP/CD requests a copy of the standard affiliation agreement for clinical rotations for review

Upon receipt, the Office of the SVP/CD will review the contract to assure the following criteria are met:

o Start/end date or Evergreen o School assumes responsibility to assure infection control/immunization/health statement

requirements are met o Termination procedure o Contact information o Liability insurance o Emergency process o Student's learning objectives o Confidentiality/privacy

CHC will provide feedback; that the 1. Affiliation agreement is acceptable or 2. Requires revisions

Once we have an acceptable affiliation agreement, both parties sign

Interprofessional Student Coordinator ensures full execution of affiliation agreement and submits to Meditract cc: Communications Department

Important Note: if school contacts CHC provider directly, the provider either refers the individual to the SVP/CD or the provider will contact the SVP/CD with all information.


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Play #2 – Interprofessional Student Coordinator, SVP/CD, Clinical Chiefs

Affiliation Agreement Management One can access the current active contracted schools list with CHC by logging into the MediTract System. Screen print instructions on the pages to follow.


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Play #3 – Sr. VP/Clinical Director, Clinical Chief, School Contact, Interprofessional Student Coordinator

Student Capacity Overview: The SVP/CD and the appropriate Clinical Chief review available preceptor capacity report. The Interprofessional Student Coordinator talks to available preceptors to determine interest. If willing preceptor, ISC conducts secondary review for available space, day(s) of the week and time. Preceptor is formally matched to the student by the ISC. Key Steps:

School provides student specific information on CHC’s addendum form and submits to the Office of SVP/CD

Student acceptance is based on: o Timing (hours per day/per year, internship hours or clinical rotation per semester) o Preceptor availability o Site/Pod space available o Training

Other possible criteria to keep in mind for student acceptance: o Contracted School o Student's Mission o Potential for recruitment o Languages o Timing/Availability o Preceptor capacity o Physical space

o Prepared for CHC/Primary Care

Setting o Clinical Chief has approved

provider for precepting o Provider requested

student/personal request

Acceptance decision is made by the SVP/CD and CC

SVP/CD signs the addendum

Interprofessional Student Coordinator emails the addendum to the ‘student onboarding’ distribution list o Regional Vice Presidents o Operations Managers at each site o IT o HR Business Partners


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Play #4 – Interprofessional Student Coordinator, IT, Contracts Dept., HR, Regional VP, Ops Mgr

Initiating the Onboarding of a Student Overview:

This play exhibits when, how and who to communicate with regarding all addendums. Key Steps:

If the agreement is from an already established school and is only documenting new students entering the program, these will be named as “addendums” and be entered into Workday system for student tracking purposes

Workday creates a New Hire ticket that distributes to the CHC Onboarding Group

The Job Title Indicator outlined in the Student IT Needs by Discipline process document located at the Sharepoint Intranet page: http://sharepoint/studentsandtrainees/SitePages/Home.aspx outlines the IT and Training needs for each student group

The Student Coordinator will work with IT and Training to coordinate the appropriate equipment, systems and training

http://sharepoint/studentsandtrainees/SitePages/Home.aspx


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Play #5 – Interprofessional Student Coordinator, Student, School Contact

Communication with Student Overview: After fully executing the addendum, the Interprofessional Student Coordinator (ISC) sends each student a welcome email with important information which will assure efficient and effective student onboarding.

Key Steps:

Interprofessional Student Coordinator emails student and school representative the following documents with cc: to assigned Preceptor o Non-Employee packet for student to complete o Non-Employee manual o Dress code o Site details (parking, pods, etc.) o Request for photo for identification (badge) o Assigned date and location for eCW and technical training

One week prior to start date, Interprofessional Student Coordinator follows up with the student(s) to assure all paperwork has been completed and any outstanding questions are answered

Interprofessional Student Coordinator adds student email to internal CHC distribution list and sends to Communications Department to add to external email distribution list


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Workday Announcement Worklet


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Play #6 – Interprofessional Student Coordinator, CHCI Trainer, Student

Student is Trained Overview: Students and trainees beginning work at Community Health Center, Inc. will be trained in all appropriate systems and functions necessary for their area of work. A systematic schedule has been designed in order to train in groups in a consistent method. The schedule is located on the ‘Human Resources’ Sharepoint site on the CHCI Intranet.

Key Steps:

The Interprofessional Student Coordinator will assign the student to the appropriate training classes per the posted training schedule on the ‘Student & Trainee’ Sharepoint site

Interprofessional Student Coordinator will communicate with the school and/or student relating to their specific dates of training

Students will attend training classes as scheduled. If they are unable to attend the dates assigned, they will be assigned to the next designated training date for their area.


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Play #7 – Interprofessional Student Coordinator, Student, Preceptor, Site Safety Representative

Student Arrives Overview: The student will report to Meriden CHCI site/Human Resources Department (3rd Floor) or at a designated site where they will be greeted by the Interprofessional Student Coordinator.

Key Steps:

Interprofessional Student Coordinator communicates with the student and preceptor to ensure that a start date has been coordinated

The site staff and clinical leadership is notified of the student start date by the Interprofessional Student Coordinator prior to the student arriving

Interprofessional Student Coordinator provides students with an identification badge and information regarding specific site assignment

Student reports to assigned site location and completes site safety orientation with designated CHCI staff

Student reports to assigned preceptor and area of the site he/she will be working


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Play #8 – Interprofessional Student Coordinator

Student Documentation & Reporting Overview: As the student begins their CHCI experience, the Interprofessional Student Coordinator updates all of the information in the student file. This is vital information which will be compiled to create a report to track students here at CHC. This data can be sent on a regular basis to the Healthcare Students Work Group as well as the CHCI Leadership Team.

Key Steps:

Interprofessional Student Coordinator updates Workday information: o Actual start date o Personal Info o Location o Preceptor o End Date

Interprofessional Student Coordinator will create a custom report to automatically be distributed CHCI Leadership Group

Regularly scheduled meetings of the ‘Student & Trainee’ committee will occur on a quarterly basis to review students/schools and available preceptors per site via the capacity spreadsheet


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Play #9 – Interprofessional Student Coordiantor, Student

Off-Boarding Overview:

The student experience ends with the ISC collecting all CHCI property which was in use by the student for the duration of assignment. The ISC has a key role in assuring all appropriate departments are notified of the student’s departure including IT, Operations and Clinical Chief. The preceptor will assure the final evaluation of the student is sent to the school. ISC will send out the Survey Monkey questionnaire via personal email for the student to complete regarding their experience at Community Health Center, Inc.

Key Steps:

Two weeks prior to assignment completion, ISC will email student a final survey to gain insight on total student experience

ISC assures the following have been collected from student: o CHCI ID badge o Laptop if applicable o Any equipment borrowed

ISC notifies IT for network access to be turned off

Preceptor Notifies HR that employee has ended their assignment

IT deactivates access to network

Preceptor submits a final evaluation to school and maintains and sends internal copy to HR

CHC, Inc. Student/Trainee Post-Experience Survey (Will be sent to students via SurveyMonkey)

CHC, Inc. is pleased that we were able to provide you with an education/training experience in our organization. We are very committed to building a world-class, primary-care system. Training the next generation is a critical element of that commitment.


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Many people worked together to create your training experience. It is important for us to understand the experience from your perspective. Please, take a few moments to complete the following survey. Rate your satisfaction with the following elements of your experience on a scale of one (1) to five (5). (1) Reflects that you were very dissatisfied with the experience and (5) reflects that you were extremely satisfied. Name: _______________ Clinical Experience Start and End Date: ________________ Department: ________________ Type of student: ________________ Name of Preceptor/Supervisor: _____________________________ Do we have your permission to anonymously share feedback with your preceptor/supervisor: YES or NO Are there any comments regarding your preceptor/supervisor that you would like to share? _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Satisfaction with communication and planning with CHC prior to starting your clinical experience:

1. Very dissatisfied 2. Somewhat satisfied 3. Satisfied 4. Somewhat satisfied 5. Extremely satisfied

Comments: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Satisfaction with training to CHC, technology, site, and systems:


Comments: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


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Satisfaction with the degree to which your experience met the learning objectives established by your school for this rotation:


Comments: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Satisfaction with your preceptor/ supervisor and his/her attention to your needs as a student/trainee:


Comments: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Satisfaction with the exit process (evaluation, wrap up, return of badge etc.):


Comments: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Please answer the following (2) questions: Based on my experience I would be likely to consider CHC as a place to work/practice following completion of my education and training.

1. Strongly disagree 2. Disagree 3. Agree 4. Strongly agree 5. N/A (will be relocating, not my intended field, etc.)


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Based on my experience, I would be likely to recommend CHC to my friends and colleagues as a place to work/practice/train.

1. Yes 2. No

Is there any other aspect of your experience on which you would like to comment or do you have any suggestions of what could have improved your experience and/or enhance the experience of future student? _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

COMMUNITY HEALTH CENTER, INC. - Weitzman Institute · Community Health Center, Inc. Healthcare...

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