Health Professions Students in FQHCs

Creating a Process that Works for You: Infrastructure for a Successful Student Training

Program

Tuesday, March 22nd

Community Health Center, Inc.

Foundational Pillars1. Clinical Excellence- fully Integrated teams,

fully integrated EMR, PCMH Level 3

2. Research & Development- CHC’s Weitzman Institute is the home of formal research, quality improvement, and R&D 3. Training the Next Generation: Postgraduate training programs for nurse practitioners and postdoctoral clinical psychologists as well as training for all health professions students

CHC Profile:•Founding Year - 1972•200+ delivery sites•130k patients

The Community Health Center, Inc. and its Weitzman Institute will provide education, information, and training

to interested health centers in: Transforming Teams• National Webinars on advancing team based care• Invited participation in Learning Collaboratives to advance team

based care at your health center

Training the Next Generation• Two National Webinar series on developing Nurse Practitioner

and Clinical Psychology residency programs and successfully hosting health professions students within health centers

• Invited participation in Learning Collaboratives to implement these programs at your health center

Email your contact information to nca@chc1.com and visit www.chc1.com/NCA.

Learning Objectives:

1. Participants will identify two key stakeholders inside and outside of the FQHC imperative to engage in building a successful student training program.

2. Participants will describe three key components for a successful student training program.

Get the Most Out of Your Zoom Experience• Send your questions using Q&A function in Zoom• Look for our polling questions• Live tweet us at @CHCworkforceNCA and #FQHCStudents and

#HRSAnca • Recording and slides are available after the presentation on our

website within one week• CME approved activity; requires survey completion • Upcoming webinars: Register at www.chc1.com/nca

Current student process at CHC 200 students annually

Departments Affected:- Educational Partners- Human Resources- IT- Providers/Preceptors- Executive Administration

Initial Challenges identified:- Communication/ Follow-Up- Orientation- Training- Tracking

Improvement StrategyTeam assembled Leader and Facilitator assignedWeekly meetings scheduled

Work Group Meeting ContentEstablished common purpose and goalProcess mappingChallenges, Testing Process

CommunicationLetters, emails and phone calls Surveys – Students, Preceptors/ProvidersIntranet Page dedicated to Students/Trainee Information

The PlaybookCaptures the type of “play”, roles involved and a step by step guide for that stage of the process.

Healthcare Students Improvement Team Playbook: Each department worked together with the improvement team as well as independently to construct the section of the playbook that pertained to their specific area and the new process designed by the team.

The PlaybookCaptures the type of “play”, roles involved and a step by step guide for that stage of the process.

Introduction and background Purpose and goal The team Table of Contents Each “play” includes:

Play # Roles Title of Play Overview Key Steps Screen Prints/ Process Map

Playbook includes any other appropriate documentation PDSAs Data Displays Survey Results

Why is Having a Designated Point of Contact for Schools Important?

• Creates a centralized process where contracts and agreements can be tracked

• Streamlines the communication between schools and the organization

• Relives the providers from collecting additional paperwork and fielding school requests

Collecting Contracts is a Two-Step Process:

• Step 1: Determine interest in establishing an agreement with an interested university based on an established set of criteria

• Step 2: If an agreement is established, requiring schools to submit “student addendum” for each contract for all students interested in placement at CHC.

• Important to note: CHC will not onboard any student unless the proper paperwork is delivered on time

Sample “student

addendum”

Collecting contracts is a two-step process:

Challenges:

1. Communicating to the universities and training them in the new process

2. Communicating to the providers within the organization and training them in the new process

3. Working with all departments within the organization to ensure they receive the necessary information within a timely manner (from HR to IT to Operations)

1.Human Resources receives notice of an approved student and sends a welcome email.

2.Notify students of an official start date and training information.

3.Request all necessary access for student and notify all departments.

4.Follow up with student to assure all paperwork has been completed.

5.Student is added to Human Resources Information System for tracking purposes and shared with leadership.

6.On start date, student meets with Human Resource Representative or assigned delegate.

Human Resources Process

1. Two weeks prior to assignment completion, Human Resources will email student a final survey to gain insight on total student experience.

2. Survey responses are collected and shared with leadership.

3. Once the student rotation is complete, the preceptor notifies HR that student has ended their assignment. Human Resources then enters a ticket to IT department for network access to be turned off.

Student Exit Process

Student/Trainee Post-Experience Survey

Precepting the Students

• Criteria for preceptors

• Championing the preceptors

• Preceptor Availability

• Student Assignment

• Challenges and Looking Forward

Kristine Gonnella, MPHProgram Manager

267.350.7632 Direct Phonekristine@chpfs.org Email

………………………………………………………………………Community Health Partners for Sustainability a program of the National Nursing Centers Consortium

Strengthening Healthcare for Residents of Public HousingCentre Square East1500 Market Street

Philadelphia, PA 19102www.chpfs.org

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Caroline Lloyd Doherty, AGACNP-BC, AACCAdvanced Senior Lecturer, AGACNP Program, Director of Implementation: CMS/Graduate Nursing Education Demonstrationphone: 215-898-0296email: ctl@nursing.upenn.edu

Claire M. Fagin Hall, Room 357

418 Curie BoulevardPhiladelphia, PA 19104

Trisha Mims, MSN, MBA/HCMHealth Center Director

Johnson City Community Health CentersEast Tennessee State University

College of Nursing Community Health Centers 365 Stout Drive, Box 70403

Johnson City, TN 37614P 423-929-6932C 423-946-0981

MimsTL@etsu.edu www.etsu.edu/nursing/practice/sites

Johnson City Community Health Center ETSU CON has 14 nurse-led practice sites, that consist of school

based clinics, 5 FQCHCs, and 1 RHC

Student Affiliations:Nurse Practitioner (DNP and MSN)

Medical Pharmacy

Speech/AudiologyPhysical Therapy

Physician Assistant Bachelor of Nursing

Bachelor/Master Social Work Psychology

Public Health Dental AssistantsDental Hygiene

Certified Medical AssistantsRadiology Students (Fall ’16)

Open Space for Discussion

RemindersSign up for our next webinar in this series:How to Make it Work for the Students

Tuesday, April 12th 3–4 p.m. EST

Complete our survey!

Sign up at www.chc1.com/NCA

SpeakersFrom Community Health Center, Inc.:Margaret Flinter, APRN, PhD, Senior Vice President & Clinical Director Kerry Bamrick, MBA, Senior Program Manager Veena Channamsetty, MD, Chief Medical OfficerPatti Feeney, MS, Manager of Quality Improvement Education Mandy Lamb, MA, Executive AssistantTara Santamaria, MA, Human Resources Recruitment Coordinator

From National Nursing Centers Consortium:Kristine Gonnella, MPH, Program Manager, Community Health Partners for Sustainability

From Johnson City Community Health Centers:Trisha Mims, MSN, MBA/HCM, Director

From University of Pennsylvania School of NursingCaroline Lloyd Doherty, AGACNP-BC, AACC, Advanced Senior Lecturer, AGACNP Program, Director of Implementation: CMS/Graduate Nursing Education Demonstration