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ClinConnect Training. Welcome June 2012 2 Health Services / Education Provider Training v1.

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Presentation on theme: "ClinConnect Training. Welcome June 2012 2 Health Services / Education Provider Training v1."— Presentation transcript:

1 ClinConnect Training

2 Welcome June Health Services / Education Provider Training v1

3 Today’s Agenda 1.Welcome and introduction 2.Orientations 3.Event windows 4.Manage Window 5.Reporting 6.Go Live preparation 7.Wrap June Health Services / Education Provider Training v1

4 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 Health Services / Education Provider Training v1

5 Breaking the ice June Health Services / Education Provider Training v1

6 What, why, how, who, when Orientation June Health Services / Education Provider Training v1

7 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 Health Services / Education Provider Training v1

8 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 Health Services / Education Provider Training v1

9 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 DieteticsMedicineNursing & Midwifery Nuclear Medicine Technology Occupational Therapy PharmacyPhysiotherapyPodiatryPsychology Radiation Therapy RadiographySocial WorkSpeech Pathology

10 Student Placement Agreement

11 Key concepts and terms June Health Services / Education Provider Training v1

12 Key concepts – Windows and roles June Health Services / Education Provider Training v1 Health Services 1 Review Unit & Capacity 3 Approve Placement 6 Manage Verify Commence, Cancel PbE Education Provider 2 Request Placement 4 Accept Placement 5 Manage Add and Assign students Cancel Health Services Education Provider Legend

13 Key Concepts - Profiles Health Service  Facility  Unit Education Provider  Discipline June Health Services / Education Provider Training v1

14 Event windows June Health Services / Education Provider Training v1 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

15 Manage placement window This is the time period where we ‘manage’ placements. It includes activities like: –Verify and assign students –Change, cancel placements –Create placements by exception June Health Services / Education Provider Training v1

16 June Health Services / Education Provider Training v1

17 The ClinConnect Timeline June Health Services / Education Provider Training v1 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

18 ClinConnect – medicine June Health Services / Education Provider Training v1 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

19 Using ClinConnect June Health Services / Education Provider Training v1

20                      Logon > select application June Health Services / Education Provider Training v1 Coordinator or delegate

21 First screen June Health Services / Education Provider Training v1

22 The Dashboard June Health Services / Education Provider Training v1

23 Menus – Health Services June Health Services / Education Provider Training v1

24 Menus – Education Provider June Health Services / Education Provider Training v1

25 Finding information – profiles example June Health Services / Education Provider Training v1

26 Unit profile view June Health Services / Education Provider Training v1

27 Finding information – placements example (EP) June Health Services / Education Provider Training v1

28 Finding information – placements example (HS) June Health Services / Education Provider Training v1

29 Search results – screen parts June Health Services / Education Provider Training v1

30 ‘Hover’ for more information June Health Services / Education Provider Training v1

31 June Health Services / Education Provider Training v1 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

32 June Health Services / Education Provider Training v1

33 Break June Health Services / Education Provider Training v1

34 ClinConnect event types Overview of June Health Services / Education Provider Training v1

35 Event windows - recap June Health Services / Education Provider Training v1 Review Unit Profile Information Request placements Approve placements requests Accept placements offers

36 Window 1 Review Unit Profile Information June Health Services / Education Provider Training v1 Add screenshot of unit profile

37 ‘Search’ in more depth Event Windows June Health Services / Education Provider Training v1

38 Search criteria June Health Services / Education Provider Training v1

39 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 Health Services / Education Provider Training v1

40 Request placements June Health Services / Education Provider Training v1

41 Placement Information - Hover June Health Services / Education Provider Training v1

42 Column Picker June Health Services / Education Provider Training v1

43 Request placements June Health Services / Education Provider Training v1

44 Edit Request June Health Services / Education Provider Training v1

45 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 4 th 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 3 rd 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. June Health Services / Education Provider Training v1 Scenario 3: Edit a Submitted Request You 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.

46 Visual cues June Health Services / Education Provider Training v1 *

47 Approve placements June Health Services / Education Provider Training v1

48 Approve Placements: Edit June Health Services / Education Provider Training v1

49 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 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. June Health Services / Education Provider Training v1

50 Accept placements June Health Services / Education Provider Training v1

51 Accept - Edit June Health Services / Education Provider Training v1

52 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 June Health Services / Education Provider Training v1

53 The ClinConnect Timeline June Health Services / Education Provider Training v1 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

54 Lunch June Health Services / Education Provider Training v1

55 The Student Module Manage window June Health Services / Education Provider Training v1

56 Adding a student June Health Services / Education Provider Training v1

57 Bulk uploads: Download template June Health Services / Education Provider Training v1

58 Sample template June Health Services / Education Provider Training v1

59 Bulk uploads: Uploading a template June Health Services / Education Provider Training v1

60 Upload Student Template June Health Services / Education Provider Training v1

61 June Health Services / Education Provider Training v1 Student Verification

62 Assign Students to Placement - Search June Health Services / Education Provider Training v1

63 Assign Students June Health Services / Education Provider Training v1

64 Assign Student Template June Health Services / Education Provider Training v1

65 Upload: validation and success June Health Services / Education Provider Training v1

66 Attendance: Commenced Placement June Health Services / Education Provider Training v1

67 Attendance: Daily June Health Services / Education Provider Training v1

68 Changes, cancellations, creating placements by exception Manage window June Health Services / Education Provider Training v1

69 Changed Assigned Student June Health Services / Education Provider Training v1

70 Cancel placements June Health Services / Education Provider Training v1

71 Create placement by exception June Health Services / Education Provider Training v1

72 Break June Health Services / Education Provider Training v1

73 Reporting and printing June Health Services / Education Provider Training v1

74 Reports – Filters and Groups June Health Services / Education Provider Training v1

75 Reports June Health Services / Education Provider Training v1

76 Sample profile report - Unit June Health Services / Education Provider Training v1

77 p2 June Health Services / Education Provider Training v1

78 report tools June Health Services / Education Provider Training v1

79 more report tools June Health Services / Education Provider Training v1 available reports

80 June Health Services / Education Provider Training v1

81 Reporting: export from placement views June Health Services / Education Provider Training v1

82 CSV - raw data June Health Services / Education Provider Training v1

83 CSV to Excel example June Health Services / Education Provider Training v1

84 Go Live June Health Services / Education Provider Training v1

85 ClinConnect Timeline for 2013 placements June Health Services / Education Provider Training v1 Nursing & Midwifery, Dental & Oral Health, Allied Health Window Date ClinConnect Window Opens Date ClinConnect Window Closes GO LIVE 2 JULY 2012 Round 1 Health Review Profiles & CapacityMonday 2/7/12Sunday 15/7/12 Round 1 EP RequestMonday 16/7/12Sunday 19/8/12 Round 1 Health Approve / Not ApproveMonday 20/8/12Sunday 16/9/12 Round 1 EP Accept / DeclineMonday 17/9/12Sunday 7/10/12 Round 2 Health Review Profiles & CapacityMonday 8/10/12Sunday 14/10/12 Round 2 EP RequestMonday 15/10/12Sunday 4/11/12 Round 2 Health Approve / Not ApproveMonday 5/11/12Sunday 18/11/12 Round 2 EP Accept / DeclineMonday 19/11/12Sunday 2/12/12 Ongoing Management of Clinical PlacementsMonday 3/12/12Sunday 30/6/13 Timelines - Medicine Window Date ClinConnect Window Opens Date ClinConnect Window Closes EP Create Accepted PlacementMonday 16/7/1228 days prior to start of that clinical placement

86 June Health Services / Education Provider Training v1


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