Presentation on theme: "A PHARMACY TECHNICIAN EXTERNSHIP PROGRAM"— Presentation transcript:
1 A PHARMACY TECHNICIAN EXTERNSHIP PROGRAM Lezlie Cohn-Oswald, CPhT.Clinical Pharmacy TechnicianAssociate Director,Pharmacy Technician Externship ProgramSalt Lake City VA Health Care Center
2 PRESENTATION OBJECTIVES Define what a Pharmacy Technician Externship Program entails.How a Pharmacy Technician Externship Program can help in training, recruitment and job satisfaction of pharmacy technicians.Explain what contents should be part of aPharmacy Technician Externship Program.
3 DEFINITIONS> INTERNSHIP: *Any official or formal program to provide practical experience for beginners in an occupation or profession.> EXTERNSHIP: *A required period of supervised practice done off campus or away from one's affiliated institution.*Dictionary.com
4 TECH EXTERN PROGRAM OBJECTIVES > To afford pharmacy technician students an opportunity to receive a well-rounded, practical experience in their chosen field.> To train future technicians for possible positions within the VA.> To train our current pharmacy technician workforce how to be mentors and educators.
5 THE “WHY” > Inpatient/Outpatient settings > Opportunity to help the profession> State Pharmacy Technician Licensure- Utah = 180 hours total practical (extern) hours> Job opportunities- contract positions to FTEs
6 PROGRAM SET-UP> Contact State Board of Pharmacy -State laws regulating pharmacy technicians - licensure - registration - state certification - permit
7 PROGRAM SET-UP> School programs - Must be accredited program recognized by U.S. Department of Education or the Council for Higher Education Accreditation (CHEA) - Quantity of students in facility “limit quantity for quality” - Keep school contact list
8 PROGRAM SET-UP (cont’) > Academics Affiliate Office paperwork - MOU(Memorandum Of Understanding) contract (VA Form g) - Trainee Qualifications and Credentials Verification Letter (TQCVL) (SAMPLE 1) - Trainee Registration VA Form
9 TRAINEE QUALIFICATIONS AND CREDENTIALS (SAMPLE 1) VERIFICATION LETTER (TQCVL)(date) (name of medical center director (station #)(address)___________________________Dear (medical center director):I certify that the information identified below has been verified for these trainees who are scheduled to receive all orpart of their clinical training at the VA Salt Lake City Health Care System:Social Security Discipline of Study Degree Level orTrainee Name(s) Number (SSN) or Specialty Post Graduate Year2. In addition, I certify that these trainees:a. Are enrolled in the designated training program.b. Have satisfactory physical and mental health necessary to perform the duties of theproposed assignment,including appropriate tuberculin testing and hepatitis B vaccination (or waiver).c. Have had verification of educational credentials as required by the admission criteria of theacademic program.d. Have had verification of current license(s) through the appropriate state licensing board(s)as required by the academic program.e. Have provided letters of reference as appropriate to the admissions criteria of the academicprogram.f. Have appropriate citizenship documents (e.g., current, unexpired visa; evidence ofnaturalization; or a permanent U.S. immigrant status) if non-United States (U.S.) citizens.g. Have Educational Commission on Foreign Medical Graduates (ECFMG) certificatesif graduates of international medical schools.I will notify the VASLCHCS within 72 hours of changes in the status of individual trainees (i.e., academic probation,remediation, early withdrawal from the program) or adverse action that impacts on the trainee appointment.I certify that all appropriate documents pertaining to the listed trainees are maintained on file and available to theVASLCHCS for review if requested.____________________________________(Complete Name, Title, Affiliate/Institution, Training Program w/ signature line)Approve / Disapprove Comments:____________________(name of chief of staff) & (name of medical center director) separate (date) and (signature line) Approve / Disapprove Comments:____________________
10 PROGRAM SET-UP (cont’) > Human Resources paperwork- WOC checklist (Appendix 1B)- Trainee Information Sheet (sample 2)- OP-306 Declaration for FederalEmployment- SF-61 Appointment Affidavit
11 WOC Checklist – Associated Health Trainee Appendix 1B Name of WOC Trainee___________________________________ Program Director/Disipline:_Debra Macdonald - Pharmacy ServicesCheck area that applies:_X__ Associated Health Trainees (i.e. Nursing Trainees, Social Workers, Occupational Therapy, Physical Therapy, Audiology, Physician Assistants,Pharmacy, Psychology, Dental Hygiene)Below, initial and date each area as completed.Program Director Responsibility:____ Trainee Information Sheet (forward copy to ACOS/E and HR (05) as soon as possible, or at least 30 days prior to Appointment date.____ Send application packet to trainee/resident and ensure returned to Program Director at least 30 days prior to appointment date.____ Trainee/Resident cover letter signed by Director VASLCHS____ Trainee Registration Form (completed form should be sent to ACOS/E)N/A Application, VA Form c or OP-612 (required for all appointments more than 6 months with VA computer access)____ OP-306, Declaration of Federal EmploymentN/A SF-85, Security Background, Questionnaire, for Non-Sensitive Positions(required for all appointments more than 6 months with VAcomputer access)____ SF-61, Appointment Affidavit____ WOC letter (VA Form Letter , Letter of Authorization)____ Ensure mandatory training requirements are met before Enter of Duty (EOD) date. The mandatory training module can be accessed atunder the course title: “Providing a Safe and Secure Environment for Health Care”.____ Training certificates must be printed by trainee/resident and submitted to Human Resources with above appointment paperwork.____ Tentative Enter on Duty (EOD) Date: ___________________________ Tentative Expiration of Appointment Date: ___________________(if appointment extends beyond this tentative date, a new WOC letter must beprepared and sent ot HE (05). This terminates all computer access.)____ Ensure trainee/resident is informed to report to HR prior to appointment date Monday through Friday, between the hours of 8:00 am to 11:00 amand 1:00 pm to 3:30 pm.N/A VA Computer Access (Circle One) Yes No(You must notify HR if the need for computer access changes. This may require additional security information.)N/A VA appointment more than six (6) months: (Circle One) Yes No____ VA appointment less than six (6) months: (Circle One) Yes NoN/A VA appointment less than ten (10) workdays: (Circle One) Yes No____ Forward a copy of this checklist and above paperwork to HR 30 days prior to appointment date. In rare and unusual circumstances if thistimeframe cannot be met, contact your HR representative. Keep the original checklist for your reference until employee’s application terminates.Program Director signature and extension: __________________________________________________________________ Date:____________________________Debra Macdonald, RPh, Asst. Chief, Pharmacy Services__________________________________________________________________ Date:_____________________________Lezlie Cohn-Oswald, CPhT, Asst. Pharmacy Technician Extern Program DirectorHR Responsibility:____ Electronic Fingerprints____ Verify OP-306, SF-85, training requirements and all other applicable material____ Appointment paperwork required____ HIPDB ____ OIG____ Mandatory training certificate received and entered in Non-PAID database____ Enter/Update information VA non-Paid Employee Database____ Instruct trainee/resident to report to VA Library for ID badgeSupervisor Responsibility EOD:____ Ensure valid VA ID badge issued at VA Library____ Ensure VA parking decal issued from VA Police, Trailer 1____ Establish computer and key access, if needed (Appendix 1 and 2)____ Monitor Expiration of Appointment date. (If appointment extends beyond this tentative date, ensure new WOC letter was sent to HR (05). Thisdate terminates all computer access.Supervisor Responsibility for Exit Process:____ Complete Exit Clearance form in accordance with VASLC policy memorandum 05.11____ Turn in VA ID badge at VA Library____ Forward completed Exit Clearance form to HR
12 __PAID APPOINTMENT (Check Box Below) Va salt lake city hcs SAMPLE 2Trainee information sheetTRAINEE’S NAME__________________________________ EXPECTED EOD: ____________________________SSN: ____-____-______ PHONE NO: (801) __________________________ADDRESS: George E Wahlen VAMC___500 Foothill Drive________ Salt Lake City, UT __AFFILIATE: VA Salt Lake City Health Care CenterPRECEPTOR ____Lezlie Cohn-Oswald______________________ EXTENSION: 4208PROGRAM DIRECTOR: Debra Macdonald___________________ EXTENSION: xxxxPROGRAM PRECEPTOR: Jeremy Hotelling (OP)___________ EXTENSION: xxxxPROGRAM PRECEPTOR: Lynette Rynearson___(IP)___________ EXTENSION: xxxxxWOC APPOINTMENTX - PHARMACY TECHNICIAN EXTERNBeginning Date: ______________________ Ending Date: ___________________________Total Hours: ____180-Pharmacy Tech Extern_____ Hours Per Pay Period: _____N/A_________________PAID APPOINTMENT (Check Box Below)Beginning Date: __________________________ Ending Date: _____________________________Total Hours: ______________________________ Hours Per Pay Period: ____________________ GRECC – Subaccount Podiatry - Subaacount 1077 Audiology & Speech Pathology (Masters) Podiatry – Surgery (Resident) Nursing – Nurse Practitioner (Trainee – 320 hrs) Nursing – Nurse Practitioner (Trainee – 120 hrs) PRIME – Subaccount 1051 Occupational Therapy (Trainee) Nursing – Nurse Practitioner Optometry (Resident) Occupational Therapy (Trainee) Physical Therapy (Trainee) Pharmacy (Resident) Psychology (Intern Level (II) Physical Therapy (Trainee) Social Work (Masters) Physician Assistant (Trainee) Podiatry - Surgery (Resident) Advanced Practice Nurse - Subaccount Psychology (Intern Level II) Nursing – Clinical Nurse Specialist (Trainee) Social Work (Masters) Dentistry – Subaccount Psychology – Subaccount 1051 Dentistry – General Practice (Resident) Psychology (Intern Level II) Occupational Therapy – Subaccount Social; Work – Subaccount 1051 Occupational Therapy (Trainee) Social Work (Masters) Pharmacy – Subaccount Physical Therapy – Subaccount 1051 Pharmacy (resident) Physical Therapy (Trainee)
13 PROGRAM SET-UP (cont’) > Human Resources paperwork (cont’)- VA Form 0711 Request for PersonalIdentification Verification Card- WOC Letter of Agreement(VA Form Letter , Letter ofAuthorization )- VA Mandatory Training certificates
14 PROGRAM SET-UP (cont’) > VA/Contract technician coordination - interview staff - set parameters of shadowing - preceptors > Pharmacist coordination - supervisors - licensure
15 STUDENT INTERVIEW > Contacted by school > Make contact with student> Interview student
16 STUDENT INTERVIEW (cont’) > Interviewing a prospective student will help to assure you have the right student for your program as well as the right program for the student.> Interview:- Why this facility?- What kind of schedule are you looking for?- Expectation(s) from this rotation?- Future goals?“TREAT YOUR EXTERNSHIP LIKE A JOB INTERVIEW”> Fill out HR paperwork, give station map & information for online mandatory training to student.
17 STUDENT INTERVIEW (cont’) > Set Schedules - Make calendar for self & student - Pharmacy Technician Externship Time Agreement (Sample 3) - both parties sign agreement with copy to student & copy to student file
18 PHARMACY TECHNICIAN EXTERNSHIP TIME AGREEMENT SAMPLE 3PHARMACY TECHNICIAN EXTERNSHIP TIME AGREEMENT180 hours total time needed90 hours Outpatient90 hours InpatientOTHER__60 days 3hours/day = 180 hours (30 days in eachpharmacy)__45 days 4hours/day = 180 hours (22.5 days in each__30 days 6hours/day = 180 hours (15 days in each__22.5 days 8hours/day = 180 hours (11.25 days in eachStudent Name (print)(signature)Date ________________________Preceptor Name (print)
19 PROGRAM CONTENT > Orientation to Pharmacy Service - Administration - Clinical- Outpatient- Inpatient- Customer information- Medical Center layout- Physician Order Entry (POE) facility/organization
20 PROGRAM CONTENT (cont’) > Concentrated Learning Experience: Outpatient-- In/Out Window- Pharmacy automation- Window & mail fill areas- Prescription tracking- Mail-out area*unable to have computer access as WOC = unable to answer phones
21 PROGRAM CONTENT(cont’) > Concentrated Learning Experience: Inpatient- Bar code labeling Unit Dose fills- Ward inspections *IV admixtures- Crash cart fill (USP Chapter <797> review)- Pharmacy automation- Automatic replenishment*may be unable to receive hands-on training, but able to review ongoing IV process
22 PROGRAM CONTENT(cont’) > Concentrated Learning Experience:Duties occurring in both pharmacies:- Waste disposal Medication dispensing- Outdate inspectionsNot rotated through area; are given overview:- Inventory management- Controlled substances
23 PROGRAM GOALS> Documentation/Communication - Mid-term evaluation (sample 4) (45 hour & 135 hour marks) > Student Program Director contacted with update of student progress
24 Date started (actual start date __/__/__) Preceptor 2: Date completed MID-TERM EVALUATIONSAMPLE 4Extern StudentPreceptor 1:Date started (actual start date __/__/__)Preceptor 2:Date completedPreceptor 3:NO.SKILLOP ASSESSMENTIP ASSESSMENTHASPREV.EXP.NEEDS ADD’L EXP.NEEDS ADD’L EXP.ORGANIZATIONAL CULTURE1Organizational PhilosophyDATE/INIT.DATE/ INIT.2General Facility Orientation3Patient confidentiality4Work schedule5Pharmacy Mission Statement6Infection Control7Name Badge and parkingPHARMACY OPERATIONS8Demonstrates knowledge of and Pharmacy Policies and Procedures and Standard Operating Procedures relating to:Controlled SubstancesOutpatient pharmacy automationInpatient pharmacy automationMaintenance of appropriate recordsInventory managementOutpatient medication dispensingInpatient medication dispensingOutpatient prescription intakeInpatient prescription intakeSterile medication/medication compoundingUSP Chapter <797> StandardsOthers: (list)
26 PROGRAM GOALS (cont’)> Student(s) unable to progress through program: > Review you facility’s policy for dismissal (Medical Center Trainee Orientation, Dismissal and Termination Policy) > Contract for program completion (Sample A) > Student consultation follow-up (Sample B)
27 CONTRACT TO COMPLETE PHARMACY TECHNICIAN EXTERNSHIP ROTATION SAMPLE A AT THE SALT LAKE CITY VA MEDICAL CENTERI, __(student name)_________, on this day, (week day), (month, day, year), promise to finishmy Pharmacy Technician Externship rotation in its entirety.I will work all of my scheduled hours without calling in for any reason.I will not be late for any scheduled shifts for any reason.(LATE is defined as anything up to 10 minutes after agreed upon daily start time)I may not make changes to my schedule.Hours needed for entire program = 180 hoursHours completed to date in Outpatient = ____ hoursHours completed to date in Inpatient = ____ hoursHours needed to complete program entire rotation = ____ hours(schedule as put forth by myself, (program director), and(student name) -see attached calendar)(student name) agrees with the hours as stated above.The Associate Program Director will meet with you weekly to review attendance and performance. Your (school name) Program Director will be notifiedof this action and given weekly updates. If I, (student name), fail to abide by the above written terms as written and initialed by me, this will be consideredgrounds for immediate termination of the externship.(Lines for Pharmacy Technician Student, OP/IP Pharm Tech Extern Preceptor, OP/IP Pharmacy Supervisor, Asst. Program Director & Director sign & date)Student will be provided a copy of this signed agreement & schedule attachment.
28 PHARMACY TECHNICIAN STUDENT CONSULTATION FOLLOW UP SAMPLE B (student name) (month, date, year)Student Date1 Hours worked according to agreed upon schedule? YES NO2 On time to shifts as scheduled? YES NO3 Changes made to agreed upon schedule? YES NO4 Hours left of rotation after this week?HOURS REMANING AFTER TODAY= (# hour remaining) AGREE DISAGREE(circle one)Other issues to be addressed:(student name) DateStudent Pharmacy Technician ExternLezlie Cohn-Oswald, CPhT DateAsst. Pharmacy Technician Externship Director
29 ROTATION END > Paperwork - School-provided end-of rotation evaluation (class grade)- Student evaluation of program(Sample C)- Non-Paid Employees Clearance Sheet(memo in lieu of VA Form 3248 B)
30 Salt Lake City VA Medical Center SAMPLE C Pharmacy Technician Training ProgramPharmacy Technician Externship ProgramSTUDENT EVALUATION OF EXTERNSHIPName:Signature: Date:Directions:At the end of the externship training, each student is required to evaluate their externshipexperience. Your input allows the program to monitor the externship content and alsoinforms the program of strengths and weaknesses. Please give your honest evaluation andcomments below.Part I: Please rate your externship experience at this site in the following areas. For eachresponse in the POOR column, please give specific information about why you haveevaluated the site as POOR.EXCELLENT GOOD FAIR POOR1 LOCATION of the site:2 ACCESSIBILITY of thepreceptor at this site:3 ACCESSIBILITY of thepharmacy staff at this site:4 HELPFULNESS of the staff inguiding you and answeringyour questions:5 APPROPRIATENESS of yourexternship activities:6 COMPLETENESS of your training:7 PREPAREDNESS for experientialwork following training:8 Would you recommend this site to future students? YES NO9 Comments:
31 ROTATION END (CONT’)> Evaluation for employment - resume - conference with supervisor for review of evaluations done throughout student rotation (if position available) - keep student information on file for possible future hire
32 PROGRAM STATS > First Year 2009 (10/08-10/09) - 13 students enrolled in program- 1 student failed- 5 students hired in contract positions(2 in IP -one on medical leave- & 3 in OP)- 1 on hire wait list- 1 needing 90 hours/1 needing 40 hours only> Second year 2010 (10/09 to date)- 1 on hiring wait list- 1 currently in program
33 PROGRAM STATS > End of Program evaluations implemented August 2009 Excellent Good Fair PoorLocation X=75% X=25%Accessibility X=100%Helpfulness X=100%Appropriateness X=100%Completeness X=100%Preparedness X=75% X=25%- 100% would make no changes to program- 100% would recommend this program to others
34 ?QUESTIONS? Lezlie Cohn-Oswald, CPhT Pharmacy Technician Externship Program Associate DirectorVA Salt Lake City Health Care System(801) ext. 4208
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