ClinConnect Training

1. ClinConnect Training <Trainers name(s)>

2. Welcome Health Services / Education Provider Training v1

3. Today’s Agenda • Welcome and introduction • Orientations • Event windows • Manage Window • Reporting • Go Live preparation • Wrap 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 Health Services / Education Provider Training v1

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

6. Orientation What, why, how, who, when 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” 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 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

10. Student Placement Agreement

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

12. Key concepts – Windows and roles Legend Health Services Education Provider Health Services / Education Provider Training v1

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

14. Event windows Legend Review Capacity Request placements Accept placements offers Approve placements requests Manage Health Services Education Provider • Events must be actioned within a set time period – a ClinConnect event ‘window’ • Together, a complete set of event windows is a ClinConnect cycle Health Services / Education Provider Training v1

15. The ClinConnect Timeline ClinConnect timeline 2 ClinConnect timeline 1 manage placements window event booking windows R R Ap Ac clinical placement cycle 1 clinical placement cycle 2 round 2 round 1 Jan-Jun 2013 Jul-Dec 2013 Health Services / Education Provider Training v1

16. ClinConnect – medicine • 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 • 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 Health Services / Education Provider Training v1

17. Using ClinConnect Health Services / Education Provider Training v1

18. Logon > select application emailaddress@dom.au            Coordinator or delegate Health Services / Education Provider Training v1

19. First screen Health Services / Education Provider Training v1

20. The Dashboard Health Services / Education Provider Training v1

21. Menus – Health Services Health Services / Education Provider Training v1

22. Menus – Education Provider Health Services / Education Provider Training v1

23. Finding information – profiles example Health Services / Education Provider Training v1

24. Unit profile view Health Services / Education Provider Training v1

25. Finding information – placements example (EP) Health Services / Education Provider Training v1

26. Finding information – placements example (HS) Health Services / Education Provider Training v1

27. Search results – screen parts Health Services / Education Provider Training v1

28. ‘Hover’ for more information Health Services / Education Provider Training v1

29. 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 Health Services / Education Provider Training v1

30. Break Health Services / Education Provider Training v1

31. Overview of ClinConnect event types Health Services / Education Provider Training v1

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

33. Event Windows ‘Search’ in more depth Health Services / Education Provider Training v1

34. Search criteria Health Services / Education Provider Training v1

35. 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 Health Services / Education Provider Training v1

36. Request placements Health Services / Education Provider Training v1

37. Placement Information - Hover Health Services / Education Provider Training v1

38. Column Picker Health Services / Education Provider Training v1

39. Request placements Health Services / Education Provider Training v1

40. Edit Request Health Services / Education Provider Training v1

41. Practise: Requests 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. • 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. Health Services / Education Provider Training v1

42. Visual cues * Health Services / Education Provider Training v1

43. Approve placements Health Services / Education Provider Training v1

44. Approve Placements: Edit Health Services / Education Provider Training v1

45. 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. Health Services / Education Provider Training v1

46. Accept placements Health Services / Education Provider Training v1

47. Accept - Edit Health Services / Education Provider Training v1

48. 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 Health Services / Education Provider Training v1

49. Lunch Health Services / Education Provider Training v1

50. Manage window The Student Module Health Services / Education Provider Training v1