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ClinConnect Training

<Trainers name(s)>

Welcome

Health Services / Education Provider Training v1 June 2012

Todays Agenda
1. Welcome and introduction 2. Orientations

3. Event windows
4. Manage Window 5. Reporting

6. Go Live preparation
7. Wrap

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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

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Breaking the ice

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Orientation

What, why, how, who, when

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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
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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
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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
Dentistry & Oral Health
Occupational Therapy Radiation Therapy

Dietetics
Pharmacy Radiography

Medicine
Physiotherapy Social Work

Nursing & Midwifery


Podiatry Speech Pathology

Nuclear Medicine Technology


Psychology

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

Student Placement Agreement

Key concepts and terms

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Key concepts Windows and roles

Legend Health Services Education Provider

Education Health Provider Services

1 Review Unit & Capacity 2 Request Placement

3 Approve Placement 4 Accept Placement 5 Manage


Add and Assign students Cancel

6 Manage
Verify Commence, Cancel PbE

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Key Concepts - Profiles


Health Service
Facility
Unit

Education
Provider
Discipline

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Legend

Event windows

Health Services Education Provider

Review Capacity

Request placements

Approve placements requests

Accept placements offers

Manage

Events must be actioned within a set time period a ClinConnect event window Together, a complete set of event windows is a ClinConnect cycle
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The ClinConnect Timeline


ClinConnect timeline 2

ClinConnect timeline 1
event booking windows manage placements window

R R

Ap Ac
round 2 clinical placement cycle 1 clinical placement cycle 2

round 1

Jan-Jun 2013

Jul-Dec 2013

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ClinConnect medicine
ClinConnect will not be used to book clinical placements for 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 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
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Using ClinConnect

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Logon > select application

emailaddress@dom.au

Coordinator or delegate

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First screen

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The Dashboard

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Menus Health Services

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Menus Education Provider

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Finding information profiles example

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Unit profile view

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Finding information placements example

(EP)

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Finding information placements example

(HS)

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Search results screen parts

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Hover for more information

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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
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Break

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Overview of

ClinConnect event types

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Window 1 Review Unit Profile Information

Add screenshot of unit profile

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Event Windows

Search in more depth

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Search criteria

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Searching placements
Dates
If Full Time MF 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 MF is not checked, search results will show all availability, including part weeks and full weeks. Days available are displayed in the hover information

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Request placements

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Placement Information - Hover

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Column Picker

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Request placements

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Edit Request

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Practise: Requests
Scenario 1: Submit Request in bulk 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 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.

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.

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.

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Visual cues

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Approve placements

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Approve Placements: Edit

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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.

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 youll 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.

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.

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.

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Accept placements

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Accept - Edit

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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.

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.

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.

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
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Lunch

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Manage window

The Student Module

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Adding a student

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Bulk uploads: Download template

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Sample template

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Bulk uploads: Uploading a template

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Upload Student Template

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Student Verification

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Assign Students to Placement - Search

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Assign Students

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Assign Student Template

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Upload: validation and success

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Attendance: Commenced Placement

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Attendance: Daily

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Manage window

Changes, cancellations, creating placements by exception


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Changed Assigned Student

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Cancel placements

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Create placement by exception

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Break

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Reporting and printing

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Reports Filters and Groups

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Reports

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Sample profile report - Unit

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p2

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report tools

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more report tools

available reports

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Reporting: export from placement views

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CSV - raw data

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CSV to Excel example

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Go Live

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ClinConnect Timeline for 2013 placements


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 & Capacity Round 1 EP Request Round 1 Health Approve / Not Approve Round 1 EP Accept / Decline Round 2 Health Review Profiles & Capacity Round 2 EP Request Round 2 Health Approve / Not Approve Round 2 EP Accept / Decline Ongoing Management of Clinical Placements Monday 2/7/12 Monday 16/7/12 Monday 20/8/12 Monday 17/9/12 Monday 8/10/12 Monday 15/10/12 Monday 5/11/12 Monday 19/11/12 Monday 3/12/12 Sunday 15/7/12 Sunday 19/8/12 Sunday 16/9/12 Sunday 7/10/12 Sunday 14/10/12 Sunday 4/11/12 Sunday 18/11/12 Sunday 2/12/12 Sunday 30/6/13

Timelines - Medicine
Window EP Create Accepted Placement Date ClinConnect Window Opens Monday 16/7/12 Date ClinConnect Window Closes 28 days prior to start of that clinical placement

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