Disability Coordinator Orientation Kimberly Jones, Regional Disability Coordinator
Health Resource Center: Weekend Coordinator Orientation
description
Transcript of Health Resource Center: Weekend Coordinator Orientation
Health Resource Center: Weekend Coordinator Orientation
Tuesday, 12 October, 2009
General Comments
Your role: you and another weekend coordinator will be in charge of running the clinic that weekend You will not be alone: at least one of the leads and
another weekend coordinator will be there with you at each clinic. There should also be a phlebotomist there to handle all
injections Hours: 8 AM-1PM All training materials will be available online on our
website; http://medschool.slu.edu/hrc/ All forms will be in the filing cabinet in the
conference room at the clinic.
Things to do: Friday
Pick up the keys and supplies for the clinic from the Geriatrics office (M238) Keys: sign-up system Tax exempt form Biohazard transport: blue insulated lunch box Copies of Lab results
The Geriatrics office closes before 5 PM on Friday
Things to Do: Saturday
Before arriving at the clinic: Picking up breakfast:
Bread Co: 13 bagels, 2 cream cheeses (~$15)
Make sure you have the tax exempt form so you don’t pay sales tax (no tax reimbursement) Write your name, social security number, and
mailing address on the receipt and give it to the Lead Coordinator during clinic
At the Clinic: Setting Up
Plan to arrive no later than 8:15 AM If it is your first time as the WC, give yourself
plenty of time to settle in (by 8:00AM) Unlock all doors to the clinic rooms and turn
on the lights Set up breakfast items on the table in front
of the refrigerators Food should stay ONLY in the office Start a pot of coffee
Turn on the copy machine
At the Clinic: Setting Up
Lab: record the lab refrigerator and freezer temperatures in the Lab Log Book
Weekend Coordinator checklist: you can print one at home or at the clinic Check each thing off and sign and date at the
bottom
At the Clinic: Setting Up
Waiting room: Put out water and cups in the waiting room
Patient sign-in sheets First sheet should have 12 spaces
These patients are guaranteed to be seen that day Second sheet should be labeled “Waiting List”
Begin clipboard and patient chart paper work
At the Clinic: Setting Up
Conference Room: Whiteboard: write the name of the doctor and
the date in the appropriate spaces Also put your name and weekend coordinator in the
appropriate place Volunteer log: make sure all volunteers (pre-
clinical and clinical) sign the volunteer logs Patient Rooms: turn on AC/heaters as
needed
At the Clinic: Staff Meeting
Make sure all the pre-clinicals know the procedure for seeing patients Check to see if anyone needs practice checking vitals
Let everyone know you’re there to answer questions
DOCUMENTATION Pharmacy: make sure the preclinical and clinical
students know we have drugs available through the pharmacy, through the Walmart/Target $4 program, and the Schnuck’s free antibiotic program
Hand sanitization Cleaning rooms
Opening Clinic
We open our main doors at 9 AM Open the main clinic doors and put out
the sign Have patients sign in on the sign-in sheet
First 12 are guaranteed to be seen Inform patients of the waiting list and what
they should expect Have the other coordinator/one volunteer
there to help with clipboards and forms
Patient Check-in Forms
ALL patients must fill out the top portion of the pink tracking form Informs us of any
change in address or contact information and the reason why they’re here Check to see if they
need immunizations! Very important for
patient F/U
Patient Check-in Forms
NEW patients must also fill out A patient questionnaire A consent for medical services form Privacy notice
If the patient is a returning patient but has not filled out the above forms in the past 3 years, have them fill them it out again.
Patient Questionnaire
Creating Charts
Even if the patient doesn’t recollect ever having been to the HRC, check to see if they have a chart
Refer to the example adult/peds patient chart to construct the chart Correct any inproperly organized charts you find
Make sure all forms are properly put into the chart before handing it to a pre-clinical volunteer
Doctors
We cannot examine patients until a doctor arrives Doctors generally arrive a little later
If a doctors doesn’t show up by 9:15 Let the Lead Coordinator know so they can try
contacting the doctor directly Try paging the doctor through the SLU
switchboard (577-8000) Call Dr. Morley: use this as the LAST resort
During the Clinic
Ensure flow: Make sure patients are being seen in a timely
fashion Communicate with patients so they
understand what to expect If patients don’t want to wait or cannot be seen
that day, give them the list of alternative clinics If the clinic is full for the day, put out the sign
that clinic is full, but leave the doors open
During the Clinic
Use the whiteboard This will help you keep track of who is taking
care of whom and what each patient needsDate: 3 May, 2008
Doctor: Dr. Paniagua
Room Patient MSI/MSII
Hx Labs
1 AJ TN Yes PPDWeekend Coordinators: Ama Karikari and Daphne Lo
Volunteers: Danny Huynh (MSI), Dayna Chin (MSI), Chad Heng (MSI), …
During Clinic: Labs
Examples: CBC, TSH Lab forms: there are examples of how lab
forms should be filled out in the lab EVERY lab must have a doctor signature ALL labs must be logged in the appropriate log
All blood draws must take place in the lab PPD: patients must be able to come in on
the following Monday between 8:00 AM and 11:30 AM to have their PPD read by Marilyn Remember to give patients a reminder
During Clinic: Labs
Special lab notes HIV tests: patients must sign an HIV
consent form Consent is sent with the sample
GC/CT: the patient’s social security number and address must also be included on the lab form
During Clinic: Immunizations
IZ’s cannot be given without the Lead Coordinator’s knowledge
Adult: flu shots ONLY Children: all child immunizations (except for
Gardasil) are available at the clinic Children MUST have their immunization records
with them Please refer to the charts located in the lab
for IZ recommendations Make sure the IZ logs are filled out properly
During Clinic: Pharmacy
Remind the preclinical/clinical volunteers and the doctor we have donated drugs and the low-cost drug programs Master list is located in the conference room
Rx pads: located in the WC desk Make sure patients are able to afford the medication
before scripting out Generic Drug Binders Refer them to the social workers if there is a problem
If drugs are dispensed from the clinic, the pharmacy log should be filled out
Documentation
Rule of thumb: if someone has written something in a chart, their signature must also be in there
Pink Tracking form: Must be filled out according to the services rendered that
day Pre-clinical and clinical volunteer signatures Doctor’s name in Print
H/P form: must have volunteer and MD signatures All forms or scripts given to or by us must be
photocopied and placed into the chart
During Clinic: Chart Review
When a patient is discharged, charts should be placed in the “Weekend Coordinator Review” box
Check to make sure all forms are filled out and signed and pertinent photocopies are made
Initial completed charts and place in the “To Be Reviewed by Social Worker” box
During Clinic: Other duties
Photocopies: make sure forms are stocked and ready to go for next week
Replenish clip-boards File charts in “To Be Filed” crate Make note of any problems
encountered that day on the Weekend Coordinator Summary Sheet
Closing Clinic
Bring in the sign and close the doors Fill out the Summary Sheet, Patient
Log Sheet, and Supplies checklist Check all charts and lab requisitions
for completeness Make sure all rooms are clean Labs and forms should be given to the
Lead Coordinator
Closing Clinic: Cleaning Up
All trash cans MUST be emptied every week Trash is to be thrown into the dumpster in the
parking lot Turn off and clean the coffee maker and
filter Throw away or give away the breakfast food
No food stays at the clinic
Closing Clinic: Electricals
The clinic is very susceptible to flooding Turn off all electrical appliances: AC,
heaters, computers, copiers, lights, TV, coffee maker
Surge protectors and cables should be off the ground before you leave
Bye!
Make sure you turn out the lights and lock the door on your way out!
Questions?