Transcript Health Resource Center: Weekend Coordinator Orientation

Health Resource Center:
Weekend Coordinator Orientation
Tuesday, 12 October, 2009
General Comments
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Your role: you and another weekend coordinator
will be in charge of running the clinic that weekend
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You will not be alone: at least one of the leads and
another weekend coordinator will be there with you at
each clinic.
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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
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Pick up the keys and supplies for the
clinic from the Geriatrics office (M238)
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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
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Before arriving at the clinic:
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Picking up breakfast:
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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)
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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
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Plan to arrive no later than 8:15 AM
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Unlock all doors to the clinic rooms and turn
on the lights
Set up breakfast items on the table in front
of the refrigerators
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If it is your first time as the WC, give yourself
plenty of time to settle in (by 8:00AM)
Food should stay ONLY in the office
Start a pot of coffee
Turn on the copy machine
At the Clinic: Setting Up
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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
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Check each thing off and sign and date at the
bottom
At the Clinic: Setting Up
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Waiting room:
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Put out water and cups in the waiting room
Patient sign-in sheets
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First sheet should have 12 spaces
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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
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Conference Room:
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Whiteboard: write the name of the doctor and
the date in the appropriate spaces
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Also put your name and weekend coordinator in the
appropriate place
Volunteer log: make sure all volunteers (preclinical and clinical) sign the volunteer logs
Patient Rooms: turn on AC/heaters as
needed
At the Clinic: Staff Meeting
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Make sure all the pre-clinicals know the procedure
for seeing patients
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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
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We open our main doors at 9 AM
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Open the main clinic doors and put out
the sign
Have patients sign in on the sign-in sheet
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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
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ALL patients must fill
out the top portion of
the pink tracking form
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Informs us of any
change in address or
contact information and
the reason why they’re
here
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Check to see if they
need immunizations!
Very important for
patient F/U
Patient Check-in Forms
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NEW patients must also fill out
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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
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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
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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
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We cannot examine patients until a
doctor arrives
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Doctors generally arrive a little later
If a doctors doesn’t show up by 9:15
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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
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Ensure flow:
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Make sure patients are being seen in a timely
fashion
Communicate with patients so they
understand what to expect
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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
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Use the whiteboard
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This will help you keep track of who is taking
care of whom and what each patient needs
Date: 3 May, 2008
Doctor: Dr. Paniagua
Room
Patient
1
AJ
MSI/MS Hx
II
TN
Yes
Labs
PPD
Weekend Coordinators: Ama Karikari and Daphne Lo
Volunteers: Danny Huynh (MSI), Dayna Chin (MSI), Chad Heng (MSI), …
During Clinic: Labs
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Examples: CBC, TSH
Lab forms: there are examples of how lab
forms should be filled out in the lab
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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
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Remember to give patients a reminder
During Clinic: Labs
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Special lab notes
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HIV tests: patients must sign an HIV
consent form
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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
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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
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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
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Remind the preclinical/clinical volunteers and the
doctor we have donated drugs and the low-cost
drug programs
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Rx pads: located in the WC desk
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Master list is located in the conference room
Make sure patients are able to afford the medication
before scripting out
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Generic Drug Binders
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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
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Rule of thumb: if someone has written something in
a chart, their signature must also be in there
Pink Tracking form:
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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
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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
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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
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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
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All trash cans MUST be emptied every week
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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
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No food stays at the clinic
Closing Clinic: Electricals
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The clinic is very susceptible to
flooding
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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!
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Make sure you turn out the lights and
lock the door on your way out!
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Questions?