Creating a Process that Works for You: Infrastructure for a Successful Student Training Program
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This document outlines a training program for health profession students within Federally Qualified Health Centers (FQHCs), detailing foundational pillars, objectives, and processes involved in student training and integration. Key components include infrastructure, stakeholder engagement, and communication strategies, as well as a playbook designed for process mapping and improvement. The document emphasizes collaboration between various departments to enhance the student experience and training outcomes.
Creating a Process that Works for You: Infrastructure for a Successful Student Training Program
- 1. Health Professions Students in FQHCs Creating a Process that Works for You: Infrastructure for a Successful Student Training Program Tuesday, March 22nd
- 2. Community Health Center, Inc. Foundational Pillars 1. Clinical Excellence- fully Integrated teams, fully integrated EMR, PCMH Level 3 2. Research & Development- CHC’s Weitzman Institute is the home of formal research, quality improvement, and R&D 3. Training the Next Generation: Postgraduate training programs for nurse practitioners and postdoctoral clinical psychologists as well as training for all health professions students CHC Profile: •Founding Year - 1972 •200+ delivery sites •130k patients
- 3. The Community Health Center, Inc. and its Weitzman Institute will provide education, information, and training to interested health centers in: Transforming Teams • National Webinars on advancing team based care • Invited participation in Learning Collaboratives to advance team based care at your health center Training the Next Generation • Two National Webinar series on developing Nurse Practitioner and Clinical Psychology residency programs and successfully hosting health professions students within health centers • Invited participation in Learning Collaboratives to implement these programs at your health center Email your contact information to nca@chc1.com and visit www.chc1.com/NCA.
- 4. Learning Objectives: 1. Participants will identify two key stakeholders inside and outside of the FQHC imperative to engage in building a successful student training program. 2. Participants will describe three key components for a successful student training program.
- 5. Get the Most Out of Your Zoom Experience • Send your questions using Q&A function in Zoom • Look for our polling questions • Live tweet us at @CHCworkforceNCA and #FQHCStudents and #HRSAnca • Recording and slides are available after the presentation on our website within one week • CME approved activity; requires survey completion • Upcoming webinars: Register at www.chc1.com/nca
- 6. Current student process at CHC 200 students annually Departments Affected: - Educational Partners - Human Resources - IT - Providers/Preceptors - Executive Administration Initial Challenges identified: - Communication/ Follow-Up - Orientation - Training - Tracking
- 7. Improvement Strategy Team assembled Leader and Facilitator assigned Weekly meetings scheduled Work Group Meeting Content Established common purpose and goal Process mapping Challenges, Testing Process Communication Letters, emails and phone calls Surveys – Students, Preceptors/Providers Intranet Page dedicated to Students/Trainee Information
- 8. The Playbook Captures the type of “play”, roles involved and a step by step guide for that stage of the process. Healthcare Students Improvement Team Playbook: Each department worked together with the improvement team as well as independently to construct the section of the playbook that pertained to their specific area and the new process designed by the team.
- 9. The Playbook Captures the type of “play”, roles involved and a step by step guide for that stage of the process. Introduction and background Purpose and goal The team Table of Contents Each “play” includes: Play # Roles Title of Play Overview Key Steps Screen Prints/ Process Map Playbook includes any other appropriate documentation PDSAs Data Displays Survey Results
- 10. Why is Having a Designated Point of Contact for Schools Important? • Creates a centralized process where contracts and agreements can be tracked • Streamlines the communication between schools and the organization • Relives the providers from collecting additional paperwork and fielding school requests
- 11. Collecting Contracts is a Two-Step Process: • Step 1: Determine interest in establishing an agreement with an interested university based on an established set of criteria • Step 2: If an agreement is established, requiring schools to submit “student addendum” for each contract for all students interested in placement at CHC. • Important to note: CHC will not onboard any student unless the proper paperwork is delivered on time
- 13. Collecting contracts is a two-step process:
- 14. Challenges: 1. Communicating to the universities and training them in the new process 2. Communicating to the providers within the organization and training them in the new process 3. Working with all departments within the organization to ensure they receive the necessary information within a timely manner (from HR to IT to Operations)
- 15. 1. Human Resources receives notice of an approved student and sends a welcome email. 2. Notify students of an official start date and training information. 3. Request all necessary access for student and notify all departments. 4. Follow up with student to assure all paperwork has been completed. 5. Student is added to Human Resources Information System for tracking purposes and shared with leadership. 6. On start date, student meets with Human Resource Representative or assigned delegate. Human Resources Process
- 16. 1. Two weeks prior to assignment completion, Human Resources will email student a final survey to gain insight on total student experience. 2. Survey responses are collected and shared with leadership. 3. Once the student rotation is complete, the preceptor notifies HR that student has ended their assignment. Human Resources then enters a ticket to IT department for network access to be turned off. Student Exit Process
- 18. Precepting the Students • Criteria for preceptors • Championing the preceptors • Preceptor Availability • Student Assignment • Challenges and Looking Forward
- 19. Kristine Gonnella, MPH Program Manager 267.350.7632 Direct Phone kristine@chpfs.org Email ……………………………………………………………………… Community Health Partners for Sustainability a program of the National Nursing Centers Consortium Strengthening Healthcare for Residents of Public Housing Centre Square East 1500 Market Street Philadelphia, PA 19102 www.chpfs.org Follow us on TWITTER Like us on FACEBOOK
- 20. Caroline Lloyd Doherty, AGACNP-BC, AACC Advanced Senior Lecturer, AGACNP Program, Director of Implementation: CMS/Graduate Nursing Education Demonstration phone: 215-898-0296 email: ctl@nursing.upenn.edu Claire M. Fagin Hall, Room 357 418 Curie Boulevard Philadelphia, PA 19104
- 21. Trisha Mims, MSN, MBA/HCM Health Center Director Johnson City Community Health Centers East Tennessee State University College of Nursing Community Health Centers 365 Stout Drive, Box 70403 Johnson City, TN 37614 P 423-929-6932 C 423-946-0981 MimsTL@etsu.edu www.etsu.edu/nursing/practice/sites Johnson City Community Health Center ETSU CON has 14 nurse-led practice sites, that consist of school based clinics, 5 FQCHCs, and 1 RHC Student Affiliations: Nurse Practitioner (DNP and MSN) Medical Pharmacy Speech/Audiology Physical Therapy Physician Assistant Bachelor of Nursing Bachelor/Master Social Work Psychology Public Health Dental Assistants Dental Hygiene Certified Medical Assistants Radiology Students (Fall ’16)
- 22. Open Space for Discussion
- 23. Reminders Sign up for our next webinar in this series: How to Make it Work for the Students Tuesday, April 12th 3–4 p.m. EST Complete our survey! Sign up at www.chc1.com/NCA
- 24. Speakers From Community Health Center, Inc.: Margaret Flinter, APRN, PhD, Senior Vice President & Clinical Director Kerry Bamrick, MBA, Senior Program Manager Veena Channamsetty, MD, Chief Medical Officer Patti Feeney, MS, Manager of Quality Improvement Education Mandy Lamb, MA, Executive Assistant Tara Santamaria, MA, Human Resources Recruitment Coordinator From National Nursing Centers Consortium: Kristine Gonnella, MPH, Program Manager, Community Health Partners for Sustainability From Johnson City Community Health Centers: Trisha Mims, MSN, MBA/HCM, Director From University of Pennsylvania School of Nursing Caroline Lloyd Doherty, AGACNP-BC, AACC, Advanced Senior Lecturer, AGACNP Program, Director of Implementation: CMS/Graduate Nursing Education Demonstration