GHS Nursing and Nursing-Related Rotation Request and GHS Office of Student Services Clearance Instructions myclinicalexchange Spring 2016 These instructions are designed for Undergraduate Nursing and Nursing-Related Programs. (Nursing-related includes Certified Nursing Assistant (CNA), Patient Care Technicians (PCT), Emergency Medical Technician (EMT), Surgical Technologist, and Unit Secretary.) This excludes all Allied Health, Graduate Nursing, and GHS Homegrown Programs (i.e., MedEx Academy, Internships, Research, etc.) STEP 1: REQUEST FOR A ROTATION All Nursing and Nursing-Related requests for rotations will go directly through myclinicalexchange (mce). Full instructions on creating a rotation request in mce are listed below. I. From the Home Page of myclinicalexchange, click on the orange button on the bottom right labeled New Request. This will navigate you to the New Request page. ALL items marked with a * (in the list below) are REQUIRED before you can submit this Clinical Rotation request. II. SUBMIT A NEW REQUEST TO: Select GHS III. *FACILITY: Click the link that says Click here to select. A pop up window will open. Click the orange Search button. Scroll through the various GHS facilities until you find the one you want. Click the radio button to the left of the facility name and then click OK. This will let GHS know which particular facility your student(s) would like to spend their Rotation time in. CLASSIFICATION: Not usually a requirement so you can leave it blank if you want. ROTATION TYPE: Not a requirement so you can leave it blank if you want. IV. STUDENT DETAILS: Upper left side of Request screen (*GHS Required Items) *PROGRAM Choose from the drop down menu what academic program your students are enrolled in at your University. *DEG./CERT. Choose what type of degree or certification the student is working towards. *COHORT Choose from the drop down menu what grade level/year/group your students are. *COURSE Please choose the appropriate course corresponding with your request by following these specific instructions:
1.) DO NOT simply type the course name or number in the text box to the right of the word "Course." The system will not recognize this information and will delete it. 2.) Click the word Course, which will open a separate window, allowing you to choose any classes uploaded by your Academic Institution. 3.) Select the course you want using the button on the left. 4.) Click Add Selected Course. 5.) If you have not uploaded any courses into mce, the pop up window will be blank. If your course is not listed, create the course in mce by completing the following steps: 1.) Click on Administration at the top of the mce screen and scroll down and click on Course Catalog. 2.) Select your Program 3.) Under Add / Edit Course enter the following requirements: a. *Code (Clinical course #, such as NUR 123) b. *Name (Clinical course name, such as Basic Care and Comfort) c. *Syllabus (Copy and paste from a Word Document) d. *Course Objective (Copy and paste from a Word Document) e. *Clinical Objective (Copy and paste from a Word Document) f. *Active (Check mark to indicate this course is active. At any time you can edit your course or uncheck to make course inactive.) g. Assessment Rubric h. Survey Rubric i. *Program (Select Program) j. Click Save *TERM Choose from Spring, Summer, Fall or Winter. Manually type in the year. ASSESSMENT/ SURVEY You are not using this so just leave it blank ALLOW STUDENT ATTENDANCE APPROVAL? Check mark this box if the student will be responsible for keeping track of and submitting their own attendance records. This is useful for practicum students. 2 V. ADD OVERSIGHT USERS: (Bottom left side of Request page; *Include all known Clinical Faculty at time of request; update Clinical Faculty prior to clinical start date) Oversight users include: Course Instructors, Clinical Instructors, Clinical Coordinators, or Preceptor/Staff. 1.) Click on the Click here to Associate to the right of the boxes. 2.) This will open a pop up window. 3.) Choose from a list of people you have added in the past OR click the Create New User button at the top. i. If you create a new user, fill in the required information. 4.) Use the check mark boxes on the bottom left to let those giving oversight know what their duties might include. i. Accompanies student during their rotation: check mark this to let the Hospital know that someone is accompanying the students on their clinical rotation days.
ii. Approves Attendance: mark this box if this person keeps track of the student's attendance. iii. Performs Assessment (Clinical Evaluation): mark this box if this oversight person will be providing feedback on the student's work. Checking this box will push the Assessment that you added in ASSESSMENT step above. 5.) Click OK to add your selected/newly created people to the rotation. 3 VI. ROTATION DETAILS: (Right side of Request page; *GHS Required Items) *PROGRAM: Please select what type of program you are submitting the student to for their clinical rotation. This list of Programs is controlled by your Affiliate Agreements with different Hospitals. If you do not see the appropriate Program in the drop down menu for the Hospital you are submitting your Request to, please contact the Hospital and ask them to add the correct Program. *DEPARTMENT: Request a department for your students to be placed in. This is a requirement for Cohort Rotations! *UNIT: This is a sub-menu of the above Department. Choose a specific Unit for a rotation request or practicum location of the student. This choice can be altered at any time by the Hospital. The options available in the drop down menu will be limited depending on what you choose for Department above. This is a requirement for Cohort Rotations! *OPENINGS: Enter the number of students you are requesting a rotation for. For example, if you will be rotating 24 students through the clinical site, maintaining the appropriate daily student ratio, please enter 24. After request confirmation and student pairing with the request, this allows you to choose from the 24 students and apply them to a specific clinical date. *DATES: Click the drop down menu for a calendar to appear or manually enter the date in mm/dd/yyyy format. A start date and end date for the rotation request are required. *DAYS: Select what days you want the students to be at their clinical rotation. *SHIFT HOURS: Enter how many hours you want the student at the clinical rotation per day. For example, do you want them to have 4 hour shifts, 8 hour shifts etc.? *SHIFT:
Select from the drop down menu what time of day you prefer your students to work their shifts. (In Comments section: Please include clinical start / end time if different from the listed options.) *TOTAL HOURS PER STUDENT: Enter the total number of hours you want each student to work before the end of their clinical rotation. For example, if your students are working four hour shifts on Monday and Thursday for 3 months, then an individual student s total hours would be around 96. (4 hours shifts x 2 days a week = 8 hours x 12 weeks = 96 hours). LOCATION PREFERENCE: Do not use. *SUPPORTING DOCUMENTS: Download, complete and upload any requested supporting documents. For Practicum specialty placement requests: Download document and provide to student to complete. Requires electronic consent by faculty. No supporting document is required. *COMMENTS: You may add any extra comments to the Request which will be seen by the Organization when the request is submitted. (*Please include clinical start / end time if different from the listed options.) 4 VII. Final Steps of Rotation Request 1. Click Save to submit the request to GHS. If the form is incomplete, the system will return an error message telling you what required items are still missing. 2. If you have properly entered all required information, the system will redirect you to the Home Page and you will see your Request listed there. STEP 2: GHS APPROVAL OF STUDENT PLACEMENT GHS will then log into mce and approve (or possibly decline) your Request. If they decline, the Request is closed. If they approve, it s time to move onto Step #3! STEP 3: SEND STUDENT ROSTER FORM TO STUDENT SERVICES After the placement has been confirmed, please send your Nursing Student Roster directly to myclinicalexchange at support@myclinicalexchange.com for upload of all the student names into the system and always copy Lindsay Fournier <LFournier@ghs.org> in the Office of Student Services on the email. PLEASE NOTE: Students who do not have yet have an officially confirmed placement at GHS, should not be sent to myclinicalexchange until they are officially placed. STEP 4: SCHEDULING (University s Step)
Once you have received confirmation that your students names have been uploaded, you then can connect your students to the actual approved rotation. 1. Run a search on your Home Page for your approved Rotation 1. In the upper left, on the dark blue bar, it says Search Criteria Show. Click on Show. 2. Select the appropriate Hospital from the Facility drop down menu. 3. Change the Status radio button from Pending to All and click Search. 2. In the far right column labeled 'Schd,' click on the underlined 0 of the rotation you want to begin scheduling. 1. If you see a different number than 0 in the Schd column, that is the number of students you have already scheduled. Click on this number and skip to step 4. 3. This will navigate you to the student scheduling page where there are details about the rotation: a.) Facility - the Hospital/Organization that the students have their rotation at b.) Period - the date range of the rotation c.) Department - which department your students will be working in d.) Unit - a subset of the department e.) The days of the week - check marks on different days tell you what days your student should be on rotation. f.) Preceptor/Staff - the name of the GHS staff person that has been assigned by the Organization (GHS) to oversee this rotation. 4. Schedule Student(s): To begin assigning students, do a student search by using the search box on the bottom, right side. You can expand or limit your search using the parameters OR just click the orange Search button to see ALL active students loaded in the system. 1. If you do NOT see the student you want when you run a search, then the student has not been registered for the platform. Please contact mcesupport@clientsolv.com for assistance. 2. Select the students you want by clicking the check mark box next to their names. 3. Click Schedule Student. 4. The selected students will appear on the left side of the screen. The student also receives an auto e-mail from the platform letting them know they have been scheduled and they need to log into mce and start working on their requirements. 5. Unit Assignment: If your students will be rotating through the assigned unit on different dates, click on this tab and choose the appropriate clinical location for each student on each approved clinical date. Click on Assign. This allows accurate tracking of students for auditing/compliance and must be updated when students are absent or change clinical location. 5
6 STEP 5: STUDENTS RECEIVE EMAIL Students will be then officially scheduled in our system and receive an introductory email walking them step-by-step through how to log in to myclinicalexchange and complete their clearance process. STEP 6: STUDENTS LOG IN TO MYCLINCIALEXCHANGE Students log in to myclinicalexchange and go directly to the "START HERE" document that outlines all of our requirements and how to upload them into myclinicalexchange. STEP 7: STUDENTS OR FACULTY/CLINICAL COORDINATORS UPLOAD INFORMATION FOR STUDENT UPLOAD: Students click on the "COMPLIANCE" tab, "click here to edit" and are able to add their documents and required fields to complete their compliance. FOR FACULTY/CLINICAL COORDINATOR UPLOAD: As the Coordinator, however, you always retain the ability to enter information on a student s checklist directly. The directions in this section are for direct data entry onto the student s compliance checklist ONLY. 1. Login to myclinicalexchange - https://www.myclinicalexchange.com 2. Click on the magnifying glass icon in the upper right corner of your home page in myclinicalexchange. 3. This will navigate you to the student search page. 4. Click the orange Search button to pull up your roster of students. 5. Click on the Student s name to open their profile. 6. The top half has student information and the bottom half has a row of tabs. Click on the Checklist tab. 7. Click on your University, Master Checklist (this will have your University s name in parenthesis after it) to open it in edit mode. a. In that tab, there will be two checklists your University Checklist and the GHS Checklist. Read below for more details. i. University Checklist - It s usually best to update your University checklist first because information from the University checklist will cascade down into any Hospital s checklist when a student is scheduled at that Hospital. ii. Hospital Checklist - Each checklist will have the Hospital s name listed in parenthesis after it. You can directly edit the Hospital checklist but any information you enter here will NOT cascade backwards into the University checklist. 8. Select the check mark boxes in the far left column to verify that a student has completed items. 9. Put information in the Value column. a. Usually the system wants the date of when an item was accomplished or completed. i. You can add a date using the (mm/dd/yyyy) format OR use the drop down calendar. b. If it says "Expiry Date" then you need to enter the date that this item will expire which is one year from the date the vaccination was completed.
10. Entering an expiration date (only on the 2-step PPD and annual flu shot) alerts the system to send you and the student a reminder e-mail one month before and the day of expiration for the item. a. You may also be able to add regular text such as the last four digits of the student's SSN or a simple "yes" to verify that the student is proficient in English. 11. Add any comments or notes if necessary in the Comments section. a. Be aware that the Hospital and the Student will be able to view these notes. 12. Lastly, you may upload any Supporting Documents. If a Supporting Document is required, the box will say "Missing Supporting Document." If a document is not required, the box will simply contain an Add Document button. a. To upload a document, click the Add Document button. b. A pop up window will appear. c. Click the Browse button. d. A second pop up will appear with all your files and folders from your hard drive. e. Navigate to and select the file you want to upload by double clicking it. f. The file path name will appear in the box to the left of the Browse button. g. Click Upload to begin the upload process. h. When the file has uploaded, you will see the file name above the Add Document button on the checklist. i. The Hospital, the University and the Student will be able to view this document. 13. Click Save and then Close. STEP 7: STUDENT MATERIALS GO THROUGH APPROVAL PROCESS Once a student has uploaded all of their required documents and entered information into the required fields, they will then need to have approval. Depending on how you have personally configured your school, the approval process can be done by you personally or by the Office of Student Services. Essentially if you have a log in and have gone through training, you are likely doing the approval. If you have not done any training, the GHS Office of Student Services is doing your approval process. Please always confirm with us if you are unsure. Instructions on how to personally approve your students in myclinicalexchange: 1. The Rotation Manager is a quick and easy way to see what students are ready for rotation and which ones still have outstanding items. 2. From the menus in the upper left, select Rotation and then Rotation Manager. 3. Students who are currently on Rotation will be listed. If you want to see students whose Rotations have not yet started: a. Find the dark blue bar near the top of the screen that says Search Criteria Show b. Click on the word Show to expand a search box c. You will see a row of radio buttons across the top, Current will be already selected d. Change the radio button to: i. All - to view all approved rotations (this will show you rotations you have EVER approved) ii. Current Rotations that are currently occurring today 7
8 iii. Starting within the _#_ of days enter a number to see rotations that are starting within whatever number of days you specify iv. Starting Between select a start and end date in the two drop down calendars to see rotations that have at least one day in the date range e. You can also limit your search by University, Program, Cohort, etc. and click Search. 4. To the left of each student s name there will be either a green thumbs up or a red thumbs down. a. Green thumbs up means that all compliance pieces are done. b. Red thumbs down means one or more items are pending for this student. 5. If there is a red thumbs down, look under the student s name to see what items are still pending for this student. i. Red exclamation compliance checklist is missing data, something has expired, something will expire before the last day of the Rotation. ii. D with the slash Hospital. iii. C with a slash Student needs to upload documents to the Student needs to give electronic consent. 6. As the student completes each item, the symbols under the student s name will disappear. When every item is complete, the red thumbs down will turn into a green thumbs up. 7. If you click on the red thumbs down or green thumbs up, you ll get a pop up window. Across the top, there are tabs correlating to each of the Required Items (Compliance Checklist or Documents/Consents). Click on each tab to view more information for each category. The platform will place a flag on the tabs that still have pending items. a. Compliance tab ( ) anything flagged on the checklist needs to be looked at closely. Are there documents missing (it will say Missing Supporting Document in the document column.), has the item expired, will the item expire before the last day of the Rotation, have you verified? REMEMBER if you need to make ANY edits, do it in the student profile. b. Documents tab ( or ) check for any missing documents or consents. If the student has uploaded a document back to the Hospital, you may click on the document name to open it up and view, save or print it. Alternatively, you may click Browse and Upload to put in a document on behalf of the student. 8. You may e-mail student(s) a reminder directly from the Rotation Manager. a. Check mark the boxes next to the students you want to e-mail. b. Scroll to the bottom and click E-mail Students. c. You are navigated to an e-mail page. The students you are e-mailing will be listed on the left side. They will be BCC d from each other. On the right, fill in the Subject and Body with your own message. You may CC yourself if you like as well. d. Click Send.
9 STEP 8: STUDENTS ARE CLEARED When a student has been approved as a result of completing all compliance requirements, then their status changes from a red thumbs down to a green thumbs up in our system. Immediately, they are notified that they are fully cleared and ready for their rotation. If a student is not cleared, they receive a reminder email weekly until they are cleared. STEP 9: STUDENTS ARE ISSUED A BADGE After receiving a green thumbs up, the GHS Office of Student Services will then trigger the process of requesting their photo ID from the Badge Security Office. [PLEASE NOTE: Starting January 1, 2016, all students will be required to have a photo badge to be at GHS and therefore all generic STUDENT slug badges that you may have in your possession, need to be returned to the GHS badge office by December 31, 2015. Prior to this date, you can continue using the generic slug badges, but after January 1, they will no longer be accepted. The badge request process will be automated after a student is cleared in myclinicalexchange. Universities and GHS departments will no longer have a supply of badges.] STEP 10: STUDENTS PICK UP BADGE On the student's first day at GHS or the week prior, they go to the Badge Office to pick up their badge and parking hang tag (for the Greenville Memorial Campus). For other GHS campuses, starting January 1, 2016, we will have a regular courier service to deliver student badges to those campuses in time for their first day. Prior to January 1, 2016, you will continue the badge process as you are currently doing it. This new courier service and photo ID will not begin until January 1 st and will require clearance of students a minimum of 5 days in advance of their start date to ensure time for making the badge and delivering it.