Screen Shot User Guide Clinical Agency

Transcription

1 Screen Shot User Guide Clinical Agency Table of Contents Page# 2. Step 1 - How to Add Units 3. Step 1 - How to add Unit Locations 4. Step 2 - How to create Unit Schedules Create Unit Availability 5. Step 2 - How to View and/or Edit Unit Schedules 6. Step 2 - How to Extend Availability for All Units (Global Edit) 7. Step 2 - How to Shut Down a Unit Schedule 8. Step 3 - How to run the Placement Calendar Report 9. Step 3 - How to Review and Respond to Placement Requests 10. Step 3 - How to Assign a Placement to an alternate Unit 1 P a g e

2 Step 1 How to Add New Units: This is the first step for a Clinical Coordinator to take to indicate where the clinical agency can accept student cohorts. The CCPS Administrators have defined a standard list of clinical departments and units that are most common at hospitals. From this list, Clinical Coordinators select which units are available at their agency. Click Unit Locations Click on Add New Units link From the Dept dropdown list select the department type, the page will refresh to display a listing of all the units within that dept. Highlight the unit types available at your hospital and click the arrow to make them available for clinical placements. Once all Units have been added to the right hand box, Click Submit to save your work. Note: Click a unit to select it, or select several units by holding down the Control key as you click them. 2 P a g e

3 Step 1 How to Add Unit Locations: It is recommended Unit Locations be entered to further describe clinical units and to make them specific to your clinical site. Click on Edit Unit Locations link In the Department column, click on the department you wish to edit. Place a checkmark in the box next to New Location and type in the new location name, or select one of the existing location names to add a location for this department/unit. Click Submit to save your work Note: Repeat this step until all of your Unit Locations are added to the listing. Once complete, the top of the screen will display a list of the clinical unit locations available at your agency. 3 P a g e

4 Step 2 How to Create Unit Schedules (create availability): In this step of the process, a clinical agency will create default 24 x 7 schedules/availability for each of the clinical units that have been selected. An agency may then edit the default schedules for their specific needs by editing the dates, shifts and days that are available for accepting nursing student cohorts. Click Unit Schedules link Click on Add Unit Schedules Link Select the unit location(s) for which you would like to create an availability schedule Select the shift length for the selected unit location either 8 hour shifts or 12 hour shifts Select the start time for your day shift using the drop down lists for hour and minute. The default selection is 7 am. Enter # of students you can place on the unit and enter any comments about the unit that could be important to the schools. Click Submit to save your work. Once you Click Submit, a pop-up box will display a graphic of the default availability that will be created by the system so that you can visualize what is being done. You can Click OK to accept the default availability and stay on the current screen or you can Click Edit to be taken directly to the Edit Unit Availability screen so that you may customize the default availability or indicate blackout days, dates or times. 4 P a g e

5 Step 2 How to View and/or Edit Unit Schedules: Clinical Coordinators have access to modify the availability for their agency s clinical units. Coordinators may modify existing default availability that was created automatically by the system, or add, edit and delete records that will further define availability. Click the View/Edit Unit Schedules link Place a checkmark in the box to the left of the unit location(s) you would like to edit. Click Display Info: The records representing the unit schedule(s) you selected will be displayed on the screen. All of the fields except Department, Unit and Location are editable and may be changed simply by clearing the field and typing in the white area The selection checkbox at the left may also be used to select one or more rows to copy, delete or edit Click Submit to save your changes 5 P a g e

6 Step 2 How to Extend Availability for all Unit Schedules: During each placement cycle, Clinical Coordinators are asked to extend their unit availability so schools can make requests up through the end date of the new placement cycle period. The Global Edit feature allows you to make this change for all unit schedules in a single transaction. Click on the Unit Schedules link -> Click on the View/Edit Unit Schedules link -> Click on Select All Units -> Click the Display Schedules button Info: The unit schedule(s) you selected will be displayed on the screen. Click on the Select All Schedules link Click the Global Edit button under the schedule grid (Note: This button is grayed out until at least two schedules are selected.) Info: A new section will be displayed at the bottom of the page that provides you with a place to specify the value(s) you wish to modify for the selected schedules In the End Date box, enter the new date (MM/DD/YYYY) that you want applied to all the selected rows. Click OK to apply the new schedule dates 6 P a g e

7 Step 2 How to Shut Down a Unit Schedule: Clinical Coordinators have access to open or shut (activate or deactivate) a unit schedule(s). This feature can be used to shut down a unit(s) at the end of a placement cycle or to temporarily shut down a unit schedule so that requests cannot be submitted by schools. Click on the View/Edit Unit Schedules link Place a checkmark in the box by the unit location for the unit you would like to open/shut. You may also use the Select All option at the top right corner of the list to see your entire list. Click the Display Schedules button. Deselect (remove checkmark) in the Active? column for all the schedules you would like to deactivate (use Mark All Inactive link to select all schedules) if deactivating all schedules. Click the Submit button. The page will redisplay and the deactivated schedules will be grayed out. To reactivate schedule, follow the same process, except you will enter a checkmark in Active? column for all the schedules you would like to reactivate. Click Submit button below the grid to apply your changes to all selected schedules. The page will redisplay and schedules will now be active and editable. 7 P a g e

8 Step 3 Working with Placement Requests The third and final step in the clinical placement process is where the actual matching of schedule information (cohort schedules and unit availability) occurs. Clinical coordinators will use the screen and reports in the Placement Request section to review and respond to the clinical placement requests made by the schools. The Placement Calendar Report Prior to taking action on the requests, it is highly recommended that coordinators run a report to see all of the proposals that have been made for clinical placements in a single view. The Placement Calendar Report displays all accepted and proposed placement requests in a calendar format, which will aid a coordinator in identifying where overlapping requests may have been made and help the coordinator to determine which requests should be accepted, reproposed or declined. This report also creates a view that displays unit locations that may have open availability to assign as alternate placements for schools. To run the Placement Calendar Report: Click on Placement Requests link -> Click on Placement Calendar Report link -> Select your Clinical Agency -> Click the Select All link Clinical Unit section -> Scroll down and click Display Report 8 P a g e

9 Step 3 How to Review and Respond to Placement Requests Info: The Date range and Action filters are preset to query for requests in proposed status from today going forward. These filters can be modified to create different views, if desired. Info: Optional Filters are also available to customize your view Info: A message will display to alert you of how many schools have pending placement requests. Info: Overlap Indicator click on the magnifying glass to see overlap details Info: Historic Placement Indicator Change status to Accepted, Declined or Repropose Once you have assigned a status to the request(s), click on the Confirm Changes button at the bottom of the screen. The next screen will display your selections and include an optional comment box that allows you to enter notes for a school. For proposals that you are reproposing or declining, you should select a reason/comment for the action. Click the Save button to complete the process and generate an auto- to the school to alert the school of your placement decision. 9 P a g e

10 Step 3 Unit Placement Flexibility If you receive a request for a specific unit and you no longer have space on that unit but you do have space on another unit within that department, you may use this feature to assign a different unit location to this cohort group. You should always review the comments to ensure that the school has not indicated they specifically need this unit before employing this feature. Info: After determining you do not have space on the requested unit, review your placement calendar to determine unit locations (within the same department) with open availability Click dropdown arrow to view what other units appear available for reassignment. In some cases, there will not be any other units. Review Comments Select the unit that does have availability, enter the # of students you are accepting, and select ACCEPTED from the drop down list. Once you have assigned a status to the request(s), click on the Confirm Changes button at the bottom of the screen. 10 P a g e