Health Resource Center: Weekend Coordinator Orientation

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Health Resource Center Weekend Coordinator
Orientation
Tuesday, 12 October, 2009
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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.

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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

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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
  dont 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

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At the Clinic Setting Up

• Plan to arrive no later than 815 AM
• If it is your first time as the WC, give yourself
  plenty of time to settle in (by 800AM)
• 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

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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

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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

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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

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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 youre 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 Schnucks free antibiotic program
• Hand sanitization
• Cleaning rooms

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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

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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 theyre here
• Check to see if they need immunizations!
• Very important for patient F/U

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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.

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Patient Questionnaire
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Creating Charts

• Even if the patient doesnt 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

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Doctors

• We cannot examine patients until a doctor arrives
• Doctors generally arrive a little later
• If a doctors doesnt show up by 915
• 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

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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 dont 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

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During the Clinic

• Use the whiteboard
• 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 MSI/MSII Hx Labs
1 AJ TN Yes PPD
Weekend Coordinators Ama Karikari and Daphne
Lo Volunteers Danny Huynh (MSI), Dayna Chin
(MSI), Chad Heng (MSI),
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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 800 AM and 1130 AM to
  have their PPD read by Marilyn
• Remember to give patients a reminder

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During Clinic Labs

• Special lab notes
• HIV tests patients must sign an HIV consent form
• Consent is sent with the sample
• GC/CT the patients social security number and
  address must also be included on the lab form

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During Clinic Immunizations

• IZs cannot be given without the Lead
  Coordinators 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

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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

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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
• Doctors 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

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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

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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

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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

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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

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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

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Bye!

• Make sure you turn out the lights and lock the
  door on your way out!
• Questions?