Health Resource Center: Weekend Coordinator Orientation

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

2. 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.

3. 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

4. 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 don’t 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

5. At the Clinic: Setting Up • Plan to arrive no later than 8:15 AM • If it is your first time as the WC, give yourself plenty of time to settle in (by 8:00AM) • 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

6. 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

7. 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

8. 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

9. 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 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

10. 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

11. 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 they’re here • Check to see if they need immunizations! • Very important for patient F/U

12. 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.

13. Patient Questionnaire

14. Creating Charts • 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 • 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

15. Doctors • We cannot examine patients until a doctor arrives • Doctors generally arrive a little later • If a doctors doesn’t show up by 9:15 • 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

16. 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 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

17. 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 Weekend Coordinators: Ama Karikari and Daphne Lo Volunteers: Danny Huynh (MSI), Dayna Chin (MSI), Chad Heng (MSI), …

18. 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 8:00 AM and 11:30 AM to have their PPD read by Marilyn • Remember to give patients a reminder

19. During Clinic: Labs • Special lab notes • HIV tests: patients must sign an HIV consent form • Consent is sent with the sample • GC/CT: the patient’s social security number and address must also be included on the lab form

20. During Clinic: Immunizations • 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 • 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

21. 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

22. 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 • 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

23. 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

24. 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

25. 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

26. 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

27. 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

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