Health Resource Center: Weekend Coordinator Orientation

Tuesday, 12 October, 2009

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.

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

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

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

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

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

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

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

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

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

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.

Patient Questionnaire

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

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

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

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), …

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

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

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

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

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

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

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

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

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

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

Bye!

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

Questions?