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Destination Coordinator - Workflow Guide (DC Lite View)

Receiving Agency Related Guide (RARG)

Destination Coordinators Overview: of their default screen set called: DC View

Summary:
This guide provides reference and training for the DC View HSPnet Welcome screen (sometimes referred to as DC Lite). This document also provides training and ongoing reference for the following users:

  • Destination Coordinators - the primary individual who is the designated contact in your work place (and is assigned in the destination maintenance page of HSPnet/e-mail alerts must be accepted).
  • Destination Coordinators with user accounts who are back up users (may be listed as Other Contacts on the destination profile): You will have exactly the same view as the assigned destination coordinator with full access to perform any operation the assigned destination coordinator could. (E-mail alerts do not need to be accepted). Our first teaching moment: The history tabs always note who performed the action/responded/redirected, etc, for easy follow up.
  • Destination Coordinators with view access only (Monitor Accounts). This view sees exactly the same information as the two user roles above but excludes the edit icons (cannot make any changes).
  • Destination Coordinators with view access only and cannot view student names. This view sees the same as the others above roles above, but cannot view student names or make any changes.

The Destination Coordinator can switch to a set of screens called: Advanced DC. Advanced DC is more appropriate for coordinators who have multi-site, multi-department, lots of destinations and tons of placement requests - otherwise the DC View screens outlined here are much easier to navigate. There is a very old brief guide on the Advanced DC screens, and any users in 2021 may wish instead to look at the RC Training Videos. The recommended video in that set is: Training for RCs - Module 4 - HSPnet Welcome Screen and Navigation Video. If you are new and have not had in-house training where you work, the recommendation is to take the DC View training videos first and work in that system, as that will familiarize you with parts of HSPnet that are not covered in the RC Module 4. Other RC modules are not appropriate for learning the DC role. If you do switch over to DC Advanced - you can switch back again in the same link.

DC's can also view the orientation videos. This link is to an index of the entire series. The same videos may be linked in at appropriate sections of this guide as well. 

Document Contents (click to go to that link):

Quick Overview of accepting a request on HSPnet and adding a staff supervisor.

There is also a 9 minute video: DC: Responding To A Request From the Preview Screen.  

The video shows the process for accepting or declining from the preview link.

Log in:

  1. On the messages tab, click the preview pending requests link. (These are requests that you have not responded to yet).

2. Assign a supervisor for the student now or later. When you select a name from the drop down list a green check mark will appear beside the name. Click the green check mark image.pngto save the name to the placement request.

  • Add new is the first "name" on the drop down list if the name is not already there. To search the drop down list: enter only the first letter of a last name to jump to that part of the drop down list (such as L for Lambert).

3. Click to place a check mark in the box(es) to select the placement(s). 

4. Click the Accept button or to decline:

  • select a reason from the drop down list first.
  • then click the Decline button (a reason must be entered for declines).


This was the quick overview. You can also accept and decline in your inbox.

  • If the green check mark does not appear after you select the name, it is likely that your internet browsing program needs to be set to recognize HSPnet as a trusted site, which your local IT should be able to help you with.

Destination Coordinators (DC)  responsibilities:   There  is also a four minute Video:  DC Best Practice on HSPnet.

  1. Review placement requests in the inbox. When you require more information from the Placing or Receiving Coordinators, please use the communication tools/links within the placement request details icon, as they will put the request reference number into the subject line of your e-mail message,
  2. Connect with potential supervisors for individual placements to find who will take each individual student placement.  Determine whether your destination has the ability to support instructor led groups on the dates and shifts requested. When the decisions are made:
  3. Accept or Decline requests received on HSPnet. (Add conditions if needed).
  4. Assign supervisors on HSPnet.
  • Create staff records for supervisors on HSPnet when needed and edit e-mail or phone number changes that may occur on those records. Name changes to staff records (no user ID) need to be updated by your receiving coordinator; name changes when there is a user account/user ID need to be updated via requests sent on the e-mail help link (HSPnet Support).
  • If you receive requests that are not for your destination(s): please do not decline them. Consult with your Receiving Coordinator immediately. When you can see requests that are not for your destination(s) your personal HSPnet access is incorrect and needs to be corrected by your Receiving Coordinator.
  • With the Receiving Coordinator: maintain an online Destination profile to provide educational programs and students with up-to-date information about your Destination (unit, program. clinic, department, etc.).
  • Destination Coordinators do not need to log in to HSPnet on a daily basis. If your last login was more than 3 days ago. an automated email will be sent to you advising when there are new Pending requests in your inbox, or when a response is due now (overdue alert) for a request that was already in your inbox. These messages are not sent if you are logging in regularly as it assumed you will see them in your Pending link.

Your User Account and Access Rights on HSPnet

Destination Coordinator (DC) accounts are created and managed by your Local HSPnet Administrator, also known as your Receiving Coordinator and also known as your Service Contact. These are separate but interchangeable terms. 

 

The HSPnet Local Administrator/Receiving Coordinator/Service Contact works at your organization. The HSPnet Local Administrator issues user accounts, manages user access, and when needed: adds services and creates destinations. For any changes to your HSPnet role or access, please contact the appropriate Service Contact who is listed under your tab: My Destinations. In some cases you may have different Receiving Coordinators for different services at your destination(s); such as one Receiving Coordinator for the service of Social Work, and a different Service Contact for the service of Occupational Therapy.

 

This is why Receiving Coordinators are also called Service Contacts. In many cases you will only have one service such as Pharmacy, and therefore only one Receiving Coordinator. If you have multiple services you can click on the link to find the specific service contacts for your access issue.   

 

You can e-mail your HSPnet Local Administrator/Receiving Coordinator/Service Contact by clicking the envelope icon email - blue.png (student placement team e-mail - where one is used) or private: image2020-6-4_9-20-8.png. If there is no team address there will be only a blue envelope icon email - blue.png which is then a private e-mail address.  Your Receiving Coordinator can correct supervisor names that are not spelled correctly or update to a new surname as long as the supervisor does not have a user account; you can update phone numbers and e-mail addresses. Changes to names when a User account need to go through HSPnet support, using the link: E-mail help.

Optional Information about Reviewing Coordinator structures in Canada:

  • Some large organizations like a health authority (Agency on HSPnet) may have centralized Receiving Coordinators covering all services and disciplines.  
  • Another agency may have central Receiving Coordinators for all services and disciplines but each RC covers a specific geographic set of sites.
  • Province wide health authorities may have Receiving Coordinators who cover the entire province, but for specific bundled services, such one RC who covers the services: Psychology, Social work, Recreational Therapy and Music Therapy for the entire province.  Each RC has a collection of services.
  • There are many other models so please check with your receiving coordinator if you are interested how services are assigned at your organization.

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First Login to HSPnet

  1. When your user account is created, you will receive a "Welcome to HSPnet" email message with your user ID and temporary password.
  2. Visit the HSPnet website at www.hspcanada.net To log in: click on your province on the map of Canada.
  3. On the log in page, enter your user ID and temporary password.
  4. Follow the instructions to enter a new password and forgotten password question, and to accept the user responsibilities as per the National HSPnet Policies.
  5. On your first log in, you are automatically redirected to the eLearning site to complete a 5-minute orientation that is mandatory for all new users. Please make sure you complete the training to activate your user key.
  6. Wait roughly two minutes after completing the training before trying to log back into HSPnet. On your second log in, you should reach your welcome page.

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Your Welcome Screen  (DC View/DC Lite)


When you login again after completing the eLearning orientation, you will be greeted by your Welcome screen that is organized by tabs. It also offers these links:

Online  Help – a link to the Quick Reference Guide plus some tips on using HSPnet.

Email  Help – launches a new email to HSPnet Support from your regular email system, with a subject that allows us to identify you and the screen you are using.

Change  Password – allows you to change your password (before the 90-day expiry period). 

Forgotten Password Question – allows you to change the question to be answered when requesting a new password. 

Switch to Advanced DC - there is a more advanced/complicated version of the DC screen you can switch to, and back again to this screen which is called DC View. DC View is the default screen, as generally DC View is much easier to navigate than DC Advanced. The instructions in this guide are for DC View only. DC Advanced is more appropriate for destination coordinators who:

  • have a large numbers of destinations to coordinate (more than 3 or 4)
  • have a large volume of placement requests in the same period of time. (If you have several pages in your inbox, you may wish to try DC Advanced). Click this link to Access the DC Advanced guide.

DC Advanced could also be used by a destination coordinator with multiple destinations who will be redistributing placement requests to others (like a Receiving Coordinator who DOES NOT NEED to:

  • Redirect requests to another user (but can e-mail them from the report queue to non-users).
  • Create user accounts.
  • Add services or destinations to a site).

There is also a 15 minute video: DC Introduction to HSPnet.

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Your Messages Tab

 

Your Messages tab has several sections:

Action Needed –

  • Term Filter setting - default to "TODAY" a two year period beginning on today's date. You can filter to see a previous term if desired by selecting your choice from the drop down list. You may need to click the button: refresh view after changing the term.
  • a list of placement requests in your Inbox to be reviewed and accepted or declined, or that require a supervisor to be assigned.

Recent Changes by Others – a list of updates and alerts from educational programs, such as changes to placement date or destination, or recent cancellation of a placement. 
This section provides a "time period" filter to show past alerts that you may want to review again; the default view after login is "Last Login", which displays all changes made since your last HSPnet session. If you need a reminder of previous changes, change the filter to "past week" or "past month" to review older updates.

 

HSPnet News – information for DC's about new features or important changes.

The Video: DC- Responding to A Placement Request from the Preview Screen is also linked above (Quick Overview of accepting a request on HSPnet and adding a staff supervisor); the same video is also linked here because it includes an overview of the messages tab.

From Your Messages Tab you can:

 

Preview your requests as shown above in the Quick Overview of accepting a request on HSPnet, by clicking the Preview links. From the Preview Pending window you can: accept or decline, add supervisors, open the details icon, the shift schedulers, dismiss requests, etc. Potentially you can do almost everything to do with placements from the preview pane on the messages tab. The inbox however, is described below as it provides additional filters, and shows ALL requests, the preview only shows Pending or new requests. The various icons are described below in Placement request Details.

 

On the preview Pending Screen there are a number of columns and icons:

 

The second blue bar in this screen capture has these columns:

  • Status: Pending (no response has been entered to the request); other status are AccD (accepted at the destination); AccA (accepted by your agency - this status is entered by the Receiving Coordinator): Confirmed: this status is entered by the school making the request.  In Pending Preview you will only see Pending requests! See more about Status in the inbox section below.
  • Course Type: HSPnet has a glossary of request types: in many ways there are really only two types: Individual or group placement requests. The full glossary covers all of the variations from observation only to final preceptorship.
  • Start and End Dates.
  • Days/Time. There are "Clock" icons  in this column: Yellow represents days shiftsclock - day.png; Blue for evenings: clock - evening.png;  Dark grey for nights clock - night.png;  and no colour for various shifts clock - various.png(nights, days, & evenings). The small number appearing to the right of the icon indicates the shift length in hours, and the letters indicate the days of the week students will be present in group requests. Days of the week are represented as follows: M - Monday; T - Tuesday; W - Wednesday; R - Thursday; F - Friday; S - Saturday; U - Sunday.
  • Student: In group requests you will see what looks like a fraction: (Group 4/4). The first number indicates how many students will be on the unit in the request at any one time: 4/4 means a group of four students will be on the unit; 3/4 means the group has 4 students, but one of them will be elsewhere at all times: on an adjacent unit or observing somewhere near by for the day: so 3 students would be the maximum on the unit at any one time. 1/4 seems weird, but this appears often on alternate observation requests: for example, a student group on the maternity unit may allow for one of those students to observe in Labour and Delivery, so the L&Del request would indicate only one of the four students would be present during any given time during the placement.
  • The next five columns are: From Agency and Program, such as Vaseux University BSN program; then the next four columns identify where the request is to (which is useful to destination coordinators with more than one destination or more than one service at the destination): Agency, Site, Service, and Destination.
  • The Green Triangle icon goto outbox.png is a goto button. It will take you to your inbox.
  • The Green Triangle icon inside a calendar icon calendar view.png is another goto button. This will take you to a calendar view: but it will also switch you in the DC Advanced Screen which is quite a bit more complex. To get back to the DC View screen, click the link in the upper right hand corner of your screen.
  • The Individual and group and shift schedule icons iss.png gss.pngare in the next column. Yellow is for individual; red is for groups. There are links in your online help that explain these icons further.
  • The Placement request details icon ibubble.png(explained below)! The Preview Pending Screen shows only the "short hand" overview of the placement request; the details often contain links to the program/course and supporting materials, etc.
  • The who can view this request icon who can see pr.png(explained below).
  • Meet the Hand: dismiss.png. This is the dismiss icon! Click it and the Pending request will not appear in your Pending Preview screen again for the rest of the day (it will come back after 24 hours, or you can click: show list and restore now: see the area around the smaller blue bar). The purpose of this feature is to allow you focus on the placements you would like to work on today, and hide the others. These requests will still show up in your in box.

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Monitor Requests in your Inbox


After you log in your Inbox is filtered automatically to all requests that are Pending or Acc/Conf (Accepted or Confirmed), for the time period or Term of "Today". 

  • A counter appears after each status to indicate how many requests have this status, even if your screen is not filtered to include these requests. In this example there are 12 accepted/confirmed placements; 2 Declined or Cancelled and 6 pending requests. The tally for Pending requests is displayed in red as an additional reminder for action. 

The time period of "Today" will display all placements that are active now, even if they started before today, and for the next two years. Other options include the three academic terms (Winter, Spring/Summer, or Fall) plus "Past Term." 

There is also a 5 minute video called the Placement Cycle Overview for Destination Coordinators.

Inbox

 

Your Inbox includes other helpful filters:

  • Site: if you cover student placements at more than one site you will have a drop down for All, and for specific sites.
  • Destination: if you cover student placements at more than one destination you will have a drop down for All, and for specific destinations.
  • Type: allows you to filter to view only Group requests or Individual placement requests, or All.
  • Term: enables you to view specific periods of time. The default setting is Today: which includes the current date and into the future for two years. (Most professions do not receive requests that far in advance, but some students, such as MRI tech students may request placements more than a year in advance of the start date.
  • Status: Pending requests need a response: Accept or Decline. Accepted requests may still need to be accepted by the Receiving Coordinator at your agency, and then the school will Confirm the placements. Declined requests are not shown by default: please click to place a check mark in the box in front of Declined/Cancelled to see any declined or cancelled requests. After a placement has been confirmed, a link will appear beside the request, permitting you to cancel it if circumstances change and there is no longer a supervisor available for the student. (It is not instructing you to cancel the request, just the button if you need to)!

There is also a  15 minute video called the DC Inbox.

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In Box continued

 

Your Inbox (In DC View) displays 10 requests per page. To toggle between pages, click the links (Previous) Prev, Next. or click on a number. These links appear on the left of the page, just above the blue bar, and after the last placement.


To reduce the number of placements being viewed in your inbox:

 

Click to remove the check mark from the box in front of Acc/Conf and click refresh view, if you want to to view Pending requests only. Put the check mark back in and refresh view to see the Accepted and Confirmed requests again.

Review Placement Request Details 


 The examples in this inbox show:

  • one Pending request - which can be accepted or declined using the accept or decline buttons. When you decline, you must select a reason from the drop down list or the decline will not be saved.
  • one Confirmed request; the student name has been released, and she has made her e-mail account visible to the receiving agency. email - RAs can see students email.png The link: cancel placement appears beside confirmed placements in case circumstances change and you need to cancel the confirmed placement. (We hope not).
  • one Accepted request: you still need to assign a supervisor; the school needs to confirm this placement and release the student name. If your circumstances change: you would click the decline button. After it  the placement is confirmed only use the cancel button.
  1. There is also a 9 minute video: The Placement Request Details icon.  

    image.png

  2. There is also a 16 minute video: DC - The Group and Individual Shift Schedule.  image.pngimage.pngimage.png

     

     

    image.png

     

Placement Request Details.

 

To view more information about a request, click to view the Placement Request Detailsibubble.pngicon, at the left of the screen in the inbox (it is on the right side in the preview screen). 

 

When the details icon opens, at the top of every placement request you will find:

  • A unique Placement Request Reference Number. (use this # in correspondence so others can identify the request you are discussing).
  • The Program the student is enrolled in.
  • Where the request has been Sent to, specifically: Agency, Site, Service, and Destination.
  • Status of the placement request (see placement status glossary for more information but basics are: Pending (response needed). Accepted at the Destination means your Receiving Coordinator can see this internal information but the school placing coordinator cannot see this information before your receiving coordinator accepts the request on behalf of your agency when it will say Accepted by the Agency, and a "final status" is Confirmed... although this final status can still be cancelled by the school if the student is not ready, or by the destination coordinator if the circumstances change and supervision is no longer available.
  • Start and end Dates of the placement.
  • There may be an Instructor assigned.
  • Normally the Student name(s) are not released until after the request is confirmed. Some programs may have exceptions where interviews are required prior to acceptance: such as in Social Work, Recreation Therapy and Psychology.

There are a series of buttons:

  • Print details: opens your local printer control
  • Print form: generates a PDF link on the Placement request. You need to open the link and use file save as to keep a copy as after you navigated away from this screen the link will no longer be available.
  • Show All: simply changes the display from tabs to one long scroll.
  • Refresh View: reloads your screen to show any updates you have saved.
  • Close Window: reloads your screen to show any updates you have saved and closes the current screen.

Icons: hover your cursor over any icon in HSPnet and it will identify what it means.

  • who can see pr.png Who can view this Placement Request? Click on it to find out: this information can change: initially only the placing coordinator(s) can see it; this expands to include the Receiving Coordinator(s) after it is Sent. This will include you as the destination coordinators and any back up destination coordinators with an active HSPnet user account; eventually instructors and students can also see the request once assigned to it and the request is confirmed.
  • iss.pngor gss.png are Individual (yellow) and Group Shift schedules (red). The group shift schedules are populated because days of the week must be indicated for group placements; individual shift schedules would need to be filled in before they will contain any details. There is also a 16 minute video: DC - The Group and Individual Shift Schedule.
  • comment - green.pngThis icon indicates there are comments on the comments tab, which can be accessed by hovering your cursor over the icon, or you can open the details icon above to see the full comment.
  • comment.pngThis icon indicates a Condition has been added (also on the comments tab). Your Receiving Coordinator may prescreen your requests and set conditions before forwarding the request to you: such as change the group size, or add a resume. You can also add conditions: for instance in a locked down area you may add: contact facility prior to start, and provide contact information in the comments field. (Never put a student name in the comments field but a staff name or number is permitted).
  • alert.png Urgent Alert Icon, also on the comments field is used for urgent matters.
  • image2020-6-2_11-33-7.png Request a Site Instructor. This icon is mainly used in Quebec. A placement request can also be used to request an instructor who is an employee at a Receiving Agency to be the "site" instructor, instead of sending their own faculty instructor. This icon is only available where this feature has been turned on.

There is also a 16 minute video: DC - The Group and Individual Shift Schedule.

Contacts Tab in the Placement Request Details Screen

 

The Contacts tab allows you to communicate with contacts at the educational program and your site:

  • phone-gold.png Hover your mouse cursor to view phone number ; a grey phone icon indicates that no phone number is entered.
  • Click the envelope icon email - blue.png or image2020-6-4_9-20-8.png to launch an e-mail: when used from the contacts tab, the message will automatically include the placement request reference number in the subject line.

Program/Course Tab in the Placement Request Details Screen

 

This screen displays the:

  • Program (in this example, BSN program)
  • Discipline.
  • Course.
  • Cohort (if Q is the first letter and then a number the request is a quick entry (not a cohort) request).
  • Placement Request type.
  • Overall duration in hours.

All of the above terms can be looked up under help/support/glossaries.

 

Programs and Courses that have information entered in their profiles at the placing agency have hyperlinks so you can review more detailed information. The course in this example has a paper clip paper clip - grey.pngicon which indicates there are also documents attached, such as a guide for supervisors. If there are no links the school has never filled in a program or course profile. (They have been taught in our training that if they do not fill in this information they may be declined if a placing coordinator has a lot of requests and doesn't understand what is required in the placement - and has other requests that do have the information filled in. It may be worth noting in the comments field when you decline if that is the reason for your decline). You can also contact them and point this out if you do want to consider the request.

Students Tab in the Placement Request Details Screen

  • By default: student names are not released until the placement is confirmed - in most professions - and in most placement request types, as shown in Placement request example 21081.
  • When the placement is finalized and confirmed the student names are released on the student tab. You can click to open the student profile (but you can only view parts of it, such as when a resume has been attached). In the example of Placement Request 24454, four students are assigned.
  • There are two Group Size numbers: Group Size (which is the overall size of the group - generally funded by government and not a number that ever changes), and Destination Group Size which says how many of the students will attend /on a single shift on this specific unit. You may see 3/4 students entered, with 3 as the Destination Group Size. In this case one of the 4 students is doing an alternate observation at a nearby destination.  They take turns, so a different student goes to an alternate destination every week (such as the OR, or a diabetes clinic) but it means you will always only have 3 of the 4 students present for that request and one student will always be going to a different destination (and the split request to the alternate destination will be a Destination Group Size of 1). The only reason for alerting you as to the overall funded government group size is so you know to expect there will be four different students placed through this placement request, and although there will only be 3 at any one time on the unit, the individuals will change as they each rotate between the placement on your destination and another destination. 
  • In the example of pR 24454, Abigail Anders has a document attached paper clip - grey.png to her profile and she has consented for her e-mail address link email - RAs can see students email.png to appear on the placement request.  

Placement Information Tab in the Placement Request Details Screen

  • Links connect to the site and destination profiles that can be accessed by Placing Coordinators, instructors and students, the same way you can access their course and program profiles.
  • If you have more than one destination in your access, you can switch the destination to another in your access area: for instance if you couldn't take them on 4 South, you could switch the request at the drop down list to 4 West. You must click the green check mark in the lower left to save any changes.
  • The Destination Details is a text field that may or may not have information in it.
  • Courses enabled to use Request codes will display the Request field. If any request codes are available for selection, you can see them and select them by clicking in that field.
  • The Reply by field if entered is a date the requestor would like to receive an answer by. An "overdue" notice will remind you by e-mail.
  • Days of the week are represented as follows: M - Monday; T - Tuesday; W - Wednesday; R - Thursday; F - Friday; S - Saturday; U - Sunday. These days normally appear on group placement requests; Various Days and Various Times usually are on Individual Placement Requests.
  • Shift codes, when enabled are simple: D for days, and a number for shift length in hours. These can be selected from the drop down list. You can even enter the start time. Save the changes with the green check mark in the lower left of the screen.
  • The Shifts field may have incorrect  shift lengths for your unit as the default information in these fields are entered in the course profile before placement requests are made. The overall duration of hours is the most important figure there, so if you have a request for 10 eight hour shifts of 80 hours overall duration, in an individual placement that may be 8 shifts if your regular shift length is 10 hours for the same total of 80 hours overall duration.

Comments Tab in the Placement Request Details Screen

 

The comments tab is where the following are entered and displayed:

  • The comments field
  • Conditions drop down list and reason text field for a additional information.
  • The Alert text field.

Entering any text into the comments or Alert fields will clause the associated icon to display inside the details icon or outside of it when viewed in the inbox. Save these comments or conditions by clicking the green check mark in the lower left hand corner.

To clear these fields:

  • Click the clear fields iconclear comments.png
  • Save the changes with the green check mark before leaving this tab.

 

Documents Tab in the Placement Request Details Screen

 

Documents are seldom uploaded on this tab by schools, but can be uploaded by them or, if you wish to upload a document specific to this placement: 

    1. Click the add icon add green.png
    2. When the Add new entry window opens, click Choose File.
    3. Select the document type from the drop down list
    4. Enter the document name in the document name field.
    5. Save the changes with the green check mark. image.png

History Tab in the Placement Request Details Screen

 

History tables should be read from the bottom up. The left column shows the date an action happened. The status of the request is the next column - it only changes when there is a status change... so look to the comments column to see what change occurred in that entry, if the status has not changed. The By column indicates who made the change. Hover your cursor over their initials to obtain the full name.

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Schedules and Reports

 

The Reports tab provides a menu of PDF reports that are popular among DC users:

  • Destination Placement Schedule: create a report with the upcoming student placement schedule on a unit (you pick the start and end date and which status of requests to include).
  • Supervisor Staff List: a list of all the staff in your department that have been or are willing to supervise a student. This report may also be called any of these names but they are all refer to staff you assign to be with students:
    • Preceptor Staff List
    • Clinical Instructor Staff List
    • Clinical Educator Staff List
    • Fieldwork Guide Staff List
    • Mentor Staff List.
  • Service and Destination Contacts (who is your Receiving Coordinator; who are other Destination Coordinators at your organization and what areas do they cover?
  • Destination Profile summary: you can print the information entered on your destination profile.

To create a report:

  • Select your Reports tab.
  • Select the sub link of the report you wish to create
  • For Placements and schedules, choose the term or use the two calendar icons (Select a date icon)calendar.pngto set the first date and the last date.
  • Choose what status of placement request to include in the report.
  • If you have more than one destination choose whether to make the report all in one PDF for multiple destinations, or select a single PDF for each destination. You also have the option to include a detailed group shift schedule (or individual if filled out).
  • Click the button: Run Report.

To retrieve PDF reports, you need to select your tab: Print Queue.

There is also a 12 minute video: DC- Reports.

Print Schedules and Reports

 

When you click the button: Run Report, above,  the report is generated on the Report Queue tab. where it will be generated in sequence according to the time it was submitted. These reports can take up to two minutes to generate. You will need to click refresh view until you see the word: Ready, in red.  (or wait a few moments before going to the Report Queue tab).

When reports display: Ready:

Click the Preview iconpreview.png

    1. to view the report.
    2. use file save as to save a copy to your computer.
    3. click the envelope email - blue.pngicon to e-mail the report to someone else.  Click here to learn more about the E-mail Messages feature (different user guide/document).
    4. Use the garbage can trash.pngicon to delete the report if desired.

   

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Review Destination Profiles

  • A list of the destinations under your responsibility will appear in the tab: My Destinations.  The “Last Updated” date will appear in red if the profile has not been updated for more than one year.
  • Your Receiving Coordinator will be listed along with contact information.
  • Click the link: Multiple services to see the services included.
  • Click the link: Medecine 4Ouest to see the destination profile for 4 West; or click the link Medecine 4Sud to see the destination profile for 4 South.

For more information about destination profiles please see these other linked information guides/documents:

Receiving Agency Profiles: Destination Profile

Getting More from Your Destination Profile video.

There is also a 26 minute video: DC - My Destinations (about the destination profiles).

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Manage Your Supervisors

 

Your next tab may appear as any one of the following names: (we will refer to them as supervisors in the directions that follow).

  • My Supervisors.
  • My Clinical Instructors.
  • My Preceptors.
  • My Clinical Educators.
  • My Fieldwork Guides.
  • My Mentors.

Destination Coordinators can add new supervisors on this tab (click the button add new supervisor), or you can add them directly to the drop down list on a placement request.

 

There are two categories of supervisors on this tab:

  1. My Supervisors: these should be staff members in the destinations where you are the destination coordinator. ibubble.pngprofile - checked.pngimage2020-6-8_9-2-54.png.  The list of My Supervisors have down facing arrows image2020-6-8_9-2-54.png (Remove from My Supervisors) icons on the far right of the column.
  2. Other Supervisors in my Departments: these are staff in your larger site or agency wide department department(s)(Nursing, Physio, etc) but at a destination where you are not the destination coordinator. ibubble.png profile - blank.png image2020-6-8_9-4-12.png   or: ibubble.png profile - checked.png.  The list of Other Supervisors in my Departments may have arrow keys pointing up image2020-6-8_9-4-12.png(Move to My Supervisors icon) or there may be no arrow at all.


Staff profiles profile - blank.png that do not identify a home destination for the supervisor have an up facing arrow  beside them, which enables a DC to “adopt” the supervisor into the category: My Supervisors.

 

To adopt a supervisor:

  • Click the up arrow image2020-6-8_9-4-12.png.
  • When the edit window opens, select the staff member’s home destination from the drop down list. If the staff works in more than one destination, you will need to choose one destination, as only one destination can be entered per staff member.
  • Save the home destination by clicking the save button image.png (Green check mark).
  • The home destination will now be listed in the staff profile profile - checked.png. The red check mark in the profile indicates there is information entered in the profile now.
  • Profiles with home destinations entered, do not show an up or down arrow to other DC users who do not have access to your destination(s); this means no other DC can adopt your staff member, unless you release that staff record back into the general pool in your department.
  • To release a staff record to Other Supervisors in my Departments: Click the down arrow image2020-6-8_9-2-54.png. You may need to contact one of your colleagues (another destination coordinator) to do this for you, as only the destination coordinator who currently has the supervisor in their department can click the down arrow. If you don't know who that is, please contact your local HSPnet Administrator/Receiving Coordinator/Service Contact.
  • When the down arrow is clicked, the home department is removed from the profile profile - blank.png image2020-6-8_9-4-12.png. Other DC users can now adopt these supervisors for their listing of My Supervisors by clicking the up arrow image2020-6-8_9-4-12.png.

The details icon on this screen is view only ibubble.png.  The fields visible include name fields, title, e-mail, telephone and HSPnet role.

The staff profile icon can be edited profile - checked.png to update an e-mail or telephone address; you can also upload documents, track training and orientation.

Other Icons:

  • image2020-6-8_9-21-49.pngIndicates this individual has an HSPnet user account and receives automated messages regarding Placement Requests.
  • image2020-6-8_9-30-25.png Student names are hidden (This preceptor is assigned to students and the student names are hidden as this profile is not in your destination.

 

There is also a 16 minute video: DC - My Supervisors Tab.

To update the e-mail address or phone number on a supervisor profile:

  1. Click the staff profile icon: profile - checked.png
  2. At the top of the page, click the edit icon image.png.  
  3. Update the – e-mail address and or phone number.
  4. Save the changes with the green check mark image.png. 

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