Receiving Agency Profiles - Agency Level, Site Level: Prerequisites and Documents

Receiving Agency Related Guide (RARG)

Summary:
An online profile is available for each Receiving Agency (RA) and its associated Sites, Services and Destinations. This guide provides:

An overview of Receiving Agency profiles and the appropriate use of each.
Instructions for adding content in a profile, and then applying it to other profiles as appropriate.
The main focus of this document is populating the Agency and Site Profiles. More detailed information specific to destination profiles can be found in the document: Destination Profiles.
Agency and Site Profiles (read only/but links will work) can be accessed by students and faculty, as well as parts of the destination profiles.
When entering prerequisites, documents, or closures, at the Agency and Site levels, please apply or unapply to the destination profiles so that each destination profile will list all prerequisite requirements in one look up/location for the placing agencies on the destination profile prerequisites tab. EG: an agency prerequisite requirement is entered at the agency level, then is applied to the sites that require that prerequisite, and to the destinations that require that prerequisite but is not applied where it is not needed. This information can also be made specific to discipline/sub-disciplines of students. Perhaps all nursing students coming to Labour and Delivery require NRP certification, but it is not a requirement for unit clerk students sent to that destination.

In this document:

Overview of Agency, Site, and Destination Profiles
Accessing the profiles
Populating the General Tab of the Agency or Site Profiles (including web links)
Closures Tab (run a report for PC's and RC's included here.
Prerequisites Tab
Documents Tab

Background The HSPnet data structure for Receiving Agencies has four levels: Receiving Agency: Each receiving agency has a set of Sites. Each Site has one or more Services. Each Service has one or more Destinations and a destination can be used by more than one service: for example, a Community Health Centre can be used by the services of Primary Care, Advanced Practice, PT, OT, Social Work, etc. An online profile is available for each level, and should contain content that is appropriate for that level. For example, content in the Agency Profile should apply to most sites and destinations in that agency. Content that applies only to a single site should be added in the Site Profile, and applied to all or specific Destination Profiles at that site.
Profile Layout All profile screens have three features in common: Header information such as address, that is always visible regardless of the tab that is selected; Buttons to print, refresh, or close the profile window; and Tabs that contain different categories of content, including a History tab that tracks changes to the profile over time.
The following are examples of appropriate content for each level: Agency Profile: add a health authority website link; add or upload prerequisites required by all or most students going to that agency. Any prerequisite or document uploaded to the agency profile can be applied to any site or destination profile in that agency, meaning the information (document or link) can be updated in one place on HSPnet after it has been applied to site or destination profiles. This information can also be made to be specific to identified disciplines/sub-disciplines of students, or to all students. {Special note: in Ontario and the Montreal area, and some other regions of Quebec, different legal entities have been grouped into one umbrella site (shared agency profile with other legal entities) based on geographical region, therefore receiving sites in Ontario and some regions of Quebec will not see their specific organization name in the agency profile and in those cases will need to use the Site Profiles, not the Agency Profile. Some of the larger multi-site receiving agencies in Ontario will transition to become their own legal entity: please check whether your agency has its own profile - then RC's can post to it centrally, but please do not post agency specific information if the agency is still an umbrella site. You can look this up under setup/lookup/agencies. A small umbrella icon is displayed on umbrella agencies).
Site Profile: Upload a hospital's parking map or transit routes to the documents tab; list computer system course prerequisites specific to that site; security or orientation information specific to that site on the prerequisites tab. This information also can be applied to all or specific destination profiles, and to all or specific disciplines of students. When you open a site profile, there is a link in the upper right to the agency profile. You can click the link in the upper right hand corner to access the Agency profile.
Destination Profile: Enter placement capacity for a unit or program; certifications required specific to that destination (such as completion of Neonatal Resuscitation Program in Maternity). When you open a Destination Profile, the upper right corner provides links to the Agency and Site profiles (or they can be accessed through Maintenance/Setup/Lookup). For detailed instructions on populating a destination profile, please also see the document in the knowledge base called: Destination Profile, as this document only covers the tabs: General, Closures, Prerequisites and Documents. The General tab on a destination profile contains more screens than available for Agency or Site so is not fully covered in this document, and also has the placement capacity tab that is not available in Agency or Site profiles. You can click the Agency or Site profile links in the upper right of the destination profile to return to either of those profiles.
Access the Agency, Site or Destination Profile: (these directions apply to Receiving Coordinators, Placing Coordinators, Course Leaders & Destination Coordinators using DC Advanced). Click: Maintenance Click: Setup/Lookup Click: Agencies (or sites, or destinations). Destination Coordinators using DC View: (default screen): access the destination profile: Go to the tab: My Destinations and click the link to open the profile.
Open the Profile: Click the profile icon to open it. Blank profile icon: no information has been entered. Profile icon with some information entered. The last profile you opened on this page will have a yellow border (to help find the last one you opened).
Populating the General Tab of an Agency or Site Profile: Select the General tab. Click the pencil icon to enter a brief description of the Agency (or site). Save the changes with the green check mark Click the add icon to enter a web address; later you can edit the web address with the edit icon or delete it with the garbage can icon Save changes with the green check mark Red check marks inside the tabs indicate there is information entered in those tabs.
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Closures Tab (these directions work for destination profiles as well as Agency and Site Profiles). ***** NOTE - Placing Coordinators will only be able to view the closures that affect their student disciplines. The Closures tab will show a red checkmark, but no other information about the closure is displayed, if it does not apply to your discipline. This tab was designed to enter temporary closures only, so a first day and last date of closure must be entered - please see the next boxed section below for On Site Hazard Event closures where the end date is not known. When you enter a closure, you need to identify the type of closure from the drop down list and indicate the type of students (or all) the closure pertains to. If you enter this information at the agency level it will be automatically applied to all sites and destinations unless you specifically edit the list to remove any destinations or sites not affected. If you select only some student disciplines when you create the closure; you may need to enter more than one notice of closure when there are different restrictions for different destinations. Unless a closure affects an entire agency (such as onsite hazard event), best practice is to enter closures at the appropriate level of site or destination profile. The closures tab includes two filters (drop down lists) for other users: Closure type - such as Construction, Christmas, or Onsite Hazard/Event Reporting (such as an outbreak). Show Closure for - choices are all or specific disciplines. To add a closure: Click the add icon Select the type of closure from the drop down list. Click the calendar icon and select the first day of the closure. Click the calendar icon and select the last day of the closure. At Discipline, leave the default setting of allow all if all students are affect by this closure, or click: select from list to identify which students are affected by the closure. Move students that are affected (cannot attend during the closure) from the "Not Allowed" box to the "Allowed" box (although this seems a backwards way of putting it!) by clicking on the entry in the "Not allowed" box to highlight it, then click the right facing arrow to move it to the "allowed" box. In this example, only Administration/Library Tech students are affected, so only they are identified as they cannot attend during the closure. Save the changes with the green check mark If entered at the Agency or Site profile: you may also need to edit with the apply tool. Closures will automatically apply to all sites and destinations, but with the apply icon you can remove sites and destinations that you do not want the closure applied to. The apply feature is illustrated for the prerequisite tab and works the same way in all tabs and is illustrated later in this document.
Notes about onsite hazard event closures: The drop down selection for Onsite Hazard Event (end date may change) now has in brackets that the end day may change (because you must select an end date). If the closure includes all disciplines at all sites and destinations, this is automatically applied when entered at the agency or site level: below is only required when different disciplines are allowed to specific destinations but not others when entered at the agency or site level. If you need to allow certain types of students into some destinations (Such as NP students in Long Term Care) and different types of students into different destinations (such as Radiology Tech students), you can do this at the destination profile level, the site level or you can still use the Agency profile - but at the agency or site level you will need to enter the closure multiple times as follows: Click the add icon to enter a closure (to all but NP students for example). Select: Onsite Hazard Event (end date may change). Select the disciplines that are allowed (Example: Nurse Practitioner students). Click the application tool to select sites and destinations that consider NP students during the closure. (Example: apply to all Long Term Care Sites; and to the advanced practice destinations at acute sites). A guide to using the application tool is illustrated in the pre-requisites section below (and works the same with closures).
Destination Closure Reports for Placing Coordinators and Receiving Coordinators: Click Reporting/Report Menu on the left of the Welcome Screen. Select the tab: Setup and Profiles. Select the sub-link: Destination Closure Reports. Select an agency from the drop down list. Select a site from the drop down list when it appears. Click: Run Report.
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Prerequisites Tab The purpose of the prerequisites tab is to identify all of the requirements students (and faculty) must complete/mandatory prior to the start of the practice education experience. You can add, enter, link, or upload the prerequisites and accompanying documents at the agency or site level, and apply them to all or to specific destinations for all or specific disciplines/sub-disciplines of students. Best Practice: ensure all information relevant to a specific destination is included on that destination profile; by default all prerequisites and documents entered on an Agency or Site Profile are applied to all destinations - you can remove destinations or disciplines and subdisciplines through the apply icon - if they do not apply to that destination/type of student. The Prerequisites tab also includes two filters (drop down lists) for other users to search the entries the RC has made (PC's, Course Leaders, Instructors, Students): Prerequisite type - includes: Certifications, Occupational Health, Placement Process (Patient Confidentiality Agreements, Training required for computer access, etc). Where e-orientation is used (currently Ontario and Nova Scotia), e-orientation does not need to be listed as it is automatically assigned to the student's personal e-orientation list. Other provinces not using HSPnet's e-orientation feature may list any e-orientation required here. Show Prerequisite for - allows end user to select all or specific disciplines.
To Add Prerequisites: (on any of Agency, Site or Destination Profiles) Click the add icon see below for instructions specific to each of the 3 options available: see below how to apply the prerequisites that have been added to an Agency or a site profile.
Add a Standard Prerequisite: 2. On the Options line, select one of the 3 blue buttons: Standard Prerequisite, (other options illustrated below: Prerequisite Document, or Prerequisite Link (URL). 3. If Standard Prerequisite is selected in Options, select the Prerequisite Type from the drop down list. There is also a description text field for more information and a text field where you can add a website link (copy the web link and paste it into this field). 4. If the prerequisite applies to all students leave the button "Allow All" checked (default), otherwise click "Select from list," and list only the sub-disciplines of students in the "Allowed" box, who are required to meet this prerequisite. To move disciplines/sub-disciplines from the "Not Allowed" box (prerequisite is not required for those students) to the "Allowed" box (students are required to meet this prerequisite) click to highlight the discipline, and click the right facing arrow to move it to the "allowed" box. 5. Save the changes with the green check mark
Adding Prerequisites - Prerequisite Document Click the add icon On the Options line, select the blue button: Prerequisite Document. There is also a description text field for more information and a document name field. Click "Choose File," and a window will open that allows you to select a document from your computer. To upload the file: click to highlight the document file and click open. If the prerequisite applies to all students leave the button "Allow All" checked (default), otherwise click "Select from list," and list only the sub-disciplines of students in the "Allowed" box, who are required to meet this prerequisite. To move disciplines/sub-disciplines from the "Not Allowed" box (prerequisite is not required for those students) to the "Allowed" box (students are required to meet this prerequisite) click to highlight the discipline, and click the right facing arrow to move it to the "allowed" box. Save the changes with the green check mark
Adding Prerequisites - Prerequisite Link (URL) Click the add icon On the Options line, select the blue button: Link (URL). There is also a description text field and a Website field where you can copy and paste a weblink. If the prerequisite applies to all students leave the button "Allow All" checked (default), otherwise click "Select from list," and list only the sub-disciplines of students in the "Allowed" box, who are required to meet this prerequisite. To move disciplines/sub-disciplines from the "Not Allowed" box (prerequisite is not required for those students) to the "Allowed" box (students are required to meet this prerequisite) click to highlight the discipline, and click the right facing arrow to move it to the "allowed" box. Save the changes with the green check mark
Apply Prerequisites from the Agency Profile or Site Profile to Other Site or Destination Profiles The above 3 panes described how to add prerequisites. Prerequisites are automatically applied to all sites and services. If you wish to remove sites use the apply icon. Click the icon (apply this document to Sites and Destinations) to edit the application of the document to Sites and Destinations.
If the prerequisite is entered on the Agency profile, the edit entry screen will list all of the sites under that agency and all of the destinations. If the prerequisite is entered on the Site profile, only the destinations will appear on the edit entry screen. Prerequisites entered at the destination level are specific only to that destination and cannot be applied elsewhere. The default will be for all sites to be in the Allowed box, and the button for destinations will be on allow all. Click to highlight the sites in the Allowed box that do not require this prerequisite. Click the left pointing arrow to move them to the Not Allowed box. Once the sites are selected, you can apply the prerequisite to all destinations, or site by site you can specify the specific destinations you want it applied to. Under Destinations, when you click: select from list instead of allow all, the default will be to list all destinations in the Not Allowed box; to include those destinations to require this prerequisite, click to highlight the destinations in the Not Allowed box and click the right pointing arrow to move them to the Allowed box. If you have selected more than one site: under Destinations, a filter drop down list of sites will appear , and you will need to select each site in turn from the drop down to select all of the destinations required at each site. Initially this set up takes some time, but it does allow you to change/update the actual prerequisite (document/web link) without having to reapply it next time.
The Prerequisite that was entered at the Agency level, is now applied in the Site Profile for all applied sites and is also applied in the destination profiles (if applied to them). At the site level, information entered at the agency level will say agency; information entered at the site level is added with the add icon and edited with the pencil icon. Information entered at the site level can edited with the application tool to specify specific destinations. At the destination profile level, the source will be displayed as Agency or Site for applied documents. Only Receiving Coordinators can edit the Agency or Site Profiles, but destination coordinators can edit prerequisites specific to their destination access. In this example, a destination coordinator may edit only the Emergency Monitoring Course requirement. This is evident as the DC has the edit icons for that prerequisite only. A document can be edited only in the profile screen where it was originally uploaded: return to the source profile (Agency or Site) if you need to: Upload a new version of the document Delete the document, which will automatically remove it from all applicable Site and Destinations that it was applied to. Change how the document is applied to disciplines, Sites and/or Destinations. Receiving Agency users can view all documents that are uploaded to the Receiving Agency profiles. Placing Agency users can view only the documents that are applied to the discipline of their allowed educational programs. For example, a Placing Coordinator, Instructor or Student in a Nursing program will be able to view documents that are applied to nursing disciplines plus those that are applied to ALL disciplines. If you apply a document to some but not all Sites or Destinations, you will need to update the application information each time you add a new destination or have a new site added if you wish to include the new sites or destinations.
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Documents Tab The purpose of the documents tab is to be able to provide additional resources for practice education experiences that are not mandatory prerequisites, but may assist the students or faculty during the practicum. In this area care models, floor plans, work processes, etc, may be uploaded. Documents may be added to the agency, site or destination profiles. Documents added at the Agency or Site level may be applied to any or all destinations. Look at the Prerequisite Documents above - the process for uploading documents to the documents tab is almost identical; the process for applying documents on this tab is also identical to the procedure shown above for the prerequisites tab. Please see the Destination Profile guide for more detailed information on filling out the General and placement capacity tabs.