Receiving Agency Profiles - Destination Profile

Placing Coordinators, Receiving Coordinators, and Destination Coordinators using DC Advanced:

1. Accessing Destination Profiles: (continued)

Placing Coordinators can also access a destination profile from the links on the location look up screen: Find Locations for Worksheet.

Destination Coordinators using DC View: (default screen): access the destination profile:

All users, including Students and Instructors 

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2. Navigating a Destination Profile

Every Destination profile contains the following elements:

3. The General Tab contains three sub-links:

To Edit the Address & Schedule information:

1. Click the pencil icon 
2. To go to a different sub-link, click on the link you wish to view or edit.

3. On the General Tab, when you are editing the Address and Schedule:

• The Address fields has 3 drop downs to choose from.
  • The default is the first on the drop down list: this destination uses the site address.

3. On the General Tab, when you are editing the Address and Schedule:

• The Address fields has 3 drop downs to choose from. The remaining two choices are:
  • This Destination has its own address. When selected, you can enter the full address for this destination.
  • This destination is located in an external Agency/Site. When selected you can select a site inside or outside your agency from a drop down list that will appear.

3. On the General Tab, when you are editing the Address and Schedule the other fields that can be entered are:

When you finish editing be sure to save the changes by clicking the green check mark. 

3. On the General Tab, the sub-link: Description allows you to enter more information about the destination. Click the add icon (white and inside the blue bar after at least one item has been entered) to enter:

• Services offered - save the changes with the green check mark.
• Population Served - save the changes with the green check mark.
• Learning Opportunities - save the changes with the green check mark.
• Student Activities - save the changes with the green check mark.
• Case Types - save the changes with the green check mark.
• Web Page - save the changes with the green check mark.

3. On the General Tab, the sub-link: Closures allows temporary closures to be entered. Click the add icon  to enter a closure. (The icon will be in a blue bar if another closure is already entered).

• Select the type of closure from the drop down list: reasons such as: construction, Christmas, or Onsite Hazard/Event Reporting (such as an outbreak). In the event of an outbreak, consider entering closures at the agency or site level.
• You must enter a start and end date.
• Select specific disciplines of student the closure applies to or leave on the default ALL. Click to highlight a discipline in the not allowed box and click the arrow pointing at the allowed box to move it there to indicate the students the closure is applied to. In this example: Technologist/Technician/Ultrasound Tech.
• Save the changes with green check mark.

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4. On the Contacts Tab, you can:

Display only:

To Use the Withhold information feature:

To Add Other Contacts:

One exception is if you select the type: Discipline Contact, a third drop down list opens where you need to specify a discipline. For more information on the role of and how to add a discipline contact please see: Discipline Contact Set up for Receiving Coordinators. Please review the discipline contact information document before attempting to add one to other contacts.

Another Exception: when you select Student/Instructor Contact, this individual's name will appear for students and instructors, instead of the destination Coordinator's name.

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Prerequisites Tab:

Add, enter, link, or upload all prerequisites mandatory/required of students prior to arriving for their practice education experience. Use the Documents Tab for supplemental practice support documents that are not required to be completed before arrival but would assist the students and faculty while on the unit.

Prerequisites may also be entered at the Agency Profile (restrictions in Ontario and Quebec) or Site Profile. Entries made at  on those profiles, that have been applied to sites and specific destinations display on the destination profile, and indicate their source, but they cannot be edited on the destination profile, only on the profile where they were originally added (Agency or Site). Prerequisites that are added on the Destination Profile may be edited on the destination profile. Destination Coordinators and Receiving Coordinators have access to edit Destination Profiles; only Receiving Coordinators may edit Agency or Site profiles. Placing Coordinators may edit information on the site profile and the destination profile at non-user sites.

5. To Add a Prerequisite to the Prerequisites Tab of a destination profile:

The Default is Standard Prerequisite. Click document or link to select those options.

5. Prerequisites Tab of a destination profile (continued)

• Standard Prerequisites are selected from a drop down list in the field: Prerequisite type. There is a "stock" drop down list, but also one selection called "Other" and you can enter what it is in the description field. You can also add a website link.
• You can choose the types of student the prerequisite applies to:
  • At Discipline, allow all is the default, but if you have Unit Clerk students, Paramedic students and Practical Nurse students, the prerequisite does not need to be applied to them. Click: select from list to specifically identify the students this prerequisite does apply to.
  • Click to select the discipline/sub-discipline in the not allowed box.
  • Click the arrow that points to the allowed box to move that sub-discipline into the allowed box.
  • Save the changes with the green check mark.

5. Prerequisites Tab of a destination profile (continued)

When Prerequisite Document is selected:

• Enter a description
• Enter the document name
• Click: Choose file which will open a window that permits you to select a file from your computer (click to highlight the file and click open). The fill name will appear beside Choose file once you select it.
• Apply the prerequisite to specific disciplines or leave as allow all.
• Save the changes with the green check mark.

5. Prerequisites Tab of a destination profile (continued)

When Prerequisite Link URL is selected:

• Add a description
• Copy and Paste the link/URL
• Allow all disciplines or specify the specific disciplines that must complete this prerequisite before the practicum
• Save the changes with the green check mark.

5. Prerequisites Tab of a destination profile (continued)

• The three prerequisites added to the destination profile display with a pencil icon (for editing) and a garbage can icon, for deleting.
• Other users who do not have access to edit the profile do not see the edit icons.
• At the top of the tab there are two user filters to change the view only.  (For example a Placing Coordinator may use this to filter only to the type of student being placed).
  • Prerequisite Type: allows you to filter by broad categories, or any individual item under these broad categories:
    • All (default).
    • All Certifications.
    • All Occupational Health.
    • All Placement Processes.
    • All Skills/Competencies.
    • All Equipment/Transportation.
    • All Other.
    • All Language fluency.
  • Show prerequisites for:
    • All Prerequisites (default).
    • All Disciplines (shows same as All Prerequisites).
    • Or you can show all of one type of discipline only with all of  the sub-disciplines, such as all Nursing, or all Rehabilitation Sciences.
    • Or you can select one specific discipline and sub-discipline such as Nursing/Nurse Practitioner.

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6. Documents Tab:

Use this tab to upload supplemental documents and links that would support the student experience: such as unit floor plans and models of care. Material posted here is not mandatory for instructors or students to review prior (not a prerequisite) to coming to the unit, but will enhance and support their practice education experience.

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7. Capacity Tab:

This is the most important piece of information you can enter on a destination profile.

The importance of completing the Capacity Tab is: the location look up uses the entry of discipline/sub-discipline entered here to identify that this destination takes the listed type of students. To facilitate the look up of destinations by sub-discipline of students considered, please complete the capacity tab. 

News from late 2021: there will also be a simplified version of the wizard for entering the discipline and sub-disciplines considered only; there will continue to be the ability to also enter shifts and days of the week general availability.

The Capacity Tab is what enables the Look up Feature: (in this case Find Locations):

7. Capacity Tab (continued)

Below and to the right are examples of how the capacity profile interacts with the Placing Coordinator Worksheets to produce automatic warnings. This does not block them from sending the request anyway.

Another Individual Placement Capacity example:

7. Capacity Tab (continued)

The Placement Capacity tab is a vital piece of identifying placement opportunities and restrictions for each destination; it also provides a tool to review current student placement activity at that destination. There are two sub-links at the top of the tab:

1. Placement Capacity: this is where the Receiving Agency indicates the type of students that this destination will consider, it may list students that will not be considered, and it can list days of the week, shifts and shift lengths that student could be considered for, along with how many preceptors can be considered at any one time, and group size.
2. Capacity Utilization: This is a live feature that allows RC's, PC's, and DC's to review Placement Request status to see a break down of how many students are on the unit during specific periods of time.

7. Capacity Tab (continued)

Placement Capacity Sub-link

This button allows you to create a PDF printout of the information entered into your profile. Ironically the button on the top part of the destination profile that never changes, there is another button that does the same thing exactly the same way as described here.

7. Capacity Tab (continued)

Maximum Learners at this Destination

Each Destination Profile has a field to enter Maximum Number of Learners:

1. Click the pencil icon.
2. Enter a number.
3. Save the changes.

The help definition of this number states:
A destination can specify the maximum number of learners that can be accommodated at any time, due to space or other considerations. If the maximum number of learners is 8, then the unit could accommodate up to 8 students on each shift (e.g. 8 students on days and 8 students on evenings).

Caution: Many users do not believe this is a useful piece of information, because it is not clear whether this figure takes ALL students into account, such as interns and students outside of nursing. 

The above number should not be used to define group size for group placements, that information should be entered by profession, via the capacity wizard.

7. Capacity Tab (continued)

Copy Capacity Profiles From:

The next feature down on the capacity tab can be a big time saver. It allows you to copy the placement capacity (entered on another destination using the capacity wizard). from any other destination at your site. If you do this, you can use the edit features of the capacity wizard to customize the information for this specific destination.

To use the copy feature:

1. Select another destination from the drop down list.
2. Click the copy button.

A warning sign will pop up: Are you sure you want to replace ALL current Placement Capacity entries with those of the selected Destination? This can not be undone.

If no capacity is currently entered, the above is not an issue; if capacity is already entered, copying from another destination will overwrite all capacity currently entered on the this destination when you click copy.

7. Capacity Tab (continued)

Capacity Wizard: Group Entry (1/10)

1. At the drop down list beside Show Capacity for select Group from the drop down list.
2. Click the Add Icon and the window: Capacity Profile - Instructor Led Groups opens in the capacity wizard.
3. Click: Next

7. Capacity Tab/Capacity Wizard: Group Entry (2/10)

1. Select a discipline from the drop down list.
2. Most likely you will need to click to remove the check mark from Use the same capacity for all sub disciplines.

7. Capacity Tab/Capacity Wizard: Group Entry (3/10) - Enter: No Capacity for groups.

In this example, on this unit nursing groups cannot be considered, but individual placements are welcomed. HSPnet should be set up to indicate a type of student is not considered whenever it may not be known by the placing agency. For instance, a unit that has no Practical Nurses working on it, would want to enter they do not consider practical nurses - because entering this on HSPnet will alert the placing coordinators so no more time is wasted on either end sending or receiving requests for a type of student that cannot be considered.

In this example, the box: Use the same capacity for all sub disciplines has been left checked because we want to enter a group capacity to say: "No Groups of nursing students can be considered by this unit.

• Select Nursing from the discipline drop down list.
• Leave the box checked: Use the same capacity for all sub disciplines.
• At the All sub-disciplines drop down box select "no."
• Select a reason from the reason drop down list and enter a comment if desired.
• Click: Next.

7. Capacity Tab/Capacity Wizard: Group Entry (4/10) - Enter: No Capacity for groups.

• A preview of the capacity appears.
• Click Close Window if this is correct, or you can click previous to go back and edit.

7. Capacity Tab/Capacity Wizard: Group Entry (5/10) - Enter: No Capacity for groups.

In this example no instructor led nursing groups are considered. Placing Agencies that use the Cohort system of placement will be alerted to this information on the group worksheet as it reads the information from the capacity profile. (This does not block the school from sending a request anyway, but hopefully alerts them there is no point in making a group nursing request at this unit).

Below shows how the warning appears on the Placing Coordinator's group worksheet for a nursing course.

7. Capacity Tab/Capacity Wizard: Group Entry (6/10) - Edit and Enter Specific Capacity for groups.

To change the information already entered into a capacity wizard, click the pencil icon to update the information, or if you choose to start over, click the garbage can icon to remove the information completely.

To add a different discipline capacity to this destination profile: change the discipline drop down selection to All. Whenever you are filtered to a discipline, the lettering will be red.

7. Capacity Tab/Capacity Wizard: Group Entry (7/10) - Edit and Enter Specific Capacity for groups.

• Clicking the pencil icon reopens the wizard from the first page, and you need to work through it to the last page.
• This time, the check mark has been removed from the box in front of: Use the same capacity for all sub disciplines.
• When the box is unchecked, capacity can be entered for each sub-discipline separately. In this example the capacity will indicate nurses in RN programs can be considered, but not Practical Nursing student groups. All of the fields could be filled in now, or left blank and edited (if needed) later.
  • When you select Yes, another box Actively Seeking Students appears. When you check that box, and someone uses the location look up to search this sub-discipline, the icon for Actively seeking students will appear.

     

    
    
• Click: Next to proceed with the wizard entry of group capacity.

If your province uses request codes for a specific discipline, you can add them for any discipline you choose the "yes" drop down for. To see how request codes work: please click this link.

7. Capacity Tab/Capacity Wizard: Group Entry (8/10) - Edit and Enter Specific Capacity for groups.

The next step in the wizard allows us to enter:

• a minimum year of enrollment
• a maximum number of students that can be included in the group while on the unit
• The shifts that groups can be considered for: in this case day time and evening shifts, but not nights because the patients are asleep and there is little for the students to observe.
• Many units only want one group on the unit per shift, but if the unit can consider more than one group at a time, click to place a check mark in front of: This destination can accommodate more than one instructor-led group on the same shift. When this box is ticked, the conflict flagging feature will not flag group overlaps on this destination, on the same shift.
• Click Next to proceed with the group Wizard entry.

7. Capacity Tab/Capacity Wizard: Group Entry (9/10) - Edit and Enter Specific Capacity for groups.

A Schedule page opens. If Saturday and Sunday do not display check boxes for a shift: please check that 7 by 24 has been checked on the General Tab under address and schedule.

• Click to remove the check mark from the box of any day or shift the students cannot be considered.
• Click to place a check mark in the box of the days and shifts students can be considered.
• Enter the maximum number of days per week student groups can be considered (up to 7).
• When ready, click: submit.
• Review the Preview that opens:
  • Click: Previous to go back and make more changes
  • Click: Close Window to finish.

7. Capacity Tab/Capacity Wizard: Group Entry (10/10)- Specific Capacity for groups now entered.

This profile shows:

• Students in RN programs: BSN, BSN-PB, RN (IEN & refresher courses) are considered.
• Students must be enrolled in their 3rd year to be considered for this unit.
• There can be a maximum of 4 students in the group on the destination at any one time.
• Shifts will be 8 hours on days or evenings.
• Students can be considered up to 7 days per week on day and evening shifts.
• All of the above will interact with group worksheet in placing agency cohort requests.

To enter another group capacity for Health Care Aids, click the pencil icon and select Other Health and begin entering the capacity on the placement capacity wizard.

7. Capacity Tab/Capacity Wizard: Individual Capacity Entry  (1/4). 

• Change the Show Capacity for drop down from Group to Individual.
• Click the add icon.
• Click: next.

7. Capacity Tab/Capacity Wizard: Individual Capacity Entry  (2/4).

• Select the discipline from the drop down list.
• Click to remove the check from the box in front of: 
• Select Yes or No from the drop down list for each discipline you wish to add; leave the others blank. Enter a reason any time you select: No.
• Click: next.

If your province uses request codes for a specific discipline, you can add them for any discipline you choose the "yes" drop down for. To see how request codes work: please click this link.

7. Capacity Tab/Capacity Wizard: Individual Capacity Entry (3/4).

• At the Minimum Year drop down list select the minimum year of enrollment for students to be considered on that unit. In this example: nothing has been entered for the specialty program because the program is less than a year in duration; this information is also not required for Nurse Practitioner students. Students in RN programs must be in their fourth and final year for individual preceptor placements.
• Maximum Spaces for each term : The number of potential placements per term per type of student must be filled in. Enter 0 for terms where students cannot be considered.
• At Allowed Shifts, click to place a check mark in the box to select them, or click to remove the check box to deselect them. In this case the specialty shifts are 8 hours in duration and there are 3 eligible shifts per day; in RN programs there are only 12 hour shifts, so only days and nights are checked; the nurse practitioner only attends on day shifts.
• Destination can accommodate multiple consecutive placements in a Term is not checked by default. Click to place a check mark in the box if more than one student can be considered consecutively within the term - for example, if one specialty nursing placement was from January 15 to February 15, could a different Nurse Practitioner student be considered February 16 to April 30? Click the box if the answer is yes.
• Click: next.

7. Capacity Tab/Capacity Wizard: Individual Capacity Entry  (4/4).

A schedule screen opens.

Capacity is now added for Individual nursing placements. 

To edit: click the pencil icon.

To add capacity for another discipline, select: All disciplines and click the add icon.

8. Capacity Utilization Tool:

This tool can be used to determine the activity on a unit:

• View the utilization of a unit during a specific term.
• Filter to a specific service at the unit if there is more than one service used by the destination.
• View Placement requests that are:
  • Confirmed only
  • Accepted or confirmed ( select: accepted and confirmed)
  • Requests that are Pending at the destination (have been redirected to the destination by the Receiving Coordinator when there is an RC)
• View the activity for one or more specific disciplines.

1. To use the tool, Click the Capacity Utilization link on the Capacity Tab.
2. Select the Term, Year, and Service from the drop down lists. Only the services available on this destination will appear on the drop down list.
3. Choose the Placement Request Status (PR Status) from the drop down list.
4. Choose a specific discipline, or leave the setting on All disciplines to see how busy the unit is and when it is busy.

Example One (capacity utilization)

In this example, the filter is to the service of Administration only. We are viewing all statuses except declined and cancelled (or new). We are also filtered to see unit clerk students only.

The system is advising us there are placement requests for one unit clerk student in each of the weeks starting on March 16, 23, 30, and April 6. If we were looking for periods of time where a unit clerk placement request may get considered, we could choose any of the weeks where no students are shown; we also could change the PR status to show accepted and confirmed. If the display now shows no students at all, it means none have been accepted yet and we could submit a competing request for any of the weeks starting March 16, 23, 30, or April 6;  however, if we don't want to "compete" we could select a week where there are currently no requests.

Example Two (capacity utilization)

In this example we are filtered to all disciplines, and the service: Emergency Room. We are again viewing requests pending to the destination.

Filtering to the service appropriate to your discipline will help advise you as to the student activity on the unit; it may not indicate all of the factors a destination coordinator may need to take into consideration, such as the number of new hires, training the staff may need to attend during a specific period, etc, however by matching your disciplines and service you will be able to view busy times and times that may be available for student placement.

Example Three (capacity utilization)

In this scenario we are now filtered to Emergency Medical Services (Paramedics) and we can see requests to place groups of Paramedical students The Week of March 9 through April 27, on Wednesdays, Thursdays and Fridays.

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9. History Tab 

The history tab tracks changes to the destination profile. Hover your cursor over the initials RC to see Reena Carson made these edits, tracked by:

Students and instructors cannot view this tab.

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For Receiving Coordinators: How To Add a Destination -

when no destination has been created you need to create a new one. 

To add a brand new destination:

1. Click the add icon in the left column.

If you get a message that the destination is already in the database, click to place a check mark in the box beside Show Inactive Destinations and click Refresh View. To see the Show inactive Destinations check box, your service drop down needs to be on All; if a single service is selected that box will not show up.

Click the reactivate icon to restore an inactive destination.

2. Enter the name of the new destination.

3. Enter a short name for the destination. Short names have a maximum of 10 letters. Please try to make the short name clear, as often only the short name will be on a drop down list and not everyone may understand local acronyms.

4. You can add one service via this screen and would need to go back to the directions above to add additional services to the new destination.

5. If the destination contact is known and on the drop down list you can add that individual here, or click add new to add them to the drop down list.

6. Save the changes with the green check mark.

The pencil icon beside the new destination (left column) can be used to edit the destination name if you made a typo. If you are changing the name of the destination, it will be changed in the past, present and future. You may need to consider retiring the existing destination and creating a new one if the name has changed and you need to track this information.

If you have a unit closing and being replaced by another unit, please see the document: Receiving Agency Maintenance: Managing Services and Destinations.

7. By default your new destination will be open Monday to Friday days only.

To change this to a 7 day per week, 24 hour a day operation:

Other options on this page enable you at the top drown to select: This destination has its own address - and then you can enter an address, town, postal code, etc that is different from the site address. This feature is ideal to use with umbrella sites (a collection of like sites that may be at different locations, such as Home Health, Mental Health, Adult Day Care Centres, etc.

You may also need to see the document: Services: Add or Delete a Service from a Destination.

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Go to the PR Summary tool guide.