Student placement reference guide for receiving coordinators at Fraser Health.
A receiving coordinator is a Fraser Health employee in the Professional Practice department who:
- provides local administration of HSPnet
- receives incoming requests directly from the educational institution
- redirects requests to the destinations specified
- provides troubleshooting and support to HSPnet users
Be familiar with the roles and responsibilities
There are three named roles for facilitating student practice education: placing coordinator (educational institution), receiving coordinator (Clinical Education Coordinator), and destination coordinator (site/location specific designate for a given department/practice area).
The receiving coordinator is responsible to:
- Ensure an affiliation agreement exists with educational institution (and listed program) prior to redirecting requests.
- Redirect HSPnet requests that match the destination profile within two business days.
- Attach a condition to requests that do not match existing destination profiles or when the request is not entered correctly in HSPnet.
- Initiate process to issue guest link account for HSPnet access for educational institutions/programs.
- Maintain the HSPnet database, which includes destination coordinator, preceptor and manager user access, and destination profiles.
- Send regular communications to destination coordinators to update profiles and capacities at least twice a year.
- Provide destination coordinators with student placement process orientation and ongoing mentorship for student placements.
- Maintain signed confidentiality acknowledgements from students and educational institution educators.
Facilitate student access to Fraser Health information technology and electronic documentation.
Reviewing student placement requests in HSPnet
- Make sure an affiliation agreement is in place with the school before accepting a request.
- Issue HSPnet guest links to non-HSPnet account holders when necessary.
- Review all student placement requests for Fraser Health Authority for appropriateness
- Place conditions on placement requests for further clarification or additional information if required.
- Assess the overall unit/location/program capacity for students.
- Forward student placement requests to destination coordinators in a timely manner.
- Enter data and notes into HSPnet as needed.
Preparing students and faculty for placement
- Advise students, faculty and employees about policies related to student practice (must be logged onto the Fraser Health network).
- Advise students, faculty and employees about orientation requirements.
- Advise students, faculty and employees about the British Columbia Student Practice Education Guidelines.
- Supports the set-up of Windows user and email accounts and other IT program user accounts and education. Unit-based preceptor or educators will provide access to local shared network drives.
Providing ongoing support
- Act as the point of contact for all placement requests in Fraser Health. Refer to the Student Practice Issues guidelines should an issue arise.
- Update destination profiles when notified of changes and with each contact with destination coordinators.
- Notify education institutions of any significant changes in the placement area destination profiles.
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