CHAPTER 8. PLACING AGENCY - USING THE OUTBOX
Contents
1. 2 To add a new Placement Request to an existing request either named student is known or unnamed student is not yet assigned click to clone the request This action creates an identical Placement Request that can be used to shop around the request to more than one destination Enter the new Agency Service and Destination if known and click to Save Follow these steps to add a Linked Destination such as when a Placement is to be shared across two destinations For example a Group Placement may be split across multiple destinations by adding one or more linked Alternate Observation Experiences l 2 3 Select INBOX OUTBOX from the left navigation To add a new Linked Destination for a Placement Request click to create a new Destination linked to the original Placement Request Enter the new Destination and click a to Save To edit the start end dates Duration hours or other information click Q to edit Details see above For example e Edit start and end dates of two linked Placement Requests if a student is to spend part of their placement in one destination and then transfer to another destination In this situation you should also edit Duration hours for each Destination to ensure appropriate credit for student contact hours at each Follow these steps to split a group across two Destinations e Click amp to edit each linked Destination Change the Group Size fields of eac2. the Group Size and Alternate Observation flag Add a Placement Request for the same Student if known or Placement Request if unnamed see below This allows you to send a request to two or more Agencies for their consideration To view Details for a Placement Request click to open the Details popup window which provides the following information e Program Course Information Placing Agency and Department school Program name Course number and name and Duration of Placement e Placing Agency Contacts Name and links to contact information for Program Coordinator Instructor and Course Contact if known e Student Information Name and other contact information if released otherwise shown as We if placement is anonymous or unnamed e Receiving Agency Contacts Name and links to contact information for Placement Coordinator Service Contact Destination Contact s and Student Contact Supervisor or Preceptor if known HSPnet User Manual 8 4 Placement Details HSPnet Placement Request Details Popup Placement Request Details Microsoft Internet Explorer Save Changes Print Close Window Program Course information AgencyDept UVIC NSG Name Program RN CNP Course Nurs433 Nurs433 Duration 190 Hrs Receiving Agency Contacts Student Contact Placement Information Start Date Apr 2 03 End Date Jun 4 03 Start Time 24 hour format End Time Cl Various Times Ow Ot Ow Or O
3. F Os Ou various days 16 of 12 Hrs Duration 190 Hrs Date Status By Comments Ape 13403 Sent UVICAR Sent trom Worksheet to TRH FER Ape 13 03 New UVICAR Crested trom Worksheet ss an unnamed request to TRH ER J View Placement Placement Information Start End dates and times Days of the week Details Duration and hours shifts Conditions and Comments continued e Placement Request History Including date and nature of changes to Status e g New Sent Accepted etc Agency and initial of HSPnet user making the change and description of change Edit Placement You can update any of the following fields in the Placement Information box Details If you enter e Start End Date the number e Start End Time of Shifts and e Days of the week Hours per shift the e Hours and Shifts placement Duration will be calculated ranan T automatically e Conditions typically to be used by the Receiving Agency e Comments e Placing Agency Contacts Placement Coordinator Instructors e Project Title for projects HSPnet User Manual Add New Placement Request Add Linked Destination Share Placement Across Two Destinations Split Group Across Two Destinations 8 5 Follow these steps to clone a Placement Request for sending to more than one agency for consideration such as when a request for a surgical placement can be sent to two different hospitals 1 Select INBOX OUTBOX from the left navigation
4. HSPnet User Manual 8 1 CHAPTER 8 PLACING AGENCY USING THE OUTBOX This section explains how to use your Outbox to Review Status of Placement Requests Change your Current View Narrow your Current View Filter on Course and Placement Type Review the status of Placement Requests Edit Placement Details prior to sending Requests to Receiving Agencies or after they have been sent Add a New Destination to send a request to more than one agency Add a Linked Destination to split a placement across two or more destinations To review the status of Placement Requests in your Outbox l 2 Select INBOX OUTBOX from the left navigation Set the Current View to focus on which placements you wish to review depending on your Agency s role Placing Agencies Set FROM to your agency by selecting your agency from the dropdown TO Agency will automatically default to ALL Narrow down your Current View to focus on only a subset of the Placement Requests you are permitted to Access for your Role This may be as broad or as granular as a specific ward at a destination Use the calendar dates to view the placements for a specific period of time By clicking on the calendar you may see all the placements that took place between the start and end dates To be more specific on your view use the status filters to remove cancelled declined etc to find exactly what you are looking for To further filter a view by includ
5. e Service Dest Nurs410 Jan6 03 Var Grp U 2 2 UBC MHTeams MentH Coast OF Group Feb 14 03 NSG Comm Nurs410 Jan6 03 MT Gm M 3 3 UBC PAHosp Med 3rd Group Feb 11 03 NSG Nurs410 Jan6 03 MT Grp N 3 3 UBC PAHosp SurgiP 2nd Group Feb 11 03 NSG Nurs410 Jan6 03 UM GrmpA 6 6 UBC SurrHosp Peds cys Group Feb 16 03 NSG HSPnet User Manual Core Placement Information Placement Icons B E S View Placement Details gt Click the A Course hyperlink to view the full Course Profile NK Click the Ae Student hyperlink to view the full Student Profile 8 3 Status of Request New Sent Confirmed etc Course Short name number Type Project Preceptorship Fieldwork etc Start End Dates From Course Profile Days e g MTW MTWRF Various Time Start of shift Student name Or if anonymous or unnamed From Placing Agency Department Or School To Site Receiving Agency Service e g Surgery Medicine ICU Dest Destination e g 2S OR ER CPE8 Each Placement Request has icons that allow you to Add Linked Destination for placements that are to be shared across two or more destinations For example a Group request of 8 students may be split across a Group placement of 5 that is linked with 3 Alternate Experience placements View Details of a Placement Request see below Edit the Site Service and Destination of a Placement Request of any type and for Group placements to edit
6. h Destination to share the total number of students For example to share a Group 8 students across two Destinations set the Group Size in each linked Destination to Group 4 Click to Save To identify one or more of the linked destinations as an Alternate or Observation Experience click to edit the linked destinationand select the Alt Obs checkbox Click to Save The words Alt Obs will appear beneath the Group x entry
7. ing only Placement Requests for a specific course click Course in the header row of the table to produce a dropdown of Courses in your Program Select a Course from the dropdown and the screen will automatically refresh to show a list of Placement Requests for that Course only HSPnet User Manual HSP Inbox Outbox Dev Current View Agency Department Program Agency Site Service Destination FROM Usc vi AL s ALL TO aL v ALY jaw ALY Status NewNewD Elser Redir acc Deci Cont Canc M Reat AR None Between Jan 1 03 and Apr 3004 Setup Students Cohorts Enroliment Individual Worksheet Grp 8 2 2 UBC NGG Grp A 515 UBC NSG Group Grp A 115 ic Clink AmObs 3 Quick Entry Screen Surg IP Help RICH Clink Support ie Nurs330 Janie Var F RICH Surg IP Prec Apr 3004 14 Log ow Janie Var 8 RICK Clink Apr 30 04 lt The 6 To further filter a view by including only Placement Requests of a Currently specific type such as Project click Type in the header row of the table Displaying status to produce a dropdown of placement types for your Program Select a line above the placement Type from the dropdown and the screen will automatically Outbox Placements refresh to show a list of Placement Requests of that type only table shows the current filters set Once you are satisfied with your view of the data review the core information available in the Outbox From Dept To Sit
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