ParaMed Student Information Package- Introduction & Medical / Non-Medical Program Requirements

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1 - Introduction & Medical / Non-Medical Program Requirements As you are aware, the Faculty of Nursing requires you to complete certain medical and nonmedical requirements prior to the start of your clinical program each year. These clinical preplacement requirements have been developed under the guidelines of the Ontario Hospital Association, Canada s Immunization Guide and the Ontario Medical Association. The Faculty of Nursing will now be using the Requisite Program from ParaMed. This is a health record clearance and management service for clinical pre-placement. After you register for your courses on the SIS, you will be able to schedule an appointment to bring your completed medical and non-medical requirements to a Requisite Nurse at the ParaMed office in Windsor. The nurse at ParaMed will clear you for your clinical placement prior to the start of your semester. If you fail to be cleared for your clinical placement by ParaMed prior to the start of the semester, you may be prohibited from attending your clinical placement, thus impeding successful completion of your course. Appointments will only take place at the Windsor ParaMed office and you will be charged an appointment fee. The current fees are approximately $42 + HST for your initial appointment, and approximately $20 + HST for any subsequent appointments. The fee for a cancelled/missed appointment with less than 24 hours notice is approximately $42 + HST. These fees may be subject to increases as determined by ParaMed. The following is a list of the medical and non-medical requirements that you will need to complete and take to your ParaMed appointment, which will take place in July/August. Please review this list for your information. Further details about these requirements, fees, the Requisite Program and scheduling appointments will be provided on the Faculty of Nursing s website ( and the ParaMed Requisite website ( after June 8, Important note: Any and all costs associated with obtaining these requirements are the responsibility of the student. 1. Immunization Record (Medical Requirements) The following immunizations will be required by the Faculty of Nursing at the University of Windsor. Medical forms, including specific immunization details will be provided after June 8 th on the Faculty of Nursing s website. These forms must be completed by your health care provider and are shown at your ParaMed appointment. 1. Measles, Mumps Rubella (MMR) vaccine: Vaccination should be up to date. 2. Tuberculosis (TB) Skin Test: A two-step TB Mantoux (skin test) is required for first year nursing students only. After first year, a one-step TB Mantoux (skin test) or chest x-ray in case of first time positive TB skin test is required. If medical circumstances exclude you from having Page 1 of 11

2 a TB skin test or chest x-ray, a healthcare provider must provide written evidence indicating that you are not a TB risk. 3. Varicella (chicken pox) vaccine: Student must provide documented history of varicella. If no history of varicella, student must provide proof of varicella vaccination or serology report showing immunity. 4. Tetanus/Diphtheria (TD) vaccine: Vaccination should be up to date (recent within 10 years). 5. Polio vaccine: Proof of childhood immunization required. 6. Hepatitis B vaccine: Vaccination should be up to date; serology report required to be cleared for clinical. 7. Pertussis: Vaccination should be up to date. Note: Annual influenza immunization (i.e. flu shot) is not mandatory for clinical courses; however, the Faculty of Nursing strongly encourages all nursing students to protect themselves with annual influenza immunizations. The immunization is offered free of charge at the University of Windsor each fall. Health care institutions may mandate this immunization. In this case, non-immunized students may be denied access to their clinical placement. Furthermore, in the event of an outbreak in the clinical agency in which students are placed, non-immunized students may be required to take antiviral medication and/or be prohibited from continuing their placement, thus jeopardizing successful completion of their clinical course. 2. Extended or Vulnerable Sector Police Clearance (Non-Medical Requirement) Because you will be involved with vulnerable populations, hospitals and clinical agencies require all staff, volunteers and students to have an extended or vulnerable sector police clearance each year. Police agencies forms may be obtained on the nursing website or via the Faculty of Nursing office. You must take these forms to the appropriate police agency by June 8 th at the latest to be guaranteed a completed police clearance for your ParaMed appointment. The original police clearance as well as a photocopy must be taken to your ParaMed appointment. 3. Attestation of Clear Criminal Record (Non-Medical Requirement) You are required to sign and complete an Attestation of Clear Criminal Record form. This form will be provided on the Faculty of Nursing s website. Completion of the form acknowledges that it is your duty to inform the Faculty of Nursing at the University of Windsor if you are charged with or convicted of a criminal offense at any time while you are a student in the Faculty of Nursing. 4. Birth Certificate (Non-Medical Requirement) You must show your original birth certificate or an equivalent official document that indicates your birth date (such as passport, citizenship card, driver s license, or health card) at your Page 2 of 11

3 appointment. The Requisite Nurse will use this to verify the name and birth date on your police clearance. 5. First Aid and CPR Certification (Non-Medical Requirement) Standard First Aid preparation is required for all first year students and will not be required in any other year of the program. Cardiopulmonary Resuscitation (CPR- HCP): Basic Life Support for Health Care Providers (HCP) is required annually. This must be HCP some companies provide only Level C certification; however, this is not acceptable unless it is both Level C and HCP certification together. HCP certification alone (without Level C) is also acceptable. Note: As per the Heart and Stroke guidelines, this must be re-certified annually even if your card has an expiry date that is longer than one year. 6. Respiratory Mask Fit Test/Card (Non-Medical Requirement) As mandated by the Canadian Standards Association, the Faculty of Nursing requires proof of mask fit testing for N95 respirators every two years i.e. in Years 1 and 3. After you are tested, you will receive a mask fit test card, which you are required to keep and show at your ParaMed appointment. The Faculty of Nursing s lab no longer provides mask fit testing each year due to safety reasons. ParaMed provides mask fit testing at their office for a fee. Alternately, you may use another testing service provider, assuming they are testing with mask sizes that are currently available at southwestern Ontario hospitals (i.e. for 2012/13, these 3M N95 respirator sizes are 1860, 8110s, 1870, and 9210). 7. WSIB Form Each year, you are required to sign and complete a Student Declaration of Understanding Workplace Safety and Insurance Board (WSIB) or Private Insurance Coverage Unpaid Student Trainees in Clinical Placements form. The Ministry of Training, Colleges and Universities ensures that students on work placements receive WSIB for placement employers who have WSIB coverage and private insurance for employers who are not covered by WSIB for injuries or disease incurred while fulfilling the requirements of their placement. This form will be available on the Faculty of Nursing website. 8. Student Verification of Health Status Form Each year, you are required to sign and complete a Student Verification of Health Status form. This form will be provided on the Faculty of Nursing website. Completion of the form acknowledges that you have no condition(s) that may affect your ability to fulfill clinical placement responsibilities. Page 3 of 11

4 Frequently Asked Questions Make sure to read and follow the 7 Key Steps below carefully. There are frequently asked questions that explain each of the steps below. MAKE NO MISTAKE ABOUT IT.this is a complicated process and you need to start the preparations very soon! You will need to work on completing both your medical and non-medical requirements at the same time. Don t wait to complete just the medical requirements and then move on to the nonmedical you will simply not meet your deadline for having this all completed if you wait. THE 7 KEY STEPS: 1. Making an appointment with your healthcare provider (Physician or Nurse practitioner) 2. Reviewing all of the non-medical requirements, you need to satisfy. 3. Going to your appointment you ve set with your healthcare provider. 4. Checking over all the documents and gathering the records of proof. 5. Booking your appointment with the Requisite Nurse at the ParaMed office. (appointment date timeline for your program and/or year are listed on the last page of this document) 6. Going to your Requisite appointment and what to expect. 7. Are you finished? (How to check your clearance status online) Page 4 of 11

5 Explained FAQ s for each step Key Step # 1: Making an appointment with your healthcare provider (Physician or Nurse Practitioner) Q: Why do I need to make an appointment with my healthcare provider? A: It s your health care provider s responsibility to complete and sign all the areas on the health forms where it requires his/her signature. These are shaded areas and you will be able to see them clearly on the health forms. It is your responsibility to make sure the health care provider completes all the shaded areas required on the health forms and will provide you with proof of the identified immunizations and blood test results. Health forms will be available to download from the Faculty of Nursing website after June 8, Q: Why the rush for getting this done so quickly? A: Completing medical / non-medical forms could take from 6-8 weeks. Some vulnerable sector police clearances may take longer to process. Q: How much will my health care provider s office charge me for completing this? A: Each practitioner under Ontario law can have a different fee structure for completing this type of document. When you call to make your appointment, ask him/her how much it will approximately cost to have your clinical pre-placement health form completed and what form of payment they will accept in the office. (Cash, cheque, debit or credit). A physical exam is not mandatory. Q: What do I need to tell and ask the health care provider s office about the appointment I m booking? A: Tell him/her that you need this appointment because you require the health care provider to review the necessary medical clearances for clinical pre-placement. The health care provider will need to provide you with any medical tests that you require, any necessary immunizations required and he/she will need to sign this document in the appropriate areas. Q: How many health care provider appointments will I need? A: A minimum of TWO appointments if you are current on all of the required immunizations. However, it could be 4 or 5 visits to get through all that is necessary. Page 5 of 11

6 Q: What if I don t have a primary health care provider (Physician or Nurse Practioner)? A: No problem. You can book an appointment with any local Walk-in-Clinic in the area that you re living. Key Step #2: Review all of the Non-Medical Requirements Q: What are my non-medical requirements? A: These are requirements that require you to obtain a certificate or proof of completion. They are listed on pages two and three of this package. Q: When do I need to do this? A: After June 8, Some requirements such as your police clearance can take up to 8 weeks to be completed. Q: How do I get these non-medical requirements done? A: Medical and non-medical forms will be available on the Faculty of Nursing s website after June 8, Q: Who pays for the non-medical requirements? A: You are responsible for arranging and paying for all the non-medical requirements you need. Q: I already have one or more of the non-medical requirements asked of me, but one of them will expire soon. A: Unfortunately, you will need to re-qualify for this in order for it to be current for this next academic year. Q: What if my current non-medical requirements expire before my clinical preplacement is done? A: You are responsible for making sure your non-medical requirements do not expire during the term of your clinical placement. Key Step # 3: Go to the appointment you ve set with your health care provider Q: What do I need to bring? A: 1. Your Clinical Pre-placement Health Form Page 6 of 11

7 2. Any other proof of immunization (Yellow card) and/or municipal/ regional health unit forms that denote record of your immunization history, TB skin test results and non-medical forms 3. Your money Q: What do I say to my health care provider when I give him/her the form to complete? A: Inform them that you need your health forms completed, and that there are instructions provided on the forms. Q: Other than the completed Clinical Pre-placement Health Form, what other documentation might I be leaving with, from my health care provider s office? A: At the end of your visits, you may need proof of blood lab results. Check over the requirements in your health forms carefully to make sure. If you had blood taken, you will need a copy of the results. Make sure you also keep your yellow immunization card and/or municipal/regional health unit forms that denote record of your immunization history. Key Step # 4: Checking over all the documents and gathering the records of proof Q: Is there a checklist I can follow to keep me on track? A: YES. There is a checklist when you download your medical forms as part of the package. Included, is a list of all the things you will have had to accomplish toward getting all of the paperwork together. If there are items on the checklist that you ve not completed, you will need to complete them before booking your appointment at ParaMed. Q: There are some things I can t complete on the checklist? A: Contact your ParaMed Project Coordinator for further guidance on your specific challenges in completing a required section. Again, you should not book an appointment at ParaMed until the checklist is complete. Key Step # 5: Booking your appointment with the Requisite Nurse at the ParaMed office Q: Why do I have to book an appointment with a Requisite Nurse? A: All the requirements listed on your clinical pre-placement health form must be reviewed and validated as completed and cleared by a Requisite nurse in order for you to be able to participate in a clinical placement. Page 7 of 11

8 Q: When should I book the appointment? A: 1. When you have all of the requirements on the checklist completed 2. After you have fully completed Key Steps During the appointment booking period (see last page for dates for your program and/or year). If you leave it to the last minute, you could be putting yourself at risk of not getting your clearance done in time, especially if there are problems identified at your appointment. Q: What if I am on vacation or not available to make an appointment during my assigned booking period? A: You may book an appointment outside of your assigned period. However, we encourage students who are able to make appointment during their assigned period to do so, so that you will be able to start your clinical placement on time. See last page for appointment period dates for your program and/or year. Q: How do I book this appointment? A: All appointments with ParaMed are booked online using scheduling software. You will be required to set up an account the first time you book an appointment. Log onto and follow the instructions on how to set up your account and book your appointment. After June 8 th, the Faculty of Nursing webpage will have the appropriate medical and non-medical forms you will need to bring to your ParaMed appointment ( After you book your appointment, download the confirmation of your appointment (including date and time). Q: Where is the ParaMed office location for my Requisite appointment? A: ParaMed appointments can only be booked in Windsor. The address is: 215 Eugenie Street West, Suite # 106- Second Floor, Windsor, ON, N8X 2X7 The phone number is: 1 (866) toll free OR (519) local call. Q: How much will it cost me and how can I pay? A: You can pay with VISA, Debit or Cash. The approximate rates are written on the first page of this package and the current rates will be posted on the Requisite website. Page 8 of 11

9 If you bring a credit card from one of your parents, you will need written permission from them for authorization of use. Q: What if I need to cancel my appointment? A: Not a problem, as long as it s not within 24 hours of your appointment. If you need to cancel and it is less than 24 hours to your appointment, you will be charged. The current rate for appointment cancellations is posted on the Requisite website and the first page of this information package. Q: What if I miss my appointment? A: If you miss a scheduled appointment, you will be required to pay. The current rate for missed appointments is posted on the Requisite website and on the first page of this information package. Key Step # 6: Going to your Requisite appointment and what to expect Q: What do I need to bring with me? A: The original and one copy of: 1. Your completed Clinical Pre-placement Health Form (all sections) 2. Any other proof of immunization (Yellow card) and/or municipal/ regional health unit forms that denote record of your immunization history and TB skin test results 3. Certificates/Proof of completion of all your non-medical requirements Please note: You will be required to leave one set of all your documents with ParaMed and one will stay with you. Don t lose it. (If you go to the appointment with only one set of your documents, you will be charged for all photocopying). Q: What happens at the Requisite appointment? A: A Requisite nurse will review all of your submitted documents and will determine your clearance for clinical placement. This appointment will take approximately 15 minutes. Q: Are my personal documents kept confidential? A: Yes, no need to worry. All your personal health information is kept confidential. ParaMed abides by the Ontario Personal Health Information Act, the Ontario Freedom of Information and Protection of Privacy Act and the Canadian Standards Association s Model Code for the Protection of Personal Information. Page 9 of 11

10 Q: What if I forgot to bring some of my documentation to the appointment? A: All documentation must be submitted at the time of your appointment. You will not be permitted to send in documentation via courier, post or fax after your appointment. If you forget documentation at your appointment, you will not be cleared and will be required to book another appointment. There is one exception. Due to the fact that the influenza vaccine is not available until late in the fall, ParaMed will allow students getting the flu shot, to send in their proof of flu shot via fax. Q: What are the possible outcomes from my meeting with the Requisite Nurse? A: After your review, the Requisite Nurse will determine your clearance status. You will be provided with one of three clearance status outcomes: Cleared- means you have met all of the required medical and non-medical criteria AND you have provided all documentation to prove it. You are cleared for your placement congratulations. Not Cleared: A condition or requirement has not been met or supporting documentation for a particular requirement(s) has not been included with your submission. Exception: A student with a legitimate reason for not submitting a completed requirement. If this is the case, you will be asked to contact a clinical coordinator at your academic facility. They will determine on an individual basis whether you are able to participate in your clinical placement. Q: So, what if I m given a status of NOT CLEARED? A: If this is your situation, you will be provided with a deficiency listing of the outstanding items you need to complete or correct. Once you ve completed all of the items on your deficiency list, you ll need to book second appointment with a Requisite nurse to review these items. For this second appointment you must bring The Deficiency List Updated Clinical Pre-Placement Health Form (if applicable) Required documents of proof This appointment will be at an additional charge. The current rate for additional appointments is posted on the Requisite website and on the first page of this information package. Page 10 of 11

11 Q: So, what happens to my clearance status information? A: Your requirement information is entered into a portal. From here, the Academic Faculty for your program can view your status to participate in your clinical placement. Key Step #7: Are you finished? (How to check your clearance status online) Q: How do I check my status? A: Log onto to using your student number and password. ParaMed Appointment Booking Period Timelines BScN Collaborative Students: Year in Program Appointment Booking Period 1 Students should have all documentation ready for booking appointments starting August 14, 2012, in time to be cleared by August 24, Students should have all documentation ready for booking appointments starting July 9, 2012, in time to be cleared by August 3, Students should have all documentation ready for booking appointments starting July 30, 2012, in time to be cleared by August 17, Students should have all documentation ready for booking appointments starting July 16, 2012, in time to be cleared by August 10, 2012 BScN Post-Diploma Students: Year in Program Appointment Booking Period 2 Students should have all documentation ready to book appointment in time to be cleared by August 24, Graduate/Nurse Practitioner (NP) Students: Program or Course Appointment Booking Period NP Courses (Fall) Students should have all documentation ready to book appointment in time to be cleared by August 24, NP Courses (Winter) Students should have all documentation ready to book appointment in time to be cleared by December 7, Course (Winter) Students should have all documentation ready to book appointment in time to be cleared by December 7, 2012 NP Course Students should have all documentation ready to book appointment in time to be (Spring/Summer 2013) cleared by April 19, 2013 Contact Information: Up to July 13, 2012: Fran Meloche ParaMed Project Coordinator x 4918 After July 13, 2012: Margo Cameron Clinical Coordinator x 4814 Page 11 of 11

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