Community Contact and Host Handbook John Flynn Placement Program www.acrrm.org.au An Australian Government funded Initiative managed by the Australian College of Rural and Remote Medicine.
Contents Information about JFPP and ACRRM 1 Role of community contacts 1 Eligibility 2 Planning for a student placement 3 Before a placement 3 During a placement 3 Having a day off for social and fun activities 4 Community contact support 4 Host family 4 Host accomodation eligibility 5 Emergency situations 6 Complaints management 6 Accident/incident reporting 7 Preserving your privacy 7 Contacting the JFPP team at ACRRM 7
Information about JFPP and ACRRM The John Flynn Placement Program (JFPP) was established in 1997 and is an initiative of the Department of Health (DoH). The JFPP aims to increase the number of doctors in rural and remote communities to address the current workforce shortage and improve the quality of healthcare for rural and remote Australians. Medical students are matched with a rural doctor to experience one on one mentoring. This type and level of mentoring for students is unique and will supplement the experience of a university clinical rotation. Students are also encouraged to get involved with the local community, this is in fact a vital part of the Program. Interacting socially with local people will help students develop friendships and a strong bond with their placement community. The Program is managed by the Australian College of Rural and Remote Medicine (ACRRM). The College administers and coordinates all aspects of the Program including student selection, matching mentors and students, arranging placements, travel, accommodation and payments for the student, mentor and community participants. Each year approximately 300 new placements are made available to medical students, subject to Government policy and related funding appropriation. Role of community contacts Community contacts support JFPP medical students and arrange social interaction for them during their placements, for eight weeks over a period of three or four years. Once the program is supplied with a statement by supplier form and account details - community contacts are paid an honorarium of $175 per week. This is an automated payment and will be paid post-placement. Some tasks performed by Community Contacts may include: communicate with students prior to their annual placement to answer questions about the local area identify student interests begin planning social activities for the student s visit. (Students will ring you with their proposed placement dates) provide arrival and departure greetings provide and/or arrange arrival and departure local transport to/from student accommodation show students their medical site, and brief them about local shops, services, opening hours etc provide banking/atm options advise students of local transport options John Flynn Placement Program Community Contact and Host Handbook 1
provide local orientation and cultural awareness information invite students to social activities introduce and show students around the community, and maintain communication and support with students throughout their placement. Some of the past activities which students have attended and/or participated in during JFPP placements have included BBQs, farm visits, horse riding, social sports, pottery, reading groups, dinners, local events and festivals. Eligibility To participate in the JFPP, Community Contacts need to: have knowledge of a range of local community activities (social, sporting, cultural), and investigate opportunities for students to participate in social activities refer students to sources of additional information, as requested. eg: tourist information, clubs and groups of special interest provide orientation information and materials prior to and during placements. eg: maps, public transport information, shop and services opening hours, accommodation options etc. provide safety advice and cultural awareness relevant to local conditions, and undergo a police check (costs covered by the Program). 2 Australian College of Rural and Remote Medicine
Planning for a student placement Before a placement To make the most of a student s placement, it is recommended that planning begin as soon as possible. Students are encouraged to call mentors and community contacts prior to their placement to discuss mutual interests. It is important to communicate with the student prior to arrival to ensure he/she has organised everything that is required for the visit: check to see if the student requires transport from the point of arrival, and again on departure, to the airport. Arrange to meet them on their arrival. consider what social and cultural opportunities may be organised for the student and discuss with the student the activities you intend to arrange. If possible, see if you can link the JFPP student with other young people for social activities. During a placement Some students are able to organise themselves with little direction. Others, placed in such a situation (especially during their first placement), may require more assistance in organising their social program. A brief planning session to confirm arrangements is advisable at the beginning of each placement between student and the community contact. This session does not have to be formal, but should provide an opportunity to discuss and agree on the student s social and experiential goals and the corresponding activities that will enable these goals to be achieved. Remember that placements are a long term three to four year plan. Students should use their early placements to explore aspects of the community, meet the local health team, and involve themselves in social activities. Past and current students, mentors and community contacts have indicated that the most beneficial and rewarding placements comprise a balance of both rural medical experiences and social activities. In planning each placement with your student, you may want to consider: student and community contact special interests opportunities to work with or get to know health contacts and networks in the community, and social opportunities organised with community contacts and/or other opportunities for social gatherings and community involvement. Community contacts are encouraged to: regularly communicate with the student to ensure that he or she has access to the required services and facilities. You should provide assistance to ensure that the student is able to attend planned social events, and to meet other people in their age group keep in regular contact with the student, with a view to ensuring they are comfortable in the placement community and do not require any assistance Record a possible contact (other than JFPP) in case of an emergency, and identify any further activities or interests the student may have that would be catered for in future placements. John Flynn Placement Program Community Contact and Host Handbook 3
Having a day off for social and fun activities A key component of the Program is for the student to experience living and working in a rural or remote community. Students are therefore encouraged to participate in social activities during normal working hours. However, such activities should only be undertaken with the prior permission of the mentor. Neither the student nor the mentor needs to contact JFPP to seek permission for time off for social or cultural activities, providing such events take place within the designated placement community. Mentors and community contacts are well positioned to advise the student and to introduce them to the social and cultural life of the community. Community contact support JFPP offers a telephone service whereby community contacts may speak with staff about any issues they may have with their student or the placement arrangements. The free telephone number is 1800 231 231. Community contacts are encouraged to provide candid feedback about the placement to JFPP by completing the placement evaluation questionnaire. Community contacts may or may not also act as a host family. Host family Host families provide accommodation and meals for JFPP students and are not expected to fulfil the social role (unless also acting as the Community Contact). A welcoming and happy host accommodation experience enriches students understanding of rural life and provides a true sense of belonging to the community. Once the program is supplied with a statement by supplier form and account details - host families are paid an honorarium of $100 per week by the JFPP. This is an automated payment and will be paid post-placement. Host accommodation requirements may include: a warm welcome into your home willingness to answer questions and provide support and assistance a clean private bedroom with bed, linen, clothes storage, adequate lighting and ventilation, and if available a desk, chair and lamp access to a clean bathroom access to a washing machine, iron, and clothes line or dryer use of house keys for day and night access heater and fan, as required some kitchen and refrigerator space for food storage provision of basic breakfast (self-service) and dinner, when students have advised that they will be home, and 4 Australian College of Rural and Remote Medicine
liaison with the community contact to ensure student access to accommodation on arrival (if host accommodation provider is different from community contact). When staying in host accommodation students are required to: pay the host a further $100 per week, in advance, as a contribution towards food request usage and pay the host for telephone and/or internet access, if available/required advise the host with reasonable notice when breakfast and dinner are required enter and leave the host accommodation quietly, and with consideration for host security, and respect the host accommodation and behave appropriately. Host accommodation eligibility To participate in the JFPP, host accommodation providers need to: provide accommodation to student/s throughout their John Flynn placement provide a friendly and welcoming home environment for students, and undergo a police check (costs covered by the Program). John Flynn Placement Program Community Contact and Host Handbook 5
Emergency situations In situations such as potential destruction of property or injury from bushfires, floods, snow storms, chemical spills or similar situations, community contacts/hosts are expected to give the student specific instructions on what to do and where to go in a crisis situation. Students are urged to contact the community contact and/or host family representatives for instructions in any emergency situation. In such situations, host communities are required to be aware that students do not have local knowledge and may not be aware of the dangers of a nearby bushfire. For this reason, in situations of possible harm to the student, community contacts and/or hosts are asked specifically to locate the student and check that he or she is unhurt and aware of where to go and what to do. If a student is injured, or missing, the community contact and/or host is requested to contact JFPP on 1800 231 231 during office hours, and/or the emergency contact number supplied by the student upon arrival. If a community contact/host cannot locate the student, it is requested the information is relayed to the appropriate authorities such as the Police and/or Fire Brigade. The College should be advised of any emergency situation by the community contact/host, student, or another representative. In an emergency or after hours situation when a student s travel arrangements need to be changed, please call the JFPP s external travel management agency Corporate Travel Management - on 1300 796 775. Complaints management Occasionally community contacts/hosts may have cause for complaint or concern regarding the student s actions or behaviour. The JFPP is committed to effectively manage complaints by: providing fair, effective and open organisational response to complaints minimising personal and organisational dysfunction arising from unresolved complaints, and ensuring that complaints are addressed according to the principles of procedural fairness, in a timely and confidential manner at the lowest appropriate management level. Complaints will be managed with common sense, respect, fairness, efficiency, confidentiality and in a manner which affords procedural fairness to all parties. 6 Australian College of Rural and Remote Medicine
What happens if you have a complaint? As a community contact or host family, should you have cause to make a formal complaint you are required to put this in writing within 14 days of the incident occurring. The JFPP team then investigates the matter by contacting all parties, identifies the action to be taken, and clarifies the process if a formal complaint is to proceed. The Coordinator will then adjudicate the situation and make recommendations. The Coordinator may seek the support of the Manager or other central office staff. Accident/incident reporting An accident is an unplanned event or series of events which causes, or has the potential to cause injury to people and/or damage to property and/or equipment. An incident means any unplanned event within the scope of the procedure that causes, or has the potential to cause, an injury or illness and/or damage to equipment, buildings, plant or the natural environment. Incidents range from near miss incidents to serious incidents and emergencies. If an incident or accident occurs, you should advise the JFPP Team. Preserving your privacy The Australian College of Rural and Remote Medicine is bound by the Privacy Act 1988 and the Australian Privacy Principles contained within the act. The information you provide to the College will only be used for record keeping purposes and to contact you. From time to time, the College is required to report on program activities to responsible government agencies. Selected information used in these reports does not identify you or any other individual. It is de-identified and aggregated into statistical data and presented as group results. If you have any questions about your personal information held by the College, please contact the JFPP Team. Contacting the JFPP Team at ACRRM You can contact the John Flynn Placement Team on: Tel: 1800 231 231 or (07) 3105 8200 Fax: (07) 3105 8299 Email: jfpp@acrrm.org.au Or visit our website at www.acrrm.org.au Australian College of Rural and Remote Medicine Level 2/410 Queen Street GPO Box 2507 Brisbane QLD 4001 Australia John Flynn Placement Program Community Contact and Host Handbook 7
2014 Australian College of Rural and Remote Medicine. All rights reserved. No part of this document may be reproduced by any means or in any form without express permission in writing from the Australian College of Rural and Remote Medicine. Version 01/14. Australian College of Rural and Remote Medicine Level 2, 410 Queen Street, Brisbane, Qld 4000 P: 1800 231 231 F: 07 3105 8299 E: jfpp@acrrm.org.au ABN 12 078 081 848