Do NOT distribute this document to your students!

General Partner Faculty Orientation for Using the TCPS SM AY 2015-2016 Do NOT distribute this document to your students! What is TCPS SM? Your School has joined the Tennessee Clinical Placement Partnership (TCPP). This organization was initiated by the Tennessee Center for Nursing in the fall of 2005. Fueled by the current nursing and healthcare professional shortage, this is just one strategy actively being pursued within the state to build educational capacity for healthcare education in Tennessee. Today, TCPS SM is operated by Cyber Healthcare Solutions, LLC. The Tennessee Clinical Placement System SM is a division of the national Total Clinical Placement System SM initiative that provides clinical placement solutions to healthcare and academia in other states. Learn more about the national initiatives at http://tcps-us.com. Learn more about the TCPS SM in Tennessee visit http://tcps-tn.org. There are public and Partners Only components of the Tennessee TCPS site. To access the Partners Only content, log into the TN Partners section with the following user credential: (case sensitive!) TN Partner Password: TNP@2016 Do not give this information to any student or non-partner with TCPS! There are currently three main components of the Tennessee Clinical Placement System SM : 1. TCPS PlacementPro an online management tool for clinical placements. 2. TCPS OrientPro online general and facility specific orientation program 3. TCPS EvalPro a 360 evaluation program for partners available as a premium service (additional fee required) In the following pages of this handout, there is key information about each component. Additionally, please take a few minutes to visit the TCPS Website including the TN Partners section to become familiar with the content and resources that are available on the site! Have a great academic year! Pam Taylor, PhD, RN BC, CPHIMS TCPS Program Director Faculty Instructions for TCPS AY2015-2016 1

Note: With the new academic year, TCPS has been rebranded with new logos and webpages. Rebranding will be completed on the PlacementPro site by early September. The only changes will be in the logos and headers no functionality will change. Screen shot pictures will be updated in this document once the update is complete! PlacementPro provides an online database for clinical placements and related information that may be used by both schools and facilities. You may access PlacementPro through the TCPS TN Partners section of the TCPS Website using links from the top menu or the Partner Menu on the right of the screen. Partners may also go directly to PlacementPro using the following link: http://tcpsplacement-tn.com Faculty may log into the system as General User using the following credentials: Faculty Partner User ID: TNpartner Faculty Partner Password: TNP@2016 As a faculty member you may search the database and identify potential placements that would meet your needs. While the system is very intuitive, the PlacementPro Training and Resources link under the TN Partners section of the TCPS website has user guides that can assist your review of placements as needed. These are also available under the HELP link within PlacementPro. Be sure and check these out if you have any difficulty accessing and/or searching for placements within the system. To use the system, there are 2 resources that are recommended: Definitions & Practices, and General Use All Partners. Faculty Instructions for TCPS AY2015-2016 2

Upon logging into PlacementPro, you will see the Search Screen where selections can be made related to your region, specific facilities, and academic terms. Please refer to the General Use Help Document for tips for refining your search! Depending upon the search criteria you enter, you will be presented with a placement grid that lists all placements that meet your search criteria. You do not have the ability to request a placement through the system. Please check with your school leadership to identify who can request placements and the appropriate process for submitting placement requests within your School. You will always need to refer to a placement by its PCode. See the HELP documents for more information! There are specific guidelines for requests and placements that must be followed as a component of the partnership agreement. Requests for placements with Partner facilities MUST be done through the database and are only accepted from the school s placement coordinator or identified individual(s). Current partners are listed in the TN Portal of the TCPS SM site. If you have questions or clinical placement needs, please contact your school TCPP representative. Faculty Instructions for TCPS AY2015-2016 3

Faculty users have access to additional functionality related to students. If your school is using this feature, you may be assigned an individual username/password so you may access and update your student s information as needed. Once student information related to background checks, immunizations, drug screens, BLS training, etc. are in the system, it remains accessible for each clinical term. In addition, skills checklists may also be held in PlacementPro for ease of accessing and updating wherever there is a wireless connection. There are specific help documents in PlacementPro under the HELP link. Be sure and check these out if your school will be using this feature! Additional online training sessions may be available if requested. Check with your school TCPS representative. Facts to Know about TCPS PlacementPro & Partnership Responsibilities based upon the Partnership Bylaws. The schools and clinical facilities are responsible for all activities related to affiliation contracts. Requesting placements through the TCPS PlacementPro does NOT initiate nor maintain a contract! ALL partner placements are done via the online system. Failure to use the TCPS PlacementPro to request partner placements may result in loss of access to PlacementPro or loss of clinical placements in a specific facility. Please do not directly contact any partner facility to initially request a clinical placement. Clinical facilities retain the right to accept student placements from schools based upon unit/shift availability and student/faculty performance. Availability one semester does not guarantee availability another semester as situations can & often do change. Standing placements that have been negotiated between a clinical facility and a school in the past take first priority in the placement process. While standing placements do exist in TCPS PlacementPro, some clinical facilities do NOT accept standing placements. Do not assume you have this type of placement agreement unless you have verified this standing relationship with the facility. Using the TCPS PlacementPro to request placements is NOT a substitute for building relationships with your fellow partners. All partners are encouraged to network and maintain face-to-face contact with each other to better facilitate problem solving, negotiation, and general process improvement! Faculty Instructions for TCPS AY2015-2016 4

Using online technology, much of the orientation content is available to you and your students at any time of the day or night! This integration of technology into practice provides more flexibility for all individuals students, faculty, and clinical facility educators! TCPS OrientPro may be accessed directly by students and faculty at: http://tcps-tn.org/students-faculty-portal/ Content Password: #2016TN! Access information is case specific. The information is changed each August and will be used for the entire academic year. It is considered the CONTENT login information. Users will also create a PERSONAL QUIZ login to take quizzes and retrieve completion certificates! This link and access information should be distributed to your students using the student handouts that are available online in the TN Partners section of the TCPS SM website under the OrientPro Resources link. OrientPro Technical Information All software/plugins required for the optimal use of the TCPS OrientPro site are free and available for download on the Technical Requirements Link on the site. All users are encouraged to visit this link in preparation for beginning their orientation process. OrientPro CONTENT is compatible with the tablets, but the QUIZ requires the use of FLASH and JAVA so a laptop or computer is required for this component of OrientPro. ALERT: In some computer labs, firewall security may need to be adjusted to allow full functionality of the program. Often this is as simple as calling the local IT department to notify them that the URL of the program is a trusted site. ALL schools are strongly encouraged to test computer lab access prior to assigning students to complete the program. This saves lots of frustration the first few weeks of school! Technical support for TCPS SM SYSTEM assistance may be reached using the Partner Contact Us form on the TCPS Website. A Partner Contact Us link is provided on the website and a GET HELP link for students is available on all Orientation pages. Please encourage your student to seek local assistance for computer-specific issues. OrientPro Components: Step 1: General Orientation This content includes information that is common to all healthcare facilities and is mandated by the various regulatory agencies that govern healthcare. Content is updated at least annually in July for the next academic year and then as needed should a major regulatory requirement be imposed. Students must complete this information PRIOR to the first day at the clinical facility. All partner clinical facilities have agreed to require students and faculty to complete a standardized general orientation program once per twelve (12) months. Students who complete general orientation in the fall semester for instance, are not required to repeat it during the spring semester. The design of these online modules offers students an opportunity for both reviewing content and practice. Content Modules include: o Module 1: Emergency Preparedness covers content related to environmental and patient emergencies. Faculty Instructions for TCPS AY2015-2016 5

o o o o Module 2: Confidentiality & Compliance addresses HIPAA, patient confidentiality, and compliance regulations that mandate ethical business practice in healthcare. Module 3: Infection Control & Blood-Borne Pathogens explains basic infection control practices and how to protect yourself and others from infections and blood-borne pathogens. Module 4: Safety in the Healthcare Setting is critical to patient care delivery. This module will address basic safety practices such as electrical & chemical safety, ergonomics & back safety, security and behavioral events. The National Patient Safety Goals are also presented. Module 5: Caring for Diverse Populations will examine patient care delivery for patients with physical and mental disabilities as well as cultural and spiritual differences. There are currently four versions available: Nursing Students & Nurses; MD & PAs; Healthcare Professional Students; and NON-Clinical Students & Workers. Once students have selected their appropriate version, they will be taken to a landing page from where they can access all three steps of online orientation. The OrientPro Menu on the upper right of all orientation pages provides easy access to all components as well as help resources. Faculty Instructions for TCPS AY2015-2016 6

Tabs on the page will guide the students through the General Orientation Content. FERPA Release & General Orientation Quiz OrientPro uses a Quiz Management System (QMS) for quiz taking and score reporting. All users must create a separate individual Quiz Username and Password when taking quizzes and for retrieving completion certificates. There are specific instructions for using the Quiz Management System in both the TN Partners section of the website under OrientPro Resources and in the Students/Faculty Portal under Resource Handouts. Please stress to your students that they only create ONE Quiz user account since your school is charged for the TCPS service based upon user numbers. Returning users may use last year s account if they remember their username/password. The Help Desk can also reset their password if requested. FERPA Compliance: In keeping with the mandates of the Federal Family Educational Rights and Privacy Act (FERPA), all students/faculty completing any online orientation quiz through the TCPS must agree to their name, email address, school and quiz score being posted in a report for all participating clinical facilities and schools. Should a student not agree, they are instructed to contact their faculty member to identify a mutually agreeable name alias to use when taking the online quizzes. Taking the Quiz: To validate content completion, all users (students and faculty) will take a General Orientation quiz. a 25-item quiz is provided for both students and faculty. All participants must pass with a minimum score of 92%. The quiz is taken from a test bank that generates random quizzes with random answers. Check with your school leadership if you are uncertain of which quiz is required for faculty. Usually, faculty takes the quiz appropriate for their students. Nursing Students, Nurses, MDs, & PAs Orientation Quiz This content also includes medication administration safety components. Healthcare Professional Orientation Quiz Non-Clinical Orientation Quiz Faculty Instructions for TCPS AY2015-2016 7

Quizzes may be taken multiple times until the user passes the quiz. Once a passing score is registered in the system, additional attempts to improve a score are not posted. Quiz Completion Certificates: Users will have the opportunity to print a Certificate of Successful Completion upon passing the quiz. This document can also be used to validate program completion as needed. All quiz certificates are updated yearly and will include the name of the orientation quiz completed (General or Facility-specific), the academic year, student name, quiz score, & completion date such as the example shown here. The user s QUIZ username is also printed on the certificate to assist with tracking users who may create multiple user accounts in the system. Note that the seal at the bottom of the certificate includes the current academic year! Schools are responsible for validating that students have completed the content so be sure and discuss with your school leadership the appropriate action to take with maintaining the certificates of completion and/or email records in your school. Be sure and validate that the student s correct school is displayed on the quiz certificate if your role includes validating certificates. Course Completion Reports: Schools may access the Course Completion Report in the TN Partners section of the website. This report is in Excel and lists all completions by school and then lastname/firstname. These reports can also be sent via email to key TCPS users at a school. Emailed reports can be requested through the Partner Contact Us link. Please note that users that choose the wrong school will NOT show up on the Course Completion Report and can create headcount issues related to partnership fees. If you are missing some students on the report that have completed orientation, please contact Pam Taylor at Pam.Taylor@tcps-us.com Step 2: Facility-Specific Orientation In addition to the general orientation content, most individual facilities have placed their Clinical Orientation content online. This content is accessed as STEP #2 in the Orientation process. The goal of this component is to minimize classroom time at the facility while getting students to the bedside delivering patient care. Facility Orientation is access through the OrientPro Menu and arranged in tabs by regions of the state. Please remind your students to only review the content related to facilities where they will be assigned for this academic term. Faculty Instructions for TCPS AY2015-2016 8

Each facility page has information related to parking, student orientation, EMR documentation, forms to complete, a facility quiz, and facility orientation evaluation. Users (students and faculty) should review all information related to the facility. Facilities will also have an online quiz and result information is stored in the QMS similar to the General Orientation Quiz. Certificates of completion are also available to users with successful quiz scores. Instructor Orientation: Some facilities have also included specific information for faculty bringing students to their facility. This information is accessed through the Facility Specific Orientation page and denoted by the Instructor Information icon link in the upper right of the facility screen. Faculty should review this content in addition to the other orientation content and complete any facility specific orientation for your assigned clinical rotations. Plan to work with the clinical facility educator to identify what on-site content will be needed as well as any specific orientation requirements for faculty. Faculty Instructions for TCPS AY2015-2016 9

Step 3: The Clinical Passport Document provides a paper tool that students and faculty can use to validate their clinical requirements such as immunizations, CPR status, and orientation activities each semester. There are two versions one with health information and one without. Both have been designed to serve as a viable document for up to two academic years as needed. Students will have the opportunity print their Clinical Passport in Step 3 of the orientation process. Schools have varying procedures for maintaining this document or related information some are requiring the student to maintain the document, others are filing the document in the School, others are asking the current faculty member to hold the document for the semester and then pass it on to the next course faculty member when appropriate, and still others have a separate process/database in place to deal with this information. If schools are using the Student tool of TCPS PlacementPro, this document will not be needed. Copies of this document are available online in the TN Partners section of the website using the OrientPro Resources link. Be sure and check with YOUR School to determine which version of the Passport if any is used in your school and the correct action on your part related to this important document and related content. If this document is not needed, please tell students NOT to complete Step 3 of the Orientation Process! Evaluation and Solution Development The value of clinical placement experiences is critical from the perspective of schools of nursing in the development of competent nurses ready to safely care for a diverse population of patients. Clinical placements are also an important component of workforce development for healthcare organizations to evaluate the quality of educational preparedness of students from a variety of nursing and healthcare schools and identify potential students for recruiting purposes. Based upon the nature of clinical placements, a 360 evaluation requires a three-way approach to analyze all perspectives involved: the facility of the students & faculty, the students of the facility and faculty, and the faculty of the facility. This service is available to schools and facilities for an additional sliding scale fee that can be customized based upon evaluation needs. Questions and for more information Contact your school s representative to the TCPP. Contact Pam Taylor, TCPS SM Program Director at Pam.Taylor@tcps-us.com Faculty Instructions for TCPS AY2015-2016 10

Please note that students should use the GET HELP link on the site. Do not give students this email address to request assistance. Faculty Instructions for TCPS AY2015-2016 11