Clinical placement planning in 2014 viCPlace Update

1. Clinical placement planning in 2014viCPlace Update Natarsha Knights-Lewis Information Support Project Officer 12 June 2014

2. What is viCPlace? Auspiced by the Victorian Clinical Training Council, viCPlace has been developed through consultation with stakeholders from the Clinical Training Networks. The development has been possible due to support from Bendigo Health and funding made available by the Victorian Government Department of Health.

3. From 2011 – viCPlace where are we now? 2011: Initial pilot of viCPlace occurred at the end of 2011 with 26 Organisations from various settings participating 2012: Initial roll-out to participants of the clinical placement planning 2012 process (health services delivering nursing placements and partnered education providers) 2013: Further system development based upon feedback from participants in the 2012 planning process, pilot and viCPlace in Practice (VIP) groups saw the release of viCPlace version 6 viCPlace version 6 was released toclinical placement providers and their partnered education providers participating in CPP2013

4. 2014 Onwards • The release of viCPlace version 7.0 in mid April incorporated stakeholder feedback and provided usability enhancements to increase workflow efficiencies and provide an improved user experience. • Scoping of an Application Programming Interface (API) to facilitate data-sharing between systems • Coordinated scoping process with medical stakeholders to identify the requirements to make viCPlace more amenable to medical clinical placement coordination and the recording of associated data (Clinical Schools)

5. viCPlace version 7.1 – June 2014 A major release of viCPlace is scheduled for the end of June in line with the commencement of Phase 2, Clinical placement planning in 2014. New features will include: • Major user interface re-design for improved function and performanceincluding a new header design • Availability Search – live availability search by discipline and placement type • We want your feedback! The dashboard is under development and we would like your feedback as to what you want to see! - Example Graph (what you want graphed/charted)- Widgets (what type of information you would like to see/link to)

6. viCPlace version 7.1 – Clinical Placement Provider New features include: • Ability to view both daily and weekly bookings, capacity, reservations and block-out information on a single overview planner • Checklist to provide a whole of organisation view of bookings that do not meet the criteria for the Clinical Placement Activity (CPA) report. • Improved email notifications and information sharing for important actions

7. viCPlace version 7.1 – Clinical Placement Provider • Additional filtering and sorting options within each areas • Make up days can be managed whilst attendance is being marked on an individual student basis • Ability to search for booking by placement ID with auto fill functionality

8. CPP2014 – Clinical Placement Provider Checklist • With the Version 7.1 release shortly Clinical placement providers should check and action the following: • Existing organisations/users: Reminder any 2015 placement information should not be entered until AFTER 23 June 2014 • New Organisations: prior to receiving viCPlace access review how placements are currently managed. • where students attend placement (which facilities, wards, specific areas/ locations, teams), • how many students attend each shift, • do students attend Monday to Sunday, Public Holidays, • what time of year do we take students, and which Education partners do we work with

9. CPP2014 – Clinical Placement Provider Checklist • Existing organisations/users: as this release is a major upgrade viCPlace will require a password reset when logging in for the first time post release. • Existing organisations: review all current users • inactivate any user no longer with the organisation, • inactivate any user that was created with an incorrect email address, • review all user permission levels as new release has created further customisable accounts filters • Generate from viCPlace – Organisational Structure report and upload into viCPlace document library (during Phase 2)

10. CPP2014 – Clinical Placement Provider Checklist • As per the Framework, Participant Kit and your online profile with the principle of openness and transparency we request you upload your clinical placement terms and conditions into the viCPlace document library (during Phase 2) • Note that from 1 July 2014 onwards, the four minimum student information fields (first name, surname, gender and date of birth) will be mandatory viCPlace fields for input of student details. • Fact Sheet: viCPlace Student Privacy and Security http://health.vic.gov.au/placements/vicplace.htm

11. viCPlace version 7.1 – Education Provider • New features include: • Availability Search – live availability search by discipline and placement type against your clinical placement provider partners • Overview - Visual planner of all booking requests (requests planner) • Visual planner of all bookings (booking overview) • New list view of all bookings (ability to search for bookings via all filters)

12. viCPlace version 7.1 – Education Provider • In system notification to flag when a booking has been amended by CPP partner since the last published version • Additional filtering and sorting options within each areas • All new requests will be created and assigned to a subject and study period enabling better management of demand information • Ability to search for booking by placement ID with auto fill functionality

13. CPP2014 – Education Provider Checklist • With the Version 7.1 release shortly Education providers should check and action the following: • Existing organisations/users: Reminder any 2015 placement information should not be entered until AFTER 23 June 2014 • New Organisations: prior to receiving viCPlace access review clinical placement requirements. • which subjects have clinical placement requirements • subject related information – subject code, subject name, timeframe of year subject is delivered • how many students are enrolled, • how many clinical placement hours is each student required to complete for each subject • which clinical placement providers do we work with

14. CPP2014 – Education Provider Checklist • Existing organisations/users: as this release is a major upgrade viCPlace will require a password reset when logging in for the first time post release. • Existing organisations: review all current users • inactivate any user no longer with the organisation, • inactivate any user that was created with an incorrect email address, • review all user permission levels as new release has created further customisable accounts filters • Generate from viCPlace – Demand report and upload into viCPlace document library (during Phase 2)

15. CPP2014 – Education Provider Checklist • Note that from 1 July 2014 onwards, the four minimum student information fields (first name, surname, gender and date of birth) will be mandatory viCPlace fields for input of student details. • Fact Sheet: viCPlace Student Privacy and Security http://health.vic.gov.au/placements/vicplace.htm

16. If you have organisation specific questionsplease come and speak with your ISO or myself at the viCPlace area, thank you.

17. Contact Natarsha Knights-Lewis • Information Support Project Officer, Department of Health p. 03 9096 1273 m. 0438 813 193 e. natarsha.knights-lewis@health.vic.gov.au www.vic.gov.au/peopleinhealth