I. GENERAL STATEMENT OF DUTIES:

The Clinical Coordinator directly supports the Office of Experiential Education and its Director and Assistant Directors of Experiential Education in all aspects of the School’s Introductory and Advanced Pharmacy Practice Experiences which constitute one-third of the School of Pharmacy’s curriculum. This support entails:

II. INTRODUCTORY PHARMACY PRACTICE EXPERIENCES (IPPES; P1-P3 YEARS):

• IPPE scheduling – includes the following schedules:

  • P1 IPPE: 65 rotations (Fall and Spring)
  • P2 IPPE: 65 rotations (Fall and Spring)
  • P3 Practice: 65 rotations (Scheduling completed in the Fall for whole year)
  • P3 LTC: 65 rotations (Fall and Spring)
  • P3 MTM: 65 rotations (Fall and Spring)

• Site On-Boarding and Spreadsheets for IPPE rotations

  • Kaleida
  • CHS
  • CVS
  • Roswell
  • ECMC
  • BryLin
  • And all other site-specific requirements

• Soliciting preceptor availability

  • Fall and Spring IPPE rotations

• Maintain relationship with all active local preceptors (currently 163 total)

• Contact all ranked preceptors (*number depends on size of class and how many preceptors have not already entered their availability)

  • Student new rotation requests (1-10)

• Contact new preceptors

• Send introduction email containing:

• Preceptor eligibility form

• Affiliation agreement

• Information on PharmAcademic

• Add new preceptor into CORE

• Set up rotation

• Add availability for match IPPE Debrief Scheduling and Planning (P1, P2, & P3)

  • Fall and Spring
  • Work with the Deans office to make sure all rooms are reserved (should be completed 3 months prior to debrief to assure room reservation)
  • Work with Assistant Director to solicit faculty facilitators Creation of facilitator guides for faculty participants
  • Creation of facilitator guides for faculty participants

• Understanding of CORE  (scheduler, assessment EMS and preceptor training)

  • Match creation

• Creation of 300 total student rotations

• P1 Fall and Spring

  • 7,920 student contact hours

• P2 Fall and Spring

  • 7,920 student contact hours

• P3 LTC Fall and Spring

  • 2,600 student contact hours

• P3 MTM Fall and Spring

  • 2,080 student contact hours

• P3 Practice

  • 2,600 student contact hours
  • Assignment and Assessment creation

• Updating assignments and assessments when necessary

• Update, maintain, and delivery of 1,500 IPPE Assessments and Assignments

• P1 IPPE

• P2 IPPE

• P3 LTC

• P3 MTM

• P3 Practice

  • Update, maintain, and delivery of 3,200 APPE Assessments and Assignments Setting up and validating student requirements in CORE

• Immunization Requirements

• Flu shot- 65 requirements

• PPD- 65 requirements

• HIPP Training Requirement- 65 requirements

• Blood Borne Pathogens Training Requirement- 65 requirements

• Out of state License Requirement (for rotations out of state)

• Canadian License Requirement (for rotations in Canada)

• Experiential Education Committee Meeting

  • Attend meeting monthly
  • Record and take notes during meeting
  • Complete minutes monthly
  • Send out agenda and minutes to committee members

• Updating of Manuals

  • Approximately 8 hours/ Month ( 96 hours)
  • Track and implement changes to manuals made in committee
  • Track and implement changes to manuals made through office of Experiential Education

• P1 IPPE Manual

• P2 IPPE Manual

• P3 IPPE Manual

• APPE Manual

• Updating of Health form

  • Review current Health form
  • Send to Beverly Taggart for new admissions

• Incoming P1 Students

  • Completed health form

• Follow up with students who are missing items via email or phone

• Contact physicians’ offices to retrieve student immunization records if needed

• Completed forms scanned into teams

• Copy sent to the DYC Health Office for registration clearance

• Flu/PPD Clinic Planning and Implementation (for all School of Pharmacy students)

  • Schedule with Vital Pharmacy (PPD)
  • Coordinate with Vital Pharmacy for FLU 
  • Manage location details-reserve rooms
  • Managing the sign- up schedule
  • Work the event-all day

• Site Visits (all year)

  • Plan out a total of 55 site visits per year (required by ACPE)
  • Reach out to preceptors to set up visits
  • Make itinerary for each site visit
  • Attend each site visit with the Office of Experiential Education

• Checking registration using the BI Launch Pad

  • Make sure all IPPE students are registered for the correct Experiential courses
  • Check with Portal – verify match

• Working with Assistant Director to check on submitted assignments and assessments in PharmAcademic.

  • 3,200 Assignments and Assessments total

• Setting up contracts with any new sites for IPPE rotations (APPE Administrator will do this as well for APPE rotations)

• Certificates of Insurance

  • Ongoing emails to Lawley Insurance for new affiliated IPPE rotation sites

• Send COI to new site via email

  • April-May-examine previous year list of sites-remove sites we do not use
  • Send to Lawley with the other health programs at D’Youville

• Around 450 sites require COI renewals each year

  • Lawley sends all COI renewals in June

• Assessment Reports

  • For Assessment Committee and Accreditation
  • Final Student Evaluation

• P1 IPPE= 260 Evaluations

• P2 IPPE= 260 Evaluations

• P3 LTC IPPE= 130 Evaluations

• P3 MTM IPPE= 130 Evaluations

• P3 Practice IPPE= 65 Evaluations

• APPE= 390 Evaluations

  • Student Evaluation of Site, Preceptor, and Experience

• P1 IPPE= 260 Evaluations

• P2 IPPE= 260 Evaluations

• P3 LTC IPPE= 130 Evaluations

• P3 MTM IPPE= 130 Evaluations

• P3 Practice IPPE= 65 Evaluations

• APPE= 390 Evaluations Yearly Immunization Updates for IPPE students

• Yearly Immunization Updates for IPPE students

  • Immunizations – track 700+ immunizations

• PPD Annually

• FLU Annually

• Updates on Tdap

  • Validate immunization uploads on CORE

  • Upload copies of all immunizations to Teams

  • Reach out to students via email or phone to retrieve updated proof of immunization

  • Validating student uploads in PharmAcademic for proof of immunizations

• Travel Expenses

  • For site visits or work trips taken by Director and Assistant Director

• Participate in Clinical Coordinator meetings on the campus (1 hour/ 3-4 times per year)

• ACPE accreditation organization

  • Lead communicator for subcommittee write up team
  • Communicate through Teams and email to dictate and organize tasks

• Daily unplanned tasks or student concerns/ issues that may arise

• Assist with SOP events and activities

  • White Coat Ceremony
  • P1 Orientation
  • Residency Forum
  • Career Fair
  • National Counseling Competition
  • Exams/OSCE’s
  • Graduation

III. ADVANCED PHARMACY PRACTICE EXPERIENCES (APPES; P4 YEAR)

• APPE scheduling
  • P3 Fall Orientation
  • Process any new student rotation requests-new site affiliation agreements
  • Completed Affiliation Agreements-scanned and copied to Teams
  • P3 Spring Orientations
    • General Orientation
    • Financial aid/Student accounts
    • APPE Assignments
    • Rx Prep
  • Daily schedule assistance with students
  • Schedule assistance with preceptors
  • Collect Longitudinal Assignment sheets from APPE students
• APPE Rotations – Soliciting preceptor availability

  • Existing Preceptors

    • Contact via email 450+ preceptors
    • Contact via telephone 200+ preceptors
    • Enter availability in Pharm Academic

  • New Preceptors

    • Solicit preceptor eligibility forms
    • Vet site via phone or site visit
    • Send personal email with all information attached
    • Set up site, preceptor and rotation in Pharm Academic

  • Block access to lock in availability before match

• International Rotations abroad
  • Coordinate with students and preceptors
    • Ecuador
    • Ireland
    • Turks & Caicos
    • Australia
• International Exchange students coming to D’Youville
  • Coordinate with students and preceptors
  • Assist with lodging, transportation, campus access
    • University of County Cork-Ireland
    • University of Puerto Rico
    • James Cook University-Australia
• Pharm Academic APPE Ranking Cycle

  • Student Ranking process

    • Students rank hundreds of sites for each type rotation based on preference
    • Manage ranked sites
    • Schedule over 93,000 student contact hours
    • Lock student ranking

  • APPE Match Process

  • Average 65 students scheduled with 6 rotations (65 x 6=390)

  • Analyze each students schedule

  • Maximize faculty member placements

  • Check any duplications

  • International student requirements

• Release APPE schedule to students
  • Daily interaction with students
• Open APPE schedule to preceptors
  • Make any adjustments as necessary
• Create spreadsheets for all major sites and send with any verification forms to appropriate contacts.
  • Kaleida Health
  • Catholic Health
  • Roswell Park
  • Veteran’s Administration of WNY
  • ECMC
  • Cleveland Clinic
  • Strong Memorial
  • Niagara Falls Memorial
  • CVS Pharmacies
  • Wegman’s Pharmacies
• CORE – Duties and Responsibilities
  • Ongoing APPE block maintenance
    • Preceptor and student emails one week prior to new block 
    • Preceptor and student email reminders for the ending block
    • Mid-Point Evaluations
      • Telephone and email check in with preceptors- Average 40 per block
      • Enter responses in Pharm Academic under site visits
  • Check final evaluations
    • Student – follow up with emails from Pharm Academic, personal emails and phone calls if delinquent
    • Preceptor – follow up with emails from Pharm Academic, personal emails and phone call if delinquent
  • Run reports results
• Current Student Requirements

  • Immunizations – track 700+ immunizations

    • PPD Annually
    • FLU Annually
    • Updates on Tdap

  • Validate immunization uploads on Pharm Academic, copy to Teams

  • Site Requirements/student on-boarding

• Updating of Health form
  • Review current Health form
  • Send to Beverly Taggart for new admissions
• Incoming P1 Students
  • Completed health form
  • Follow up with students who are missing items via email or phone
  • Completed forms scanned into teams
  • Copy sent to the DYC Health Office for registration clearance
• Checking registration using the BI Launch Pad
  • Making sure students are registered for all correct Experiential courses
  • Check with Portal – verify match
  • April-register APPE blocks 1 to 5 for Summer/Fall Semesters
  • November-register APPE blocks 6 to 8 for Spring Semester
• Certificates of Insurance – needed for all clinical sites
  • Ongoing emails to Lawley Insurance for new affiliated sites
  • April-May-examine previous year list of sites-remove sites we do not use
  • Send to Lawley with the other health programs
  • Lawley sends all COI’s in June
• Required Meetings

  • Monthly Pharmacy Faculty/Staff meetings

  • Clinical Coordinator Meetings on campus (3-4 per year)

  • Semi – Annual Consortiums with other Schools of Pharmacy

MISCELLANEOUS ADMINISTRATIVE ASSISTANT DUTIES

• Check student requirements
  • Out of area intern permits
  • Immunization updates
    • Flu
    • PPD
    • Tdap
• Current Affiliation Agreements-check expiry dates
  • Contact site for any updates
• CORE – maintain current sites and preceptors
• Preceptor lists- keep current for emails, events, etc.
• Syllabus/Manual updates