Guideline Guidelines For Clinical Placements In NSW Health
GuidelineGuidelines for Clinical Placements in NSW HealthSummary This Guideline forms part of the Clinical Placements in NSW Health Policy (PD2016 057)and was developed to establish best practice in relation to the implementation of thispolicy.This Guideline provides additional support to Health Services and Education Providersresponsible for clinical placements and includes information about clinical placementprinciples, mandatory compliance and verification requirements, operational details forClinConnect including user roles and responsibilities, and business rules such asplacement and booking timeframes.Document type GuidelineDocument number GL2018 009Publication date 17 April 2018Author branch Workforce Planning and DevelopmentBranch contact (02) 9424 5969Replaces GL2016 028Review date 17 April 2023Policy manual Not applicableFile number H18/19421Status ActiveFunctional group Personnel/Workforce - Workforce planningApplies to Affiliated Health Organisations, Chief Executive Governed Statutory Health Corporations,Community Health Centres, Dental Schools and Clinics, Local Health Districts, NSWAmbulance Service, NSW Health Pathology, Public Health Units, Public Hospitals,Specialty Network Governed Statutory Health CorporationsDistributed to Ministry of Health, Public Health System, Tertiary Education InstitutesAudience Nursing and Midwifery, Allied Health, Dental, Medicine, Clinical Placement CoordinatorsSecretary, NSW Health
GUIDELINE SUMMARYGUIDELINES FOR CLINICAL PLACEMENTS IN NSW HEALTHPURPOSEThe Guidelines were developed to establish best practice in relation to theimplementation of the Clinical Placements in NSW Health Policy (the ClinicalPlacements Policy) and booking and management of ClinConnect processes andfunctions.The Guidelines form part of the Clinical Placements Policy and compliance ismandatory across NSW Health Organisations (including Affiliated Health Organisations)and Branches in the NSW Ministry of Health.KEY PRINCIPLESThe Guidelines: Provide guidance around the implementation of the Clinical Placements Policyincluding using ClinConnect to book and manage clinical placements in NSWpublic health facilities, and Inform and provide additional support to Health Services and EducationProviders responsible for clinical placements to support them to efficiently andconsistently meet clinical placement requirements.It is intended that the Guidelines will enable greater flexibility when updating informationrelated to ClinConnect processes and functions.USE OF THE GUIDELINEThe Guidelines are to be used in conjunction with the Clinical Placements Policy (PD2016 057).As per the Clinical Placements Policy, the following mandatory requirements must besatisfied prior to the commencement of a clinical placement:1. A NSW Health Student Placement Agreement (SPA) for Entry into a HealthOccupation must be in place between a Health Service and Education Provider.2. Compliance with NSW Health mandatory requirements as set out in relevant NSWHealth policy directives, guidelines and procedures.3. ClinConnect, must be used to book and manage all clinical placements that takeplace in NSW public health facilities and affiliated organisations in all discipline areasaligned to clinical services, and used to record clinical placement activity and studentdetails for medicine.The Guidelines provide additional information, support and guidance to Health Servicesand Education Providers to assist them to efficiently and consistently meet theirmandatory clinical placement requirements, including: Legal and legislative framework (Section 1.3)GL2018 009Issue date: April-2018Page 1 of 2
GUIDELINE SUMMARY Mandatory compliance and verification requirements for clinical placements(Sections 2.2 and 2.3) Responsibilities of Health Services (Sections 2.2.1 and 2.3.1) Responsibilities of Education Providers (Sections 2.2.2 and 2.3.2) Operational details for ClinConnect including user roles and responsibilities(Section 3.2) Business rules such as placement and booking timeframes (Section 3.3).The Guidelines apply to all groups who have a role and / or responsibility for facilitatingclinical placements in NSW Health public health facilities, including Health Services,Education Providers, Students, and Facilitators.REVISION HISTORYVersionApproved byAmendment notesDecember 2016(GL2016 028)Deputy Secretary,Governance,Workforce andCorporateDeputy Secretary,People, Culture andGovernanceNew guideline.April 2018(GL2018 009)Guideline amended to separate Mandatory Trainingrequirements from pre-placement verification requirements.ATTACHMENTS1. Guidelines for Clinical Placements in NSW Health: GuidelineGL2018 009Issue date: April-2018Page 2 of 2
Guidelines for Clinical Placements in NSW HealthGUIDELINESIssue date: April-2018GL2018 009
Guidelines for Clinical Placements in NSW HealthGUIDELINECONTENTS1. BACKGROUND . 11.1 About this document . 11.2 Key definitions . 11.3 Legal and legislative framework . 22. COMPLIANCE AND VERIFICATION INFORMATION FOR CLINICAL PLACEMENTS. 22.1 Key principles . 22.2 Mandatory requirements for Students . 32.2.1 Responsibilities of Health Services . 42.2.2 Responsibilities of Education Providers . 62.2.3 Responsibilities of Students. 62.3 Mandatory requirements for Facilitators . 62.3.1 Responsibilities of Health Services . 72.3.2 Responsibilities of Education Providers . 72.3.3 Responsibilities of Facilitators. 83. CLINCONNECT . 83.1 Clinical placement principles . 83.2 User roles and responsibilities . 93.2.1 Health Service ClinConnect Coordinator / Delegate User . 103.2.2 Education Provider ClinConnect Coordinator / Delegate User . 103.2.3 User provisioning and permissions . 113.2.4 Accessing ClinConnect . 133.3 Business rules . 143.3.1 Placement cycles and event booking windows . 143.3.2 Cancellations . 143.3.3 Placements by exception . 153.3.4 Assigning students to clinical placements . 153.3.5 Commencement and Attendance . 163.3.6 Creating Facilitator Profiles. 16LIST OF ATTACHMENTS . 161. Facilitators in ClinConnect2. Facilitators in ClinConnect Consent FormGL2018 009Issue date: April-2018Contents Page
Guidelines for Clinical Placements in NSW HealthGUIDELINE1. BACKGROUND1.1 About this documentThe Guidelines for Clinical Placements in NSW Health (the Guideline) form part of theClinical Placements in NSW Health Policy (PD2016 057). Compliance with the policy ismandatory across NSW Health.The Guidelines were developed to establish best practice in relation to implementation ofthe Clinical Placements Policy, and undertaking ClinConnect processes and functions.Specifically the purpose of the Guidelines are to: Provide guidance around the implementation of the Clinical Placements Policyincluding using ClinConnect to book and manage clinical placements in NSWpublic health facilities, and Inform and provide additional support to Health Services and Education Providersresponsible for clinical placements to support them to efficiently and consistentlymeet clinical placement requirements.Information contained in the Guidelines includes clinical placement principles, details ofthe mandatory compliance and verification requirements for clinical placements andresponsibilities of all Parties in this; and operational details for ClinConnect including userroles and responsibilities and business rules such as placement and booking timeframes.1.2 Key definitionsClinConnect: ClinConnect is a web-based application to assist Health Services andEducation Providers manage all clinical placements in NSW public health facilities andaffiliated organisations.Clinical placement: A clinical placement is supervised education that contributes to orcounts towards professional education and training requirements for an accreditedcourse leading to a health-related occupation. It is an essential requirement forsuccessful course completion and therefore excludes voluntary extra placements.Clinical Placements in NSW Health Policy (Clinical Placements Policy): This policyoutlines the processes for both health services and education providers when placingstudents in NSW public health facilities and affiliated organisations. It is designed tostreamline the booking and management of clinical placements, whilst achievingtransparency and consistency across the State. Compliance with this policy is mandatoryacross NSW Health.Guideline: A Policy Document that establishes best practice in relation to clinical andnon-clinical activities and functions.Health Education and Training Institute (HETI): HETI supports education and training forexcellent health care across the NSW Health system.Policy Directive: A Policy Document that must be complied with and implemented asa part of ongoing operations.GL2018 009Issue date: April-2018Page 1 of 18
Guidelines for Clinical Placements in NSW HealthGUIDELINE1.3 Legal and legislative frameworkThe NSW Health Student Placement Agreement (SPA) for Entry into a HealthOccupation template provides the legal and policy framework that underpins theprovision of clinical placements within NSW public health facilities. It outlines the rolesand responsibilities of each party, the channels for communication and governance, andsets out minimum requirements for exchange of information between the parties.NSW Health developed the Student Placement Agreement (SPA) template in recognitionof the collaboration between tertiary Education Providers and Health Services to enhancethe practical learning experience of post-secondary students through placements at NSWpublic health facilities. Local SPAs are to be in accordance with the NSW Health SPAtemplate. The template is accessible on the Health Education and Training Institute(HETI) website. nical Placements in NSW Health Policy is a Policy Directive. NSW HealthOrganisations (including Affiliated Health Organisations) and Branches in the NSWMinistry of Health are required to comply with all Policy Directives. The ClinicalPlacements Policy specifies that for a clinical placement to be undertaken in NSW publichealth facilities the following mandatory requirements must be satisfied prior to thecommencement of the clinical placement:1. A NSW Health Student Placement Agreement (SPA) for Entry into a HealthOccupation must be in place between a Health Service and Education Provider.2. Compliance with NSW Health mandatory requirements as set out in relevant NSWHealth policy directives, guidelines and procedures.3. ClinConnect, must be used to book and manage all clinical placements that takeplace in NSW public health facilities and affiliated organisations in all discipline areasaligned to clinical services, and used to record clinical placement activity and studentdetails for medicine.2. COMPLIANCE AND VERIFICATION INFORMATION FOR CLINICALPLACEMENTS2.1 Key principles Students and Facilitators attending NSW public health facilities for clinical placementsor to facilitate a clinical placement respectively must meet NSW Health’s mandatoryrequirements including those for immunisation, National Criminal Record Checks(NCRC) and the NSW Health Code of Conduct. Failure to comply with NSW Health’s mandatory requirements within specifiedtimeframes will result in suspension from attending clinical placements in the NSWHealth system and for students may jeopardise their course of study. Students and Facilitators must remain compliant with NSW Health’s mandatoryrequirements for the duration of their clinical placements.GL2018 009Issue date: April-2018Page 2 of 18
Guidelines for Clinical Placements in NSW HealthGUIDELINE ClinConnect is to be used to record and manage student compliance. A student’scompliance status can be viewed on their ClinConnect profile. Students who meet the criteria for temporary compliance will be allowed tocommence a clinical placement but are required to provide subsequentdocumentation for verification to attain full compliance within the specified timeframe. If a student is attending a placement and their temporary compliance expires, thatstudent is not allowed to continue attending the placement. A student’s National Criminal Record Check (NCRC) must not expire between theseventh day before the placement is due to commence and the end date of theirplacement. If a student’s NCRC is due to expire during this time, then their placementwill automatically be cancelled by ClinConnect seven days before it is due tocommence (except for Medical students). Student’s whose NCRC is due to expireduring this time will need to obtain a new NCRC and have it verified by NSW Healthahead of the automatic cancellation occurring.2.2 Mandatory requirements for StudentsFor students to attend clinical placements in NSW public health facilities the followingmandatory requirements must be met.(a) Employment checks – Criminal record checks and working with children checks(PD2016 uments/PD2016 047.pdf This requirement must be met prior to the commencement of a clinical placement. Students must obtain a National Criminal Record Check (NCRC) issued through aState / Territory Police service, the Australian Federal Police or an AustralianCriminal Intelligence Commission (ACIC) accredited body. Students that have a charge or conviction listed on their NCRC are to apply for arisk assessment with NSW Health’s Employee Screening and Review Unit(esruenquiries@hss.health.nsw.gov.au). Following this assessment, students willeither be given a NSW Health Clinical Placement Authority Card or a ConditionalLetter. Overseas’ students must also provide a Police Certificate from their home country/ any country they have been permanent residents of or citizens in since turning 16years of age (translated into English). Or provide a signed Statutory Declarationthat details whether or not they have a criminal history from their home country orany country that they have resided in, or been a citizen of since turning 16 years ofage.(b) Occupational Assessment, Screening and Vaccination Against Specified InfectiousDiseases (PD2018 uments/PD2018 009.pdf These requirements must be met prior to the commencement of a clinicalplacement.GL2018 009Issue date: April-2018Page 3 of 18
Guidelines for Clinical Placements in NSW HealthGUIDELINE Students must provide the following:o Provide evidence of protection against the infectious diseases specified inthis policy directive and comply with the requirements of this policy directiveat their own costo Submit a completed Undertaking / Declaration Form (Attachment 6)o Submit a completed Tuberculosis (TB) Assessment Tool (Attachment 7)within 4 months prior to commencing the first clinical placement.o Make available their completed Vaccination Record Card for Health CareWorkers and Students (Section 7) Students will not be permitted to attend a clinical placement if they have notsubmitted Attachment 6 and Attachment 7 within the allocated timeframe. Students who attend their first clinical placement in the later years of their course(i.e. not during their first year) must be assessed (except for the TB assessment)in their first year. This is to identify compliance issues early in a student’scandidature as those who are non-compliant will not be able to attend theirplacement which may impact on their course completion.(c) NSW Health Code of Conduct (PD2015 uments/PD2015 049.pdf This requirement must be met prior to the commencement of a clinical placement.(d) Relevant NSW Health policy directives Students must sign that they agree to abide by the NSW Health Code of Conductwhich defines standards of ethical and professional conduct that are required ofeveryone working in NSW Health. While on placement, students must comply withrelevant policies, guidelines and procedures, including those related to privacy,open disclosure, incident management, work health and safety, security, recordkeeping, and infection control. Relevant policy directives may identify a mandatory training requirementapplicable to students. Students must complete their mandatory training inaccordance with these policy directives where relevant to their level of supervision/ exposure to patients.2.2.1 Responsibilities of Health ServicesHealth Services are responsible for: Prior to the commencement of a clinical placement, verifying and recording studentcompliance documentation in ClinConnect for the following:(a) National Criminal Record Check (NCRC) issued through a State / Territory Policeservices, OR Australian Federal Police Check OR an Australian CriminalIntelligence Commission (ACIC) accredited body OR a NSW Health ClinicalPlacement Authority Card OR a conditional letter issued by NSW Health(Employee Screening and Review Unit – HealthShare) as per PD2016 047Employment checks – Criminal record checks and working with children checks.GL2018 009Issue date: April-2018Page 4 of 18
Guidelines for Clinical Placements in NSW HealthGUIDELINENote: Australian Federal Police (AFP) policy is that it will only provide NationalPolice Checks for residents of the Australian Capital Territory (ACT) or for peoplerequiring a check under Commonwealth legislation. Such checks however are stillacceptable in accordance with NSW Health employment screening policy(PD2016 047).Note: Student name on the NCRC must match the student’s Education ProviderID card exactly.Note: Original documentation must be verified.Note: Overseas students must also provide a Police Certificate from their homecountry / any country they have been permanent residents of or citizens in sinceturning 16 years of age (trans
1. A NSW Health Student Placement Agreement (SPA) for Entry into a Health Occupation must be in place between a Health Service and Education Provider. 2. Compliance with NSW Health mandatory requirements as set out in relevant NSW Health
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