VistA Scheduling Enhancements: Quick Reference …



Site Training Plan Template InstructionsDescriptionThis document provides structured placeholders to assist in developing and documenting a plan for conducting Scheduling Staff Training efficiently and successfully. The site Medical Center Point of Contact (MC POC) will document information regarding the site, POCs, training room(s), instructors, target audience, and training schedule.UsageUse this template to collaborate on the upfront planning required to successfully conduct Scheduling Staff Training and document final decisions. Begin compiling the components of the Site Training Plan eight weeks prior to your Site Visit and share it with the designated person at ACAP six weeks prior to the your Site Visit. Use this template in coordination with the Medical Center Implementation Checklist and the VSE Training Implementation Guide to populate the portions of the worksheet found in Attachment C of the Implementation Guide. The numbered items correlate to that attachment.Your site visitor will also review the Site Training Plan and Training Schedule with you during the Site Visit.Instructions on How to Use this TemplateBefore entering any data: Select File.Select Save As.Choose an easily accessible location on your computer.Name the file to be site-specific.Select Save.Instructions on How to Use this Site Training PlanThis document provides placeholders for information you will need to gather in order to logistically proceed with Scheduling Staff Training. Each section provides instructions about the information you are collecting and how to use it. Please be sure to read the Instructions for each section carefully before you gather the data, so you understand why you need to know this information. Then, enter applicable information in place of the bracketed text, removing the brackets themselves. Once all information is entered, use the data to proceed as cited in the instructions. You may replace the instructions with your own narrative of your plan of action.AssumptionsThe MC POC and Super Users will collaborate on the development of the Site Training Plan.Alternate Super Users will be identified for each training session as an instructor backup.A training facilitator will be available for each training session to assist the instructor with, for example, emailing registrants who have not shown up to class or documenting items on the Parking Lot.[Site Name] Training PlanSite Points of Contact (POC)MC POCName: [Name of MC POC]Phone: [Phone Number]Email: [Email Address]IT POCName: [Name of IT POC]Phone: [Phone Number]Email: [Email Address]Training InformationThis section focuses on the participants and instructors. Estimated Number of Participants to Be TrainedThe estimated number of participants to be trained by clinic enables you to develop a training schedule when you combined it with the number of training rooms and available equipment, Super User availability, and the On-Site Training Schedule Template. Once you have a training schedule, you know how many days instructors will be training, when the schedulers will all be prepared to use VSE, and when to reserve the training facilities for all training sessions. Number of staff with scheduling keys (“schedulers”) to train during initial roll out: [Total number]Consider using the following table to develop a preliminary list of participants organized based on the Super User who will train them. If using a strategy other than by clinic, rename the first column to align with your strategy. Press Tab at the end of the first sample row to add additional rows.Table 1: Estimated Participants by ClinicClinic# of Anticipated ParticipantsSuper User[Clinic Name][#][Name]Super Users and Contact InformationSuper Users will be delivering the Scheduling Staff Training. The Super Users need to be identified as early as possible so they can start performing the tasks in the VSE Super User Facilitation Kit, attend the Virtual Super User Training, and participate in VSE Super User calls. Ultimately, as noted in the REF _Ref443658594 \h Assumptions, Super Users may serve in one of three capacities for any training session:Instructor – serves as platform instructorContingency instructor – acts as back-up instructor available if the instructor is absentFacilitator - assists the instructor with logistics, presenting the materials, and helping participantsNumber of Super Users dedicated to VSE training and implementation (FTEE): [Total number]As early as possible, the MC POC should document who the Super Users are for VSE and their contact information in the following table. Press Tab at the end of the first sample row to add additional Super Users.Table 2: Super User Contact InformationSuper User NamePhoneEmailClinic(s)[Name][###-###-####, x####][Name.Name@][Clinic Name]Training RoomsThis section focuses on the training room options and equipment available at your site. Every site differs in the availability of locations to hold training and the equipment available. Using the Training Facility Considerations to document and assess available training locations six to eight weeks prior to the Site Visit. The outcome of this inquiry impacts the training schedule, how many people can be trained simultaneously, and what equipment must be sourced to proceed. Number of computer training rooms to be used (2 Super Users per training session): [Total number]If no internet is available in your training room(s), the simulations used by the instructor and participants during the sessions must be hosted locally or directly on each instructor and participant’s computer. In addition, since the post-test and participant evaluation are on TMS, your training team has two choices: Participants complete the post-test and evaluation on printed copies of these two documents Participants complete them on TMS once they get back to their desks (may require reminders)Add sections to this plan based on the number of training rooms your site plans to use.Training Room #1 InformationTraining Room Name/Number: [Physical Location of Training Room]POC for Training Room: [Name], [Phone Number], [Email Address]Maximum Number of Participants: [Room Capacity]Available Equipment:Laptops/Computers: [# and Type] Is Internet Available? [Yes/No]Projector and Screen: [Yes/No]Microphone: [Yes/No]Training Room #2 InformationTraining Room Name/Number: [Physical Location of Training Room]POC for Training Room: [Name], [Phone Number], [Email Address]Maximum Number of Participants: [Room Capacity]Available Equipment:Laptops/Computers: [# and Type] Is Internet Available? [Yes/No]Projector and Screen: [Yes/No]Microphone: [Yes/No]Training Room #3 InformationTraining Room Name/Number: [Physical Location of Training Room]POC for Training Room: [Name], [Phone Number], [Email Address]Maximum Number of Participants: [Room Capacity]Available Equipment:Laptops/Computers: [# and Type] Is Internet Available? [Yes/No]Projector and Screen: [Yes/No]Microphone: [Yes/No]Location of Customized Training MaterialsThe general presentation, Instructor Guide, and Participant Guide are hosted for all MC POCs and Super Users on VA Pulse. Your site should take the general versions of these materials, customize them with site specifics, and save them locally. These customized materials are what each Super User then uses to deliver the Scheduling Staff Training. Note where Super Users may access customized training materials. If, based on internet connection speed or availability in your training rooms, your site hosts the simulations locally, consider placing the simulations in the same location as the customized training materials or in a subfolder. Location of VSE On-Site Training Materials: [Link or File Path]Presentation Filename: [Filename for Training Presentation]Participant Guide Filename: [Filename for VSE Participant Guide]Instructor Guide Filename: [Filename for VSE Instructor Guide]Training Schedule From an Aerial ViewFigure 1 is an aerial view of the VSE Training. This perspective allows you to envision the training events over time, so you can see how much time after virtual training you have to prepare for the first Scheduling Staff Training. Then, during the Site Visit, your team delivers the first VSE Training session(s) with the site visitor present to observe and provide feedback about the training. Armed with the feedback from the first session, your team can finalize all materials and delivery strategies before delivering the remaining training. If you are able to use SmartArt, you can edit this graphic as you refine the site training schedule. If submitting this document for review, consider attaching the full Scheduling Staff Training Schedule.Figure SEQ Figure \* ARABIC 1: Aerial View of Training Timeline ................
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