Patient recruitment for Comprehensive Patient Assessment (CPA) Sessions

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This page documents how the Undergraduate Patient Recruiter recruits patients for the Comprehensive Patient Assessment (CPA) Sessions.

Objective

To recruit patients for Internal Medicine CPA sessions in a timely fashion at Health Sciences Centre (HSC) and St. Boniface Hospital.

What is an Internal Medicine CPA Session?

Internal Medicine Comprehensive Patient Assessment Sessions (CPA) provide student in second and third year medicine – Med2 and Med3 – a learning opportunity to become well versed, organized and professional when taking histories and performing physical examinations on patients. The sessions help the student transition from classroom to clinic and are an important part of the educational experience.

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Is the "Patient Recruitment Coordinator (PRC)" below the same as the Patient recruitment for Comprehensive Patient Assessment (CPA) Sessions?

The Patient Recruitment Coordinator (PRC) provides suitable patients for these students. Patients are deemed suitable should they be:

  • Lucid
  • Conversant – with good grasp of the English language
  • Not Cognitively Impaired
  • Recently Admitted
  • Not Overly Medically Compromised

Program Overview

Patients from both hospitals will be needed for the students to perform these assessments. Each assessment will follow the same protocol:

  • Each patient will be visited by just one student.
  • Patient should expect a visit from their assigned student at approximately 1 pm (1300 hrs.) on their appointment day. Appointment days will vary, depending on the time of academic year.
  • The student will ask a series of questions regarding the medical history of the patient.
  • The student will then perform a physical examination.
  • Patient History / Physical should take about 1hr to 1.5hrs
  • The patient may also expect a visit from the student and his/her assigned preceptor the day following the initial appointment.

Recruiting Patients at Health Sciences Centre for Internal Medicine CPA Program

There are three teaching units at HSC that are available for patient recruitment on the Internal Medicine Service. All are located on the 4th Floor of the General Hospital:

  • GA4 (Purple Bear section)
  • GD4 (Purple Bear section)
  • GH4 (near green elevators)
  • GB3 (last resort) *
  • In the event of a shortage of patients who are willing and able to participate.

The Procedure – Prior to Recruiting:

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  • The PRC will receive the student assignment lists via e-mail from the Undergraduate Program Education Coordinator, Ms. Janet Labarre, at least one full day ahead of the recruitment dates.
  • Plan to recruit at least one full day ahead of the appointment date. It is important to remember that final schedules must be posted by noon the day before the student’s assigned date.
  • Patients are usually needed at both hospitals. Manage your time accordingly.

The Procedure – Day Of:

  • Arrive at hospital. All parking expenses must be paid for up front by the PRC.
  • Visit the teaching wards:
    • Check in with the unit clerk desk.
    • Locate any Attendings and / or the Charge Nurse of the day to:
      • Introduce yourself.
      • Explain your role.
      • Receive suitable patient recommendations.
  • Get a copy of the Service List (Patient List) for the ward that day. The list contains the names and room assignments of all patients on the ward. Patient lists can be found:
    • GA4: Brown binder, back wall behind main nursing station.
    • GD4: Wire basket near computers station area behind main station.
    • GH4: Main nurses station desk counter.

The Procedure – Patient Interviews

Once there is a suitable number of recommendations from staff, patient visits may begin. It is recommended to follow a script during visits (see below). When interviewing patients:

  • Introduce yourself.
  • Explain your role and the purpose of recruiting patients.
  • Request their participation in the program.
  • Obtain Verbal Consent (See notes below).
  • Make appropriate notations in the Patient Chart (See notes below).
  • Assign the patient to a student.
  • Should a patient request a same sex student, try and accommodate the request.
  • Ensure two extra patients have been recruited in the event of a cancellation or similar circumstance where the original patient is not available.
  • Post the completed list on the bulletin board beside GF328.

Verbal Consent: Please note that a ‘yes’ from the patient does not mean unconditional consent. It is important to ensure that the Patient:

    • Understands and is giving informed consent.
    • Is volunteering to participate.
    • Can opt out at any point of the session.
    • Is aware the session is not part of their care.
    • Is informed the session won’t interfere with any tests or other treatments scheduled.
    • Will not have to undergo pelvic or breast exams- these aren’t performed.
    • Can deny any other exam they do not want done.
    • Must receive consent from their legal guardian If under 18 years of age.

Patient Chart: Consent is verbal. Once secured, the patient recruitment coordinator must go into patient’s chart and document a patient’s verbal consent in the Integrated Progress Notes (IPN) section. See below for the following example of a chart note:

16 Aug 2016 08:45: Patient consented to H&P from a 2nd year med student Tuesday 17 Aug 2016 ~13:00 if available. J. Smith (signature) J. Smith (printed) Patient Recruiter, University of Manitoba

Recruiting Patient at St. Boniface Hospital for Internal Medicine CPA Program

The two teaching wards available for patient recruitment on the Internal Medicine Service at St. Boniface Hospital are:

  • Service E5
  • Service E6

The Procedure – Day Of

  • Arrive at hospital. All parking expenses must be paid for up front by the PRC.
  • Visit the teaching wards:
    • Check in with the unit clerk desk.
    • Locate any Attendings and / or the Charge Nurse of the day to:
      • Introduce yourself.
      • Explain your role.
      • Receive suitable patient recommendations.

The Procedure – Patient Interviews

Once there are a suitable number of recommendations from staff, patient visits may begin. It is recommended to follow a script during visits (see below). When interviewing patients:

  • Introduce yourself.
  • Explain your role and the purpose of recruiting patients.
  • Request their participation in the program.
  • Obtain verbal consent (See notes below).
  • Assign the patient to a student.
  • Should a patient request a same sex student, try and accommodate the request.
  • Ensure two extra patients have been recruited in the event of a cancellation or similar circumstance where the original patient is not available.
  • Post the completed list on the bulletin board outside Room C5105.

Please note – Patient charts are not available at St. Boniface Hospital. Once consent has been given, leave a note with charge nurse of respective unit indicating which patients will be visited and when.

Script

Follow the Undergraduate Patient Recruiter Script.

  • Depending on the answer:
    • Yes: Once consent is given, review (repeat if necessary) what the patient has agreed to. Suggested wording: "Thank for agreeing to take part. A student will be by to visit you around 1 pm on the day of your appointment."
    • Maybe: If the patient is unsure, advise them of the backup list. Also, advise that they are free to stop the process at any time if they not wish to continue any further.
    • No: Should the patient not wish to participate (no), thank them for their time, wish them well, politely excuse yourself and move on to the next potential participant.

Post Recruitment:

  • Once all lists are completed for the week, submit hours to Ms. Doyle. Add one hour to your timesheet to compensate for out–of–pocket parking expenses.

Lockers

  • Lockers are not provided at either hospital. On weekdays, office space may be available for your belongings. If recruiting outside regular office hours, storage permission may be granted at the staffing areas of the various wards. Check with duty staff.

Confidentiality

It is important for the patient recruiter to keep in mind that privacy rules govern all contact with patients during the recruitment process.

  • Do NOT approach family and friends admitted to the hospital.
  • Do NOT answer any questions about patient test results.
  • Do NOT speak to nurses on a patient’s behalf about anything to do with the patient.
  • Do NOT discuss patients outside of the work environment.

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