Guideline Essential Education

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Guideline Essential Education

This Essential Education Guideline provides information to all staff, contractors, agency staff, visiting medical officers, junior medical officers on rotation from other hospitals, locums, students and volunteers on essential education training requirements. This Guideline is to be read in conjunction with the Essential Education Policy.

This Essential Education Guideline applies to all staff, contractors, agency staff, visiting medical officers, junior medical officers on rotation from other hospitals, locums, students and volunteers in ACT Health. The essential education training is divided into groups, each group contains training assigned to that group.

Essential Education training is broken into six groups, each group has training assigned to that group. Initially, Staff Development Unit will allocate essential education groups to an individual’s position, based on their job/position role. It is the responsibility of Managers/Supervisors to ensure the essential education group is appropriately allocated to the staff members individual’s position, based on their job/position role, if the individuals essential education group requires amendment / update they are to follow the Instructions for managers on how to assign essential education, detailed in pages 22-25 of this guideline). The training for each group is divided into ‘must complete’ and ‘highly recommended’. All staff members are required to complete the ‘must complete’ training assigned to their job role. Training specified in the ‘highly recommended’ groups is designed so that a staff member and their manager discuss the listed training and if this training is applicable to their job role. Any training that is applicable to an individuals job role is to be noted into their Performance Plan. The training groups are:

Group 1 – All ACT Health Employees

Group 2 – Managers / Supervisors

Group 3 – Basic Life Support

Group 4 – Aseptic Technique

Group 5 – Infection Prevention and Control

Group 6 – Clinical Manual Tasks

Purpose

Overview

Essential Education Training Requirements

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All ACT Health employees are required to complete the ‘must complete’, Group 1 training requirements. All staff training (Group 1) is automatically assigned to each staff member. A staff member will need to log onto Capabiliti to complete this training. Capabiliti will have automatically allocated this training to each individual. Training in Groups 2, 3, 4, 5 and 6 is assigned by a staff member’s manager following a risk assessment using the relevant risk matrices outlined in this document. Instructions for managers on how to assign essential education (for detailed information refer to pages 22-25 of this guideline). 1. On an annual basis, Staff Development Unit will allocate essential education

groups to an individual’s position, based on their job/position role. Staff Development Unit will then send out the spreadsheets to all Executives for managers/supervisors to analyse the information indicating the appropriate essential education training assigned to a staff member.

2. For positions that are created, abolished, reclassified, transferred or varied follow the process indicated on page 22 of this guideline.

3. For positions that already exist and require amendment, follow the process indicated on page 23 of this guideline.

4. Alternatively, please contact Staff Development Unit either via email, [email protected] or telephone 62442258 for further assistance.

Note: Training groups are assigned to individuals by their manager/supervisor and relevant Executive Director based on their job/position role, not for their profession. For example: Some clinical professions eg. social workers will not be required to complete basic life support as they would not be required to perform this procedure in the workplace. However, the staff member can still attend this training and completion will appear on their Capabiliti record, but it will not be essential and will not appear in the essential education reports. For any education listed as ‘highly recommended’ the requirement to complete this training is determined by: The manager/supervisor deciding on what is appropriate for staff to complete.

This should be identified in the staff member’s performance plan with approval of the areas Director, and/or;

The Executive Director deciding that certain staff in an area are required to complete specified training and will need to convey this to managers / supervisors in their Division / Branch.

If a staff member is acting in a position for three (3) months or more. The staff members Essential Education group must be changed to reflect the job/position role they are acting in.

Determining Essential Education Training Requirements

mailto:[email protected]

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To determine the appropriate essential education group requirements for all staff, contractors, agency staff, junior medical officers on rotation from other hospitals, visiting medical officers, residents, locums, students and volunteers, please refer to the following documents:

Essential Education training requirements for employees working in ACT Health.

Essential education training requirements for contractors, agency staff, visiting medical officers, junior medical officers on rotation from other hospitals, locums, students and volunteers.

Essential education training module information.

Some essential education programs have varying levels of requirement based on a position/ role. Refer to the following matrices to determine essential education requirements based on positions/ roles:

Child Protection training. Fire, Emergency and Security training. Basic Life Support training (including life support training for specialties,

medical staff, visiting medical officers and staff specialists). Manual Tasks training. Aseptic Technique training. Recognising the deteriorating patient training. Blood and blood products (blood safe). Orientation and induction process.

There is documentation that supports essential education training which is contained in this guideline:

Recognition of Prior Learning. Education Activity Register. ACT Health’s Learning Management System, Capabiliti.

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ESSENTIAL EDUCATION TRAINING REQUIREMENTS FOR EMPLOYEES WORKING IN ACT HEALTH

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ESSENTIAL EDUCATION FOR CONTRACTORS, LOCUMS, AGENCY STAFF, VISITING MEDICAL OFFICERS, JUNIOR MEDICAL OFFICERS ON ROTATION FROM OTHER HOSPITALS, STUDENTS AND VOLUNTEERS

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ESSENTIAL EDUCATION TRAINING MODULE INFORMATION

GROUP 1 - ALL STAFF – Must complete

All ACT Health Employees

MUST complete Mode of program delivery Time to complete Conditions Orientation* ACT Health

Corporate Orientation*

Dependant on individual and training program selected

Must be completed within first month of commencement in organisation.

* Staff who have been employed for more than two (2) years (as of 1 January 2015) will not be required to attend the ACT Health Corporate Orientation. However, in order for this to be recognised on the Training Management System, Capabiliti, staff members must apply for exemption via the Recognition of Prior Learning process (refer to pages 32-34 within this guideline).

# All staff are required to complete the ACT Health Corporate Refresher program every 5 years (Program currently in development).

ACT Health Corporate Refresher program # (Program currently in development)

Child Protection Training (select relevant course/s)

Refer to Child Protection Training Dependant on type of course, as determined in matrix

Job appropriate course must be completed within first month of commencement in organisation.

Refer to matrix to determine appropriate training module and if a refresher course is to be completed.

Fire, Emergency and Security Refer to Fire, Emergency and Security

Dependant on type of course, as determined in matrix



Manual Tasks Training (select relevant course)

Refer to Manual Tasks Training Dependant on type of course, as determined in matrix



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GROUP 1 - ALL STAFF – Must complete

All ACT Health Employees - Continued

MUST complete Mode of program delivery Time to complete Conditions

Workplace Induction Pathway

AND / OR

Dependant on mode of delivery, individual and supervisor / manager

Must be completed within first week / month of commencement in organisation.

GROUP 1 - ALL STAFF – Highly Recommended

All ACT Health Employees

Highly Recommended Mode of program delivery Time to complete Conditions

Consent

Approximately 30 minutes - Dependant on individual

Only required to be completed once.

Cultural Competence

Aboriginal and Torres Strait Islander Cultural Awareness

Dependant on individual and training program selected


Cultural Competence

Ethics, Integrity and Fraud Prevention



Incident Notification (RiskMan)



Integrated Risk Management



Privacy and Confidentiality



Partnering with Consumers

Partnering with Consumers – Patient Experience Program

2 hours (each session) Only required to be completed once.

Involving Consumers in Quality Improvement

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ESSENTIAL EDUCATION TRAINING MODULE INFORMATION GROUP 1 - ALL STAFF – Highly Recommended

All ACT Health Employees -

Continued


Records Management



Respect at Work (select relevant course for job role)

All Staff Members (excluding Managers and Supervisors) - 3 hours Managers and Supervisors - 2 hours


GROUP 2 - Manager / Supervisors – Must complete

Manager / Supervisors


Managers Orientation

7 hours (1 day course) Only required to be completed once.

Human Rights



GROUP 2 - Manager / Supervisors – Highly Recommended

Manager / Supervisors


Work Safety Legislation



Work Safety for Managers

8 hours (1 day course) Only required to be completed once.

Staff Selection

3 hours Only required to be completed once.

Probation Training for Managers

1 hour and 30 minutes Only required to be completed once.

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Training for staff who are required to perform certain functions, based on their job role:

GROUP 3 Basic Life Support


Basic Life Support Refer to Life Support - Dependant on individual and delivery mode

Refer to matrix to determine appropriate training module.

GROUP 4 Aseptic Technique


Aseptic Technique

- Dependant on individual Only required to be completed once.

GROUP 5 Infection Prevention and Control


Preventing and Controlling Healthcare Associated Infections - Infection Prevention and Control Occupational Medicine and Waste Management


GROUP 6 Clinical Manual Tasks


Clinical Manual Tasks

- Dependant on delivery mode Refer to matrix to determine appropriate training module.

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Highly Recommended training for staff who are required to perform certain functions, based on their job role:


Blood and Blood Products - Blood Safe

- Dependant on individual Refer to matrix to determine appropriate training module.

Clinical Handover


Donate Life


Life Support (for specialties)

AND / OR

- Dependant on individual and delivery mode


Medication Safety - Medication Legislation and Processes


To be completed on an annual basis.

Patient Identification and Procedure Matching


Preventing and Managing Pressure Injuries


Preventing Falls and Harm from Falls



Recognising and Responding to Clinical Deterioration in Acute Health Care - COMPASS (select relevant course)

Refer to Recognising and Responding to Clinical Deterioration in Acute Health Care - COMPASS Training Algorithm

Dependant on type of course as determined in matrix


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CHILD PROTECTION TRAINING

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FIRE, EMERGENCY AND SECURITY TRAINING

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BASIC LIFE SUPPORT TRAINING

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LIFE SUPPORT TRAINING

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LIFE SUPPORT TRAINING

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MANUAL TASKS

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ASEPTIC TECHNIQUE

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RECOGNISING THE DETERIORATING PATIENT

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RECOGNISING THE DETERIORATING PATIENT CONTINUED

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BLOOD AND BLOOD PRODUCTS (BLOOD SAFE)

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When a staff member accesses the Learning Management System (Capabiliti) their Essential Education requirements will be identified to them, as determined by their manager. If a staff member / supervisor / manager identifies that essential education requirements are incorrect, please refer to the following process to amend a staff members Essential Education training group. If a position is created, abolished, reclassified, transferred or varied: The majority of training is allocated to position numbers which indicate what training a staff member requires. However, if a position is created, abolished, reclassified, transferred or varied an Establishment Variation Authority Form is required to be completed. When completing the Establishment Variation Authority Form, please ensure you follow the below instructions:

1. Complete the Establishment Variation Authority Form (for the form template, refer to 25 of

this guideline). On the form, note the required essential education group as stated below:

Group 1 - Position Category 1 is for All Staff Group 2 - Position Category 2 is for Managers Group 3 - Position Category 3 is for Life Support Group 4 - Position Category 4 is for Aseptic Technique Group 5 - Position Category 5 is for Infection Prevention and Control Group 6 - Position Category 6 is for Clinical Manual Tasks

If a staff member falls into multiple groups, please indicate each group they fall into. For example - a senior doctor (all staff) who manages a team (manager), performs surgical procedures (aseptic technique and infection control), provides care that may cause unexpected clinical deterioration (life support), would indicate on the EVA form the following:

2. Then send the form to the Employment Services, People Services and Strategy for

consideration and approval.

Essential Education Training Groups within the Learning Management System, Capabiliti (also refer to page 2 of this guideline):

http://sharedservices/actgovt/HRforms/RecruitmentRequest/Establishment_Variation_Authority.doc


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Once this form is processed by Employment Services, People Services & Strategy and Shared Services, the Essential Education for that position will appear in the staff member’s Capabiliti profile. Please note that for all Establishment Variation Authorities the ANZCO code and the reports to & leave approved by sections must be completed. The ANZCO code defines the specific role of the position, for example HPO2 ANZCO Code 251214 identifies it as a Sonographer. The reports to & leave approved sections, records the position relationship in Health. For more information about ANZCO codes, please refer to: https://actgovssc.custhelp.com/app/answers/detail/a_id/1057 If the position already exists: If the position already exists and only requires update of the position categories, please email [email protected] with the following information:

Name of the staff member

The position number

What group the position requires update in eg:

Group 1 - All ACT Health Group 2 - Managers Group 3 - Basic Life Support Group 4 - Aseptic Technique Group 5 - Infection Prevention and Control Group 6 - Clinical Manual Tasks

https://actgovssc.custhelp.com/app/answers/detail/a_id/1057


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The following flow chart details how ACT Health’s Establishment Variation Authority Form / Essential Education Groups are processed and updated:

Shared Services Officer receives the Establishment Variation Authority Form.

Shared Services Officer then processes the Establishment Variation Authority Form (including ticking off relevant position category box in CHRIS21).

Once processed, overnight, automatically, the information that has been inputted into CHRIS21 is then downloaded into Capabiliti.

Employees Essential Education Group/s are allocated to staff member’s personal Capabiliti profile.

On a weekly basis Staff Development Unit forward information to Shared Services for update into CHRIS 21.

Shared Services Update CHRIS21.

Once processed, overnight, automatically, the information that has been inputted into CHRIS21 is then downloaded into Capabiliti.

Employees Essential Education is in their personal Capabiliti profile.

Establishment Variation Authority form is completed and forwarded to Employment Services, Strategy & Corporate (ACT Health)

If a position is created, abolished, reclassified, transferred or varied the below process is to be

followed:

If changes to the position are only for amendment of the Essential Education Groups (Position Categories). The below process is

to be followed:

Send email to [email protected] with the following information: *Name of the staff member *The position number *What group the position requires update in. *Contact Officer email and extension number.

Employment Services, Strategy & Corporate (ACT Health) receives the Establishment Variation Authority Form. Then reviews for approval and forwards onto Shared Services.


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Establishment Variation Authority Form Editable version located at: http://sharedservices/actgovt/HRforms/RecruitmentRequest/Establishment_Variation_Authority.doc

Group 1 - All Staff

Group 2 - Managers

Group 3 - Life Support

Group 4 - Aseptic Technique

Group 5 - Infection Prevention & Control

Group 6 - Clinical Manual Tasks


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Orientation Part of the essential education training all ACT Health employees ‘must complete’ the ACT Health Corporate Orientation program and the Workplace Induction Pathway.

Staff who have been employed for more than two (2) years (as of 1 January 2015) will not be required to attend the ACT Health Corporate Orientation. However, in order for this to be recognised on the Training Management System, Capabiliti, staff members must apply for exemption via the Recognition of Prior Learning process (refer to pages 31-33 within this guideline). All staff are required to complete the ACT Health Corporate Refresher program every five (5) years.

Below is a matrix on the content that is covered in the Corporate Orientation program and the Managers Orientation program. Please note that Managers / Supervisors must complete both orientation programs (i.e. ACT Health Corporate Orientation and the Managers Orientation program). Induction Within the essential education training requirements all ACT Health employees ‘must complete’ the Workplace Induction Pathway. There are two delivery modes for the Workplace Induction Pathway (each employee only requires to complete one of these delivery modes, however an individual can still choose to complete both):

1. Workplace Induction Pathway form (template on pages 28-30) – the form is designed for a staff member to complete with their manager/supervisor when they first commence in the organisation. Once the form is complete, each individual is required to forward a copy of the completed form onto to Staff Development Unit so they can record this completion onto their Capabiliti profile.

2. Workplace Induction Pathway eLearning program – the eLearning program has been designed so that a staff member can access similar information contained in the form at their own convenience. At the end of the eLearning training module, the participant must successfully complete a quiz to satisfy the requirements of the eLearning training module.

Orientation and Induction process

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ACT HEALTH CORPORATE AND MANAGERS ORIENTATION CONTENT

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WORKPLACE INDUCTION PATHWAY FORM

ACT Health – Workplace Induction Pathway

NAME: ________________________________________________ MANAGER / SUPERVISOR: ________________________________________________ WORK DESIGNATION ________________________________________________ COMMENCEMENT DATE: ________________________________________________ DATE ATTENDED CORPORATE ORIENTATION (if applicable): _______________________

The Workplace Induction Pathway has been developed to assist you in learning and understanding the organisation, your department, area and your role and responsibilities in your work area.

1. Please ensure you make an appointment with your Manager / Supervisor to

discuss this Workplace Induction Pathway with you and confirm that action

items have been completed.

2. The Workplace Induction Pathway has been divided into two groups;

Fundamentals; which is to be completed within your first week of

commencement. Then Organisational Context which is to be completed within

the first four weeks of commencement.

3. On completion of this form, you and your manager will jointly sign the

checklist:

The original is to be kept on file by your manager;

One copy is to be kept by you as evidence;

and another copy (paper copy, or, preferably faxed or scanned copy) is

to be forwarded by your manager to the Staff Development Unit

([email protected]).

4. The Workplace Induction Pathway must be completed within your first four

weeks of commencing in the organisation. Compliance in completion of the

workplace induction pathway is reported on a fortnightly basis, via the

performance information portal.


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FUNDAMENTALS – to be completed within the first week of commencement

I have met with my Director / Manager / Supervisor / Team Members and am aware of their role within ACT Health.

I have my ACT Health Staff Identification and building / parking access pass. I have also successfully tested my required access.

I have relevant keys for offices, lockers, filing cabinets etc (if applicable).

I have a desk allocation, working telephone, and computer (if applicable).

I have access to relevant computer drives, ACT Health Intranet and ACT Government personal email account.

I have set-up my timesheet / flex sheet or know where to access my roster (if applicable).

I know where the toilets, kitchen and fridge within my area are located.

I know who my First Aid Officer is, where the first aid box is kept and where the officer is generally located.

I know who my Emergency Warden is and where they are generally located.

I know who my Health & Safety Representative (HSR) is and where they are generally located.

I know where the fire exits, fire extinguisher, fire reel and Automated External Defibrillator in my area are located. I also know where the emergency evacuation meeting point is located.

I have been shown specific workplace hazards and know that, prior to entering a new work area, I should attend a safety briefing with the manager for that area. This briefing will discuss workplace safety issues relevant to that work area and any safety instruction such as correct Personal Protective Equipment (PPE), infection control requirements etc). [Ref: Work Health and Safety Management System (WHSMS) Section 17 – Environment and Waste Management]

I have been advised of general safety and housekeeping procedures, including correct methods of waste disposal and recycling. [Ref: WHSMS Section 17 – Environment and Waste Management]

Personal safety requirements have been explained, including proper work clothing, PPE, smoking and alcohol at work, correct footwear, contact lenses, long hair and jewellery around hazardous machinery. [Ref: WHSMS Sections – 7.6.2; 14.6; 14.7; 16.7; 16.9]

ORGANISATIONAL CONTEXT – to be completed within the first four weeks of commencement

I know who to contact in the event of my absence in the workplace (including any area specific processes on recording this information).

My Manager / Supervisor or relevant person has my personal emergency contact details, in case of an urgent issue or incident.

I know how to apply for leave eg, personal, annual, long-service (including any area specific processes on recording this information).

I know where to find main areas within or near the building (ie. cafe, cafeteria, carparks, other Health campus areas).

I understand my responsibilities regarding the ACT Health Essential Education Policy and agree to complete them within the specified timeframe. [Ref: ACT Health Intranet – Policies/Clinical Guidance, WHSMS Section 5 – Training & Competency]

I have been advised of the responsibilities of my position including duties and workplace responsibilities statement. [Ref: WHSMS Section 1 – WHS (Work Health and Safety) Policy, WHSMS Section 4.3 – Responsibility, Accountability and Authority]

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ORGANISATIONAL CONTEXT continued – to be completed within the first four weeks of commencement

I have been shown where to find relevant Policies, Procedures, Guidelines and Standard Operating Procedures. Including relevant Workplace Safety policies and procedures. [Ref: ACT Health Intranet, WHSMS Section 1.6 – WHS Policy]

I know my role and responsibilities relating to the Privacy Act and will adhere to the Privacy and Confidentiality Policy and Standard Operating Procedure.

I know how to book meeting and / or training rooms (if applicable).

I know where relevant equipment is located and how to use them (eg. photocopier, fax).

I have been allocated a ‘buddy’, preceptor or advised of a person who I can refer to if I have any general questions.

I have an understanding of what is required of me relating to Quality Improvement and the National Safety and Quality Health Service Standards.

I have made an appointment with my Director / Manager / Supervisor regarding my Performance Plan.

I have been trained / shown / know how to report incidents, illnesses, injuries and hazards (ie using RiskMan (electronic recording system) and raising these issues at team meetings). [Ref: WHSMS Section 11 – Incident / Hazard Reporting and Investigation]

I am aware of my responsibilities relating to reporting of a notifiable incident (See attachments: ACT Health Intranet: Reporting a Notifiable Incident to WorkSafe ACT. Internet: WorkSafe ACT- Failure to report incidents is an offence, How to Report a Notifiable Incident).

I am aware of and will adhere to electrical safety in the workplace (See attachments: ACT Health Intranet: Safety Alerts: New to Service Tags, Reporting Electrical Incidents and Electrical Safety).

The procedures I need to follow and the location of the Safety Data Sheets (SDS) for dangerous substances used in my work area have been explained. [Ref: WHSMS Section 7.5.6 – Safety Data Sheet]

I have been advised of the procedure for conducting risk assessments relevant to my work, including visual assessment of risk for tasks not covered by a Safe Work Procedure, supervision or other work instruction. [Ref: WHSMS Section 7 – Risk Management]

I _____________________________________________________________________________, EMPLOYEE FIRST NAME AND SURNAME

have completed the Workplace Induction Pathway with my Supervisor / Manager. __________________________________ ____/____/______ EMPLOYEE SIGNATURE DAY MONTH YEAR

I _____________________________________________________________________________, MANAGER / SUPERVISOR FIRST NAME AND SURNAME

have completed the Workplace Induction Pathway with my Employee. __________________________________ ____/____/______ EMPLOYEE SIGNATURE DAY MONTH YEAR

Original is to be kept on file by the Manager / Supervisor, one copy is to be provided to the employee for their records and another copy is to be forwarded to the Staff Development Unit via either: Email: [email protected] Facsimile: 6244 3195 Post: Staff Development Unit, Canberra Hospital, Level 1, Building 5.

http://inhealth/PPR/Policy%20and%20Plans%20Register/Privacy%20and%20Confidentiality%20Policy.doc

http://inhealth/PPR/Policy%20and%20Plans%20Register/Privacy%20and%20Confidentiality%20Policy.doc

http://acthealth/c/HealthIntranet?a=da&did=5059187

http://www.worksafe.act.gov.au/health_safety

http://www.worksafe.act.gov.au/health_safety

http://acthealth/c/HealthIntranet?a=da&did=5076247&pid=1271733406

http://acthealth/c/HealthIntranet?a=da&did=5076247&pid=1271733406


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Recognition of prior learning (RPL) is a process for giving staff credit for skills, knowledge and experience gained through working and learning. It can be gained through formal and informal learning, through work or other activities.

The requirements for RPL for Essential Education in ACT Health are based on the requirements of a Registered Training Organisation

Responsibilities

Recognition of Prior Learning (RPL)

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Recognition of Prior Learning (RPL) may be awarded to staff for completion of essential

education requirements under defined conditions:

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RECOGNITION OF PRIOR LEARNING FORM

Recognition of Prior Learning (RPL) Application Form

Use this form to apply for RPL for any essential education requirements.

The application will be signed by your Executive Director or delegate and sent to Staff Development Unit.

If requesting RPL for a group attach a typed list of all staff with their signatures. Submit the form to:

RPL application, Staff Development Unit, level 2, building 5, Canberra Hospital

or scan and email to [email protected]

NAME of staff member applying for RPL – MUST be name as it appears on Capabiliti:

Work area:

Contact details (email and phone):

Name of program for RPL:

Evidence describing your current competence:

Please attach a copy of evidence to this form and summarise evidence that is attached in this box.

Signature of applicant & manager By signing this form I verify that:

I have discussed the RPL application

Evidence has been provided of competence

Applicant signature: Manager signature: Manager name (please print): Date:

APPROVAL OF RPL BY EXECUTIVE DIRECTOR OR THEIR DELEGATE

By signing this form I acknowledge that:

I approve the application for RPL as described above

I acknowledge my responsibility for ensuring the staff member knows and applies the content of this essential education requirement

SIGNED:

ED or Delegate Name (please print):

Date :

SDU USE ONLY:

RPL actioned and entered on Capabiliti Date:

Further information required (reason) and follow up action:


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As stated in the Essential Education Policy, trainers and educators of essential education programs are required to maintain the quality of an essential education training program by ensuring it is based on current evidence and adult learning principles. This is recorded within the Education Activity Register (EAR). The program is to be reviewed, updated by program owners and endorsed by relevant executive / delegate, annually. The EAR is a brief summary of all training programs offered through ACT Health. The EAR is documented using the online Education Activity Register within the Learning Management System, Capabiliti. The training program must have an EAR before it is registered within Capabiliti.

ACT Health’s Learning Management System is Capabiliti. It is the electronic learning management system used for managing training course calendars and bookings; and providing data and records of attendances. For information on how to log onto and use Capabiliti, please refer information contained on the ACT Health Intranet > Business Support > Staff Development Unit.

Education Activity Register

ACT Health’s Learning Management System, Capabiliti

Documents

Guideline Essential Education