OCO has many features that simplify and streamline the process of preparing students for clinical rotations.
The Online Clinical Orientation System, or OCO, was designed to simplify and streamline the process of preparing students for clinical rotations. The system makes it easy for students and faculty to complete regulatory and agency-specific training and the paperwork required to be eligible to participate in clinical rotations. OCO uses a step-by-step approach. First, the standardized regulatory training modules such as Health Insurance Portability and Accountability Act (HIPAA) and Patient Safety are assigned and completed. Next, the system provides students with specific clinical agency requirements that must be completed before students attend assigned rotations. Along with the regulatory modules and clinical agency forms, the system also tracks and reports health and safety requirements for each clinical agency. This allows school and clinical agency administrators to quickly identify if the student meets all requirements to attend the rotation.
Our team welcomes the opportunity to learn about the specific needs of your community. By using a consultative approach before completing a new implementation, our team works with you to ensure the configuration of OCO effectively serves the unique needs of your community.
You don’t change your processes to work around OCO. Instead, the system is customized for the specific needs of your community. The OCO portal can be branded to visually represent your local community and make the look of the system cohesive with your community or brand.
The system supports multiple student enrollment methodologies. One popular method is using enrollment codes that allow schools and programs to provide students with a way to self-register. After students self-register, the system automatically joins the student with the appropriate school, program and faculty member, which eliminates the need for manual entry or creating student lists for system upload.
Faculty and Student Accounts
Each user has a password-protected account to access the system. Accounts are created during setup using one or more methods such as enrollment codes, batch upload or manual entry of user information. Faculty users are required to complete Family Education Rights and Privacy Act (FERPA) training to receive administrative credentials in the system. Students are required to complete a FERPA disclosure statement prior to using the system.
Standardized Regulatory Training
Students and faculty can access and/or complete regulatory and clinical agency specific orientation materials required to become eligible to complete rotations. When possible, regulatory requirements can be standardized to meet the requirements of all agencies in a community. Current regulatory topics include:
- Professional Conduct
- Patient Safety
- Corporate Compliance
- Infection Control
Clinical Agency Forms
Clinical agencies are able to use the built-in form builder or to upload any information specific to their agency within the system. The form builder is designed to convert paper-based forms to digital forms, which allow clinical agencies to quickly assign and collect student information needed for rotations. Once students or faculty are assigned to an agency, the content specific to that agency is available in OCO for review or completion. Clinical agency specific information may include:
- Mission or vision values
- Parking maps
- Additional educational modules for completion (i.e., agency-specific safety tests)
- Miscellaneous forms (Policies, vehicle registration, maps)
Expiration dates can be added to each requirement and system-generated alerts let users know when action is needed because of a requirement expiring.
Visual Indicators to Determine Eligibility
The system uses simple red light and green light indicators to show completion of regulatory and agency-specific requirements. This makes it easy for both the school and the clinical agency to determine if students meet the requirements to attend the rotation. As a student or faculty member meets each individual requirement, the requirement will “green light” until all requirements are met.
Rotations and Reporting
Schools build rotation schedules and rosters once clinical agencies provide rotation schedules. Rotation rosters are created by selecting users and adding them to the appropriate rotations. Upon digital signature attestation, the rosters are sent in advance to the clinical agency. The rosters are sent in the form of a Clinical Eligibility Requirements Form (CERF). A CERF contains all of the information needed for the rotation such as school contact information, attending faculty member and the list of students attending. The CERF attests each student will meet all eligibility requirements prior to the start date of the rotation.
Comprehensive reports that include past and future rotations are available in the system for clinical agencies. Reports can be easily exported for additional manipulation.
Emails can be authored and sent directly from the system to communicate with students, faculty and clinical agencies. Templates can be created to streamline the process for communicating common information and notifications. Administrators can send emails from within the system to individual users or specific user groups by creating distribution lists or rotation rosters.
The system automatically provides warnings to students and faculty when annual completion of regulatory are coming due or overdue and/or when health and safety requirements are out of compliance (in specific circumstances.
Health and Safety Requirements
The system has functionality to store an unlimited number of health and safety requirement records including background checks. Examples of health and safety families include:
- Measles, mumps and rubella (MMR)
- Completion of three Hepatitis B immunizations
- Annual Influenza vaccination or signed Declination of Immunization
Payment for System Use
In a typical implementation, students pay an annual fee to use the system. Clinical agencies and school faculty are trained and use the system for free. The annual fee is collected the first time the student logs in and uses the system and then on an annual basis. Various payment options are available. For example, payments made by the school on behalf of the students is one alternate payment option.
Student Evaluation of the Clinical Experience
Students attending clinical rotations automatically receive a clinical agency evaluation about their clinical experience. Periodic completion reminders are sent to students and all results are collected electronically and shared anonymously with the respective clinical agency.
Support options are offered based on the needs of the community. For example, the community in Arizona elected to have a part-time system administrator, 24/7 support for students and support for faculty and clinical agencies during normal business hours.