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  • Administration
  • Administration

    PCW 5 - Advancing Your Operations: Simulation Center Management A-Z

    Sunday, June 04, 2017 8:30 AM - Sunday, June 04, 2017 12:30 PM

    Maple

    Abstract Short Title

    Advancing Your Operations: Simulation Center Management A-Z

    Workshop Overview

    Many of us have started off as SP Educators and with professional development, the progression leads to director or manager roles of either SP programs or Simulation Centers. There is no manual to learn the multi-faceted work required of a director. This pre-conference session will cover the important topics of: time management/project management, constructing the best team, policies and procedures development that grows with your program, business plan development, choosing equipment and efficient use of resources, resource management, business practices/finances/fee structures, marketing/PR, and relationship building to continue to expand your program.

    Workshop Rationale

    Opportunity to learn and share with colleagues, real world challenges of being a director. Lessons learned and pitfalls to avoid will be discussed. This session will involve group discussion, trouble shooting of common obstacles, building the right team, and how to establish funding and fees.

    Workshop Objective 1

    Identify the unique challenges of being a director of an SP program or simulation center

    Workshop Objective 2

    Review business plan template and fee structures

    Workshop Objective 3

    Identify the best use of resources, equipment selection, and how to track those resources

    Workshop Planned Format

    The beginning of the workshop will be general information about common challenges of being a director. Group discussions will occur to learn about each participant's unique situation and how the workshop can address their individual needs. Middle portion of the workshop will be hands on work of business plans and establishing fee structures. Workshop will conclude with take home points and answering participants' questions.

    W 09 - Knowing What You Are Worth: Building a Program Fee Structure

    Monday, June 05, 2017 1:30 PM - Monday, June 05, 2017 2:30 PM

    Birch

    Abstract Short Title

    Knowing What You Are Worth: Building a Program Fee Structure

    Workshop Overview

    In this session we will dissect the cost of using simulated patients, including hidden cost we wouldn’t normally think about. We will look at different tools for determining project cost and discuss the pros and cons of each. We will identify challenges programs may encounter and brainstorm for the best solutions. The presenter will introduce the concept of cost vs. value and how it applies to simulated patients. The participants will have time to start building their fee structure worksheet. The presentation will end with discoveries made during the process. Attendees should leave with tools and concepts they can use for setting and justify a program fee structure.

    Workshop Rationale

    For many programs, the use of simulated patients has moved beyond their students and even their institution. While there are many benefits to expanding your program, you must be prepared to accurately value your program. Unfortunately, this is something many programs aren’t prepared for. When caught off guard it is easy to undervalue your program.

    When we began to breakdown the cost associated with using simulated patients we found that we were frequently undercharging: forgetting about administrative time, parking, linen, food and beverage, etc. These are just incurred costs, in addition to these, you need to decide if you will consider other overhead and demand.

    There is no clear cut template that applies to all programs and what you think will work will likely evolve. For these reasons, it is important to develop your own foundation. The tools discussed in this workshop will allow you to develop a foundation that is not only accurate but justifiable.

    Workshop Objective 1

    Be more aware of the hidden cost associated with using simulated patients

    Workshop Objective 2

    Gain an understanding of cost vs. value, and determining which to use when considering fees for your program

    Workshop Objective 3

    Practice building a fee structure for their program

    Workshop Planned Format

    Overview

    Group discussion

    Application

    Reference 1

    Wasserman, Elizabeth.(2009). How to Price Business Services. INC., Retrieved from: http://www.inc.com/guides/price-your-services.html

    Reference 2

    Rawes, E.M.. The Differences Between Value-Based Pricing & Cost-Based Pricing. Small Business chronicle, Retrieved from: http://smallbusiness.chron.com/differences-between-valuebased-pricing-costbased-pricing-23095.html

    Reference 3

    Ennico, Cliff. (2003). Set the Right Price for Your Service. Entrepreneur, Retrieved from: https://www.entrepreneur.com/article/62382

    W 12 - When Push Comes to Shove: Advancing Collaborative Communication and Collegial Relationship

    Monday, June 05, 2017 2:45 PM - Monday, June 05, 2017 3:45 PM

    Terrace East

    Abstract Short Title

    Advancing Collaborative Communication and Collegial Relationship

    Workshop Overview

    Challenging communication with colleagues can be a significant source of stress, consume considerable time and negatively impact our patients and health care teams. These conversations can also be an opportunity for collaborative change, improved peer relationships and fresh perspective. We tend to be better in difficult conversations with our students and patients than we are with our peers which can feel slightly risky for many reasons. Health professionals require a toolbox of communication skills and abilities that incorporate a high degree of integration and awareness in order to navigate the personal and professional environment. Gaining this dexterity requires professional development and conflict resolution skills that can enhance collaborative team function.

    Workshop Rationale

    Using attribution theory as a theoretical frame, participants are able to explore practical communication strategies to manage conflict and collegial tensions. Live simulation will stimulate discussion and shared problem-solving around challenging team encounters.

    Workshop Objective 1

    Acquire a greater theoretical and practical understanding about the judgments and assumptions made in the workplace

    Workshop Objective 2

    Analyze and respond to  “wicked” communication triggers within a team context

    Workshop Objective 3

    Examine the personal and professional issues that arise in challenging peer-to-peer encounters through a simulated process

    Workshop Planned Format

    10 Minute Introductions and Objectives

    10 Minute Think Pair Share

    15 Minute Small group exercise: The Meeting with Mary/Attribution Theory

    20 Minute Wicked Trigger Exercise and Response

    5 Minute Debrief and Evaluation

    Reference 1

    Knickle K, McNaughton N, Downer J. Beyond Winning: Mediation, Conflict Resolution, and Non-Rational Sources of Conflict in the ICU. Critical Care. 2012; 16:308: p. 1 -5.

    Reference 2

    Collegial Conflict: Experiencing Attribution Theory through Simulation. Knickle K, McNaughton N, Medical Education, Volume 42 Issue 5 Page 541-542, May 2008.

    Reference 3

    Miller K. Compassionate communication in the workplace: Exploring processes of noticing, connecting and responding. J App Com Res 2007:35(3); 223–245.

    Reference 4

    Discourse(s) of emotion within medical education: the ever present absence. McNaughton N, Medical Education 2013:47:71-79.

    Reference 5

    McNaughton N. (2012) The Role of Emotion in the Work of Standardized Patients: A Critical Theoretical Analysis.  LAP Press: Berlin, ISBN 978-3-659-26257-9.

    PD 27 - Teaming Up: Leadership, Cooperation and Creativity

    Tuesday, June 06, 2017 9:45 AM - Tuesday, June 06, 2017 10:45 AM

    Maple

    Abstract Short Title

    Teaming Up: Leadership, Cooperation and Creativity

    Presentation/Discussion Session Length

    60 minutes

    Overview

    Standardized Patient programs bring together multiple team members, each working in their own unique position to provide clinical education and assessments to learners. They may be SP educators, faculty, administrators and others that have different personal and professional backgrounds, experiences, talents and viewpoints. Working as a team is an effective model to reach common goals and purpose, stimulate personal and professional growth for faculty and staff, and attain satisfaction in the workplace. Embracing this concept needs support and commitment from each member. It requires vision and effective leadership. All members should be part of open communication and discussion and share mutual respect and understanding. There needs to be individual and mutual accountability as well. Developing a high functioning team can be a challenging undertaking.

    Presentation / Discussion Rationale

    Members of a team can take deliberate steps to become cohesive and successful. Each person in the team contributes to its strengths, quality and effectiveness. Specific actions and purpose can be created to attain mutually agreed upon common goals. The result is improvement to individual and team performance and to their organization; satisfaction in the workplace, employment longevity; and (of course) quality education for learners.

    This presentation will describe and discuss characteristics and traits of a team that produces individual and collective excellence in the workplace. Example of successful strategies include clearly defined roles and function, continual information sharing and discussion through frequent formal and informal meetings, joint contributions, open door communication (everyone is approachable) and positive feedback. Challenges and obstacles will be addressed as well.

    Session Objectives

    1. Learn about characteristics of a good leader and team

    2. Identify challenges in creating an effective team

    3. Identify strategies to improve team behaviors and outcomes

    Intended Discussion Questions

    1. What qualities and behaviors does a good leader possess?

    2. What constitutes an effective team? How can it be achieved?

    3. What strategies/steps can be taken to achieve team goals?

    4. Where does creativity fit in?

    Format

    10 min: Introductions

    20 min: Overview

    20 min: Discussion of Strategies and Challenges

    10 min: Questions and Wrap-Up

    Reference 1

    Reference: Katzenbach, JR and Smith, DK. The Discipline of Teams, Harvard Business Review, March-April 1993, 111-120.

    PD 33 - A Multi-Institutional Panel Discussion Exploring Intake and Initial Training Processes for New Standardized Patients

    Tuesday, June 06, 2017 3:15 PM - Tuesday, June 06, 2017 4:15 PM

    Beech

    Abstract Short Title

    Panel discussion on intake and initial training for new SPs

    Presentation/Discussion Session Length

    60 minutes

    Overview

    Standardized Patient (SP) educators regularly engage in the onboarding of new SPs. The goal is to identify and hire reliable and dependable SPs who can accurately and consistently portray a role, who have reasonable availability, and who will eventually become invested in and stay with the program. Onboarding may include managing/screening applications, administering a phone or in-person interview, conducting an audition, processing of payroll paperwork, completion of a background check, and/or providing “basic training” before work as an SP begins. Depending on the size of the program and available staff resources, onboarding may be short and simple or lengthy and multi-faceted.

    Presentation / Discussion Rationale

    SP educators have many demands on their time, such as scheduling, payroll, case and checklist development, or recruiting, training for and managing events. For a program with limited staff resources, there may be very little time left to invest in the intake and initial training process for new SPs. However, even though time may be limited, it is important that the onboarding process be efficient, informative, and engaging. The onboarding process is an applicant’s first exposure to the program and how it is managed, so a positive first impression can impact expectations and satisfaction in the program early on, thereby increasing employee retention and reducing turnover. This panel discussion will explore multiple approaches to the onboarding process from several institutions to stimulate discussion about the variety of methods available and the advantages and disadvantages of each.

    Session Objectives

    1. Learn about the intake and initial training processes from multiple institutions

    2. Learn about the advantages and disadvantages of each process

    Intended Discussion Questions

    Presenters from multiple institutions will answer the following to stimulate an interactive discussion regarding best practices for onboarding:

    1. Describe program’s application process and how applications are screened

    2. Describe interview/intake process after an application is accepted

    3. Describe initial training, if provided. If not, when/how are basic job requirements trained?

    4. Describe advantages and disadvantages of process

    Format

    0-5: Introduction, Rationale

    6-13: Process at Institution #1

    14-21: Process at Institution #2

    22-29: Process at Institution #3

    30-37: Process at Institution #4

    38-45: Process at Institution #5

    46-60: Attendee Input, Summary, Q&A

    Reference 3

     

    PD 37 - 45 Days to 48 Hours!  Onboarding and Foundations Training Simplified

    Wednesday, June 07, 2017 8:30 AM - Wednesday, June 07, 2017 9:30 AM

    Maple

    Abstract Short Title

    45 Days to 48 Hours!

    Presentation/Discussion Session Length

    60 minutes

    Overview

    Recruitment of new SPs is a continuous process due to their transient tenure in the program. New SPs are always needed to fill the gap. Often the time from recruitment, to hiring and to training, can leave many SP programs frustrated. The frustration stems from a cumbersome, always changing, confusing and too time consuming process. Once hired, SP programs realize assimilation to the program and acquiring core information is essential for success. The core information may include portrayal affect, technology, medical terminology, and program administration and logistics. This presentation will provide attendees with one program’s successful method for streamlining the hiring process and foundations training for all new SPs.

    Presentation / Discussion Rationale

    The onboarding process can be problematic and time intensive for the SP programs. In addition, core training may be necessary to ensure job success and longevity in the program. Streamlining the process to a manageable and time efficient manner is essential to meet the goals and objectives of courses.

    Session Objectives

    Participants will:

    1. Gain insight from a program's streamlined process

    2. Discuss and identify key elements, resources, and departments essential to the process

    3. Discuss how to incorporate the entire simulation team into the process

    4. Identify fundamental training needed for SP success

    5. Create a timeline

    Intended Discussion Questions

    1. Describe your current hiring process and your ideal hiring process.

    2. Identify the departments and resources needed to hire new SPs.

    3. Describe the roles of team members in the hiring process.

    4. Identify the fundamental or core knowledge and skills all SPs need to be successful.

    5. What is the average time and optimal time length from recruitment, hiring, to use?

    Format

    5 minutes Introduction of speakers and topic

    10 minutes Discussion and presentation of the recruitment and onboarding process

    10 minutes Interactive Exercise – Identify elements for onboarding

    15 minutes Discussion and presentation of fundamental training

    10 minutes Interactive Exercise – discuss essential fundamental training

    5 minutes Reflections and Report Back

    5 minutes Summary and Wrap up

    Reference 1

    Walton AH. (December, 2013). Professionalizing the Simulated Participant Recruitment and Hiring Process. Journal of the Society for Simulation in Healthcare 8(6):443.

    Reference 2

    Howley, L. D., Gliva-McConvey, G., & Thornton J. On behalf of the Association of Standardized Patient Educators (ASPE), J. (2009). Standardized Patient Practices: Initial Report on the Survey of US and Canadian Medical Schools. Medical Education Online, 14, 7. http://doi.org/10.3885/meo.2009.F0000208

    Reference 3

    Wallace, Peggy.  Coaching standardized patients:  for use in the assessment of clinical competence, 2007

    SS D2 - So You are Swamped with Requests and Not Enough Trainers - What to Do

    Monday, June 05, 2017 4:15 PM - Monday, June 05, 2017 5:15 PM

    Terrace East

    Abstract Short Title

    So You are Swamped with Requests and Not Enough Trainers - What to Do

    Snapshot Introduction

    One of the most difficult challenges in SP program work is managing the inflow of requests and project work. How do you respond to multiple requests when there are not enough trainers? To add and train only increases the workload.

    Snapshot Rationale

    It is crucial to balance requests with resources in order to work effectively. Additionally, this will promote SP project development.

    Snapshot Presentation Description

    In this session, we will discuss the decision to train multiple senior SPs simultaneously to become trainers, and the pluses and minuses of that decision. Although the SPs are independent contractors who can train on projects as needed, our discoveries apply across the board to group trainings vs. individual trainings.

    Snapshot Discoveries

    Training as a team made the process more collaborative, fun and supportive. It also provided for resource sharing between participants which helped to offset the increase to the workload. We have now adopted this training process as a best practice.

    SS D3 - Coordinating the Coordinators: Orientation Redefined!

    Monday, June 05, 2017 4:15 PM - Monday, June 05, 2017 5:15 PM

    Terrace East

    Abstract Short Title

    Coordinating the Coordinators: Orientation Redefined!

    Snapshot Introduction

    Good communication with departments is essential in planning and operationalizing SP activities. Often, the communication between the SP Program and the department deteriorates overtime. After the initial planning meeting, the department minimally communicates with the SP Program. To address, this program created an orientation for the department to increase and sustain communication

    Snapshot Rationale

    Orientation for the department coordinators will increase communication and build a supportive collaborative team for achievement of course goals.

    Snapshot Presentation Description

    In this session, we will present a strategy on how to educate and convey information that will enlighten department coordinators on their roles and how said roles complement the SP program in operationalizing SP activities for the learners.

    Snapshot Discoveries

    Through this process, we have observed how education on the administrative component has increased department coordinators awareness of their role in the process. Also, communication has increased as well as the rapport between the department and the SP Program.

    SS K1 - SP or Not to SP - Whether 'Tis Nobler to Use an SP, Actor or Model - Defining Differences and Use for Best Practice

    Wednesday, June 07, 2017 10:00 AM - Wednesday, June 07, 2017 11:00 AM

    Terrace East

    Abstract Short Title

    SP, Actor or Live Model - Defining Differences and Use for Best Practice

    Snapshot Introduction

    As our SP program expanded beyond the medical school to the broader institution, we received many different "SP" requests. It became critical to define terminology and parameters for requestors.

    Snapshot Rationale

    Without a working guideline, we would quickly exceed resource capacity, and SP work would become diminished as resources were directed to requests for actors in educational videos, live models for ultrasound conferences, and photography models for publicity brochures.

    Snapshot Presentation Description

    In this session, we will discuss the guideline we developed, and also how our process included asking our own SPs to share their perceptions of the similarities and differences between SP, actor, and model work.

    Snapshot Discoveries

    Through this process we discovered that SPs came to understand their own perceptions better, and learned to appreciate and articulate the differences between SP and actor work. This benefits the existing SP population, other potential SPs, and promotes what is SP work more accurately for best practice.