Programs - Baycrest

Teaching and Learning:
The Next Generation
BAYCREST Clinical
Instructor HANDBOOK
Table of Contents
ABOUT BAYCREST .................................................................................................................................. 5
Baycrest's Mission ....................................................................................................................... 5
Baycrest Vision ........................................................................................................................... 5
Baycrest Values .......................................................................................................................... 5
BAYCREST PROGRAMS ........................................................................................................................... 6
Baycrest Facility .......................................................................................................................... 6
Programs .................................................................................................................................... 7
GETTING AROUND WHEN YOU ARE AT BAYCREST ............................................................................... 8
Entrance Closing Times .............................................................................................................. 8
General Directions & Information ............................................................................................... 9
GETTING STARTED & SETTLING IN ....................................................................................................... 11
Affiliation Agreements .............................................................................................................. 11
Student/Trainee Registration .................................................................................................... 11
Orientation/Meet and Greet ..................................................................................................... 11
Identification Badges: ............................................................................................................... 12
Lockers ..................................................................................................................................... 12
LEARNING OPPORTUNITIES AT BAYCREST ......................................................................................... 13
Library Services: The Library Is Your Partner in Learning!.......................................................... 13
Interprofessional Education (IPE) Student/Trainee Placement .................................................. 15
Jewish Life at Baycrest .............................................................................................................. 16
HEALTH & SAFETY POLICIES AND PROCEDURES ................................................................................ 18
Key Policy Overview ................................................................................................................. 18
Code of Conduct ....................................................................................................................... 21
Standards of Professional Behavior ........................................................................................... 22
Dress Guidelines ....................................................................................................................... 23
Safety, and Risk Management .................................................................................................. 23
Reporting Unsafe Conditions .................................................................................................... 24
Injury /Incident Reporting ......................................................................................................... 24
Infection Prevention & Control Guidelines ................................................................................ 25
Network Access / Email ............................................................................................................. 27
FIPPA........................................................................................................................................ 29
NURSING STUDENT .............................................................................................................................. 31
Student Administration of High Risk Medications ..................................................................... 32
2
Medication Administration ....................................................................................................... 33
ELECTRONIC DOCUMENTATION .......................................................................................................... 37
Documentation Policy .............................................................................................................. 37
COMPUTER AND MEDITECH ................................................................................................................. 38
Obtaining Computer Access ..................................................................................................... 38
Meditech .................................................................................................................................. 39
Status Board Tip Sheets ............................................................................................................ 47
Logging / Signing into Meditech ............................................................................................... 47
Competency Self-Assessment Checklist for STATUS BOARD ................................................... 61
STUDENT CENTRE................................................................................................................................. 62
BAYCREST STUDENT SUPPORT ........................................................................................................... 64
Student Liaison ......................................................................................................................... 64
Nursing Clinical Student Liaison ................................................................................................ 64
Unit/Director............................................................................................................................. 64
Advanced Practice Nurse .......................................................................................................... 64
Baycrest Units........................................................................................................................... 65
COMMONLY ASKED QUESTIONS ......................................................................................................... 66
END OF PLACEMENT CHECKLIST ......................................................................................................... 67
SUPPORTING DOCUMENT .................................................................................................................... 68
Placement Requirements .......................................................................................................... 68
Core-Curriculum/Key policy (mini version) Sign-Off Form ......................................................... 69
Student Locker Requisition Form .............................................................................................. 70
Instructor Emergency Contact Form ......................................................................................... 71
INSTRUCTOR SITE EVALUATION .......................................................................................................... 72
3
WELCOME TO BAYCREST
Baycrest: A destination of choice for our students and trainees
Baycrest is an internationally recognized academic health sciences centre,
focused on healthy aging and exemplary care of older adults through evidencebased care and education. As a fully affiliated teaching hospital with the
University of Toronto, Baycrest is an acknowledged leader in the field of aging
locally, nationally and internationally, with a highly regarded specialty in
cognition and mental health and as such, Baycrest is able to offer students an
invaluable learning experience. Welcome to Baycrest Health Sciences!
OUR NEW MISSION for EDUCATION
We are committed to:
 An exceptional learning experience for students and trainees, staff, patients, families and
community
 Knowledge translation and education scholarship
 Being a local, national and international resource dedicated to informing and transforming
the journey of aging
Baycrest is highly committed to and engaged in its “Education Mission” and we are committed to
providing a positive and supportive learning environment for all students. It is through acquiring and
sharing new knowledge that we will be able to train the next generation of health care professionals to
more fully understand the journey of aging and the care of our patients and families.
Baycrest’s unique culture ensures a rich learning environment for students and our staff is committed
to excellence in care through our research-driven care and education in the field of aging.
Baycrest welcomes the involvement, participation and contribution of our students studying in all
health professions, locally, nationally and internationally. Our academic partnerships with the
University of Toronto and many other universities and colleges across Canada, the USA and
internationally allows us to engage with undergraduate and graduate students from a wide array of
professions.
This guide is designed to help you find the “basic information” that students need to orient to Baycrest.
Welcome to all students,
Dr. David Conn MB, FRCPC
VP Education
4
ABOUT BAYCREST
Baycrest has a very unique and proud past. The organization opened its doors since 1918 as the Toronto Jewish Old Folks
Home, thanks to the vision of a group of dedicated and committed women who volunteered their time to care for the frail
elderly in the Jewish community. Each day, Baycrest addresses the needs of more than 2,500 people, including frail elderly
individuals as well as active seniors.
Our Research Centre for Aging and the Brain includes the acclaimed Rotman Research Institute, considered one of the top
five brain institutes in the world and the Kunin-Lunenfeld Applied Research Unit (KLARU) which conducts research
alongside our clinicians and applies the results directly to client care.
Through our Centre for Education on Aging, we are sharing our expertise and knowledge locally, nationally and
internationally. Baycrest believes that it not only has the ability to use its knowledge to help people around the world deal
with diseases of aging, such as Alzheimer's, stroke, depression -- but the responsibility. Whether it is through our
international Telehealth program, on-line programming, and conferences or through other mediums, we share our
knowledge with professionals, other health care organizations and the public.
Baycrest's Mission
Baycrest is an academic health sciences centre, dedicated to achieving the excellence in providing the best possible
experience and care for the physical and mental well-being of people during their journey of aging. We are devoted to
improving the quality of life of older adults everywhere through the integration and application of exceptional healthcare,
wellness promotion, research, and educational activities. We draw inspiration from the unrivalled support of generations of
families within our community and the ethical and cultural values of our Judaic heritage.
We are dedicated to:
 Achieving the highest quality and innovation in client-centered clinical and residential care and patient safety;

Generating and applying clinical and scientific breakthroughs;

Sharing our expertise nationally and globally, serving as a thought leader and resource for information to support the
health and wellbeing of the older adult population;

Providing a community of care and learning that encourages creativity and personal and professional growth for all
of our staff, physicians, volunteers, and students; and,

Effectively advocating for an accessible and comprehensive healthcare and community support system that
responds to the diverse needs of older adults.
Baycrest Vision
Transform the experience of aging through leading innovations in brain health, wellness promotion, and approaches to care
that enrich the lives of older adults.
Baycrest Values
Compassion comes from caring relationships that are promoted and nurtured through a culture of sensitivity,
understanding, trust, and integrity.
Advocacy is essential in promoting change and socially responsible choices that are sensitive to the needs of older adults
and is best achieved through a strong collective voice of clients, families, staff, volunteers, and community partners.
Respect comes with the understanding that each person is unique, with intrinsic dignity and worth.
Excellence is achieved when we reach beyond what was ever thought possible through inquiry, discovery, and lifelong
learning. We apply this to all the work that we do to ensure the highest quality of care and an exceptional experience for
the people we serve.
5
BAYCREST PROGRAMS
Baycrest Facility
Reuben Cipin Healthy Living Community
This condominium-style life lease residence of 120 suites is designed for active and independent seniors (65 years old plus).
The life lease concept enables seniors to maintain a “right to occupy” their residence. At any time, the resident may sell
their “right to occupy” at an appraised market value and keep the proceeds from the sale.
The building has a 24-hour concierge, a 24-hour personal security emergency response button, senior-friendly design
features, games room, lounges, party room, fitness facility, library and rooftop terrace.
Terraces of Baycrest
The Terraces of Baycrest provide seniors with the privacy of independent apartment living,
along with supportive services. Apartments are newly renovated and include seniorfriendly features such as walk-in showers with grab bars, and a lifeline telephone with
monitored services. This 11-storey retirement residence is located on the Baycrest campus,
giving residents access to Baycrest’s wide range of services, including the specialized
geriatric programs of Baycrest Hospital.
Services provided in the building include:
 24 hour on-site health centre (24 hour nurses, and doctors 5 days a week)
 social work, occupational therapy, pharmacy and nutritional guidance
 operates under Jewish tradition and is Kosher Under COR
 social, recreational, fitness and swimming programs
 membership in the Joseph E. and Minnie Wagman Centre
 weekly housekeeping and linen services
 convenience store, library, greenhouse, alterations shop
Apotex Centre,
The Apotex Centre, Jewish Home for the Aged and The Louis and Leah Posluns Centre for
Stroke and Cognition, is a 472-bed, long-term care facility which provides a range of
residential and specialized programs. The small, home-like settings on each floor provide
flexible schedules for programs, meals and personal care, based on each resident's needs
and preferences. Care is provided within the context of orthodox Jewish traditions. The
Louis and Leah Posluns Centre for Stroke and Cognition focuses on rehabilitation
programs to help seniors with dementia caused by vascular disorders such as strokes.
Hospital
Baycrest offers specialized inpatient care for the elderly population. Our hospital units include Complex Continuing Care for
seniors with the most complex medical needs, short-term stay programs, and rehabilitation programs.
6
Programs
Baycrest offer a large number of services designed especially for people in their people in their 50s, 60s, 70s, 80s
and beyond. Our services include a hospital, long-term care home, residential and community-based programs
and outpatient medical clinics.
Below are the some of the different programs we have:
 Residential and Aging at Home Programs
o Apotex Centre – Long term care
o Assisted living residences
o Reuben Cipin Health Living Apartments
 Aging at Home – Community Services
o Adult Day Programs
o Caregiver Support Groups
o In-home and Outreach Services
o Seniors Support Program
o Wagman Community Centre for
Independent Seniors
o Wellness Library
 Complex and Specialized Geriatric Care
Programs
o Inpatient Care
 Behavioral Neurology
 Complex Continuing Care
 Geriatric Assessment and
Treatment Unit (GATU)
 Inpatient Psychiatry
 Palliative Care
 Rehabilitation
o Outpatient Care and Clinics
 Audiology
 Community Outreach Team
 Day Treatment Centre
 Medical Clinics (Ambulatory Care)
 Swallowing and Nutritional
Assessment

Rehabilitation Programs
o High Intensity Rehabilitation (Inpatient)
o Slow Stream Rehabilitation
o Outpatient Rehabilitation
o Stroke Clinic

Centre for Memory and Neurotherapeutics
o Behavioural Neurology Program
(Inpatient)
o Memory and Aging Program
o Memory Clinic
o Memory Intervention Program
o Memory Link Program

Centre for Mental Health
o Inpatient Psychiatry
o Geriatric Psychiatry Community
Services
o Psychiatry Day Hospital for
Depression

Research & Innovation
o The Brain Health Centre Clinic
o Centre for Integrative Brain
Dynamics – The Virtual Brain
o Toronto Trans-generational Brain
and Body Centre
o Kunin-Luninfeld Applied and
Evaluative Research Unit
o Innovation, Technology and Design
Laboratory
o Centre for Brain Fitness

Education at Baycrest
o Centre for Education and Knowledge
Exchange in Aging
o Centre for Learning, Research and
Innovation in Long-Term Care
o Student and Trainees
o Visiting Professors
o Library
o Simulation in Aging
7
Getting around when you are at Baycrest
Free shuttle bus service is provided between Baycrest (Khedive entrance), Apotex Centre, Jewish Home for the Aged and
Terraces of Baycrest/Joseph E. and Minnie Wagman Centre. Buses leave approximately every 35 minutes between 9 a.m.
and 4:30 p.m. Board buses at the entrances at these buildings, where schedules are posted.
Entrance Closing Times
Closing times for the following entrances are as follows:

Khedive and Bathurst St. - 12 midnight

Posluns and Apotex - 9:00 p.m.

Hospital Ambulance - 5:00 p.m.

Apotex Ambulance - locked at all times
8
General Directions & Information
Address
Baycrest
3560 Bathurst St.
Toronto, ON M6A 2E1
Telephone Number
416-785.-500 ext. 2892
How to Find Us:
By Car
Please refer to the map provided.
By Public Transit
Take the 7 – Bathurst Street North bus from the Bathurst subway station on the Bloor/Danforth line to Baycrest Avenue,
five stops north of Lawrence Avenue.
Take the 7–A Bathurst Street North bus (rush hour service only) from St. Clair West Station or the Wilson subway station on
the Spadina/University subway line to Baycrest Avenue.
Take the 109 – Ranee North bus from Lawrence West Station. This will take you through to Ranee Avenue and let you off
on Wasdale Drive and Bathurst Street. Walk south to Baycrest Centre.
The Terraces of Baycrest and the Joseph E. and Minnie Wagman Centre are located on the west end of the Baycrest
Campus at 55 Ameer Avenue.
9
Parking
Baycrest’s main parking lot is an automated park and pay system. The current flat fee for the day is $14.00.
Please note: Parking is metered and very limited. Students/trainees who purchase the monthly parking must make
sure to make a copy of the parking permit so that it can be replaced when it start fading.
The parking rates are as follows:

Meter - short term
$7.00/ hour

Daily - main lot
$14.00 / day

Monthly – main lot
$48.00/month
If you need monthly parking, please contact Student Coordinator by email at studentplacement@baycrest.org
Internal phones are located at each of the main entrances. For information, call the main communications desk
at the Khedive entrance, 416-785-2500, ext. 2130.
10
GETTING STARTED & SETTLING IN
Affiliation Agreements
Students/Trainees can begin their placement/training at Baycrest only if their academic institution has established an
affiliation agreement with us. Please check with your student placement office to ensure a valid agreement has been
established.
Student/Trainee Registration
All students/trainees are required to register via online at http://baycresteducctr.vsyshost.com/ and agree to
the terms stated on the page - Baycrest policies and procedures, prior to their placement start date.
The following documents must be completed before you begin your placement at
Baycrest:
Register via online registration page http://baycresteducctr.vsyshost.com/
Touch base with your instructor or supervisor prior to starting your placement
Key Policy Overview pamphlet & Sign-off Form http://baycresteducctr.vsyshost.com/ or Student/Trainee Handbook
Criminal Reference Check/Vulnerable Sector Screening: □ Yes, Date _______________
□ No* (Student/Trainee must complete & sign the Student Declaration for Police Reference Check)
Mask Fit testing: □ Yes, Date ________________ (Students/Trainees are expected to come with mask fit testing done).
These are the list of mask Baycrest carries. Please ensure that you are fitted with one of these masks.
Regular
Small
KC62126
KC62355
3M8210
3M8110S
Pleats and Rovs
Mask fit test can be obtained at St. Michael Hospital,
Corporate Health and Safety Services, 2nd floor Shuter Wing, 30 Bond St.
Toronto, ON M5B 1W8
Telephone: (416) 864-6060 ext.6944
Fax: (416) 864-5405
Email: maskfitting@smh.toronto.on.ca
$10 deposit fee for locker and ID badge ($5 will be reimbursed after training).
Orientation/Meet and Greet
A student handbook should have been sent to all of your students. It is expected that they review and be knowledgeable
with the content. On their first day at Baycrest, all students are required to attend the Nursing Student Group
Orientation/Meet and Greet. The time and location should have been forwarded to you via your academic center. If not,
please contact Mary Akuamoah-Boateng at mboateng@baycrest.org
The purpose of this meet and greet is to provide an opportunity for the student to ask any questions that they may have
regarding the self-learning package forwarded to them via your academic center. We also will be going through student,
instructors and staff expectations in terms of supporting learners here at Baycrest. A tour of Baycrest will be provided.
CLINICAL INSTRUCTORS CANNOT START PLACEMENT UNTIL THEY HAVE ATTENDED ORIENTATION AT
BAYCREST.
11
Nursing Instructor Orientation
The Instructor’s handbook is a reference guide designed to provide information to clinical instructors at Baycrest.
Please ensure that you have completed the following prior to bringing students on site.

For new or returning instructors please contact Calen Freeman at cfreeman@baycrest.org or Mary at
mboateng@baycrest.org to arrange for meditech training or any further orientation to our facility.

Contact the manager of the unit that you will be working on to arrange for unit orientation and learning
expectations prior to orientation day. Names of the managers and their contact information can be found in the
supporting document session of the handbook.
Instructor Checklist Prior to coming to Clinical Site:






Touch base with unit manager
Organize unit orientation with unit manager
Organize meditech training/login with Clinical Liaison, Roxana Nagra (ext. 6292)
Fax locker request(see supporting document page)
Have students’ complete online registration and review student handbook with students
Complete Instructor Contact form
Identification Badges:
All Students/Instructors must wear I.D. badges while working at Baycrest. The photo identification badge allows immediate
verification of the status of individuals within the Centre. Through the identification badge, clients and staff are better able
to determine that individuals entering their rooms, accessing their health records and providing care and services are
authorized to do so.
a)
Students/Instructors will be issued a Baycrest temporary non-photo badge. The badge is to be worn at front upper
body level, with the picture and name visible to others and their school badge.
a)
Baycrest will assume no liability or responsibility for the use of the badge outside of the Centre's property, unless
being worn as part of an individual's authorized work duty.
b) The badge is the property of the Baycrest and must be returned to Academic Education at the end of placement.
c)
Lost or stolen badges must be immediately reported to Academic Education by the instructor. The
Student/Instructor will be charged a $5 replacement fee for lost, damaged or stolen badges.
To Obtain an Identification Badge:
a) Student/Instructor must be registered with Academic Education.
b) Attend orientation and Submit core-curriculum, immunization document, health and safety certificate and signed
medication alert form.
To Return a Photo Identification Badge:
a.) Students/Instructors are to return their Photo Identification Badge to Academic Education at the end of their last
day of work.
Lockers
Lockers are available to Students/Instructors upon request. Lockers are located in the basement of the hospital and in the
Student Centre. No food should be stored overnight in the locker.
Students/Instructors should only have necessary belongings in their lockers and must remove all personal belongings by
their last day of placement. Please be aware that you must supply your own lock.
Please also be aware that on occasion you may be requested to share your locker with another Student/Instructor.
If you require a locker with a change space please contact Carole Risk at extension 2195.
For further information regarding policy on lockers at Baycrest, Please visit Baycrest Intranet.
12
LEARNING OPPORTUNITIES AT BAYCREST
Baycrest values learning and we encourage you to take advantage of these opportunities to become more knowledgeable
and upgrade your skills. We provide a range of workshops, seminars, conferences and interprofessional rounds.
These activities are publicized through the intranet. Below are more opportunities for students to participate:

Department rounds (Best Practice Education rounds, Psychiatry rounds, Geriatric rounds, Interprofessional
Rounds, etc.)

Conferences

Visiting professor lecture series

Telehealth events

Wellness library events

Workshops/seminars

Inter-Professional Education Sessions

Summer Internships

Library Services: All Baycrest students can take advantage of the Staff Library, which carries a varying
collection of books, journals, dvds and other materials on employee relations, health and social sciences,
geriatrics and gerontology.
Library Services: The Library Is Your Partner in Learning!
If you are a student on placement at Baycrest, we offer a specialised range of services to help you find, use and manage
information effectively.
Access to a world of information
The Library has extensive print and online resources. Students also have access to the Baycrest Document Delivery Service
through which you can request material not available at Baycrest. We can help you access articles and show you how to
track developments from key articles.
Generous borrowing conditions
Students on placement at Baycrest are entitled to borrow books, journals, and audiovisual materials from the Baycrest
library collection
Has it been done already?
Talk to us early in your research so that you can be confident of finding all the significant relevant information. Discuss your
research proposal with the Baycrest librarian for advice and assistance with a search strategy.
Save time, manage your references with EndNote
Learning how to use EndNote will save you time by making it easy for you to store, find and cite your references.
Information about using EndNote at Baycrest is available from the librarian.
Baycrest Library Services
Open Monday to Friday 8:00 to 16:30
Hospital, 2nd floor Room 2E06
416.785.2500 ext. 2353 tmahar@baycrest.org
13
The Anne and Louis Pritzker Wellness Library: Your Key to a Healthy Lifestyle
The goal of The Anne and Louis Pritzker Wellness Library is to provide easy access to current consumer health and wellness
information.
Visitors are encouraged to use the information they collect to create a dialogue with their health care provider(s). In this
way, they can become empowered to manage their own health.

The library has books, fact sheets, pamphlets, DVDs/videos, CDs and audiotapes on a wide range of subjects
including but not limited to:
 Nutrition/Fitness

Stress management/Relaxation

Mindfullness/Meditation

Caregiving

Mental Health

Complementary & Alternative Therapies

Pain Management

Death and Dying

Information related to various diseases

Books for children to help them understand a parent or grandparent living with cancer, Parkinson’s,
Alzheimer’s, Arthritis

Library materials may be signed out for 2 – 3 weeks.

Internet Access is also available. Bookmarked consumer health websites are provided and trained volunteers act as
coaches. They are on hand to show library users how to access information.

Health Information Sessions are held monthly. Speakers are Baycrest staff and researchers as well as staff and
volunteers from community agencies.

Volunteers DO NOT
 Provide any specific medical advice


Interpret or recommend any specific treatment

Personally endorse any of the materials in the library nor any of the contents of a website

Conduct in depth searches for clients or staff
We are located on the main floor of the Apotex building. Current hours are:
 Monday to Thursday 10:00 to 3:00.

For more information on our services and programs:
416.785.2500 ext. 2353 tmahar@baycrest.org
14
Interprofessional Education (IPE) Student/Trainee Placement
Students/Trainees from many professions have the opportunity to participate in inter-professional education (IPE) clinical
placement experiences.
IPE Placement Goals
The goals for this inter-professional placement program include:
1.
The opportunity for students/trainees from various health care disciplines to develop an increased understanding of the
expertise that each discipline brings to the solution of health problems.
2.
The provision of opportunities for Students/Trainees to learn and develop clinical expertise together.
3.
The opportunity to develop an understanding of team dynamics, communication skills within the team, and conflict
resolution within the context of a well-functioning team.
Clinical Placement Experiences and Seminars
While on site, students will meet in facilitated seminars throughout their clinical experience. Students will take leadership in
exploring learning issues pertaining to their clinical experience, the health system, and the delivery of health care services. As
well, students will have the opportunity to discuss issues related to interprofessional roles and collaborative practice. Shadowing
experiences will be encouraged to supplement their clinical experiences.
Debriefing and Wrap-up
During the final session (week 5), the students will have an opportunity for the synthesis of knowledge, and personal reflections
through a debrief with the group and a written reflection paper regarding the simulation activity. Opportunity will also be given
for the students to provide a final evaluation.
Student Learning Outcomes
(adapted from McMaster University Health Sciences North Inter-professional Education Pilot Project.)
1. Increased knowledge and understanding of the roles, contributions and expertise of various health professionals in the
delivery of health care services to patients/clients, e.g. similarities, differences and potential areas of role overlap and
conflict.
2. Increased understanding and respect for the values, beliefs and attitudes that differentiate the various health professions.
3. Increased knowledge and understanding of the importance of inter-professional collaboration in the delivery of health care,
e.g. team building, team functioning, communication, conflict resolution.
4. Enhanced skills in building inter-professional relationships and maximizing team function.
Evaluation of Student Learning Outcomes
The Inter-professional Education Perception Scale will be administered prior to and upon completion of the clinical experience to
determine what changes in attitudes, if any, occurred throughout the placement.
To find out more about this learning opportunity, please contact Student Placement Coordinator at
studentplacement@baycrest.org.
15
Jewish Life at Baycrest
We provide our clients with an environment which is sensitive to their religious observance, spirituality and
cultural needs. Many of the residents of the Apotex Centre, Jewish Home for the Aged (JHA) are survivors of the holocaust and
caring for them requires a special understanding of the unique experiences and needs.
Educational Material
To help you understand Judaism, educational material including a guide book, videotapes, DVD’s and library books are available
in the Baycrest Staff Library (2nd Floor, Baycrest Hospital). The educational material contains a glossary of commonly used
Yiddish words and dates of Jewish Holidays.
Holocaust Survivors
Baycrest serves one of the largest residential populations of Holocaust Survivors in the world and has developed programs and
services that recognize their unique experiences and needs.
The Holocaust took place during the Nazi era from 1933 to 1945 when it was Nazi policy to deport, and in the later years of the
Second World War, to exterminate the Jewish people.
Who is a Holocaust survivor?
Holocaust survivors are Jews who survived and outlived the Nazi regime. They include:
 Anyone who was hiding in occupied territory
 Anyone who survived a work or death camp
 Anyone forced to flee during the Holocaust
 Children sheltered by gentiles during the Holocaust
Specific circumstance has the potential to trigger painful or difficult memories for some survivors. It is important to understand
the meaning and connection survivors make with their current experiences.
Examples of triggers for some Holocaust survivors:
 Shower, bathing, personal care
 Loud noises, sirens, shouting, fire alarms
 Uniforms, group activities, lining up


Meal times, food portioning
Medical tests, treatments, illnesses
It is important not to assume everyone’s experiences are the same. While the above examples can be triggers for one person, they
might not be triggers for another. Remember to take the time to learn more about the individual survivor’s experiences and needs
by checking in with them and their caregivers.
For more information about caring for aging Holocaust survivors, go to the Staff Library (2nd Floor) and review the book "Caring for
Aging Holocaust Survivors."
16
Kosher Food
At Baycrest, food is prepared according to the Jewish dietary laws. "Kosher" comes from the Hebrew word mean "fit, proper,
appropriate or permissible". The laws say that meat and dairy foods are not to be prepared or eaten together, animals must be
slaughtered according to a specific ritual and certain foods such as pork or shellfish are not eaten.
Food from outside of Baycrest may not be brought into the Hospital Cafeteria, the Women's Auxiliary Cafe or client dining areas.
External food may be eaten in the Employee lunch room, or in the outside dining area located at the corner of Bathurst and
Baycrest Avenue, and the Student Centre located on the first floor of the Brain Health Complex Building.
No food or beverages should be consumed by staff, students, or volunteers in clinical care areas where “infectious materials,
hazardous chemicals, or hazardous drugs are used, handled or stored”; this includes client bedrooms, hallways, the nursing
station etc.
Cafeteria Facilities & Amenities
The Cafeteria hours are as follows:
Monday - Friday - 8:00 - 6:30 p.m.
Breakfast 8:00 - 11:30 a.m.
Lunch 11:30 - 1:30 p.m.
Dinner 4:00 - 6:30 p.m.
Saturday 11:30 - 6:30 p.m.
W.A Cafe
We also have a Second Cup known as the W.A. Cafe which is
located on the ground floor in the Apotex Building, open
Monday to Thursday from 8:00 to 4:30 pm and Friday until 3:30 pm.
The cafe is closed on Jewish Holy Days, Statutory Holidays and
Saturdays.
Jewish Holidays
The Jewish calendar is based on both lunar and solar cycles. Therefore, the dates of the Jewish holidays shift from year to year. A
Jewish Holy Day and Festival Schedule is available on the intranet.
Only Staff who provide essential services are expected to work on the High Holy Days: Rosh Hashanah (the Jewish New Year) and
Yom Kippur (the Day of Atonement). Students, however, are considered as essential so are expected to work. On other Jewish
holidays, including Sabbath (from sunset on Saturday), staff may carry out supervisor can discuss this with you if necessary.
Definitions of Key Terms:
Low Visibility: During low visibility days, non-direct care related functions are to be performed behind closed doors. Staffs are
expected to report to work and function as normally as possible while limiting visibility within the organization.
This means, but is not limited to:
 No official/formal committee meetings
 No clinic appointments
 No meetings with members of the community or calls to members of the community on a “business as usual basis”
 No attendance at conferences and external meetings as a representative of Baycrest (ie. as a presenter for Baycrest.
17
Health & Safety Policies and Procedures
Key Policy Overview
In many cases, the complete policy is not provided in this handbook but is available through Baycrest intranet.
This core-curriculum is meant to make you aware of Baycrest’s safety and risk management procedures and to understand our
Jewish culture. It is required that all contractors, researchers, students, temporary staff, consultants, and consulting physicians read
this pamphlet and sign the attached sheet within the specified time of your arrival at Baycrest.
SAFETY AT BAYCREST
Your safety at Baycrest is very important and as such, you are
expected to follow safe working procedures, use all safety devices and
equipment provided, wear protective clothing as required, and keep
yourself informed about fire safety and hazardous materials.
Emergency Codes and Preparedness
Code RED: Fire
If you see a fire anywhere in the Centre:
R Remove all endangered persons.
E Ensure windows and doors are closed.
A Activate alarm pull station.
C Call Communications, 5555.
T Try to fight the fire within your capabilities.
(Do not use fire hose)
 Listen for announcements.
Code BLUE: Cardiac Arrest



Call the Communications Desk 5555.
Notify the attendant to call a Code Blue and state the location.
Stay with the person and ask a colleague to call for help and verify
that the client is appropriate for resuscitation.
Code BROWN: Hazardous Spill


Evacuate and contain area by closing door.
Call Communications Desk 5555. State “This is a Code Brown”. Give
the specific location. If possible state name of material spilled.
Code GREEN: Evacuation




Listen to all announcements and follow instructions.
Assist in lifting and carrying persons according to evacuation.
Use approved lifts and carries.
Close all doors behind you.
Client Care
 Assist in moving all persons.
 Send client chart with client.
 Assist ambulance services with client identification, assessment,
treatment and prioritization.
 Monitor and assure clients waiting for transfer.
Code GREY: Loss of Service




Call Communication Desk 5555.
Report Code Grey, service and location.
Assist persons/clients to safe location.
If you hear “Code Grey – Condition Yellow be aware that Mag locks
may be deactivated.
SAFETY AT BAYCREST
Code ORANGE: External Disaster




Evacuate glass areas.
Stay away from articles that may fall.
Do not leave buildings.
Assist in moving people to inner core of building.

Stay close to the floor.
Code PURPLE: Hostage/Abduction
If you witness or are aware of a hostage/ abduction.
Call the Communication desk 5555 and provide the following
information.
 Location of hostage take/abduction.
 Number of suspects and descriptions.
 Description of any weapons.
 Number of victims and their condition.
If you are a victim of a hostage taking/abduction.
Lower the stress of the hostage taker/abductor:
 Establish eye contact.
 Speak when spoken to.
 Avoid making comments, suggestions, or voicing opinions.
Code BLACK: Bomb Threat

Call the Communication Desk 5555. State “This is a Code Black” and
the location of the package.
Bomb Threat by Phone
 Stay calm and ask the caller for information.
 Where the bomb is located.
 Who they are, gender, voice characteristics.
 Listen for background noise.
Code WHITE: Violent Incident


Remove yourself from the situation if possible.
Call ext. 5555 and state “This is a Code White”. Give the location and
be specific in details.
Code YELLOW: Wandering or Missing Client


Report if someone is missing.
Help in the search.
Infection Prevention and Control
It is Baycrest policy to prevent the spread of infection within the
health centre from patient to patient, staff to patient, and staff to
staff by providing the system that emphasizes the use of barrier
precautions when contact with body substances, as such, All
persons entering Baycrest are expected to use the hand-sanitizing
dispensers located at various entrances whenever they enter the
building, frequently throughout the day, and upon leaving the facility.
N95 mask fitting is required for any student/trainee who interacts
with patients. All students, trainees and instructors coming to
Baycrest must complete their immunizations and submit proof to
Student Coordinator prior to start date. Influenza vaccination is
highly recommended for all students and trainees and clinical
instructors. Anyone who fails to get vaccinated will be required to
wear N95 mask during the flu season at Baycrest.
18
Occupational Health & Safety (OH&S)
Baycrest will endeavor to provide a safe, healthy work environment; all
staff must be committed to reducing the risk of injury and workplace
related illness.
Respiratory Etiquette


Cough or sneeze into your sleeve or a tissue.
Discard used tissues and perform hand hygiene with either
soap and water or an alcohol-based hand rub.
Workplace Hazardous Materials
You may have to work with potentially hazardous, controlled products.
Baycrest is responsible for keeping an inventory of all such products,
properly labeling them and training staff to safely use and store them. It
is your responsibility to seek out, understand and follow procedures
related to handling potentially hazardous, controlled products
materials.
Students, trainees and instructors are responsible for:

Providing copies of registration of professional liability insurance

Complying with Baycrest’s guidelines for performing all work in a
safe manner

Taking an active role in protecting and promoting their health and
safety and that of others

Refraining from activities that may jeopardize health and safety in
any way

Immediately reporting any physical hazards, accidents to the OH&S
Department.

You should not come to work if you are feeling ill, particularly if you
have had a fever in the past 24 hours. If you are ill, you must alert
your immediate supervisor and the OH&S Ext. 5300.
Violence in the Workplace
Types of Violence:

Abuse of Clients by Staff or Volunteers

Suspected Elder Abuse in The Community

Abuse of a Client by Another Client, Family Member, Private
Practitioner or Visitor

Abuse of Staff and Volunteers by Clients, Their Families, Private
Practitioners, Personal Companions and Visitors

Abuse of Staff and Volunteers By Staff and Volunteers

Harassment and Other Forms of Discrimination in the Workplace
What should you do?
 Report situations to your supervisor so appropriate corrective action
can be taken.
 speech assistive devices, contact the Professional Practice Leader,
Speech and Language Pathology at ext. 2375;
Hazardous (including Cytotoxic) Drugs
If administering medications or handling bodily fluids of patients, refer
to the "Safe Handling of Hazardous (including Cytotoxic) Drugs" Policy
and Procedures on the Baycrest Intranet. If any medications are labeled
with "Hazardous Drugs," "Cytotoxic Agents" or the "Medications with
Precautions in Use" sign is posted on the head of the patient's bed
and/or washroom.
Scent Free Environment
All persons are requested to refrain from use of Scented Personal
Products while at Baycrest.
Non-Smoking Policy
In accordance with the Provinces laws, we provide a smoke-free
environment.
 Smoking is not permitted in the Centre or within nine meters (30 feet)
of any entrance.
 If you do smoke outside this perimeter, use the outdoor ashtrays
provided.
Client Privacy and Confidentiality
Baycrest respects the right of each individual to privacy and to the
confidentiality of their information. Individuals are entitled to
understand what and why information is requested, how it will be
collected and used, and when and to whom it might be disclosed. The
Health Records Department will handle all release of client information
requests, and in most cases we must obtain consent from the client.
You are responsible for maintaining the confidentiality of client
information whether it is conveyed verbally, in writing, electronically, in
photograph, on film or by other means.
“Baycrest Personal Information” means information disclosed by
Baycrest to you about an identifiable individual and includes personal
health information (“BPI”).
Do not use, disclose, remove or copy for removal from Baycrest any BPI
except as required by law or permitted by Baycrest. You are responsible
to protect BPI against loss, theft, unauthorized access, copying or
modification. You must notify Baycrest at the first reasonable
opportunity if BPI is stolen, lost or accessed by unauthorized persons.
You are responsible to ensure that your employees and agents, if any,
maintain the confidentiality and security of BPI.
Accessibility Standards for Customer Service

Baycrest is committed to giving people with disabilities the
opportunity to access its goods and services.

Baycrest strives to respect the dignity and independence of people
with disabilities.

Disabilities may be visible or non-visible. One cannot always tell who
has a disability.

People with disabilities have the right to use their own personal
assistive devices while accessing goods or services provided by
Baycrest.

A number of assistive devices are available at Baycrest for use by
people with disabilities. For information and assistance with:

assistive listening devices or communication devices, contact the
Audiology Dept. at ext. 2377;
SAFETY AT BAYCREST
Accessibility Standards for Customer Service
Take the time to get to know the needs of the person with a
disability and focus on meeting those needs.
 Don’t touch assistive devices, including wheelchairs, without
permission.
 For more information call Support Services, ext. 2046.


courtesy wheelchairs at entrances, contact the Director,
Environmental Services at ext. 2406; and

devices located in The Anne & Louis Pritzker Wellness Library,
contact the library staff at ext. 3374.
19
Working in a Kosher Environment

At no time will a person with a disability be prevented from having
access to his or her support person.

Service animals are to be afforded access to all places the public is
invited on Baycrest’s premises when accompanying their human
partners (with the exception of food preparation areas). A person
with a disability is not to be separated from his or her service animal.
Don’t touch or speak to service animals – they are working and have
to pay attention at all times.

General tips on providing service to people with disabilities:

If you’re not sure what to do, ask the person “May I help you?”
People with disabilities know if they need help and how you can
provide it.

Speak directly to the person with a disability, not to his or her
support person or companion.

Make no assumptions about what type of disability or
disabilities a person has.
WHAT EVERY EMPLOYEE SHOULD KNOW
Jewish Life at Baycrest
Practicing Judaism is an important aspect of many of our clients’ needs.
As a consultant or contractor, it is important to keep the following points
in mind when you are on site.
Being Sensitive to Our Client Population
Baycrest has one of the largest groups of holocaust survivors in the
world. Awareness and sensitivity can help reduce some of the painful
effects of Holocaust related traumas.
Many normal day to day activities can trigger painful memories of the
war years.
Please be especially mindful if the work you are doing entails: Harsh,
strong or unpleasant smells, use of bright lights/flashlights, loud
voices/sounds, sirens/alarms/bells/whistles.
Baycrest maintains its facility under the strict guidance of Kosher Dietary
Laws. There are several areas where you can purchase Kosher meals in
Baycrest:
 Main Cafeteria, located on the ground floor of the Hospital.
 Women’s Auxiliary Café, located next to the Winter Garden in the
Apotex Centre.
 These eateries, some of the outside gardens, and all areas within the
Centre are Kosher.
 Food, coffee or tea brought from home or outside the building may
not be consumed or stored in these locations.
 Outside food or drinks must only be consumed in:
 Employee Lunch Room (Located in the Posluns Building on the 2nd
floor).
 Spiro Family Garden outside Employee Lunch Room.
 Your office.
 Outside Garden located at the Bathurst St. Entrance.
Store any foods from outside Baycrest in the Employee Lunch Room
refrigerator. Only food purchased in the Cafeteria may be stored in
unit refrigerators.
 Use disposable tableware to eat any food brought in or prepared from
outside. Do not remove china, trays, or cutlery from the Cafeteria.
 Microwaves (not in the Employee Lunch Room) may only be used for
Baycrest purchased foods.

No Consult or Contract Work on Jewish Holidays
Please be sure to check the Baycrest calendar when planning to come in
to carry out your work as certain days in the year are special Jewish
Holidays during which only essential and emergency services are
maintained.
ADDITIONAL INFORMATION
Online: http://intranet/BaycrestWork/
Hard copy files:
Communications Desk (Located on the ground floor of the Hospital at
the Khedive Avenue entrance
CREATED BY:
Human Resources and Organizational Effectiveness Division and Academic Education
Revised August 2015
For further information contact:
Academic Education (416) 785-2500, ext. 2518
20
Code of Conduct
All persons at Baycrest, including students/trainees and Clinical Instructors, are expected to fulfill their roles in a professional and
ethical manner. They are expected to:

hold the health, safety, welfare and dignity of patients as our first priority in the performance of our roles and
responsibilities;

demonstrate a sincere commitment to provide the highest quality care and service;

demonstrate courtesy, tact, empathy and compassion in interactions with others;

acknowledge and respect the inherent worth and individuality of each person and, therefore, do not engage in harassing or
discriminatory behaviour;

strive for excellence in our roles through regular assessment of personal strengths, limitations and effectiveness and by
continued education and training;

support and reward work performance and achievement of others; and,

accept the responsibility for our actions.
It is the position of Baycrest that the environment will be as safe as possible and free of all forms of discrimination, harassment, and
abuse.
Discrimination is the less favourable treatment of persons because of their race, ancestry, place of origin, colour, ethnic origin,
age, citizenship, creed, record of offenses, marital status, family status, disability, gender, pregnancy, or sexual orientation.
Harassment is comments or conducts that humiliates insults, intimidates or degrades another person. It is behaviour that is
known or ought to be known, to be unwelcome, whether or not that effect was intended. It can occur in a variety of forms including
inappropriate remarks, gestures, pictures or jokes.
Sexual Harassment is unwelcome conduct of a sexual nature. It includes sexual advances, requests for favour, or verbal or
physical conduct that is unwelcome and cause insecurity, discomfort, offense or humiliation; have or appear to have a job-related
condition or promise associated with it; and interfere with a person’s work performance or create an intimidating, hostile or offensive
work environment.
Abuse can be in the form of physical (unnecessary action that results in bodily harm, discomfort or injury), psychological (actions
that result in fear or diminish a person’s dignity or self-worth), sexual (unwelcome sexual activity), and/or verbal (comments that are
embarrassing, offensive, threatening, or degrading to another person).
21
Standards of Professional Behavior
Students/Trainees will adhere to the standards of ethical behaviour, as per scope of practice of the applicable profession,
or as outlined in the respective regulatory Colleges or professional associations.
1)
All Students/Trainees must introduce themselves as a Student/Trainee status or equivalent, and must obtain
informed consent from the patient or appropriate Substitute Decision Maker before performing any clinical activity
or procedure on the patient.
2)
Assessment of behavioural and ethical performance will be related to the following educational objectives:
a)
The Student/Trainee should display skill at communicating and interacting appropriately with patients, families
and coworkers. Qualities that the Student/Trainee should demonstrate include, but are not limited to the
following:
i)
empathy and compassion for patients and their families;
ii)
concern for the needs of the patients and their families to understand the nature of the illness and the goals
and possible complications to investigations and treatment;
iii) concern for the psychosocial aspects of the patient’s illness;
iv) respect for, and ability to work harmoniously with physicians, allied healthcare professionals, and other
staff;
v)
understanding of the appropriate requirements for involvement of patients and their families in research;
and,
vi) awareness of the effects that differences in gender, cultural and social background may have on the
maintenance of health and the progression and treatment of illness.
b) Behaviour unacceptable to the professional practice of healthcare include, but are not limited to the following:
i)
referring to oneself as, or holding oneself to be, more qualified than one is;
ii)
performing any clinical activity or procedure without the informed consent of the patient, parent, or
appropriate Substitute Decision Maker;
iii) theft of drugs;
iv) violation of the criminal code;
v)
failure to be available as scheduled;
vi) failure to respect patients’ rights;
vii) breach of confidentiality;
viii) failure to provide transfer of responsibility for patient care;
ix) failure to keep proper documentation in patient charts;
x)
sexual impropriety with a patient;
xi) being under the influence of alcohol or drugs while participating in patient care; and,
xii) any other conduct unbecoming of a practicing healthcare professional.
3)
Breach of any of the above principles of behaviour may result in a report to the educational institution’s training
program, or as required by statute, be reported to the relevant professional association. Any such breach may be
cause for immediate dismissal from the placement at Baycrest.
22
Dress Guidelines
Baycrest Students/Trainees are expected to promote a professional image at all times while in the hospital. This includes
maintaining a neat and clean appearance, as well as using professional discretion when considering appropriate clothes
to wear at work.
The following guidelines have been set to assist Students/Trainees in making appropriate choices. Every Student/Trainee
is responsible for ensuring adherence to these guidelines.
Baycrest expects that all Students/Trainees dress appropriately for the functions they are performing, also taking into
consideration the cultural and care requirement needs of our clients. As inappropriate dress can be offensive, efforts
should be made to convey a sense of respect for our clients and colleagues. In addition, clothing must adhere to
Occupational Health and Safety and Public Health regulatory requirements.
Students/Trainees are also required to wear their identification badges, front facing, at all times pursuant to Baycrest
policy. As well, uniforms must be worn at all times where designated by the Hospital.
The following constitutes inappropriate dress:
 All items bearing inappropriate slogans and pictures.
 Exercise clothing (sweat suits, spandex leggings / shorts, etc.)
 Casual shorts and tank tops.
 Any clothing that is torn, faded, frayed or patched.
For safety and infection control purposes, the following guidelines must be adhered to:
 Students/Trainees in direct patient care areas shall not have long nails, artificially lengthened nails or wear
dangling jewelry such as earrings, necklaces or bracelets that can increase risk of incidents.
 All Students/Trainees must wear safe and appropriate footwear, which adheres to Occupational Health and
Safety regulations of the Hospital. Footwear must have closed heel and toe, a non-slip sole and have a low heel
height. Additional safety features may be required in specific working areas and employees will be required to
comply with the unit/area specific policy.
 Hair short or tied back
 Nails should be short and trimmed, no nail polish
Safety, and Risk Management
Safety is everyone’s responsibility. Every staff member and Student/Trainee, regardless of the department in which they
work, is responsible for patient safety. All employees and Students/Trainees are responsible for working safely, reporting
hazards and unsafe conditions, and taking all reasonable measures to protect themselves at work.
Rights and Responsibilities
The Occupational Health and Safety Act describes the rights and duties of all those in the workplace, including the
employee and the employer. It was designed to provide guidelines about how to work safely in the workplace
You have a RIGHT to:
 A safe working environment
 Training to work safely
 Be informed of hazards


Refuse unsafe work
Ask questions about safety
You have a RESPONSIBILITY to:




Be knowledgeable about Occupational Health & Safety Hazards
Report any actual or potential health and safety hazards
Wear appropriate personal protective equipment
Follow the policies and procedures set in place
23
An incident is an unsafe event in the workplace that has resulted or could have resulted in harm to people or property if
circumstances had been slightly different. The most common types of health & safety incidents that may occur in a
hospital setting are:
 Slip and falls
 Moving and lifting injuries (i.e. strains and sprains)
 Being struck by or striking against objects
ALL work related accidents and/or incidents involving a nursing student must be reported immediately to your instructor
and the Most Responsible Person (MRP) on the unit.
Accident / Incident Reporting
1. Seek first aid if necessary.
2. Notify your instructor and the supervisor on the unit
3. Complete an Incident Report with your instructor/advisor
Reporting Unsafe Conditions
Baycrest staff and Students/Trainees are expected to use all safety devices and equipment provided them, and to wear
protective clothing as required. You are also expected to follow safe working procedures and to keep yourself informed
about fire safety and hazardous materials through our annual training sessions.
Students/Trainees are also asked to immediately report unsafe conditions – for example, spills or equipment that has
been left lying around. If you see an unsafe condition, do what you can at that moment to prevent an accident. Then
report the situation to your supervisor who will investigate and take any necessary actions. You should also speak to your
supervisor if you are concerned that a certain job or procedure is dangerous.
Injury /Incident Reporting
i.
The Student/Trainee must report immediately any incident or hazardous situation to their immediate Supervisor
(i.e. Baycrest staff, preceptor, clinical instructor).
ii.
The Supervisor must ensure that the Student/Trainee receives immediate medical attention as necessary. If the
supervisor is not present, they should be notified as well as the contact for Student Placement and the Academic
Supervisor for the College/University.
iii.
If injured, the Student/Trainee must report to Occupational health and safety for immediate medical attention.
The Supervisor completes, in full, the safety event incident report via SERS on behalf of the Student/Trainee. The
College/University completes WEPA form within 72 hours and follows their organizational process.
Critical Injury: All critical injuries must be treated immediately and reported to immediate Supervisor and the Academic
Supervisor for the University/College (Refer to Occupational Health.& Safety policy 11-1-80 re: critical injury)
Needle stick Injury, Mucosal Splash or Bite: All needle stick injuries, a mucosal splash or bite must be treated
immediately and reported to immediate Supervisor and the Academic Supervisor for the University/College. (Refer to
Occupational Health & Safety policy 11-3-40).
24
Infection Prevention & Control Guidelines
To prevent infection transmission between clients and protect their own health, Students/Trainees need to follow some
basic infection control practices:
Wash your hands! Alcohol-based hand rub dispensers are available throughout Baycrest. The following 4 Moments of
Hand Hygiene will help you remember when it is particularly important to wash your hands. If in doubt, wash your hands
anyway!
Follow precaution signs. There 3 precaution signs used at Baycrest – Contact, Droplet and Airborne. All instructions on
the signs are visual and simple to follow.
In an event of an outbreak, follow instructions found in the control measures sheets that are posted at the entrances to
the unit, at the nursing station and on the Intranet. Before entering an outbreak unit, Students/Trainees need to read the
section of the outbreak control measures called STAFF RESTRICTIONS, and follow the instructions there.
Immunization
All Students/Trainees at Baycrest must submit proof of current immunization for (*Recommended):
1. Tetanus/ Diphtheria*
3. Varicella (Chicken Pox)
2. Measles, Mumps, Rubella/Rubeola (German and
4. Annual Influenza Vaccine*
Red Measles)
5. Hepatitis B *
25
All Students/Trainees must be able to submit proof of:
1.
Negative 2 step TB test in the last 12 months OR
2.
Historical negative 2 step + negative 1 step TB test within last 12 months OR
3.
Clear chest x-ray within last 6 months if TB Test is positive.
Proof may take the form of
1.
Immunization Certificates
2.
Antibody Titre results
3. Registration in a program where confirmation of 1& 2 are available upon request
PLEASE NOTE:
A yearly flu shot is strongly recommended. Students/Trainees who have not had a flu shot may be asked to wear N95 Mask Fit
during influenza season on the unit where they are placed and anywhere patiets are present and patient care is delivered. They may
be permitted to return after they have had a course of Tamiflu™ Prophylaxsis, the costs and arrangement for which they will be
responsible.
Reporting Illness
All Students/Trainees are reminded to inform Occupational Health when they are ill with a potentially communicable disease to
reduce risk to our patients.
Mask Fit Testing
Students/Trainees who will have direct patient contact during their placement are expected to have mask-fit testing completed
through their academic institution prior to placement. Students/Trainees should have their fit test cards on hand at all times.
Students/Trainees who have not had mask fit testing will risk interruption of their placement should an outbreak occur. Mask fit
test can be obtained at St. Michael Hospital, Corporate Health and Safety Services, 2nd floor Shuter Wing, 30 Bond St. Toronto,
ON M5B 1W8 , Telephone: (416) 864-6060 ext.6944, Fax: (416) 864-5405
Email: maskfitting@smh.toronto.on.ca
Scent Free Environment
Baycrest recognizes that some clients, employees, residents, volunteers, Student/Trainees, and visitors, react to scented personal
products. Baycrest strives to provide a healthy, comfortable, productive environment, and therefore, we will whenever possible,
promote a scent-free environment. All persons (clients, employees, residents, volunteers, Student/Trainees, and visitors, private
companions, family members) are requested to refrain from use of Scented Personal Products while at Baycrest.
Definition:
Scented Personal Products refers to products more commonly including, but not limited to, shampoo, conditioner, hairspray/gel,
cologne, after-shave, perfume, body lotion, and scented oil.
Advice for All:
Educate yourself about the need for a scent-reduced program. Become part of the solution and switch to scent-free products.
Many non-scented alternatives are available. Wearing perfume, scented hairspray, cologne, scented deodorant, aftershave and
other similar products may make you feel good, but many people especially those with asthma, allergies and environmental illness
may be adversely affected by these products.
26
Network Access / Email
E-mail and the Internet are important communication tools for use within Baycrest as well as with external
audiences and are subject to specific conditions. Internet and e-mail are Baycrest resources that are provided and
maintained by Baycrest.
Baycrest will ensure that the e-mail system is used securely and appropriately and that policy and practice reflects current
requirements. Baycrest reserves the right to audit and monitor e-mail and internet usage and content, subject to specific
conditions outlined in this policy.
Internal and External E-mail
1.
E-mails between Baycrest Users and Research Users only travel internal to Baycrest and as such are secure. Confidential emails may be sent securely to these users.
2.
E-mails between External Users travel through the Internet and as such are not secure. Confidential information should not
be e-mailed to these users.
3.
Confidential e-mails may be sent to users in the Global Address List as this list will only contain e-mails of Baycrest and
Baycrest Research Users.
4.
The e-mail system will append the following disclaimer to all external recipients:
"Confidential: This communication and any attachment(s) may contain confidential or privileged
information and is intended solely for the addressee(s) or the entity representing the recipient(s). If you
have received this communication in error, you are hereby advised to destroy this document a nd any
attachment(s), make no copies of same and inform the sender immediately of the error. Any unauthorized
use or disclosure of this information is strictly prohibited."
5.
Users should double check that the message is being sent to the correct recipient(s) and address before sending.
6.
Users should utilize the appropriate style of writing to meet the recipient's needs. In addition as part of our efforts to
accommodate different people's needs, messages should be 12 point font or larger and not be presented with graphics
that hinder the ability to read the content.
7.
Distribution List messages must be of significant importance and clearly relevant to all the users in the list.
8.
Under no circumstances is anyone to select all of the Distribution Lists and individuals in the Global Address List to send a
message.
9.
The "All Staff" function is activated based on need and must be requested through Public Affairs. Contact Public Affairs to
discuss the most appropriate medium for the message. "All Staff" is only to be used to:

Communicate corporate initiatives and facts of interest to the entire organization

Announce significant changes or additions to policy

Announce significant changes in staff, services or processes
Forwarding and Replying to E-mails
1.
Use of 'Reply', 'Reply All' and 'Forward' of any e-mail is subject to the same internal and external procedures. The user must
check the content of the e-mail to ensure it is appropriate to forward. Extra care should be taken when forwarding e-mail, and
to limit the use of the 'Reply All' function.
2.
The original content forwarded cannot be altered without the original author's approval. Content can only be modified with the
knowledge and approval of the original author.
3.
Users must not auto-forward their accounts to external accounts, without prior approval of the Director Privacy and Health
Information, as the information will travel outside the secure network.
27
E-Mail between Baycrest Staff, Students/Trainees and Clients or Clients' Representatives
1.
Confidential e-mails to external users, including clients, clients' representatives, outside health care providers and other third
party providers require extra safeguards.
2.
If the email is required for a one-time, emergency health purpose between care providers the sender must follow-up by
telephone to ensure the information reached the intended recipient and is being handled with appropriate care.
3.
Students/Trainees communicating with clients or their representatives through e-mail must:
i. document the types of transactions and sensitivity of subject matter (e.g. mental health) that is being communicated over
e-mail.
ii. obtain client consent for e-mail communications from individual clients or their representative to communicate with them
by e-mail. Consent can be obtained either in person or can be obtained through e-mail if the client or representative
expresses consent in a return e-mail from the Student/Trainee that includes the following:
Dear Client: I [Student/Trainee’s name] am pleased to communicate with you through e -mail. However, you
should know that e-mail messages are not encrypted on the Baycrest system, and, therefore, Baycrest
cannot guarantee the security of e-mail messages that you send or that you receive from me at Baycrest.
For this reason, e-mail should not be used to communicate sensitive information that you would discuss in
person but would prefer not to discuss in e-mail.
You should not use e-mail to communicate emergency or urgent health matters since e -mail messages can
be delayed for technical reasons. By replying to this message, you acknowledge that you have read and
agree with these terms. If you have questions about e -mail communication with Baycrest staff, please let
me know.
4.
Print and file all e-mail messages with replies in the client's health record Progress Notes.
5.
Periodically remind clients and their representatives that e-mail messages are considered personal information and decisions
about treatment or care may be based on the information received in the e-mail message(s).
6.
Although you may maintain a mailing list of clients, do not send group mailings where the names of recipients are visible to
each other. Use the blind copy feature in Outlook to avoid displaying recipients' addresses.
7. If in doubt of the best method to communicate client information, contact the Privacy Office at ext 3443
Personal Use of Internet and E-mail
1.
2.
Students/Trainees may use the Baycrest internet or e-mail system for incidental or occasional personal use provided the
following conditions are met:
i.
Use must not interfere with job responsibilities and should be minimal.
ii.
Use must not interfere with the operations of the Baycrest e-mail or Internet system.
iii.
Use is subject to all other rules associated with respect in work place, e.g., personal e-mail messages must not contain
material that may create a hostile work environment.
iv.
Personal messages should be clearly distinguished from work related e-mails. Personal communication should not be
sent from the Baycrest system if it could be viewed as being Baycrest endorsed (e.g., do not use your title when
sending personal messages).
v.
Personal use may not occur at the Nursing stations or direct care locations.
Baycrest is committed to providing a positive work environment that promotes respect, cultural sensitivity and dignity of
individuals. As such, web sites or e-mail must not be accessed, created or distributed using the Baycrest system if the:
i.
Messages or web sites contain offensive comments, for example about age, race, religion, creed, gender, sexual
orientation, political beliefs, national origin, language or disability
ii.
Messages related to solicitation or are for commercial purposes and have not been sanctioned by Baycrest
28
iii.
Messages promote or criticize religious or political causes.
iv.
Message or web sites contain a chain message that encourages the receiver to forward the message on to others as
this can negatively impact the system and disrupt the work environment.
v.
Message or web sites are used for illegal purposes.
vi.
Message or web sites are used for purposes not in support of Baycrest corporate purposes.
3.
Access to web-based e-mails such as hotmail, yahoo and others will be blocked and web sites not in support of Baycrest
purpose may be blocked.
4.
From time to time, E-Health may conduct system utilization and monitoring audits to identify resources and system usages.
Irregularities identified through the audits may include more detailed analysis of an individual's usage and the results may be
shared with the Director of Human Resources.
5.
At the request of the Director of Human Resources, a specific user's Internet and e-mail usage may be audited.
E-mail Practices to Support Confidentiality
Users must ensure that their mailboxes are secure and must take reasonable measures to guard against unauthorized access by
utilizing passwords

Do not share passwords

Do not leave a computer unattended and accessible
Please apply these practices when working on site or via remote access
FIPPA
What is FIPPA?
"FIPPA" is the Freedom of Information and Protection of Privacy Act. FIPPA provides people with a right to access information that
is under the control of institutions in the government and the broader public sector such as universities and hospitals.
There are four principles:
I.
Information should be available to the public.
II.
There should be exemptions to access of information and those exemptions should be limited and specific.
III.
Decisions on the disclosure of information should be reviewed independently of the hospital that controls the information.
IV.
The privacy of individuals and their personal information should be protected by the institution holding the information
and those individuals should be able to access that personal information upon request.
What is a “record” under FIPPA?
A record is any information that is recorded, whether in printed form, on film, by electronic means or otherwise.

Examples include: minutes of meetings, handwritten notes in spiral notebooks, e-mails etc.

Instructors and Students/Trainees working at Baycrest would be considered Baycrest agents and so records they create in
the course of their duties may be subject to an access request.
29
Who can make a request under FIPPA (“FOI Request”) and how?
Any person can make a request for access to records in the custody or control of the hospital since 2007.
 In addition, the right to access is not limited by citizenship or place of residence, e.g. an international Student/Trainee who
has had a placement at Baycrest can request his or her record.
 A formal written request must be made in writing (not by phone) to the hospital where the person requesting the
information believes the record exists. There are two types of formal requests – personal information or general business
information. There is a cost of $5 for each request for personal information or general business information and this must
accompany the written request.
How do you make a request for patient records?
FIPPA doesn’t cover patient records, as these types of records are covered by a different law, known as the Personal Health
Information Protection Act, 2004 (PHIPA). PHIPA covers personal health information (PHI) in the patient record and elsewhere at
Baycrest.
If you get a request for personal health information, direct it to the Health Records Department at ext. 3126.
What should you do if you receive a FIPPA request?
As an organization, Baycrest has only 30 days to respond to a Freedom of Information (FOI) request.
 If you get a request for information under FIPPA, direct it to the FOI coordinator at ext. 3126 immediately.
How does this affect your personal information?
Personal information and records about instructors and Students/Trainees collected or created by a hospital could be subject to an
access request. Baycrest is legally obliged to protect personal information. Your personal information will not be released to
anyone in response to an FOI request without your personal consent.

Personal information is recorded information about a person and includes race, family status, employment
history, education history, identifying numbers (such as Student/Trainee number, social insurance number), etc.
How must you protect personal information?
Remember the following principles when collecting personal information:
 You need consent to collect, use and share all personal information, either formally or informally (this includes sending
information in email or posting pictures on the Internet).
 This consent can be either direct (written) or indirect (verbal).
 Collect the MINIMAL amount of personal information required to accomplish the task.
 Collect what you need to do the job at hand.
 You should only access personal information that is required to perform the duties of your placement and for the purposes
 Safeguard all personal information.
 Consider the implications of technology: Is it mobile, can and do you take it off hospital property, is it in an open public
space?
o It is unlikely that you will need to take sensitive files out of Baycrest and Baycrest discourages this. . If you need to, you
must store them on an encrypted device. Encrypted data cannot be read without knowing a key or password.
Remember, Baycrest is legally obliged to protect personal information. Therefore, personal information will not be released to
anyone without the consent of the person to whom it relates unless Baycrest is compelled by law to do so. To do otherwise would
lead to privacy breach and can potentially lead to a privacy complaint.
o Privacy breaches occur when the hospital shares or discloses someone’s personal information inappropriately.
Please notify your immediate supervisor and contact the Chief Privacy Officer at (416) 785-2500 ext. 3126
30
NURSING STUDENT
Baycrest is a teaching facility that is committed to an exceptional learning experience for students and trainees, staff, patients,
families and community. Safe, effective and ethical administration of medication to patient is an important aspect to quality care.
As a result, any nursing procedure, administering, recommending and/or prescribing a medication requires knowledge, skills and
judgement. As such, Nursing students, assigned to work at Baycrest are to do so under the guidance of an RN (or RPN) during the
clinical placement. It is expected that students follow the four standard statements for medication administration within the
student scope of practice (assessment, planning, implementation and evaluation) as outline by the College of Nurses.
PURPOSE:
To:




Ensure that all students are managed in a coordinated & consistent manner across the Baycrest campus
Assist in maximizing the opportunity for students to meet the curricular requirements of their programs of study
Maintain the health and safety of students in accordance with the Occupational Health & Safety Policies
Ensure all students and Clinical Instructors understands Baycrest medication policy and nursing procedures, and are aware of
their responsibility.
PERSONS AFFECTED:
To all clinical instructors and nursing students who are placed at Baycrest for their clinical training.
PROCEDURE:
 It is expected that clinical instructors and students register five (5) working days prior to coming to Baycrest.
 Clinical instructors and their students must attend orientation and submit all immunization records and certificates (valid Basic
Cardiac Life support certificate, mask fit test) to Student Placement Coordinator and be clear to visit the unit.
 All students and Clinical Instructors must wear their academic identification badge, as well as Baycrest temporary badge, in a
prominent location at all time when in the hospital.
 All students and Clinical Instructors must be familiar with and follow Baycrest policies and procedures, documentation
standards and guidelines established by the individual units.
 All students and Clinical Instructors must provide legible signatures on all records and indicate their student/faculty status and
the name of their school.
 All students and Clinical Instructors are to protect the privacy of patients’ personal health information. All information
regarding patients and their families is to be treated as confidential.
RESPONSIBILITIES OF CLINICAL INSTRUCTORS/ SUPERVISING FACULTY:
 Must know the medication policies of both their institution and Baycrest, in particular the restrictions on students practice.
 Communicate to the team a list of skills related to medication administration that can be done under the supervision,
independently, and those that are restricted.
RESPONSIBILITY OF STUDENTS AND CLINICAL INSTRUCTOR:
• Respects the safety and well-being of the clients at Baycrest
• Recognizes her/his knowledge, skills and abilities, limits of responsibilities, legislative authority and supervision requirements
• Contributes to the development of objectives for the learning experience
• Understands and clarifies her/his role in the provision of care with the preceptor/clinical instructor
• Uses clear, accurate and effective communication skills in professional interactions
• Identifies the need for, and acts to obtain appropriate supervision
• Is aware of her/his responsibility to notify the preceptor/clinical instructor if they are not achieving objectives due to setting
and/or preceptor relationship
• Is accountable for the quality of care she/he provides within the established objectives
• Becomes familiar with and follows the agency’s policies, procedures and principles
31
•
Before you perform an act, ask yourself:
o Have I been taught by my faculty, preceptor or clinical instructor
o Do I have knowledge, skill and judgment to perform them as determined by my preceptor or clinical instructor
o Am I been supervised by a member of the staff at Baycrest or my faculty member
Nursing students may not:
1. Perform delegated medical acts
2. Act as a witness under any circumstances or for any purpose
3. Provide second signature/check for controlled drugs, blood products, , and medications listed as requiring independent
double checking, double signing and documentation
4. Provide telephone advice for discharged families
5. Take verbal or telephone orders
a. Carry narcotic keys
b. Be left in sole charge of the unit or any patient
c. Transport patients alone when the presence of an RN is required
Any student who receives a subpoena or summons to witness in a legal matter pertaining to Baycrest, during or following their
experience at Baycrest must inform the Nursing Liaison in a timely manner.
Student Administration of High Risk Medications
1.0
Policy Statement:
Nursing Students at Baycrest MAY NOT administer certain medications that pose high risk to Baycrest clients. These restrictions
are in place for all nursing students EXCEPT students who are their preceptorship period.
Definition:
Preceptorship period student is any person enrolled in an education program at an academic institution and is doing nursing
placement under the direct supervision of a Baycrest staff nurse preceptor (concentrated pre-graduate rotation where
students are linked with a Baycrest nurse).
Clinical Instructor is any person, hired by an academic institution to supervise and train group of nursing student about
patient care in clinical units at Baycrest.
Group Nursing Student is any person enrolled in a nursing program at an academic institution and is doing nursing placement
under the direct supervision of a Clinical Instructor at Baycrest.
2.0
Background:
Use of medications is the most common client treatment intervention in healthcare. It is also the most common source of adverse
events in the inpatient setting. Adverse events from medication usage increase morbidity and mortality as well as the overall cost
of care.
Group Nursing Students and their instructors may be at higher risk of errors due to the new skill and unfamiliarity with Baycrest
processes as a result, specific high risk medications will not be administered by the student and clinical instructor except during
their preceptorship period.
3.0
Procedure:
All students and faculty members must be aware of the Student Administration of High Alert Medications Policy.
The below classifications of medications MAY NOT be administered by group nursing students EXCEPT during their preceptorship
period and under the direct supervision of a Baycrest nurse.
 All counted drugs (i.e. narcotics, controlled drugs, benzodiazepines, zopiclone and zopidem)
 All Insulin
 All anticoagulants (i.e. warfarin, dalteparin, enoxaparin, heparin, fondaparinux, apixaban, rivaroxaban, dapigatran)
32
Group Student Nurse (Not in Preceptor Practicum period):
When a client requires a medication from the above classification, it is the responsibility of the faculty instructor and student nurse
to consult with the Baycrest staff member responsible for the client’s care to ensure the high risk medication is given by the staff
member.
Nursing Student (In Preceptor Practicum period):
A nursing student during their preceptorship period may administer the high risk medications under the direct supervision of the
staff nurses. The student nurse is NOT considered a nurse who can double check or verify wastage. This function must be done by a
second Baycrest staff nurse.
Contraindications for All Nursing Students:
 Nursing Students may never carry narcotic keys or receive narcotic codes
 Nursing Students may not obtain a client’s consent for a procedure and/or co- sign as a witness to their written consent for a
procedure
Nursing Student Medication Administration Responsibilities while at Baycrest:
All Nursing Students when administering any medications must follow:
 The CNO Medication Administration Standard.
 Be adequately prepared to give any medication. This includes a comprehensive knowledge of: drug names, reason for use,
dosage, side effects, contraindications, compatibilities etc.
 Must verify the identity of the client by using Two Client Identifiers. Please refer to the “ Client Identification Policy” on the
Intranet.
Medication Incidents: Near Miss or Error
Nursing Students are responsible to report any medication incidents to the Clinical Instructor, supervising nurse or preceptor
immediately when known for further follow up and/or interventions.
Medication Incident Documentation Standards:
 All medication errors and near misses must be entered into the Safety Event Reporting System (SERS). Please refer to
“Client/Visitor Safety Incident Reporting Process” and “Client Safety Incident Management Framework” on the Intranet
 Client status, assessment, interventions and outcome are to be entered into the progress notes.
 Manager and or the MRP will follow guidelines outlined in the Disclosure of Critical Incidents Policy.
4.0
Cross Reference Policies/Documents
High Alert Medication Policy
Client Identification Policy
Client/Visitor Safety Incident Reporting Process
Client Safety Incident Management Framework
Student Placement Policy
Disclosure of Critical Incidents Policy
Medication Administration
It is expected that students follow the four standard statements for medication administration within the student scope of practice
(assessment, planning, implementation and evaluation) as outline by the College of Nurses.
1.0 Purpose
The purpose of this policy is to teach students safe medication administration practices and to outline the necessary steps, which
should be followed by clinical nursing instructors and nursing students in ensuring that the correct client/resident is identified and
the intended service or procedure is performed. Failure to correctly identify clients may result in a range of adverse events such as
medication errors, transfusion errors, testing errors and wrong person procedures. Using at least two client identifiers prior to the
provision of any service or procedure will decrease the risk of client identification errors and improve client safety.
33
2.0 Persons affected
This policy affects all Baycrest staff supervising nursing students, clinical nursing instructors and students involved in providing any
service or procedures to clients/residents, which includes, but is not limited to admission, transfer, venipuncture, specimen
collection, drug administration, surgical intervention, blood transfusion, radiological investigation, and/or radiotherapy.
3.0 Definitions
Acceptable client identifiers are person-specific and include:
 First and last name
 Date of birth
 Assigned identification numbers [Medical Record Number (MRN), health card number]
 Address
 Self-identification for cognitively intact residents/clients who can self-identify
 Direct facial/visual recognition (In certain settings when a client/resident may stay for an extended period of time and
where there is stability of staff and client/resident populations).
Identifiers can be verified using:
 identification wristbands
 client/resident identification photographs in the client chart;
 client identification cards (health cards);
 double witnessing (Dual staff identification, with at least 1 long-term staff who knows the resident well)
Rights of Medication Administration
1. Right patient
 Check the name on the order and the patient.
 Use 2 identifiers.
 Ask patient to identify himself/herself.
 When available, use technology (for example, barcode system).
2. Right medication
 Check the medication label.
 Check the order.
3. Right dose
 Check the order.
 Confirm appropriateness of the dose using a current
drug reference.
 If necessary, calculate the dose and have another
nurse calculate the dose as well.
4. Right route
 Again, check the order and appropriateness of the
route ordered.
 Confirm that the patient can take or receive the
medication by the ordered route.
5. Right time
 Check the frequency of the ordered medication.
 Double-check that you are giving the ordered dose at
the correct time.
 Confirm when the last dose was given.
6. Right documentation
 Document administration AFTER giving the ordered
medication.
 Chart the time, route, and any other specific
information as necessary. For example, the site of an
injection or any laboratory value or vital sign that
needed to be checked before giving the drug.
7. Right reason
 Confirm the rationale for the ordered medication.
What is the patient’s history? Why is he/she taking this
medication?
 Revisit the reasons for long-term medication use.
8. Right response
 Make sure that the drug led to the desired effect. If an
antihypertensive was given, has his/her blood pressure
improved? Does the patient verbalize
 Improvement in depression while on an
antidepressant?
 Be sure to document your monitoring of the
patient and any other nursing interventions that are
applicable.
34
4.0 Policy




All Baycrest staff, students and clinical instructors must verify the clients/residents identity using at least two client
identifiers prior to the provision of any service or procedure.
Two client identifiers may be taken from a single source, such as a client wristband.
The client’s room number should not be used for identification purposes.
All medication administered by a nursing students must be co-signed by the RN (or RPN) responsible for the care of the
patient prior to completion of the current shift.
5.0 Responsibilities
In order to safely prepare and/or administer medication, all students must have received pharmacology knowledge and skills from
their institution. Student must be directly supervised in the calculation, preparation, and administration of a medication by any route.
Supervision should be by a Clinical Instructor and/or the staff member caring for the patient. Students not administering medications
are responsible for knowing the patient’s medications (purpose, side effects, lab monitoring, etc.) assessing the patient response to
the medications and providing and documenting patient education. Prior to administering medications, the clinical instructors and
students must be aware of the Baycrest policies and procedures, i.e. Pyxis, med carts, medication records, etc.)
Nurses (RN and RPN) and Certified Health Care Aides/Certified Personal Support Workers

Identify the client by using at least two client identifiers

Ensure clients/residents are wearing ID wristbands

Provides/ensures the correct client information is highlighted on ID wristband label (i.e. Allergies with a red dot sticker
directly on the client ID wristband label)

Ensures a copy of the client/resident ID photograph is in the inside front cover of the client chart as well as in the MAR
binder

Any missing, faded or torn identification wristbands must be replaced immediately.

If an inpatient/resident continually removes his/her ID wristband, the nurse must document this in the chart and ensure
an ID photograph is obtained and placed in the inside front cover of the client chart as well as in the MAR binder

Completes SERS reporting for any client identification error and/or near miss

Apotex only: Authorize and order the metal ID bracelet for residents as soon as possible after admission and with any
change in information
Baycrest Registered Staff/Preceptor Nurse/ Supervisor will:
 Directly supervise and remain responsible for the initial medication administration by the Nursing Student. This includes
individual students with preceptors, as well as student groups with clinical instructors. Administering a medication is a
continual process and goes beyond the task of giving a patient a medication.
 Be responsible for the ongoing assessment of the client’s needs, plan of care and evaluation of the patient’s health status
and effectiveness of medication(s).
 Be responsible for communicating to the Nursing Student and identifying criteria that clearly defines when the nursing
student needs to contact the RN or RPN.
 Make provisions to ensure ongoing assessment of the client’s condition (college of Nurses of Ontario, Medication Practice
Standard, 2005)
Clinical Instructor/Supervising Faculty/Staff will:

Know the medication policies pertaining to the restrictions on students practice

Communicate to the team a list of skills related to medication administration that can be done under supervision,
independently, and those that are restricted.

Clinical Instructors will determine the number of students who can safely administer medications on a clinical day based on
the complexity of patients, the number of medications per patient, the number of patients per students and the level of
experience of the student.

When preparing high risk medications, please follow the Student Administration of High Risk Medication policy.
35
Students will:
 Follow the “ Eight Rights” of medication administration
 Know the medication polices for their school and Baycrest Centre
 Ensure that they are adequately prepared (have knowledge on drug, dosage, side effects, route, contraindications,
compatibilities, etc.)
 Only prepare and/or administer medication when:
o It falls within the students’ scope of practice
o It is permitted within the specific practice setting
 Report any medication errors immediately to Clinical Instructor or supervising staff to seek appropriate medical
intervention
 Students shall not administer the following:
o Direct IV medications, below the drip chamber
o Epidural medications
o IV anti-neoplastic chemotherapeutic agents
o Intra-pleural medications
o Intradermal skin test for allergies
o Any high alert/risk medication
o Allergy desensitization injections
6.0 Procedure
1a. Inpatient Protocol (Hospital, Apotex)
 All in-patients in the hospital and residents in the Apotex must wear an ID wristband indicating name, date of birth, MRN
number and allergies, if any.
 Permanent metal ID Bracelets are to be ordered for all Apotex residents using the Identification Bracelet Order Form [See
appendix 1 for details]
 All in-patients in the hospital and residents of the Apotex must have an identification photograph taken to be placed in the
inside front cover of the client chart and the MAR binder
 All client ID photographs must have a Meditech printed ID label affixed to the right lower corner
 Photographs are to be taken on admission, yearly and with any significant change (weight loss/illness). [See appendix 2 for
details]
 Any missing, faded or torn identification wristbands or Photographs must be replaced immediately.

If an inpatient/resident continually removes his/her ID wristband, the nurse/care team must document this in the chart and
ensure a recent ID photograph is placed in the chart and MAR binder
Staff should NOT

Ask the client/authorized representative if the name, date of birth, etc, is correct. The patient should be asked to verbalize
this information if the client is awake, aware and capable.
36
ELECTRONIC DOCUMENTATION
Documentation Policy
Baycrest follows the DARE method of documentation of patient notes
D = Data
A = Action
R= Response
E = Evaluate
More information can be found in the meditech system or see the APN assigned to your area.
Clinical documentation is captured in Meditech, which is the Health Information system used here at Baycrest. Documentation
includes most forms of documentation by a physician, nurse or allied health professional. It is information recorded in a professional
capacity in relation to the provision of patient care. Each resident/patient continues to have a small paper chart in which documents
such as reports sent from outside providers of care, ECG strips, MARS and manual documentation are kept.
Accounts are set up for Students prior to their start date by Customer Support and Services. Once a Student/Trainee has received
their Meditech training, they are given permission to create their own personal password which becomes their electronic signature.
It can be accessed from any computer once you have been enrolled.
When clients entrust information to a health care professional or health care facility, it is essential that the confidentiality of that
information be safeguarded and shared only as necessary to serve the interest of the client. Students at Baycrest will have access
to clients’ electronic records and should only access the records of clients under his/her care.
ALL Students should:
 Never share passwords
 Change his/her password as per policy whenever a security risk is identified
 Log off when not using the computer or when leaving a computer terminal
 Take precautions to protect confidential information displayed on monitors
 Never access information for which he/she has no professional need
 Adhere to Baycrest policy relating to managing confidential information
Health Records regularly conducts MEDITECH access audits. There is HELP available 24/7 should there be any questions regarding
Meditech documentation. Please call 4357 and choose option #3 for questions regarding documentation issues.
Students/Instructors will adhere to the standards specific to paper-based/manual and electronic documentation policy. In the event
that student document in the paper-based form, their full name, professional designation must be included in the documentation
on the paper-based form.
Nursing Instructors and students are required to co-sign that they have read and agree with the student’s assessment
and plan of care.
37
Computer and Meditech
Obtaining Computer Access
Instructors and students must complete the online registration to get access to computers and meditech. The sooner
this can be done the faster the login can be created. We will provide you with training on meditech and computer and
you will train your students on how to access the computer and meditech.
Once registered, the accounts are set up as follows:
Computer
Username: NS(first 3 letters of their last name)(first 2 letters of their first name)
Password: Baycrest1
Meditech
NS. (first 3 letters of their last name)(first 2 letters of their first name)
Temp Password will be BAYCREST
For example, if an account were to be created for Sue Calabrese
Login: NS.CALSU
The first and one time password is BAYCREST. The screen will then prompt the user to change their password. Please
ensure that the password is changed during this first login. Failure to do so will result in having to reset the login.
If you have any difficulties logging on to the computer or meditech call contact Customer Support & Services (4357)
H@baycrest.org or Calen Freeman (2525) cfreeman@baycrest.org or Akuamoah-Boateng, Mary (2518)
mboateng@baycrest.org with a description of what the problem is to be resolved.
38
Meditech
Our electronic documentation is the Meditech System. You will be provided with training so that you may teach and
support your student group.
Student EHR Training
Learning Objectives:
At the end of this session, students will:
1.
Be able to log on to Meditech using your own UserID and password.
2.
Be able to locate and read patient data in the EHR using the PCI module.
a.
Find client using LOCATION search
b.
Locate data in Clinical Highlights section
3.
Understand how to use the Meditech menu system and function keys to move through screens. (see summary of function
keys)
4.
Understand and use these functions on the PI verb strip:
5.
a.
Add Intervention
b.
Document Now (for Patient Care Flowsheet, Stool Record, I&O, and when documenting IMMEDIATELY after
performing care)
c.
Document Intervention (for documenting when you need to specify the exact time you gave the care—e.g.
documenting at end of shift, the vital signs you took at 0800)
d.
Patient Notes
e.
View History (edit/undo)
Be able to find the following interventions on the Process Interventions screen and document on them appropriately.
a.
Personal Care Flowsheet (q shift)
b.
Vital signs (per unit policy or MD order)
c.
Weights (monthly or as per MD order)
d.
Stool Record (q shift)
e.
Enteral Tube Feeds (as ordered)
f.
Intake & Output (q shift if ordered)
g.
CSCI (q shift if ordered)
h.
Wound Dressing (with each dressing change, as ordered)
6.
Will recognize the Omaha system nomenclature and be able to select the correct Note Category/Issue for common
documentation scenarios.
7.
Be able to enter a Student Nurse Progress Note using the DARE format.
39
Signing On to Meditech
1.
Ensure that the computer and the screen are turned on.
2.
Use the <Caps Lock> key to lock the keyboard into capital letters. (A little green light will appear on the top right hand side
of your keyboard to indicate that it is on)
3.
At the Windows Main Menu, double click on the Meditech icon or single click on the Meditech button on the edge of your
screen.
4.
Select “Live” Applications by entering the number 1 and <Enter>, or by clicking on the words with your mouse.
5.
Select Test 5.63
6.
A screen entitled “Sign On” will appear
7.
Enter your User ID and <Enter>
8.
Enter your password and <Enter>
†
††
†
For Instructors, Your User ID is a letter N, followed by a period, the first three letters of your last name and the first two letters
of your first name. For example, if your name was Donald Duck, your User ID would be NS.DUCDO
40
You will then be prompted to choose a Facility. Use the <F9> key and chose BCC for the Hospital, Terraces or Clinics. Choose APO
for Apotex.
††
If you make a mistake typing your password three times in a row, the system will lock the keyboard for 60 seconds. After 60
seconds you may try again.
If you have forgotten your password, you may call the help desk at extension 4357. They will ask you for your name and employee
number, and then supply you with a temporary password. This temporary password will only work once, and the system will
prompt you to change your password, so have a new password ready before logging on.
9.
A screen entitled “Application Database Lookup” will appear.
10. Choose one of the options listed by typing its number in the box or by “double clicking” anywhere on the typed line.
Note:
NUR – Clinical Documentation
OE – Entering and verification and
acknowledgement of physician orders
PCI – Reading of all clinical data entered in to
Meditech. Documentation cannot be changed
from this module.
PHA – Pharmacy module. Module from which
the MARS are printed.
41
Viewing Information on Meditech
Go to PCI (Patient Care Inquiry). This is where you view all documented information on the patient/resident
There are two ways to view information in PCI.
1.
From the Meditech Main Menu
Choose the Patient Care Inquiry Module (PCI.) Click on it with your mouse
Use your directional arrow keys (↑and ↓ and → and ) when in the PCI module.

Use your right directional arrow key (→) to open by Location (Inpatients) for the Hospital and the Apotex. A list of locations will
display. Use your up and down arrows to find the correct location and Right arrow in when you find it, for example 2EI (Apotex)
or HC4E(Hospital). All the patients/residents on the chosen location will appear in Room order.
 Use your up and down arrows to find the patient/resident whose information you want to view.
 Use your right directional arrow key (→) to open the ‘tabs’ on the Table of Contents for that patient. You can begin with Clinical
Highlights for Nursing.
You can also find a patient/resident by using by Name, Number and typing in the Family name, comma (no space) then the Proper
name and hit <Enter> (you can use a few leading letters of Family and Proper names rather than spell out the whole name – pick the
correct patient.)
Clinical Highlights groups information that is most commonly viewed, i.e. Orders Summary, Summary of Patient Care Notes,
Intervention Flow Sheets (trends of measurements), and nursing Assessment Forms (displays what was entered on PI screen one
entry at a time). For Allied Health documentation, look under Assessment Forms in the Table of Contents.
42
The client information is organized into various categories displayed on the Table of Contents (left hand side of the screen).
Different categories contain different information. You can view information here by highlighting the appropriate category using
your up and down arrow keys or by clicking on it with your mouse. Then press the right arrow key to open and view, press the left
arrow key to close the screen and return to the previous one.





Orders: orders from POM & OE, including Lab, Diagnostic Imaging



Transcription Reports: reports transcribed by Health Records after being dictated by physicians

Interventions: Physiological: any interventions that fall within the Physiological Domain that are viewed as flow sheets
e.g. vitals, stool record, blood glucose record, Braden scale



Interventions: Psychosocial: any interventions that fall within the Psychosocial Domain that are viewed as flow sheets
Client Profile: description of overall care of the client (Hospital)
MD Physician Problem List: completed by responsible physician
Patient Care Notes: progress notes from all clinicians
Assessment Forms: all assessments and interventions that are not trended as flow sheets. Also includes the Apotex Care
Plans.
Intake and Output Summary: shows intake & output for specified periods of time
Interventions: Health Related Behaviour: any interventions that fall within the Health Related Behaviour Domain that
are viewed as flow sheets e.g. meal consumption, hygiene
Laboratory Data: chemistry & hematology lab results
Visit History: shows a graph of client’s admission history at Baycrest
2.
Accessing PCI directly from the PI (Process Intervention) Screen:
If you are documenting in the PI screen, you can view information in PCI by following these steps:
If you wish to view information about the client that you are currently documenting on,
(i) Press the<Shift> key & then the <F12> key. With your mouse Click on <Magic Key Menu>.
You can then view the current patient in PCI or select another patient to view in PCI.
(ii)You can also access PCI by clicking on the icon
your magic key menu as well.
found on the right side of your screen with your mouse. It will bring up
43
Standard Formats for Entering Data
1.
2.
3.
4.
Patient Names:

Last name, first name or initial (no spaces) eg. Kirk,Captain or Kirk,C

Partial last name e.g. Kir

Partial last name,partial first name (no spaces) e.g. Kir,Cap

<Spacebar><Enter> (will recall the records of a patient that you have been working on, if you have not exited from
that module.)
Dates:

DDMMYY
(Standard format)-no need to input slash /

T+
(today—may be a default on some screens)

T+number
(a future date eg. T+1 = tomorrow)

T-number
(a past date—for service date only—eg.T-1 = yesterday)
Times:

HHMM (24 hour clock eg.0700) Be sure to use ZERO’s (not letter O)

N

B,L,or D (Breakfast, Lunch, or Dinner –for diet orders)
(Now)
Order Priorities:

R
(routine)

U
(urgent—not used here at Baycrest)

S
(stat-refers to how the lab prioritizes tests to be done, and ensures
that results will print on the ward as soon as they are available. Stat pick up by the porter must be
arranged via pager)
5.
Directions (for orders & interventions)

Standard Latin abbreviations e.g. BID, TID, QHS

Standard hourly abbreviations e.g Q4H, Q8H, Q24H

Standard daily abbreviations e.g. Q2D, Q7D, Q14D, Q28D (monthly)

Days of the week e.g. MO, TU, WE, TH, FR, SA, SU (can also combine these e.g. MOWEFR no spaces!)

If no standard abbreviation available, enter free text by starting directions with a period e.g. .PRN .On
Admission
44
Summary of Function Keys/Toolbar Icons
1.
<F4>
“Get” allow you to use an <F9> lookup inside a Progress Note.
2.
<F6>
Takes the cursor back to the previous field.
3.
<F7>
Move cursor to beginning or top of list/screen
4.
<F8>
Move cursor to end or bottom of list/screen
5.
<F9>
Brings up a “Lookup” menu which provides you with a list of
options to choose from in most fields.
6.
<F10>
Deletes or erases all items on the cursor line.
7.
<F11>
Allows you to exit from a “Lookup”, “Help”, or working screen,
back to the previous screen. If you use <F11> before you use
<F12>, your data will not be saved.
8.
<F12>
Files data that you have entered and saves it. If you exit a screen
without using the <F12> key, your data/orders will be lost.
9.
<Shift>+<F6> Joins two lines of text together
10. <Shift>+<F8>
11. <Shift>+<F12>
12. <Shift>+<Rt Ctrl>
13. Right <Ctrl> key
14.
Brings up the Online Help Screen (if available)
Magic Key menu
Check off all items in a list
Places a check mark beside a menu item to choose it.
Tools: Click once for calculator/Click twice for calendar.
45
Exiting Screens/Signing Off
1.
You may exit most screens by using one of the following methods:
 Use the <Fll> key to return to the previous screen OR
 Click on the red “X” button to the right of your screen with your mouse OR
 Use the <Enter> key
2.
A few screens require you to enter the number “0” to exit. This option will be listed for you at the top of the screen when
needed.
3.
If you are trying to leave a “working” screen without saving your work, a prompt will appear which asks you to choose one of
the three options:

eXit (takes you back to the previous screen without saving your orders)

File Verified (takes you back to the previous screen and saves your orders)

Continue (keeps you in your screen and allows you to continue working)
Type in the letter which is underlined and hit <Enter>
OR
Click with your mouse on the circle beside your choice and click the OK button.
4.
<F12> will automatically file or save your orders and take you back to the previous screen.
5.
When you are exiting a working screen after saving orders or when no work was done, a prompt will appear which asks:
Click on the Yes button to exit or type in “Y”.
6.
Use the directional arrow keys (←↑→↓) to close and open screens in PCI and MDS.
In order to close access completely, you must exit out past the password screen. If you do not, someone else may be able to
access the system under your name.
46
STATUS BOARD TIP SHEETS
Logging / Signing into Meditech
You will see a NEW sign on screen with these changes.
< Select #1. – NUR.BCC - Baycrest Clinical Documentation
The clinical documentation application automatically opens up to the Status Board of “ Your Patients” The first time
you open this up there may not be any patients – this guide will help you add patients to your list. This is the same
Status board all nurses will have.
What is a Status Board?
STATUS BOARD enable you to access clinical information in a more timely and more organized method.
Think of the Status board list like a group of charts that you have quick access to with the ability to quickly view some
common items applicable to all patients.
Groups patient key information together
You click on the tabs to the right and bottom of the status board to access your documentation, PCI, orders etc.
A status board is not a place to document – but more of a ‘ viewer’ and display and flag of information for you to
support your practice.
47
Navigate the Status Board
Section 1
Header / Columns on the Status Board
Section 2
Routines that you use in your day to day practice now.
Section 3
Manage List (Assignment / Patient List)
Section 4
Other
Section 1:
Component Descriptions
Screen Image / Detail
This is the default of how the “List” is sorted
Room/Bed
Once the room bed is changed – this will automatically update for you on the Status Board
This information comes from the ADT / Admissions Application
48
Component Descriptions
Name
Age/Sex
Screen Image / Detail
Comes from the ADT / Admissions Application. A Patient snapshot of ADT information is
available here. If there are errors / clarifications this would be updated in that application.
Admitted
Isolation
This column is populated from the last
documented Infection Control Status
Intervention
Under Precautions
This is updated from the Order called
Code Status
CRITICAL – Code Status
Last BM
This is updated from the Stool Record.
Falls Risk
This is the last documented score/ risk
from the intervention called Falls Risk
Assessment.
49
Component Descriptions
Screen Image / Detail
This is a NEW intervention.
Tx/Procedure
Update / Review every shift and will
automatically update the Status Board.
This does not go to PCI – your
documentation about the care and
treatment of these items is associated
with the interventions you chart on. This
is only a flag for you on the Status
Which then updates the Status Board
board.
Is updated directly from the Diet Order.
Diet
NEW Orders
To see more of the order click on the
description – which may include more
detail about consistency etc.
When orders are saved on the patient
on your Status Board List the ACK
button may display to indicate new
orders are placed.
Please refer to the Policy regarding ‘ Acknowledging
orders” below.
NEW Lab
This will flag on the Status board with
new results specific to the patient that
YOU have not seen yet.
By Clicking onto the result button you are brought into
PCI to review the results
By clicking on cell you are brought to
PCI to review results
50
Section 2:
Allergies
There are no changes to how Allergies are entered, updated with the introduction of
the Status Board and Orders Management.
Allergies can now be more easily accessed to update / enter from the Status Board.
Key Reminders:
If allergies appear to be ‘ uncoded’; check if the allergen appears in the allergy
dictionary and re-file as coded ( once confirmed with patient/ family)
Orders – to “Review Orders” of Order Entry
Staff can easily access Order Entry to Review and Place Orders for a patient’s name
from the Status Board.
Note: Once staff is trained on Orders Management they will no longer have this
screen. You will follow the image below regarding Order Management.
51
Orders – Orders Management
Staff will be able to easily access Orders Management (OM) for a patient’s name
from the Status Board
For instructions on how to enter/change / update orders through Order Management
– please refer to the OM (Orders Management) tip sheet.
Review
Review is “ PCI” _ Patient Care Inquiry; where you are able to view , trend clinical
information. Note : There are no changes to PCI for this project. Where ever you see
‘ Review’ this will open up Patient Care Inquiry.
52
Process Interventions
No change in the routine functionality. Recall there is a new intervention called
Update Status Board ( Procedures and Treatments) which enables you to update the
SB.
Pt Loc/ List
There is no change in the routine functionality.
53
Pt Notes
No change in the Routine functionality.
Print Reports / Other NUR and OE Menu Items Link
On this “Print Reports / Other NUR and OE Menu” is where you can access other commonly used routines in your
practice.
54
Regulatory
For nursing staff who are MDS assessors – the Main MDS menu will be assigned to your
Hot Key Menu.
References
References are internet linked URL to support practice activities.
55
Section 3
Manage List – “Create and Control your List of Patients”
My List ( of charts)
Depends on your role
This is usually your assignment / or can be the list of the patients on the
entire unit
Click on ‘ Manage list’ – on the bottom
Assign means “ Add to your list”
Un-assign means “ Remove from your list”
The following table outlines how to ‘Manage’ List of Patients to Automatically appear on the Status Board
Action
Information
Click on
“Manage List”
The first time you open up this the
screen will be blank.
Screen
Patient names will stay on the list
once added and they are not
discharged.
56
Action
Information
Click on
Select the Location where the
patient’s are that you want to
include on ‘Your List’
“ Location”
Screen
Click “ Ok “ to select the location
Select Patients
to add to
“ Your List”
Use the ‘check’ mark to highlight
the patient / rooms that you want
to include in your list
Click on ‘ Assign’
Note: Mnemonic is under
Assigned.
File the
patients to
save / add to
your Patient’s
List
In order to save the Patients you
have selected on your list you must
‘File’.
Replace: If you want to change the
patient list
Append: If you want to ‘ add ‘ to the
patient list
Cancel: go back to the file and not file
yet
My List / with
Patient Names
Once you select and file the
patients on your list – you will be
automatically brought to “ My List”
– which is the Status Board.
Update /
In order to remove the patient
Change the List names off your list – you will need
to ‘Unassign’ and ‘File’
57
Acknowledging Orders
On “New Orders” column when orders are available to be ‘acknowledged you will see them like in the image below.
NOTE: Nursing Practice should remain to follow the current policy regarding “Nursing Unit Acknowledgement and
Verification of Orders
What has changed is that now you can review / verify / acknowledge orders patient by patient.
Action Description
Click
on
Ack
on
Status
Board
Screen Shot
The order history
will appear for
you for the
patient you have
highlighted.
To acknowledge
an order
highlight the
order and then
can you click on ‘
Ack/Ver’
58
Action Description
Screen Shot
To Use More
familiar VIEW for
Acknowledgment
of the orders
Click on “Process
Orders” button
Section 4
By Clicking ‘ Exit’ you will be brought back to the main Application Database Screen from Logging on
As health care providers, Nurses have an obligation to
protect the confidentiality of the clients. Staying logged into the status board when you are not using it is a breach of
confidentiality as others can view or access the client’s information from the computer.
Other health care providers, employees, and even visitors may be able to access your client’s information if you leave
your status board screen open / active. Leaving the status board open / active allows for the potential of others to enter
information under your password which is your electronic signature..
Therefore, you should log off your Meditech when you are leaving it.
59
FAQ
Commonly Asked Questions
Q: Can I have the same patient on my list as someone else
A: Yes
Q: What happens when a patient is discharged?
A: Patient is removed from the list, automatically
Q: What happens when a patient moves rooms?
A: The assigned room information updates for you if the bed/room is already on your list (which is currently assigned)
Q: Will this list stay until my next shift?
A: Yes, which rooms are ‘Assigned’ will stay on your patient list until they are changed.
60
Competency Self-Assessment Checklist for STATUS BOARD
Nurse Name: ___________ Mnemonic__________ Unit: ______________ Date:_________
Overview
Please indicate your response to each of the following questions. Indicate your Knowledge /
Understanding /Ability to complete the following activities.
User’s initials
Yes
Somewhat
No or
N/A
Understand what a status board is.(ie how it is populated, and what information is displayed)
Understand how to update “ My List” and add a patient to the Status board by “ Location”
Understand how to update “ My List” add a patient to you status board by “ Name”
How to ‘remove’ a patient’s name from your status board (or un-assign them) from My List.
Understand what the flags under “ New Lab” mean
Understand what the flags under “ New Orders” mean
Able to and understands the process to Acknowledge Orders (Ack)
Able to move from PCI and go back to the Status Board
Able to update/ add patient allergies via the Allergies button
Able to find / access common routines currently used ( such as Notes, Process Interventions)
Understands how to chart on new intervention “Status Board Treatment and Procedure’
Able to open up commonly used routines such as print labels, worksheets etc. under Print Reports
Understanding importance of viewing / reading the header ( patient information)
Able to navigate in the Status Board (i.e. – highlight a patient, click on Process Intervention etc)
Nurses Signature __________________________ Clinical Champion ___________ Access by IT ___
61
STUDENT CENTRE
Our Student Centre is a non-kosher area available for all students/trainees to use while at Baycrest. The
Centre is open 24/7 and is equipped with security cameras. An access code is needed to use the space.
Please contact the Student Placement Coordinator at studentplacement@baycrest.org for access to the
Centre.
The Centre features:

A reception area

Computer stations

A lounge area with TV

A seminar/lecture area (must book the area from the Student Placement Coordinator)

Locker room (available for non-nursing students only)

Kitchen
The Student Centre is located on the 1st floor of the Brain Health Complex Building by the elevator, room
T106.
62
The code for the student Centre changes every three months (please do not share code with anyone). Below
are the rules for the student Centre:
Food and Drink

Food and drinks are allowed in the Student Centre, however, please clean up after yourself.

Please put food wrappers and containers in the trash & recycling bins.

No Food must be kept overnight in the fridge or cupboards

Label all food with your name and date (Food /drinks without name or date will be disposed away).
Computer

Student Centre computers are intended for academic use.

No gaming is permitted.

Food is not allowed on computer stations.

Please do not leave your belongings unattended

Headphone volume should not distract other Centre users

Username and password will be provide after orientation
Kitchen

Keep sink clean and tidy and wipe counter top after each use.

Food and drinks are allowed in the kitchen area, however, please clean up after yourself.

Please put food wrappers and containers in the trash & recycling bins.

Please clean the microwave after each use.
Student/Trainee Locker

At the beginning of each semester, lockers will be assigned to Students/Trainees from each discipline
on a first come first serve basis for short term use only.

Locker space is not meant for change space. Disciplines like nursing who will require a change area,
please contact Carole Risk at ext. 2195 for lockers.

All Students/Trainees are required to bring their own locks

At the end of your placement, Students/Trainees are required to remove all belongings – you will be
given two weeks to remove all belongings after that time the security will remove the lock for other
Students/Trainees to use.

Recycle bins are for ONLY recycle products (papers only)
63
Baycrest Student Support
Student Liaison
nd
Mary Akuamoah-Boateng is the student placement coordinator. Her office is on the 2 floor in the Department of
Academic Education. She can be reached at:
T: 416-785-2500 ext. 2518
Roles:



Cell: 416-797-4485
E: mboateng@baycrest.org
Coordinate placement request, intake, registration and evaluation
Ensure documentation and supporting documents are completed and submitted
Liaison with educational institution and Baycrest Contacts
Nursing Clinical Student Liaison
th
Calen Freeman is the nursing student liaison and contact during your clinical experience. Her office is on the 5 Floor of
the Hospital. She can be reached at
T: 416-785-2500 (2525)
Roles:



Cell: 647-213-4135
Email: cfreeman@baycrest.org
Any clinical issues on unit or organization
Issues with placement
Requests for other placements
Unit/Director
Each unit/floor has a manager. Their contact information can be found on page 66. During your orientation to the unit,
please touch base with the manager. Additionally, it is expected to leave emergency contact numbers. This will be used
in the case where the staffs need to clarify any issues related to patients/residents.
The managers have requested that you notify them when:
 a student/patient incident occurs e.g. medication errors, falls, abuse-verbal and/or physical from patients,
families, and/or staff
 unit staff/team not participating in supportive collaborating teaching
 theft of personal belongings from locker rooms (unit base)
 any issue that you believe is not being addressed and you feel to be of importance/significant that impacts
patient care and wellbeing of students
As per the College of Nurses, please submit two copies of your terms learning objectives. One will be posted on the unit
and the second one will remain with the manager/director.
Advanced Practice Nurse
Each area has an assigned Advanced Practice Nurse. Please feel free to contact them to discuss any clinical or
educational issues. Please see phone numbers on page 66 of this manual for contact information.
64
Baycrest Units
Hospital
Unit
Clinical Focus
Unit
Extension
Manager
Advanced Practice
Nurse
7E
Low Intensity Rehab
2511
Leslie Iancovitz
Amy Davignon (3298)
6E
Complex Continuing Care
2573
Abby Bezant
Calen Freeman (2525)
6W
Palliative Care
2845
Abby Bezant
Calen Freeman (2525)
5W
Complex Continuing Care
2840
Sonia Noble
Gina Dolezel (2328)
5E
Complex Continuing Care
2507
Sonia Noble
Gina Dolezel (2328)
4W
Behavioral Neurology
2751
Gary Gallagher
Calen Freeman (2525)
4E
Mental Health
2722
Gary Gallagher
Calen Freeman (2525)
3E
Transitional Care Unit
2828
Sue Calabrese
Calen Freeman (2525)
3W
High intensity rehab/GATU
2821
Leslie Iancovitz
Amy Davignon (3298)
Apotex
Unit
Clinical Focus
Communication
Desk
Unit Director
Advanced Practice
Nurse
7 Fl
Stroke
3041
Colette Cameron
Maude Lavigne (6275)
6Fl
Cognitive support
3036
Lisa Marcovici
Maude Lavigne (6275)
5 Fl
Cognitive support
3031
Colette Cameron
Maude Lavigne (6275)
4 Fl
Cognitive support
3026
Amy Davignon
Maude Lavigne (6275)
3 Fl
Mental Health (Apotex
3GS/Apotex 3EI)&
Transitional Behavioural Support
Unit (TBSU Apotex 3RF)
Physical support
3298
Claire Taasin-Lau (TBSU)
Cyndi Thibeault (Apotex
3GS/ Apotex 3EI)
Maude Lavigne (6275)
3016
Lisa Marcovici
Maude Lavigne (6275)
2 Fl
65
Commonly asked questions
How do I go about arranging my students to have other clinical experiences while at Baycrest?
Due to the number of requests, we ask that you coordinate this through the Nursing student liaison. Please call ext. 2525
or email Calen Freeman at Freeman@baycrest.org with your request.
What are some of the other clinical experiences offered at Baycrest?




Clinics – various clinics are available including chiropody, GI, GU, GYN, etc. Each clinic is held on a specific
day/week/month
Seniors Day Center
Day Treatment Center
Wound Care Clinic – Thursdays
Where do the students park? What are the rates?
Cost is $14.00/day via meter parking or $48/month
How do I book a meeting room for post conference?
Each unit is responsible for the process of booking ON UNIT conference rooms. Please inquiry with the unit clerks
nd
assigned to the unit. In terms of other available rooms, the Nursing Lab (basement) and the Centre of Excellence (2
floor near nursing office) can be booked at extension 6500.
Who do I notify if one of my students is injured here at Baycrest?
Occ. Health and Student Placement Coordinator.
Student Injury /Incident Reporting
iv.
The student must report immediately any incident or hazardous situation to their immediate
Supervisor (i.e. Baycrest staff, preceptor, clinical instructor).
v.
The Supervisor must ensure that the Student receives immediate medical attention as necessary. If the
supervisor is not present, they should be notified as well as the contact for Student Placement and the
Academic Supervisor for the College/University.
vi.
If injured, the student must report to Occupational health and safety for immediate medical attention.
The Supervisor completes, in full, the safety event incident report via SERS on behalf of the
student. The College/University completes WEPA form within 72 hours and follows their organizational
process.
Where are the policies and procedures located?
All of our policies and procedures are online. Log on to the Baycrest intranet site and click the policy tab. Additionally,
you and your students will have access to e-mosby once registered at Baycrest.
What videos are available for students including Jewish life at Baycrest?
All students have access to the Baycrest Intranet. With this, they will be able to review the core curriculum including
Jewish Life at Baycrest. We encourage instructors to review what is available through this learning forum. From the
intranet, click on employees corner and the core curriculum. Additionally, the library has a large selection of resources.
How do I find out information on how to use the mechanical lift?
Once again, go to the Baycrest Intranet and tab to policies. Click on mechanical lift. At the side, you will see an option to
“view video”.
PLEASE NOTE: ONLY BAYCREST STAFF ARE PERMITTED TO USE THE MECHANICAL LIFTS.
66
END OF PLACEMENT CHECKLIST
On or by the final day of placement the Student/Trainee should:
 Complete the Student/Trainee Site Evaluation and return to Academic Education, Room 2N04
https://www.surveymonkey.com/s/BaycrestStudentEvaluation
 Meet with Education Coordinator/PPL following final evaluation
 Complete and return Student Clinical Evaluation to Education Coordinator/PPL
 Return borrowed books/assessment binders
 Ensure appropriate transfer of patient information
 Return Baycrest I.D. tags to Academic Education
Note: Please remember to return your ID badge and complete your final evaluation. Your
feedback is important to us
67
SUPPORTING DOCUMENT
Placement Requirements
Name: ________________________
Completed: 
Not Completed: 
1.
Baycrest Online Registration
2.
Immunization (check if completed or not completed)
a. MMR
Completed: 
Not Completed: 
b. Hepatitis B
Completed: 
Not Completed: 
c. Polio
Completed: 
Not Completed: 
d. Varicella
Completed: 
Not Completed: 
e. Tetanus/Diphtheria
Completed: 
Not Completed: 
f. Flu Shot
Completed:  Date:
Not Completed: 
g. TB Test
Completed:  Date:
Not Completed: 
3.
Mask Fit
Number:______ Expiry: _________
4.
Complete the Occupational Health and Safety Awareness and Training
http://www.labour.gov.on.ca/english/hs/elearn/worker/index.php (submit a copy
of the certificate on your first day)
Academic Institution (Your School): _____________________________________
Signature: _____________________________ Date: _________________
68
Core-Curriculum/Key policy (mini version) Sign-Off Form
Baycrest and its representatives are obligated to meet the requirements of the Occupational Health and
Safety Act and Regulations for Health Care and Residential Facilities. Failure to do so may lead to the Ministry
of Labour issuing individual and/or organizational fines and the closure of Baycrest until that time when the
requirements have been fulfilled.
A) Generic topics that are common to all organizations.
We anticipate that you have obtained in-depth information about the following key topic. Please confirm
this by signing this form. If you have not, your supervisor at Baycrest will provide the information to you.
i.
Workplace Hazardous Information System (WHMIS)
B) Baycrest- specific topics: these are either unique to Baycrest or have been customized to
our organization.
We require you to review the attached material on these topics and then sign below indicating you have
completed this review.
ii.
Client Privacy and Confidentiality
iii.
Emergency Codes
iv.
Infection Prevention and Control (IPAC) Education
v.
Jewish Life at Baycrest
vi.
Fire Safety
vii.
Violence in the Workplace [as our policy on Violence in the Workplace is under review, we are
presently adhering to our current policy on Abuse of Staff and Volunteers by Clients, Their
Families, Private Practitioners, Personal Companions and Visitors]
I confirm that I am aware of my responsibilities related to the topics outlined above regarding working
safely at Baycrest.
Name: __________________________________
(Please Print)
Telephone: (____) ________________
Signature: ________________________________
Date: __________________________
69
Student Locker Requisition Form
Please complete this form at least one week prior to placement and fax to Carole Risk at 647-788-1599
Name of Instructor: ___________________________________ Academic Institution ______________________________
Start date: _________________________
# Female lockers requested _______
Finish date: _________________________
# male lockers requested _________
Instructor locker _________
(F)Locker #’s______________________________________________________________________________________________
(M)Locker#s______________________________________________________________________________________________
----------------------------------------------------------------------------------------------------------------------------- ---------------------------------Check-In (Please sign below to indicate you have received lockers and have returned the key to Carole Risk)
Carole Risk Signature
Date
Instructor Signature
Date
End of Placement Check-Out (Please sign below to indicate you have completed your placement and have obtained
Baycrest locks to lock your lockers)
Carole Risk Signature
Date
Instructor Signature
Date
Note: Please note that there might be two students per locker. Students MUST bring own lock for the lockers.
Student must sign the Student Check-In form on the day of checking in lockers. Upon completion, Student must
meet with Carol Risk. Failure to complete this form will result in no reimbursement of the $5 deposit.
70
Instructor Emergency Contact Form
Instructor’s Name: ______________________________________________________
Instructor’s Email: _______________________________________________________
Assigned Unit __________________________________________________________
Academic Center _______________________________________________________
Emergency Contact Number
Home: ________________________________________________________________
Cell: _________________________________________________________________
Work: ________________________________________________________________
Other: ________________________________________________________________
Please note that a copy of this will be given to the manager of the unit
71
INSTRUCTOR SITE EVALUATION
Available Online: Baycrest values feedback from Clinical Instructors about their educational experience in our
organization. Your feedback is important to us. It will help us evaluate and improve the educational experience of all
Students/Trainees/Clinical Instructors who come to Baycrest. This evaluation is independent of any school evaluation
forms, will be used for internal purposes only and will not affect your placement. It will be reviewed only by the relevant
parties (the Department of Academic Education, Education Coordinators) and will be treated as confidential. Once
again, thank you for your valuable feedback!
Profession/Discipline:
Academic Institution:
Placement Start Date (dd/mm/yyyy): _________________
End Date (dd/mm/yyyy):
Site:
Hospital:
□ 3 East, ACT
□ 3 West, Rehab & GATU
□ 4 East, Psychiatry
□ 4 West, Behavioral Neurology
□ 5 East, CCC
□ 5 West, CCC
□ 6 East, CCC
□ 6 West, Palliative
□ 7 West, CCC
Apotex, Jewish Home for the Aged:
□ Apotex 2
□ Apotex 3
□ Apotex 4
□ Apotex 5
□ Apotex 6
□ Apotex 7
Please circle the response you feel is most appropriate.
1. I received appropriate assistance to address any questions or concerns I had about my student group placement
1
Never
2
3
4
5
Very Often
2. I was able to access the resource necessary to do the work that was expected of me (e.g. Library, Inter/Intranet,
Clinical Business Systems)
1
Never
2
3
4
5
Very Often
3. My clinical group students participated in activities where two or more professions learned about, from and with each
other to enable effective collaboration and improve health outcomes (Interprofessional Education)
1
Never
2
3
4
5
Very Often
4. My students were given opportunity to apply the learned theory/Knowledge from school to practical situations
1
Never
2
3
4
5
Very Often
5. An introduction to the ethical and cultural values of Judaism enabled me to apply culturally sensitive practices
during my student’s placement.
1
Strongly Disagree
2
3
4
5
Strongly Agree
3
4
5
Strongly Agree
6. I felt welcome and accepted as a part of the team
1
Strongly Disagree
2
72
7. The placement enhanced my understanding of the unique needs of the older adult.
1
Strongly Disagree
2
3
4
5
Strongly Agree
4
5
Strongly Agree
8. I felt prepared to begin my placement after the orientation
1
Strongly Disagree
2
3
9. I would recommend Baycrest as a site for Student/Instructor placement to other Student/Instructors.
1
Strongly Disagree
2
3
4
5
Strongly Agree
10. I would recommend my student’s Supervisor(s) for future Student/Instructor placements
1
Strongly Disagree
2
3
4
5
Strongly Agree
11. Considering all factors related to your Student/Instructor placement, how satisfied are you with your
Student/Instructor placement experience at Baycrest?
1
Very Dissatisfied
2
3
4
5
Very Satisfied
12. Please comment on the resources that were available at Baycrest to support your learning?
13. What did you like best about your Student/Instructor placement?
14. What could have been done to improve your experience at Baycrest?
15. What could be done to improve this Instructor site evaluation?
Thank you for your feedback!
Please return the completed questionnaire to
Department of Academic Education
Room 2N04, 2nd Floor, Hospital Building
73