John Flynn Placement Program

Scholar Handbook 2020

Contents Acronyms ...... 3 Welcome ...... 4 Where does the name John Flynn come from? ...... 4 What is the John Flynn Placement Program? ...... 4 JFPP Scholar Resources ...... 5 Overview of the JFPP ...... 5 Contact Details ...... 6 The role of JFPP Mentors, Host and Community Contacts ...... 7 What am I required to do as a JFPP Scholar? ...... 8 JFPP Website and Portal ...... 11 Organising Placements ...... 13 Pre-Placement Checklist ...... 15 During Placement Checklist ...... 17 Accommodation ...... 17 Scholar Conduct ...... 21 In an Emergency ...... 22 JFPP Code of Conduct ...... 22 Complaint Process ...... 23 Post Placement Checklist ...... 24 Ongoing Eligibility ...... 25 Protecting Your Privacy...... 25

Scholar Handbook 2020 Page: 2

Acronyms Acronym Description AMS Aboriginal Medical Service ASGS-RA Australian Standard Geographical Standard – Remote Area CT Corporate Traveller CWA Country Women’s Association DoH Department of Health HWQ Health Workforce JFPP John Flynn Placement Program NTGPE General Practice Education RWA Rural Workforce Agency RWAN Rural Workforce Agencies Network MRB Medical Rural Bonded Scholarship RCS Rural Clinical School

Scholar Handbook 2020 Page: 3

Welcome Congratulations on being selected as a John Flynn Placement Program (JFPP) Scholar. Irrespective of whether you come from a rural background or not, being a JFPP Scholar is about experiencing and becoming involved in rural and remote Australia in ways that will change you and how you practice medicine. For some Scholars the JFPP will be their first step toward becoming part of the Australia’s future rural workforce. For others, it will generate an understanding and appreciation of what working rurally and remotely involves. For everyone, it will be a unique opportunity to honour Australia’s past and become part of its future. As you undertake your JFPP journey you will be inspired by each other, the people you meet along the way, the community members who share their homes and hearts with you and by the Mentors who act as your guides. The JFPP Team is experienced in supporting Scholars to navigate the JFPP and are available to assist wherever possible. We wish you all the best and look forward to sharing the JFPP journey with you.

Where does the name John Flynn come from? John Flynn was born in the rural town of Moliagul, Victoria. In 1911, he completed training to become a Presbyterian Minister and was posted to a rural mission 500km north of . From his time at the mission, he gained an understanding of the difficulties faced by people who live in the . Within a year he was commissioned to prepare a report on life in the Northern Territory, to be presented to the Presbyterian Church in 1912. Flynn's report which included proposals for Inland Missions, prompted the General Assembly to act upon his recommendations and they appointed Flynn the head of a new organisation, the Australian Inland Mission (AIM). The purpose of the Australian Inland Mission was to minister to the spiritual, social and medical needs of people in the Outback. After many years of fundraising to purchase an aeroplane, the AIM Aerial Medical Service made its first flight in Queensland. In 1936, the Presbyterian Church handed over control to the Australian Aerial Medical Service and the Government began to financially support the service. Today, it is known as the Royal Flying Doctor Service (RFDS). John Flynn passed away in 1951 aged 71 with the Order of the British Empire to his name. Given John Flynn was an early advocate for remote and rural health, it’s fitting that the Program is named in his honour.

What is the John Flynn Placement Program? The JFPP was originally referred to as the John Flynn Scholarship Scheme when it was established in 1997 as part of the Australian Government's long-term strategy to attract more doctors to practice in remote and rural Australia and improve the quality of health care in these areas. Each year, the Program provides 300 medical students the opportunity to experience clinical practice and lifestyle in remote and rural locations across Australia.

The JFPP is funded by the Australian Government Department of Health and is delivered nationally by each state Rural Workforce Agency (RWA) and Northern Territory General Practice Education (NTGPE) in the Northern Territory.

Scholar Handbook 2020 Page: 4

The RWAs work together as the Rural Workforce Agency Network (RWAN) with Health Workforce Queensland (HWQ) as the Lead Agency. Each Rural Workforce Agency has a JFPP representative who manages the JFPP on a state level which includes information sessions and inductions at universities, as well as the case management of Scholars and Mentors. JFPP Scholar Resources The JFPP Scholar resources listed below are a comprehensive suite of documents that will provide the information required to navigate your JFPP journey. We encourage you to read each document so that you become familiar with all aspects of the Program and have the best possible JFPP experience. The JFPP Scholar resources shown below are available on the JFPP website.

Document Function JFPP Guidelines Program processes and guidelines. Scholar Handbook Overview of the JFPP, processes and requirements. Promotes strategic planning across the 3-4 year JFPP journey. Placement Preparation Guide Assists Scholars to take a structured approach toward preparing for placement(s). Placement Report Daily placement record of clinical and community activities and Placement Report template. JFPP Code of Conduct Affirms the values of the JFPP and provides clear direction regarding professional and personal behaviour expectations.

Overview of the JFPP The JFPP is a team effort made up of the Rural Workforce Agencies (RWAs) who will match you to a practice location and Mentor, as well as provide case management. The Lead Agency arranges and accommodation and coordinates the RWAs. JFPP Scholars undertake a series of placements in the same community over a 3-4 year period to gain a first-hand experience of what it is like to live and work in rural Australia. You could undertake your placement in a variety of health settings including a general practice, hospital, Aboriginal Medical Service or other medical facility providing primary healthcare.

Scholar Handbook 2020 Page: 5

Contact Details JFPP Coordinators work within Australia’s Rural Workforce Agencies and can be contacted directly by JFPP Scholars for: • Calls relating to placements, combined placements, accommodation, Mentors, Hosts and Community Contacts call the state Rural Workforce Agency you have been allocated to. • Calls relating to travel arrangements and stipends call the Lead Agency, Health Workforce Queensland. • Any technical issues relating to the JFPP Portal [email protected]

State Email Phone Queensland [email protected] 1800 231 231 Health Workforce Queensland (Lead Agency) (free call within Australia) 07 3105 7800 [email protected] 02 8337 8100 NSW Rural Doctors Network Victoria [email protected] 03 9349 7800 Rural Workforce Agency Victoria Tasmania [email protected] 03 6332 8619 HR+ Tasmania South Australia [email protected] 08 8234 8277 Rural Doctors Workforce Agency of South Australia

Western Australia [email protected] 08 6389 4500 Rural Health West Northern Territory [email protected] 08 8982 1069 Northern Territory PHN

Scholar Handbook 2020 Page: 6

The role of JFPP Mentors, Host and Community Contacts JFPP Mentor A JFPP Mentor acts as a guide for Scholars by introducing them to rural or remote practice, as well as local health facilities. The Mentor’s role is to highlight the life and work of a rural medical practitioner and to facilitate clinical and rural experiences for the Scholar. JFPP placements are not designed to provide the same level and degree of clinical experience as a university accredited clinical attachment, nor are Scholars expected to undertake specific clinical skills or assessment.

The Role of Rural Communities The emphasis on working and living in a rural community makes the JFPP unique. Being part of the rural lifestyle involves matching you with selected community members who will act as your Host and Community Contact (where available). The friendships and community connections you create, develop and build on each time you return to your placement location will provide you with an understanding of rural health and a sense of what it would be like to work as a rural practitioner.

Host The Host provides local ‘home stay’ accommodation, welcoming you into their family home. You will have access to facilities such as a clean private bedroom, a bathroom, clothes storage, a heater and fan (as required), some refrigerator space and the provision of a basic breakfast (self-service) and dinner. The Host is there to answer questions, provide support and assistance while on placement and will liaise with the Community Contact (where available) to ensure access to accommodation upon arrival. If a Host is not available, alternative accommodation will be arranged by the JFPP Team.

Community Contact A Community Contact is your ‘go to’ person in the community who will welcome you into the community by introducing you to local people, places and events. Community Contacts will greet and farewell you at the local transit (air/) station. Where a Community Contact is unavailable, we encourage you to explore your community independently.

Scholar Handbook 2020 Page: 7

What am I required to do as a JFPP Scholar? Program Commitment JFPP Scholars are required to commit to 56 nights over a period of three to four years in their allocated community. While on placement, Scholars will be mentored by an experienced rural doctor/practitioner in a primary healthcare setting such as a general practice, hospital or an Aboriginal Medical Service. Placements are structured to give you enough time to become familiar with your placement community and experience the social and clinical aspects of the placement. Generally, this means spending weekdays at the practice with your Mentor and weekends socialising within your community. To ensure you can meet your placement requirements, please refer to the table below to assist you with the forward planning of your placements. We strongly recommend Scholars check academic calendars in advance, to determine their availability during semester and breaks, this is because the length of breaks can reduce as you advance in your studies. Whilst there is some flexibility in how placements can be configured, please note the minimum placement requirement is 14 nights.

First Year Second Year Third Year Fourth Year Option 1 14 nights 14 nights 14 nights 14 nights Option 2 21 nights 21 nights 14 nights N/A Option 3 28 nights 14 nights 14 nights N/A Option 4 14 nights 21 nights 21 nights N/A

Provide Compliance Documents To comply with the JFPP Guidelines you are required to supply current copies of the following compliance documents via the JFPP Portal (see JFPP Website and Portal) a minimum of six weeks before attending each placement:  Current police check (valid within 12 months)  Current medical indemnity insurance policy (valid within 12 months)  Current immunisation records  Cultural Orientation Plan Certificate (required four weeks prior to first placement only)  Working with Children Check (only required if requested by your Mentor or placement facility)

Submitting and keeping these compliance documents up to date is the Scholar’s responsibility. Although your university may have arranged compliance checks as part of your acceptance into your medical course, it is your responsibility to ensure all compliance documents are current six weeks before going on placement and will not expire during your placement. Northern Territory General Practice Education (NTGPE) placements require a set of state authorised compliance documents which will be advised by the NTGPE.

Scholar Handbook 2020 Page: 8

Police Check Although many police checks are valid for three years, the JFPP requires Scholars to undertake a police check every 12 months. To request a police check please contact the JFPP Team via email, so we can provide you with a unique link to apply for an online police check. The police check results and certificate are provided to the JFPP Team. Should you require a copy of your police check certificate, please email the JFPP Team.

Medical Indemnity Insurance Medical Indemnity insurance is compulsory. The JFPP requires that your Medical Indemnity Insurance is current and that the dates of your placement are within the current year stated on your policy. Medical Indemnity insurance covers claims made against you for incidents you allegedly have caused whilst you are on placement. Insurance policies will vary from state to state. You can obtain cover from any of the following Medical Defence Organisations (MDOs): • Medical Indemnity Protection Society (MIPS) – applications can be found at www.mips.com.au or 1800 061 113 • MDA National – applications can be found at www.mdanational.com.au or 1800 011 255 • AVANT – applications can be found at www.avant.org.au or 1800 128 268 • MIGA – applications can be found at www.miga.com.au or 1800 777 156

Please note that this is neither an exhaustive list, nor an endorsement of the companies listed of their products or services. IMPORTANT: You are required to provide a copy of your current indemnity insurance policy to the JFPP Team prior to going on placement and take a copy with you. It is highly recommended that you consider arranging travel and health insurance to cover your placement period.

Scholar Handbook 2020 Page: 9

Cultural Orientation Plan Certificate While on placement you may meet and interact with people whose cultural backgrounds, beliefs and practices are different from your own. These may include: • Beliefs about health and illness • Responses to medical procedures and interventions • Approaches to disability and rehabilitation • Communication protocols • Social values and conventions Undertaking the Cultural Orientation Plan will provide you with an introduction to Aboriginal peoples’ histories, values and practices. Developing cultural awareness is also an opportunity to enhance your JFPP placement and shape your practice as a health professional. All JFPP Scholars are required to complete the online Cultural Orientation Plan and provide the JFPP Team with a copy of the Cultural Orientation Plan Certificate four (4) weeks prior to attending their first placement. The Cultural Orientation Plan can be found on the JFPP website under Documents & Links.

Scholar Handbook 2020 Page: 10

JFPP Website and Portal

The JFPP is managed electronically which means that JFPP documents can be viewed, submitted and uploaded using the JFPP website. Scholars use the website to access the JFPP Portal and JFPP Documents & Links.

How to Navigate JFPP Electronic Documents

JFPP Website • Search in your selected browser: www.jfpp.com.au JFPP Portal • Click the Login button in the top right-hand corner of the page • Use your chosen username and password previously created when applying for the Program to sign in (as seen below) • For technical assistance contact [email protected] JFPP Documents & Links • Click on the Documents & Links tab (to access JFPP supporting • Scroll down to Scholar Links, Forms and Documents to access JFPP supporting documents) documents

Scholars self-manage their placements through the JFPP Portal. The Portal is used for inputting placement planning details, uploading compliance documents and viewing personal information.

JFPP Portal Functions

The JFPP Portal supports:

• Updating personal information and bank details • Viewing Placement Request Form • Submitting completed Placement Request Form • Submitting and uploading all compliance documents for your placements including: o Immunisation records o Indemnity insurance o Police check o Cultural Orientation Plan Certificate (first placement only) o Working with Children Check (if required by your Mentor and/or Practice) • Submitting and uploading your JFPP Placement Report

Scholar Handbook 2020 Page: 11

JFPP Website Documents & Links Functions

Documents & Links is where Scholars can find program information and guidelines, access documents and forms to assist placement planning including:

• JFPP Guidelines: The program processes and guidelines. • Scholar Handbook: An overview of the JFPP Scholar processes and requirements. • Journey Planner: Promotes strategic planning within the required timeframes across the 3-4 year JFPP journey. • Placement Preparation Guide: Assists Scholars take a structured approach to preparing for placements. • Placement Report: Recording of clinical and community activities while on placement to inform the Placement Report. • JFPP Code of Conduct: Affirms the values of the JFPP and provides clear direction regarding professional and personal behaviour expectations. • Cultural Orientation Plan (SARRAH) • Withdrawal Form • Expense Reimbursement Form

If you experience issues downloading a document from the JFPP website, we recommend using Chrome as your browser.

Scholar Handbook 2020 Page: 12

Organising Placements

Forward Planning The key to getting the best out of your JFPP experience is forward planning. This involves mapping out when your placements can be undertaken throughout the course of your medical studies to ensure you meet the Program requirements of 56 placement nights to complete your JFPP.

Once you have determined the dates you can attend placement, we recommend you:  Discuss your availability well in advance with your Mentor and come to a mutual agreement of suitable dates. Please note many Mentors have competing time commitments including other student and registrar placements.  Do some research into your community and connect with your Host and Community Contact prior to attending your placement.  Make use of the following JFPP supporting documents: • JFPP Guidelines • Scholar Handbook • Journey Planner • Placement Preparation Guide • Placement Report

Placement dates Placements should be undertaken in semester university breaks. To assist with planning your placement dates keep in mind when placement demands are high.

Placement Demand Months Low March, April, May, August, September High January, February, June, July, October, November, December

Scholar Handbook 2020 Page: 13

JFPP Placement Preparation Guide

The Placement Preparation Guide will structure discussions between Scholars, Mentors, Hosts and Community Contacts about learning outcomes and experiential goals, as well as the corresponding activities that will enable these goals to be achieved within a clinical and community setting.

The JFPP Placement Preparation Guide, available on the JFPP website, is designed to ensure your placement gets off to a great start.

Part of arranging your placement will involve contacting your Host and and/or Community Contact (if applicable) to introduce yourself and find out more about your placement community.

Practice Managers are also a good source of information about the community, they may also be able to connect you with local hospital and health facilities, as well as other service providers so that your learning experience reaches beyond the practice.

Talking with other JFPP Scholars is another way to learn about what to expect on placement, however it is important to remember that rural and remote communities are unique and that your JFPP experience will not necessarily be the same as other Scholars.

Placement 1

Your first placement will be a time of excitement and perhaps some apprehension as you embark on your JFPP journey. As with all journeys there will be guides along the way and time for reflection about where you are going. Keep in mind that this is a learning experience that will take place over three to four years and that your first placement is where you start to build your connections with your Mentor, the practice and community members.

Tips:

 Arrive at your placement location with an open mind and willingness to learn and get involved.  Introduce yourself to as many people as you can.  Ask questions.  Try to offer your help wherever you can.  Find out if there are any other JFPP students matched to the location, connect with them and share your journey with them. Please contact the JFPP for further information.  Build your professional network by forming relationships with everyone involved at the Practice including your Mentor, Practice Manager and other health professionals.

Scholar Handbook 2020 Page: 14

Pre-Placement Checklist

 Review the Journey Planner, available on the JFPP website, to familiarise yourself with what to expect throughout your time on the JFPP.  Enter all personal details into the JFPP Portal (if not already done so) including: • Name • Residential address • Telephone numbers (business hours, after hours and mobile) • Email address (primary and secondary) • Bank details (for your stipend) • Emergency contact details It is important that your personal information is accurate and kept up to date. Personal details can be updated online through the JFPP Portal. If you have any difficulty accessing the JFPP Portal, please email [email protected] and provide as much detail as possible about your issue.  Contact your Mentor: • Once you have been matched to a Mentor and completed your JFPP induction, please contact your Mentor and/or practice to discuss their availability and potential placement dates. • Complete the Placement Preparation Guide. • Ask what medical and background checks are required to commence placement with your Mentor and/or health facility.  Submit your Placement Request Form via the JFPP Portal: • Once your placement dates are confirmed with your Mentor and/or practice/medical facility, submit your Placement Request Form via the JFPP Portal. Please include your Mentor and/or practice/medical facility name, dates and locations of travel to and from placement, travel type requested and any other details regarding your placement that will assist the JFPP Team to plan your placement effectively. You will be notified by the JFPP Team once your Placement Request Form has been received through the Portal. IMPORTANT: Scholars are not to submit a Placement Request Form through the Portal until placement dates have been confirmed with their Mentor. • Your Placement Request Form is to be submitted a minimum of six weeks prior to the commencement of your confirmed placement. This is due to the timeframe required to organise your placement, travel and accommodation arrangements. Failure to submit placement details by the six-week cut-off may result in your placement being declined.  Once your Placement Request Form has been received, you will be required to submit the following documents via the JFPP Portal: • Current Medical Indemnity Insurance policy • Current Police Check

Scholar Handbook 2020 Page: 15

• Current Immunisation status • Cultural Orientation Plan Certificate (required prior to first placement only) • Working with Children Check (only if requested by Mentor and/or facility) • Travel and/or health insurance policy (if applicable)  Contact Community Connections / self-research: • Once JFPP has confirmed your community connections (Mentor, Host, and/or Community Contact it is encouraged that you contact them (where applicable) to: • Introduce yourself • Discuss any logistical issues, for example, pick up, local options • Identify any items you need to bring • Ask about any local community events and attractions to include this information on your Placement Preparation Guide.  Complete the Placement Preparation Guide to record your questions, goals and community engagement opportunities as discussed with your Mentor, Host and/or Community Contact.  Review and confirm your travel itinerary from Corporate Traveller or the JFPP Team (whichever is if applicable).  Request a Centrelink letter from the JFPP Team (if applicable).  Take copies of your compliance documentation including: • Medical Indemnity insurance policy • Police check • Immunisation record

Scholar Handbook 2020 Page: 16

During Placement Checklist

 Discuss with your Host & Community Contact: • Transport options for travelling to your workplace and around the community • Social activities and events you could get involved in • Community natural disaster management arrangements

 Discuss with your Mentor: • Mandatory reporting requirements and local protocols that apply • Occupational health and safety practices and procedures • Community natural disaster management arrangements

 Provide Mentor, Host and Community Contact with your emergency contact details

 Before the final day of placement discuss potential dates for your next placement with your Mentor

Accommodation Accommodation arrangements are organised by your allocated State Rural Workforce Agency with a Host family (where available). Unless it has been discussed and agreed with the RWA State Coordinator or Lead Agency, you are not required to organise your own accommodation. If you wish to book your own accommodation, you will need to request approval from the Lead Agency prior to booking. If you choose to book your own accommodation, in some instances, you may be required to pay the difference if the cost of the accommodation is above the agreed budget. Once accommodation arrangements are confirmed you are responsible for all costs associated with any changes to the booked accommodation arrangements.

Scholar Handbook 2020 Page: 17

Accommodation Options The JFPP offers several accommodation options, dependent on community availability, to create a more integrated rural experience.

Host Family The preferred accommodation option is for Scholars to be placed with a Host family. Being part of a rural family is a great way to enrich your experience of rural life and develop a strong connection with your placement community. The cost of Host accommodation, breakfast and dinner are covered by the JFPP, lunch and other day to day living expenses are covered by the Scholar stipend. When staying in Host accommodation you are required to: • Pay your Host for telephone and/or access made available at the Host’s discretion (the Scholar stipend covers these expenses). • Advise your Host with reasonable notice if/when breakfast and dinner are required. • Make your own lunch arrangements • Be respectful of your Host’s domestic arrangements.

Alternative Accommodation Where Host family accommodation is unavailable alternative accommodation arrangements will be made by the State Rural Workforce Agency and/or the JFPP travel management agent. Alternate accommodation options include: • Onsite Mentor or Practice accommodation. • Hospital Nurse’s quarters. It is advised to contact the hospital in advance as you may need to take your own linen, pillow and blankets. • University student accommodation. • Commercial accommodation (backpackers, caravan parks, and home rental). When staying in alternative accommodation: • Only the accommodation (room only) costs are covered by the JFPP. • The cost of food and other day to day living expense are covered by the Scholar stipend. Scholars will be provided with a private room where possible. However, some facilities (e.g. kitchen and bathroom) may be shared.

Scholar Handbook 2020 Page: 18

Getting around while on placement The JFPP will endeavor to accommodate you as close as possible to your clinical placement site, however many placements will require that you plan your daily ‘commute’ from your accommodation to the clinical placement site. Transport planning whilst on placement is a Scholar responsibility that may include , walking and . As part of your pre- placement planning, we recommend discussing your transport options with your Host, Community Contact or Practice Manager as they are a good source of local knowledge.

Please note your Host and/or Community Contact is not responsible for transporting you to your clinical placement site. If you use a bus/taxi/ridesharing service to travel to and from your clinical placement site or for recreational purposes, the cost is covered by the Scholar stipend.

Car Hire/Loan If you require a vehicle whilst on placement and need to hire a , please note that car hire costs will not be reimbursed by the JFPP. At times, your Host or Community Contact may allow you to borrow their car to get around the community, but such arrangements are not a formal part of the Host or Community Contact role.

If you do borrow a vehicle, please ensure you either re-fuel the vehicle or give the Host or Community Contact suitable payment for the use of the vehicle. You will not be able to claim for petrol whilst on placement if you use a hire or loan car.

Scholar Handbook 2020 Page: 19

Clinical Expectations

The Placement Preparation Guide will assist in structuring discussions between Scholars and Mentors at the beginning of each placement to determine clinical learning outcomes.

Some activities that you may undertake, with a level of appropriate supervision, and depending on your level of experience (with the permission of the practice and the patient and at the discretion of the Mentor) might include: • Observing patient consultations • Taking patient medical histories • Taking patient blood pressure • Checking patient medical records • Undertaking physical examinations of patients

As your skills develop: • Dressing minor wounds • Removing sutures • Providing immunisations • Assisting with removal of skin lesions • Other treatments on minor skin lesions • Taking patient medical histories with reduced supervision

Occupational Health and Safety To ensure the safety of yourself, colleagues and patients you should: • Know and follow the prescribed safe work practices and procedures at your placement facility. • Ensure your own health and safety and that of others. • Report hazards and incidents.

Scholar Handbook 2020 Page: 20

Scholar Conduct While on placement, Scholars are expected to comply with the standards of behaviour (clinical and non-clinical) set out by their medical schools.

We also ask that Scholars read and become familiar with the JFPP Code of Conduct (located in the JFPP Portal and on the JFPP website). The Code applies to all Scholars, Mentors, Hosts and Community Contacts when engaging with JFPP activities, relationship building and communication. Where a Scholar displays inappropriate behaviour, the JFPP Team will: • Obtain feedback from relevant parties regarding the behaviour. • Discuss the behavior with the Scholar and advise more appropriate conduct. • Consider changing the Scholar’s placement location. In certain circumstances or where there are reoccurrences of inappropriate behaviour, the Scholar may be removed from the Program. The Scholar’s university may also be advised depending on the severity of the behaviour.

Personal Safety Your personal safety in clinical and non-clinical situations should be a main priority while you are on placement. The most effective way to find out about unsafe practices and/or locations is to ask your Mentor, Practice Manager, Host, community members or the local police. If you do have any safety concerns or identify any possible risks whilst in transit to and from, and/or during your placement), advise your Mentor and the JFPP Team immediately on 1800 231 231. The following tips are to ensure you do not place yourself or others at risk: • Do not accept lifts or accommodation offers from people that have not been approved by the JFPP. • Don’t walk around the town or the community by yourself at night, especially in unlit areas, or in isolated locations. • Ask your Mentor, Host and/or Community Contact which locations should be avoided in the community for cultural or safety reasons. • Secure your accommodation before going out. • When participating in outdoor activities do not go alone. Always tell someone where you are going and when you expect to be back. • Ensure you are aware of local natural disaster arrangements in the event of fire, flood, cyclone or storms. • When you are observing in a hospital or clinic, know the safety procedures. Ask about personal alarms and the location of a ‘safe room’ if you encounter an aggressive patient.

Scholar Handbook 2020 Page: 21

In an Emergency In any emergency, whilst on placement, Scholars are urged to contact the Mentor, Host or Community Contact for instructions on what to do and where to go in an emergency or critical situation. In the event your Mentor, Host or Community Contact is unavailable please contact the JFPP Team on 1800 231 231. Any after-hour emergency travel arrangements need to be discussed directly with the JFPP travel agent, Corporate Traveller on (07) 3083 4651.

Other useful emergency contact numbers include: Bush Support Line 1800 805 391 Lifeline 13 11 14 Emergency Services 000 / 112 for Mobiles

JFPP Code of Conduct The JFPP celebrates the unique and diverse qualities of the Scholars, Mentors, Hosts and Community Contacts who come together to create rural experiences. We acknowledge that alongside the benefits of Scholars, health professionals and community members working together, there will also be points of difference. For this reason, the JFPP has a duty of care to ensure JFPP Scholars are not put at risk professionally or personally and that we promote safe environments for all those involved in the JFPP to live, learn and teach with respect. The JFPP Code of Conduct (located in the JFPP Portal and on the JFPP website) affirms the values of the JFPP and provides clear direction regarding professional and personal behaviour expectations. Scholars, Mentors, Hosts and Community Contacts are requested to make themselves familiar with the Code of Conduct and take personal responsibility for applying the Code’s standards when engaging with JFPP activities, relationship building and communication.

Scholar Handbook 2020 Page: 22

Complaint Process The JFPP does not tolerate any type of abusive behaviour including physical, sexual, emotional and psychological abuse, cyberbullying and threatening or coercive behaviours. If you experience a behavior or attitude from a work colleague, supervisor, accommodation provider or community member that does not align with the JFPP Code of Conduct or causes distress, we ask that you contact your state JFPP Coordinator or the Lead Agency as soon as possible.

State Email Phone Queensland [email protected] 1800 231 231 (free call within Health Workforce Queensland Australia) (Lead Agency) 07 3105 7800 New South Wales [email protected] 02 8337 8100 NSW Rural Doctors Network Victoria [email protected] 03 9349 7800 Rural Workforce Agency Victoria Tasmania [email protected] 03 6332 8619 HR+ Tasmania South Australia [email protected] 08 8234 8277 Rural Doctors Workforce Agency of South Australia Western Australia [email protected] 08 6389 4500 Rural Health West Northern Territory [email protected] 08 8982 1069 Northern Territory PHN

The JFPP will investigate all complaints to decide the appropriate course of action using a timely and sensitive approach. Any Scholar making a complaint will be supported with care, respect and confidentiality.

Patient Confidentiality and Criminal Behaviour While on your JFPP placement a patient or community member may disclose to you a serious personal incident that may involve abuse, violence, or sexual assault. It is important that you discuss the relevant state or territory mandatory reporting laws with your Mentor or supervisor before you start your placement as you may be required to report such an incident to an authority (e.g. the police or child protection agency). Being aware of mandatory reporting requirements and local protocols that apply will assist with how you manage such a situation and to know at which point you should consult your Mentor or a local authority.

Scholar Handbook 2020 Page: 23

What You Should Do? Follow the mandatory reporting requirements of the state or territory. In addition, you should: • Tell the patient that you may be obliged to report the matter to authorities; • Tell your Mentor, unless the patient or community member complaint implicates the Mentor and/or facility/practice. In this case advise your contact in the JFPP Team; • As soon as you can, make written notes detailing how and when you learnt about the alleged offence, and the particulars you were told; and • Refer to the helplines listed in the In an Emergency section.

Post Placement Checklist

 Complete your Placement Report and upload via the JFPP Portal  Complete the online Post-Placement Evaluation Survey  Submit an Expense Reimbursement form for expenses not covered by your stipend (if applicable)

Placement Report The Placement Report is designed to capture daily placement activities and reflect on your clinical and non-clinical experiences. Your reflections will also track how your skill development advances during subsequent placements. Excerpts from Scholar Placement Reports are sometimes published on the JFPP website and social media platforms to promote the JFPP. Please advise the JFPP Team if you do not wish your Report to be used for promotional purposes.

Post-Placement Evaluation Survey As part of fulfilling your JFPP placement commitments you are required to complete a post-placement evaluation survey. The survey link will be emailed to you one to four weeks after completing each placement and is completed online. We value your feedback as it enables the JFPP Team to identify opportunities to improve the Program.

Expense Claim Reimbursements Not all out-of-pocket expenses incurred whilst on placement can be reimbursed. If you are uncertain, please check with the JFPP Team before incurring the expense. You are eligible to claim any taxi/ridesharing fares required to get you to the airport or bus/rail station from home and return. You will not be able to claim for petrol receipts whilst on placement if you self-drive, use a hire car or if you use a loan car. Please note Scholars wishing to self-drive using their own car will be paid a Mileage Allowance by the JFPP to travel to and from placement).

Scholar Handbook 2020 Page: 24

Your stipend should be used to pay for living expenses such as food, internet usage, phone calls or transport while you are on placement. To make a claim, please visit the JFPP website for access to the Expense Reimbursement Form.

Ongoing Eligibility To remain on the JFPP you must:  Continue to be an Australian citizen or permanent resident.  Remain enrolled in an accredited Australian medical degree course.  Undertake the agreed placements on an annual basis (unless there are extenuating circumstances and you obtain exemption from the JFPP Team in writing), and  Provide the JFPP with a Placement Report at the completion of each placement; and  Assist with JFPP evaluation activities.

Protecting Your Privacy

The Rural Workforce Agency Network (RWAN) is bound by the Commonwealth Privacy Legislation, the Privacy Act 1988 and the Australian Privacy Principles contained within the Act.

We will collect, hold, use and disclose personal information to carry out certain functions or activities relating to the John Flynn Placement Program (JFPP), according to the Privacy Act.

Your personal information will not be disclosed or shared to other parties except for the functions relating to your travel arrangements, including our travel agent, your Mentor, Host and/or Community Contact.

From time to time, the JFPP Team is required to report on Program activities to responsible government agencies. Information used in these reports is ‘de-identified’ and aggregated into statistical data and presented as group results.

The JFPP and individual Rural Workforce Agencies may use your name and locality of the placement for marketing purposes to publicise or promote the JFPP in both JFPP and RWAN printed and/or online material. Please advise the JFPP Team if you do not wish for your details to be used for this purpose.

If you have any questions about your personal information held by the RWAN, please contact the Manager, Future Workforce at Health Workforce Queensland via email: [email protected]

Scholar Handbook 2020 Page: 25

Level 13, 288 Edward Street Brisbane QLD 4000 GPO Box 2523 Brisbane Qld 4001

T 1800 231 231 F 07 3105 7801 E [email protected] W jfpp.com.au ABN 40 605 675 410

The John Flynn Placement Program is an Australian Government initiative administered by the Rural Workforce Agency Network.