Equitable Access to Care Project

Inclusive Just-in-Time Training for

Mass Prophylaxis/POD Operations

Section 7: Practice and Demonstration

Intake Team Leader Instructions

For Training Greeters

As Intake Team Leader you are responsible for training Greeters, Health Educators and Interpreters. These positions work together so it is beneficial for them to be trained together.

Materials needed:

Training Packets

·  Blank Intake Forms (family screening form)

·  Example Dispense Assist Voucher

·  Pocket Communicator (language identifier)

Materials to Gather from POD

·  Disease Information Sheet

Step 1: Explain the goal of this team:

To welcome people to the POD and help them know what to expect (i.e. flow of the POD and wait time), and make sure that each person has what they need including Intake Form or Dispense Assist Voucher, appropriate disease information and interpretation if needed and to answer basic questions.

Step 2: Conduct a walkthrough of the POD. It is important for your team to understand the process so they can answer questions before people enter the POD.

Key notes for each station:

Line/Intake – If the line is long, give them the Intake form and clipboard while they are waiting, roam the line (health educators/translators) to answer questions and identify people with language/special needs.

Screening – Screening is broken into two stations. Screeners review Intake for completeness and to decide where to direct the person: Dispensing or Secondary Screening. Secondary Screeners review only Intake forms that have more complex medical issues and determine the best medicine or course of action.

Dispensing – Dispensers review the Intake form to determine which medication each person gets (unless they have already been reviewed by a Secondary Screener), and dispense the appropriate medication and information about the medication.

Exit – There may be an information table at the exit where Health Educators can answer questions. This may also take place at the entrance of the POD while people wait in line.

Key Messages (confirm these messages at the start of a real event):

Medication Availability – There is more than enough medication for everyone

Intake Form – If client doesn't know the answer to a question mark ‘no’. Most people can take the medications we have and it is better to start taking one medication and shift to another than to wait to start.

Families – If families arrive together our screening process will keep them together

Step 3: Review the Disease Information sheet

Step 4: Review the Intake form and an example voucher from Dispense Assist

Intake Form

Dispense Assist Voucher

Some people will use an on-line screening tool prior to coming to the POD. Each POD will handle these people differently: express lane to Dispensing, go through Screeners to Dispensing etc. It is important to know how to handle these people so you can direct them in the correct direction and increase the number of people served.

Step 5: Talk about identifying clients with translation needs and the tools/options available:

POD materials have been translated into at least 6 languages:

English

Spanish

Russian

Vietnamese

Korean

Chinese (traditional)

For all other languages staff will need to find translators, call a translation service or use an online tool or phone app to translate.

Language Identifier:

Step 6: Interactive Practice: Team Lead acts out a few small scenarios and asks the group for their responses

Read and act out:

You heard on TV that you needed to go to the POD to pick up medications for yourself and your three kids. You are curious about the type of medication and number of doses your kids will be required to take and how long their treatment regimen will last.

You also would like to know the following:

·  The steps you will have to go through to get your medications

·  The symptoms and seriousness of anthrax

Answers you are looking for

o  Type of medication will be determined through the screening process.

o  Basic steps are: fill out the form, have the form reviewed (this could be a 1 or 2 step process) and receive your medication and all appropriate information about taking the medication

o  For symptoms and seriousness the client should be referred to the disease information sheet, and if there is time, to specific sections.

Read and act out:

You’ve been handed a form and have been asked to fill it out. You’re an English speaker and are able to read and understand some of the form, but are in need of assistance to fully complete it—especially the areas in Section 2.

Answers you are looking for

o  Greeter should walk the client through the form being careful to fill out all sections correctly.

Step 7: Answer any final questions your team may have.