Advance care planning DHB level 1A training administration guide - April 2021
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Advance care planning DHB level 1A
training administration guide
April 2021Contents
Copyright ............................................................................................................................................................. 3
Purpose of this guide ........................................................................................................................................... 3
ACP training overview ......................................................................................................................................... 4
Level 1 – online (learning management system) training (four modules) .......................................................4
L1A one-day workshop .................................................................................................................................... 4
Process map ........................................................................................................................................................ 5
Process 1 ............................................................................................................................................................. 6
Agree L1A workshop date ............................................................................................................................... 6
Find a trainer ................................................................................................................................................... 6
Find a venue .................................................................................................................................................... 6
Advertise the workshop ................................................................................................................................... 6
Gather minimum data set ................................................................................................................................ 7
Process 2 ............................................................................................................................................................. 8
Check there are enough applicants ................................................................................................................. 8
Confirm facilitator availability for the workshop date ....................................................................................... 8
Email applicants confirming workshop and provide pre-work ......................................................................... 8
Send calendar invites ...................................................................................................................................... 9
Process 3 ...........................................................................................................................................................10
Order catering and refreshments ..................................................................................................................10
Send check-in email to delegates and trainer ...............................................................................................10
Prepare printing .............................................................................................................................................10
Process 4 ...........................................................................................................................................................11
Ensure equipment and printed materials are at the venue ...........................................................................11
Collect pre- and post-workshop questionnaires and course evaluations ......................................................11
Submit minimum data set ..............................................................................................................................11
Checklist: Setting up a workshop ......................................................................................................................12
Published in April 2021 by the Health Quality & Safety Commission
Contact acp@hqsc.govt.nz
Tel: 04 901 6040
Advance care planning DHB level 1A training administration
guide 2Copyright
All branding, pictures, documents and logos etc are owned by the Health Quality & Safety Commission
and should not be used or replicated without prior written permission.
All documents, flyers and promotional material should be distributed in PDF format only.
Purpose of this guide
This guide will support advance care planning (ACP) course administrators and simplify the ACP
training process. It includes an overview of the recommended steps and resources required to set up,
manage and complete L1A one-day workshops, including:
• organising the workshops (including trainer, venue, catering, printing and equipment and
resources)
• advertising the workshops
• managing applicants
• post-workshop administration.
This and other associated resources are available online at: https://www.hqsc.govt.nz/our-
programmes/advance-care-planning/information-for-clinicians/support-for-trainers-communities-of-
practice.
Advance care planning DHB level 1A training administration
guide 3ACP training overview
Level 1 – online (learning management system) training (four modules)
Training for level 1 is all online and is free for anyone to use. Level 1 consists of four modules:
1. considering advance care planning*
2. talking about advance care planning*
3. changing outcomes*
4. clarifying the advance care planning process.
* The first three modules are compulsory pre-work for attending the level 1A (L1A) one-day workshop.
Access to level 1 – online (learning management system) modules is via our website:
https://acp.elearning.ac.nz/login/index.php
As the ACP course administrator, you will have administrative rights to the learning management
system and can view any registered person’s status and progression of the online modules. Email us
to get your login details: acp@hqsc.govt.nz.
All certificates are available on completion of each module for the candidate to print or save in the
learning management system. Ensure modules 1, 2 and 3 are completed prior to participants
advancing on to the L1A one-day workshop.
L1A one-day workshop
The L1A one-day workshops are organised locally within district health boards (DHBs). The workshop
consolidates level 1 – online competencies, builds on people’s working knowledge of ACP, and
increases their confidence in starting ACP conversations and supporting consumers to document their
preferences.
Please note:
• For your local DHB ACP trainers to maintain their accreditation and trainer
capabilities/competencies, they will need to deliver at least 3–4 courses/workshops per year and
attend trainer refresher workshops as and when offered.
• Delegates no longer need to complete 10 ACP conversations post-training, prior to receiving their
certificates.
Advance care planning DHB level 1A training administration
guide 4Process map
Agree L1A workshop date
Process 1 Find a trainer
Find a venue
10 weeks before workshop Advertise the workshop
Collect delegate information for minimum data set
Check there are enough applicants
Process 2 Select delegates
Confirm facilitator availability for the workshop date
6 weeks before workshop Email applicants confirming workshop and provide pre-work
Send calendar invites
Order catering and refreshments
Process 3
Send check-in email to delegates and trainer
1 week before workshop Prepare printing
Ensure equipment and printed materials are at the venue
Process 4 Collect pre- and post-workshop questionnaires and course
evaluations
Day of and after workshop
Submit minimum data set and other documents to the CommissionProcess 1 Agree L1A workshop date Agree a date for the L1A one-day training with ACP facilitator/ACP key contact. Ensure there is a minimum of 10 weeks before the training so interested staff can apply and consider the planning of their rosters in advance. Find a trainer Discuss the proposed date with ACP facilitator/ACP key contact and locally trained L1A trainers and confirm trainer availability. Find a venue Find and book a training venue. Ensure the venue has enough room to add a horseshoe sitting arrangement in a single row with a chair for the facilitator and participants facing the screen. Advertise the workshop (Ten weeks before workshop) Advertise the L1A one-day workshop as you normally would at your DHB. Consider how you will include external stakeholders, such as PHO and aged residential care staff. See our suggested flyer for an example. Before you advertise the workshop flyer, complete the course and contact details on the flyer as suggested below: Any promotional materials, such as ACP brochures, posters and ACP A4 plans can be downloaded from our website (www.hqsc.govt.nz/our-programmes/advancecareplanning/resource-overview) or hard copies ordered through your local ACP contact. You are responsible for all advertising and promotion of courses.
Gather minimum data set Set up a process to collect delegate details. Please collect a minimum data set during the application process and submit it to the Commission so we know who has attended L1A ACP training. We use this information to monitor training frequency and pre- and post-confidence trends. Please refer to our template for the information to be gathered. Advance care planning DHB L1A training administration guide 7
Process 2
Check there are enough applicants
(Six weeks before workshop)
Gather all applications as per your DHB process.
You will need a minimum of six people for each workshop and a maximum of 12.
If fewer than six people apply for the workshop, promote the workshop by advertising in other
organisations where there is known ACP interest.
If there are more than 12 applicants, consider running a waiting list.
Confirm facilitator availability for the workshop date
Email applicants confirming workshop and provide pre-work
(Six weeks before workshop)
Once you have selected your applicants, you confirm with all application whether they have/haven’t
been successful with their application. For successful applicants, you could use some or all of the
following wording in the email:
Sample confirmation email
Subject: ACP L1A one-day workshop – confirmation, agenda and workshop documents
Hi,
Thank you for your recent application to attend the advance care planning L1A one-day training
workshop. We are delighted to inform you that you have been successful in gaining a place at
the workshop.
Workshop dates: xx, xx, xx
Start time: 8:15am (teaching commences at 8:30am).
Venue: xxxxx
Trainer: xxxxxxxx
Trainer contact details: xxxxxxxx
Please see attached:
Workshop agenda
Pre-workshop confidence questionnaire
Please print and complete the pre-workshop confidence questionnaire and bring it with
you on the day – the workshop facilitator will collect it from you.
L1 ACP online training
It is a prerequisite that you complete the level 1 ACP – online training (four modules) before
Advance care planning DHB L1A training administration guide 8attending the workshop because the work you will do in the L1A workshop builds on that
learning. The content of the modules will not be covered in the L1A workshop.
If you did the level 1 – online training a little while ago, it is a good idea to go over them again
to refresh your memory. Once you start one module, you must complete it in order for your
work to be saved. You do not need to complete all four modules in one go.
You can login into your L1 – online modules here: https://acp.elearning.ac.nz/login/index.php.
Please note: You will need to create an account to log in and register to access the e-learning.
Online certificates will be generated on completion of the modules.
Catering and refreshments
Registration and tea/coffee will be available from 8:15am. Tea/coffee is provided at all breaks.
A light lunch will be provided.
Please note cold/filtered water is not always available at venues. If required, please bring your
own water bottle.
Please action:
All communication for this workshop is sent via email; please confirm that this is the
email address you wish to receive correspondence through.
Please confirm your acceptance by accepting a calendar invite by xx, xx, xx.
If you decide to withdraw from the workshop, it is your responsibility to please notify us
via email as soon as possible.
We look forward to meeting you at the workshop. If you have any questions please email me at
this address.
The email should include the details of the workshop (date, venue, time, trainer’s name and
contact details), the link to the level 1 – online training modules, a copy of the workshop agenda
and the pre-course confidence questionnaire can be found in the L1A communities of practice
section on our website.
Send calendar invites
(Six weeks before workshop)
Send out a calendar invite for the workshop to ensure delegates and facilitator block off the time in
their calendars.
Advance care planning DHB L1A training administration guide 9Process 3
Order catering and refreshments
(One week before workshop)
This is a full-day workshop with short tea/lunch breaks. It is recommended the DHB provides
drinks and lunch to avoid delays with delegates having to travel to purchase their own lunch.
The following information is provided as guidance only. Catering:
• Tea and coffee on arrival
• Morning tea (eg, biscuits/fruit with tea and coffee)
• Working lunch (eg, sandwiches, fruit platter with tea and coffee).
Send check-in email to delegates and trainer
(One week before workshop)
Send a reminder email a week before the workshop to remind delegates to complete the online
modules as this does take some time.
Send an email to the trainer to check in and confirm all requirements have been organised for
the workshop.
Prepare printing
(One week before workshop)
Ensure all printed resources are ready for the workshop. See the level 1A community of practice
section on our website for examples of suggested formats of required resources.
Resource Number printed Format
Delegate details 1 Single sided
Sign-in sheet 1 Single sided
Pre-course confidence 5 Single sided
questionnaire (spares)
Agenda 1 Single sided
Slide show print out 1 per delegate Double sided and stapled
6 slides per page
Case studies 1 per delegate + facilitator
Post-course confidence 1 per delegate Single sided
questionnaire
Delegate workshop evaluation 1 per delegate Double sided
Opening and closing karakia 1 Single sided
Advance care planning DHB L1A training administration guide 10Process 4
Ensure equipment and printed materials are at the venue
(Day of workshop)
Required workshop equipment:
Data show 6 X small black permanent markers
Laptop/desktop in the venue White board markers
Speakers Blu-tac
Flipchart paper Name labels (for delegates + facilitator)
Printed resources Tissues
3 X large permanent markers
(green, blue, black)
Collect pre- and post-workshop questionnaires and course evaluations
(Day of workshop)
Please collect and ensure the following completed hard copies are sent directly to the ACP training
administrator at the Health Quality & Safety Commission. See the L1A community of practice section
on our website to download copies of the following documents:
• pre-course delegate confidence questionnaire
• post-course delegate confidence questionnaire
• workshop evaluations.
Submit minimum data set
The minimum data set collected in the application process (see process 1) is required to be
submitted to the Commission, for people who have attended the L1A ACP training. Please refer to
our example template for the information you must gather.
The Commission needs this information so we can monitor training frequency and pre- and post-
confidence trends.
Please send the data set, scanned workshop evaluations and pre- and post-confidence
questionnaires to acp@hqsc.govt.nz.
Advance care planning DHB L1A training administration guide 11Checklist: Setting up a workshop
Step 1
Agree on a workshop date
Agree on a workshop facilitator
Find and book a suitable venue
Step 2 – 10 weeks before workshop
Advertise workshop
Collect delegate information for minimum data set
Step 3 – six weeks before workshop
Check there are enough applicants to continue workshop (6 minimum, 12 maximum)
Select delegates
Confirm facilitator availability for the workshop date
Send trainer a calendar invite and agenda to lock in the workshop
Email successful delegates a confirmation of workshop, calendar invite and attach
pre-course work
Step 4 – one week before workshop
Organise catering and refreshments
Send a reminder email of training and pre-course work requirements to delegates
Send a pre-populated list of delegates details and sign-in sheet to trainer
Organise printed materials for the workshop
Step 5 – day of workshop
Ensure equipment and printed materials are at the venue
Collect pre- and post-confidence questionnaires and workshop evaluations
Send the minimum data set and copies of pre- and post-confidence questionnaires
and workshop evaluations to the ACP training administrator at the Commission
Advance care planning DHB L1A training administration guide 12You can also read
