Managing Orientation

AdminOnsiteAdmin

🔒Requires permission: Events.OnSite

Orientation is the process that prepares caregivers for their clinical assignment after they arrive at the event facility. Every caregiver must complete a series of orientation steps before being cleared to begin their shift. The orientation module tracks each step, ensures nothing is missed, and provides real-time visibility into who is ready to work.

The Orientation Checklist

Each caregiver must complete the following orientation items. These items are standardized across all events to ensure consistent onboarding of temporary clinical staff.

Item	Description	What It Involves
ID Verification	Verify the caregiver's identity using a government-issued photo ID.	Compare the ID to the caregiver's profile. Confirm name, photo, and that the ID is not expired. Record the ID type and number.
Badge Issued	Issue the caregiver a facility access badge.	Create and hand out a temporary facility badge with the caregiver's name, photo, specialty, and assigned unit. Record the badge number.
Facility Tour	Conduct a tour of the relevant areas of the facility.	Walk the caregiver through their assigned unit, break areas, cafeteria, parking, emergency exits, and key department locations.
Policy Review	Review facility policies and procedures with the caregiver.	Cover patient safety protocols, infection control procedures, incident reporting, dress code, cell phone policy, and facility-specific rules. Obtain caregiver acknowledgment.
IT Access Setup	Set up the caregiver's access to clinical IT systems.	Create or activate accounts for the Electronic Health Record (EHR), medication dispensing systems, and other clinical applications. Verify the caregiver can log in.

Starting Orientation

Orientation begins automatically when a caregiver is recorded as arrived. The caregiver appears in the Orientation Status section of the on-site dashboard with all checklist items marked as Not Started.

Orientation Status Indicators

Indicator	Color	Meaning
Not Started	Red	The caregiver has arrived but no orientation items have been completed.
In Progress	Yellow	At least one orientation item is complete, but others remain.
Complete	Green	All orientation items have been completed. The caregiver is cleared for shift assignment.

Completing Orientation Items

Accessing the Orientation Form

1. Navigate to the event's On-Site tab.
2. In the Orientation Status section, find the caregiver.
3. Click the caregiver's name to open the orientation form.

The orientation form displays all checklist items with their current status and provides controls to mark each item complete.

Marking an Item Complete

For each orientation item:

1. Click the item row to expand it.
2. Complete the required activity in person with the caregiver.
3. Fill in any required fields for that item:

ID Verification Fields

Field	Required
ID Type (Driver's License, Passport, State ID)	Yes
ID Number	Yes
Expiration Date	Yes
ID Verified By (auto-filled with current user)	Auto
Verification Notes	No

Badge Issued Fields

Field	Required
Badge Number	Yes
Badge Type (Temporary, Contractor)	Yes
Photo Taken	Yes (checkbox)
Badge Issued By (auto-filled with current user)	Auto

Facility Tour Fields

Field	Required
Tour Conducted By	Yes
Areas Covered (multi-select checklist)	Yes
Tour Notes	No

Policy Review Fields

Field	Required
Policies Reviewed (multi-select checklist)	Yes
Acknowledgment Received	Yes (checkbox)
Reviewed By (auto-filled with current user)	Auto
Review Notes	No

IT Access Setup Fields

Field	Required
EHR Account Created	Yes (checkbox)
EHR Login Verified	Yes (checkbox)
Medication System Access	Yes (checkbox)
Other Systems (free text)	No
Setup Completed By (auto-filled with current user)	Auto
IT Notes	No

4. Click Mark Complete for the item.
5. The item status changes to a green checkmark, and the completion timestamp is recorded.

tip

Orientation items can be completed in any order. For example, IT Access Setup might be done first while the caregiver waits for a tour group to form. However, all items must be complete before the caregiver is cleared for shift assignment.

Completing Orientation

Once all five checklist items are marked complete:

1. A Complete Orientation button appears at the bottom of the orientation form.
2. Click Complete Orientation.
3. The system:
   • Sets the caregiver's orientation status to Complete (green).
   • Records the orientation completion timestamp.
   • Notifies the shift assignment team that the caregiver is ready for deployment.
   • Moves the caregiver into the Ready for Assignment pool on the dashboard.

caution

You cannot complete the orientation until every checklist item is marked complete. If an item cannot be completed (e.g., IT systems are down), contact the event coordinator for guidance rather than skipping the item.

Orientation Progress Tracking

Dashboard View

The Orientation Status section on the on-site dashboard shows a summary for each caregiver:

Column	Description
Name	Caregiver name.
Arrival Time	When the caregiver checked in.
Items Complete	Progress indicator (e.g., "3/5 items complete").
Status	Not Started, In Progress, or Complete.
Time in Orientation	Elapsed time since arrival (helps identify caregivers who are taking too long).

Filtering

• Status Filter -- Show only Not Started, In Progress, or Complete.
• Time Filter -- Highlight caregivers who have been in orientation for more than a configurable threshold (default: 2 hours).
• Facility / Unit Filter -- Filter by assigned facility or unit.

Handling Orientation Issues

Item Cannot Be Completed

If an orientation item cannot be completed due to circumstances beyond control:

1. Click the item to expand it.
2. Click Flag Issue instead of Mark Complete.
3. Enter a description of the issue (e.g., "EHR system is down facility-wide").
4. The issue appears in the Issues / Alerts section of the on-site dashboard.
5. An event coordinator or admin can Override the item after reviewing the issue, allowing orientation to continue.

Caregiver Fails Verification

If a caregiver's ID verification fails (e.g., ID is expired, photo does not match):

1. Do not mark ID Verification as complete.
2. Flag the issue with details.
3. The caregiver cannot proceed to shift assignment until the issue is resolved.
4. Notify the event coordinator immediately.

Re-Orientation

In rare cases, a caregiver may need to repeat orientation (e.g., after a long absence from the facility):

1. An admin can click Reset Orientation on the caregiver's orientation form.
2. All items are reset to Not Started.
3. The caregiver must complete the full checklist again.
4. The previous orientation record is preserved in the history.

Orientation Reports

To generate an orientation report for the event:

1. Navigate to the event's On-Site tab.
2. Click Reports > Orientation Report.
3. The report includes:
   • Total caregivers oriented, by date.
   • Average orientation duration.
   • Items most frequently flagged for issues.
   • Caregivers with incomplete orientation and reasons.

Next Steps

• Shift Tracking -- After orientation is complete, track the caregiver's shift activity.
• Recording Arrivals -- Return to the arrivals process.
• On-Site Operations Overview -- Return to the on-site operations overview.