Onboarding

1. Obtain a UW email (complete by March 1)
   • You will receive an email and an application for a UW email at your school email.
   • Email Lisa Mancl your UW NetID user name, so that next steps can be initiated.
   • Set up your UW NetID for email using UW Exchange Online
2. Complete UW LEND Registration and email all documents to Lisa Mancl (complete by April 1)
   • complete the UW LEND online registration. You will need to upload documents to this application:
     • completed LEND application form
     • 2 references letters (you can use the reference letters you used when you applied to the UW LEND AuD externship; you do not need to use the UW LEND form
     • your CV/resume
   • complete and print email documenting completion: UCEDD trainee registration from
   • UW LEND Profile
   • UW LEND Confidential Information Form
   • Documentation of immunizations and negative TB test; see guidance: UW LEND immunization guidelines
   • Read the UW professional image policy
   • Documentation of annual flu shot Sept to Nov (you will complete this in the fall )
   • Complete UW Medicine Privacy form
   • UW LEND photo consent form
   • a photo/headshot of yourself
3. Wait to hear back from your preceptor, Lisa Mancl, that all documents are complete and next steps are ready.
4. Complete electronic medical records registration and training (Complete by June 1)
   •  Set up UW Medicine account: go to myuw and log in with your UW net ID. Locate the “UW Medicine Computing Services” section and click “Change your UW Medicine password”. The link may read “Retrieve and change your UW Medicine password” instead of “Change your UW Medicine password”.
   • Complete training through the Learning Management System: go to the UW Medicine Learning Management System and log in with your UW NetID and password.  Use the guidelines. Find the “To Do” section in the middle navigation panel and the “EHR EpicCare – Audiology Students” curriculum. Click on the small arrow to expand the list of modules. Note that in some browsers it is difficult to see the small triangle that must be expanded to see all of the green start buttons. Training modules include:
     • EpicCare Training
     • Protecting Patient Information (HIPAA) Training
     • Refresher Training – this module covers infection control
     • Print the completion certificates for your training modules
   • Send documentation of completion of UWMC  training to lmancl@uw.edu by May 30
5. Complete registration for using the WA EHDDI Database (complete by May 30)
6. Obtain UW Medical Center ID badge in-person on first day of externship

Orientation

Review documents before first day of clinic

• Review the  IHDD Guidelines
• Review the Equipment Guidelines
• Review the Pediatric Assessment Guidelines
• Review the Chart Review and Report Writing guidelines
• Review the Conversations guidelines
• Review the Hearing Technology guidelines
• Review the Equipment guidelines

Complete first week of clinic

• Complete a room and supplies orientation: orient yourself to the location of supplies and equipment in all test rooms/suites using the “map” and walking through every room and identifying equipment and supplies
  • 1st floor of IHDD
    • Room: a lunchroom available for use by students with microwave and refrigerator and snack and drink machines.
    • CD150 classroom (across the courtyard): for Monday LEND Seminars
  • 2nd floor of IHDD:
    • IHDD Front Desk and waiting room
    • Offices for clinical coordinators: rooms 207, 208, 209
    •  Laundry room: room 277
    • 2^nd floor Conference Room for team meetings: 246
  • 4th floor of IHDD
    • IHDD faculty offices
    • 4th floor refrigerator and microwave
  • 3^rd floor of IHDD
    • 3rd floor conference rooms: rooms 301, 365
    • 3rd floor waiting room
    • Room 341 is the Observation and Audiology meeting room
      • Keys: keys to open the audiology clinical rooms are located in the student desk
      • Forms: chart review forms
      • Resources: hearing technology notebook, family resource notebooks
      • Computer: the computers in 341 have access to the EPIC electronic medical record system using your UWMC ID/login as well as parent education materials in a folder on the desktop.
      • Standing files of patient charts: charts for upcoming patients
      • File cabinet: patient charts for all permanent patients in IHDD Audiology
      • Supplies: office supplies are located in the upper wall cabinets
    • Rooms 339/340 is the behavioral test booth suite
      • Patient side (339):
        • Ear tips for testing and tape for securing eartips, container for dirty tips
        • VRA centering toys
        • CPA games
        • VRA/CPA assistant receiver
      • Control room (340):
        • audiometer, VRA reinforcer DVDs and control boxes, CD player for speech audiometry, blank audiograms ,VRA worksheets
        • recorded speech materials and response books
        • outcome measure questionnaires
        • remote mic DM transmitter for communicating with assistant
    • Room 342 is used for Immittance/OAE, hearing technology and counseling of parents.
      • Cabinet near door (C, D):
        • additional supplies of eartips and paper for equipment
        • tools for cleaning OAE and tympanometry probes
        • FM and HAT consignments devices
        • Device user manuals
        • Patient devices to be fit
      • Cabinet near table (A, B):
        • Computer: for reviewing/printing OAE data and for NOAH and hearing aid programming. If the computer has been logged off, the log-on password is located on the cabinet door below the computer. Printer/scanner is for scanning clinical data for clinical reports.
        • Earmold supplies: ear dams, impression material, earlights, syringes, splead pad, earmold boxes, tubing, tube cutters/stretchers, superglue.
        • Hearing aid supplies: batteries, battery doors, earhooks, supplies for RITE and open fit, hearing aid care kits and patient care supplies (lubricant, ear clips, dry kits, wax loops, double-sided tape, listening tubes, earmold blowers)
        • Demo hearing aids, earmold examples
    • Rooms 331/332 are the ABR test room suite.
      • Patient side (332):
        • blue cabinet: Patient preparation materials (alcohol wipes, gauze pads and Nu-prep), eartips and tape, electrodes and clean pillowcases
      • Control room side (331)
        • ABR worksheets
        • BAER equipment: Biologic NavPro system.

Externs should expect to participate in 45 weeks of full-time (40 hours per week; 4 10-hour days Mon-Thur) clinical experiences. During vacation and holidays, patients are not scheduled.

Check the UW LEND Audiology Externship calendar for updates on specifics of your rotations, reading assignments, preceptor absences, etc. Use the “Summary” tab setting for viewing the Audiology Extern calendar for a quick view that includes reading assignments and absences. Click on the date to get the Zoom link.

2023-24 Externs Dates

• Start date: Monday, June 12, 2023
• Holidays:
  • June 19
  • July 4
  • September 4
  • November 23, 24
  • December 25
  • January 1
  • January 15
  • February 19
  • May 27
• Vacations:
  • July 3: all
  • July 26-27: Emily
  • August 21-September 1: all
  • December 26-28: all
  • June 3, 2024: LEND Leadership Day: an all-day seminar at CHDD with LEND trainee slide and poster presentations, followed by a UW LEND Audiology evening celebration.

• Extern goals
  • Learning profile : Externs will complete a learning profile and share with preceptors during the first week of the quarter. The learning profile should address:
    • My clinical strengths include:
    • Clinical and interpersonal areas in which I feel I could improve:
    • My clinical practice goals for this quarter include:
  • Weekly Intentions: Externs are expected to come to clinic each week with an “Intention of the Week” and incorporate into clinical practice and communications with families. Externs will share their intention with their preceptors by writing on the whiteboard in the student office. Weekly intentions can be based on the extern identifying a specific skill to work on or from the Weekly Intentions list.

• Preceptor Evaluation
  • Weekly Feedback: Externs will receive daily verbal feedback from preceptors. Preceptors and externs will regularly discuss progress and identify areas for growth.
  • End of quarter evaluation: Primary preceptors will summarize feedback from preceptors in end of quarter evaluations in evaluation software
    • August
    • December
    • May

• Expectations for Clinical Skills
  • 1^st Quarter (Summer): Establish a Foundation of Skills
    • By the end of the 1^st quarter, the extern should be able to perform some functions without assistance but may need frequent instruction and/or modeling from preceptor, particularly for new experiences. By the end of the 1st quarter, the extern should have a foundation of skills in all areas.
  • 2^nd Quarter (Autumn): Build Skills
    • By the end of the 2^nd quarter, the student extern should be able to perform most functions without assistance and need occasional instruction and/or modeling from preceptors. Student externs should be incorporating preceptor feedback into skill development.
  • 3^rd quarter (Winter): Refine Skills
    • By the end of the 3^rd quarter, the student extern should be able to perform most skills independently with input  from preceptor for complex skills, as needed. The extern should incorporate critical thinking into clinical decisions.
  • 4^th quarter (Spring): Lead
    • By the end of the 4^th quarter, the student should be able to perform all skills independently and seek out consultation input from preceptor. The extern plans sessions, leads appointments and debriefing sessions. The extern seeks out research and resources independently and provides resources to families.

Professional Conduct

• Externs are expected to have professional conduct in  interactions with families, with fellow students,  preceptors, and colleagues. Externs dress appropriately for clinic, with no open-toed shoes, non-sleeve tops/dresses, shorts. At IHDD, externs can wear either professional clothing or medical scrubs (UWMC or personal).  Working with children involves sitting on the floor, and a lot of bending and squatting;  clinic outfits should be comfortable and modest during these clinic maneuvers. In accordance with UW Medicine guidelines, UWMC ID card must be worn on entering all UWMC and IHDD buildings. UW Medicine and IHDD require a fragrance-free workplace.
• Clinic rooms are cell-free zones; with cell phone kept with  personal belongings except for during lunch breaks.
• Computers in clinic rooms are for UW work only, not personal use. Printers can be used for printing clinical documents, but not for personal use.

Attendance/Punctuality

• • Regular attendance every week is a requirement and arranged absences must be approved by the preceptor during the first week of the quarter. If students are ill and will not be able to attend a clinic, students contact the preceptor by email or phone as soon as possible so that accommodations can be made.
  • Students need to arrive to do an equipment check and then meet to discuss patients at the times specified for the clinic day. Students who arrive late and are not present for patient discussion will not be permitted to remain in clinic that day.

Report deadlines

• First drafts of  reports should be completed by the end of the work day, unless an alternative schedule has been established by the preceptor.
•  Preceptors will return the report with edits by the following day.

Clinical hours

• Documentation of hours
  • Externs document their clinic hours within their student evaluation software systems each week. Externs should document both time spent with the patient and family as well as preparation time and report writing time, consultation time, using the guidelines specific to the student’s university.
  • You are required to accrue a total of 1800 hours during your 4 years of your AuD program. Up to 10% (180) hours can be accrued using clinical simulation (observing, case-based learning).

Clinical Learning Opportunities

• Externs will be expected to participate in clinical education activities during times between patients including case-based learning, practice with equipment and protocol, evaluation and selection of hearing technology, professional presentations, development of family resources, etc.

Room Use/Building access

• The clinic building doors are unlocked 7:30am to 5:30pm. Students may remain in the building after 5:00pm to complete reports and chart review. Students must wear ID cards at all times during clinic and while in the clinic building and need to be dressed professionally any time in the building, as patients are present. At IHDD,  personal belongings are stored in the small file cabinet in room 341 and coats are stored on the door hooks.

 Privacy

• Disposal of patient information: Due to HIPAA regulations, you are required to appropriately dispose of all written and electronic information containing patient information at the end of every week. Delete all patient name and hospital numbers from files to be saved. If you have handwritten or printed documents containing patient information, these documents must be placed in the bin in room 341 to be shredded.

Universal Precautions and Infection Control

Health monitoring

• Student externs are not permitted to come to work if the extern is ill.

Wearing masks and face shields or goggles

• Wear your home mask when you enter the building and walk to your office. Use a face mask during all appointments with patients. Use an N95 mask instead of a surgical mask for high risk appointments.

Hand sanitizing

• Students and providers are required to use hand sanitizer when entering and leaving the test room and before and after touching a patient; use appropriate method for washing hands with hand sanitizer.
• Wash hands in bathroom with warm water and soap using appropriate method.

Equipment and room cleaning

• Clean hearing aids/earmolds prior to hearing aid/earmold trouble-shooting and verification
• Clean rooms, furniture and equipment
  • At the end of every appointment, providers and students clean the surfaces of door knobs, equipment, furniture and toys that were touched by the patient and family members and providers using gloves and  sanitizing cloths.
  • Clean resusable of ear tips.
  • Ensure that furniture is  ready for the next patient and all supplies are returned to cabinets
  • Turn on air purifier and close test room door at the end of the appointment, to clear the air between patients. Turn off the air purifier during appointments.

• Safety in accessing rooms:
  • The test rooms at IHDD have unusual steps and thresholds that children and families can easily trip on and injure themselves. Always escort families across these thresholds/steps in/out of the test rooms every time.

Transportation

• The IHDD is located at 1701 NE Columbia Road, behind/south of the UW Medical Center: map and IHDD directions
• You can get to the IHDD building by public transportation, walking, biking, or driving your car.
• There are bike racks outside the 1st floor of IHDD.
• Parking on campus is typically $14 to $17 for all day parking or $4 per hour: The S1 parking garage next to IHDD or E18 parking next to Husky Stadium are the closest options.
• The Health Sciences Express is a free shuttle bus that runs from UW Medical Center to Harborview Medical Center, and UW Medicine-Roosevelt Clinic. The UW Fred Hutch South Lake Union is a free shuttle bus that runs from UW Medical Center to Fred Hutch and South Lake Union. For both shuttles, the UWMC RR wing bus stop is across the street from IHDD on Columbia Way.
• You can get a UPASS as a more affordable option for using public transportation. A Temporary UPASS can be purchased at the Transportation Services office for $150 per quarter.

Life balance

• Professional Self-care
  • Practice self-care in your personal life . Mindfulness and self-care are personal practices that keep you healthy and emotionally balanced. Mindfulness practice outside of the work place helps you develop skills of positive regard, sensitivity and empathy for the families you work with. Audiologists are at risk for compassion fatigue and professional burnout. Use self-care strategies during the work day.
  • In the few minutes before you meet with a family, center yourself by using relaxation strategies like deep breathing and bring awareness to worries you have about the session and use a personal calming statement.
• Leisure activities
  • Balance your work life with activities outside of work!
  • Suggested Outdoor/Indoor activities and Food in the Seattle area

Housing

• There are many platforms for finding an apartment or house either independent or shared including craigslist, and Airbnb long-term rentals.
• The Radford Court Apartments are owned by UW, but are open to non-UW students. Great quiet location next to a huge park and on a short bus ride to UW with relatively easy access to groceries, etc.

LEND Trainees have the opportunity to attend the EHDI Conference every year; the conference typically takes place in March and the location varies.

The schedule below highlights important parts of EHDI

• Saturday: Travel day
• Sunday:
  • 9:00am-2:00pm: conference sessions-registration required for Sunday sessions
  •  1:00-4:00pm: LEND Trainee Workshop
  • 5:00-6:00pm: Student kick-off
  • 7:30-9:00pm: Student mixer
• Monday
  • 6:45-8:00am: Breakfast provided in the exhibit hall/7:00-7:50am-student networking
  • 8:30am: Sessions start
• Tuesday
  • 6:45-8:00am: Breakfast provided in the exhibit hall//7:00-7:50am-student networking
  • Conference ends at approximately 5:00pm
  • Travel to Seattle Tuesday evening

Meal allotment:

• $18 breakfast, $19 lunch, $36 dinner
• Meals covered:
  • Sat:  dinner
  • Sun: breakfast, lunch, dinner
  • Mon: (breakfast provided) lunch, dinner
  • Tues: (breakfast provided) lunch, dinner
• Keep your receipts for hotel, conference registration, and ground transportation. You do not need to keep food receipts; you will be reimbursed for the above meals at the rate above.

• UW LEND externs receive a LEND stipend distributed in payments in August, December, March, and June.