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A PHARMACY TECHNICIAN
EXTERNSHIP PROGRAM
Lezlie Cohn-Oswald, CPhT.
Clinical Pharmacy Technician
Associate Director,
Pharmacy Technician Externship Program
Salt Lake City VA Health Care Center
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PRESENTATION OBJECTIVES
 Define what a Pharmacy Technician
Externship Program entails.
 How a Pharmacy Technician Externship
Program can help in training, recruitment
and job satisfaction of pharmacy
technicians.
 Explain what contents should be part of a
Pharmacy Technician Externship Program.
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DEFINITIONS
> INTERNSHIP: *Any official or formal program
to provide practical experience for beginners
in an occupation or profession.
> EXTERNSHIP: *A required period of
supervised practice done off campus or
away from one's affiliated institution.
*Dictionary.com
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TECH EXTERN PROGRAM OBJECTIVES
> To afford pharmacy technician students an
opportunity to receive a well-rounded, practical
experience in their chosen field.
> To train future technicians for possible positions
within the VA.
> To train our current pharmacy technician workforce
how to be mentors and educators.
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THE “WHY”
> Inpatient/Outpatient settings
> Opportunity to help the profession
> State Pharmacy Technician Licensure
- Utah = 180 hours total practical (extern) hours
> Job opportunities
- contract positions to FTEs
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PROGRAM SET-UP
> Contact State Board of Pharmacy
-State laws regulating pharmacy
technicians
- licensure
- registration
- state certification
- permit
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PROGRAM SET-UP
> School programs
- Must be accredited program recognized
by U.S. Department of Education or the
Council for Higher Education Accreditation
(CHEA)
- Quantity of students in facility
“limit quantity for quality”
- Keep school contact list
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PROGRAM SET-UP (cont’)
> Academics Affiliate Office paperwork
- MOU(Memorandum Of Understanding)
contract (VA Form 10-0094g)
- Trainee Qualifications and Credentials
Verification Letter (TQCVL) (SAMPLE 1)
- Trainee Registration VA Form10-0410
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TRAINEE QUALIFICATIONS AND CREDENTIALS
(SAMPLE 1)
VERIFICATION LETTER (TQCVL)
(date)
(name of medical center director (station #)
(address)___________________________
Dear (medical center director):
1. I certify that the information identified below has been verified for these trainees who are scheduled to receive all or
part of their clinical training at the VA Salt Lake City Health Care System:
Social Security
Discipline of Study
Degree Level or
Trainee Name(s)
Number (SSN)
or Specialty
Post Graduate Year
2. In addition, I certify that these trainees:
a. Are enrolled in the designated training program.
b. Have satisfactory physical and mental health necessary to perform the duties of the
proposed assignment,
including appropriate tuberculin testing and hepatitis B vaccination (or waiver).
c. Have had verification of educational credentials as required by the admission criteria of the
academic program.
d. Have had verification of current license(s) through the appropriate state licensing board(s)
as required by the academic program.
e. Have provided letters of reference as appropriate to the admissions criteria of the academic
program.
f. Have appropriate citizenship documents (e.g., current, unexpired visa; evidence of
naturalization; or a permanent U.S. immigrant status) if non-United States (U.S.) citizens.
g. Have Educational Commission on Foreign Medical Graduates (ECFMG) certificates
if graduates of international medical schools.
3. I will notify the VASLCHCS within 72 hours of changes in the status of individual trainees (i.e., academic probation,
remediation, early withdrawal from the program) or adverse action that impacts on the trainee appointment.
4. I certify that all appropriate documents pertaining to the listed trainees are maintained on file and available to the
VASLCHCS for review if requested.
____________________________________
(Complete Name, Title, Affiliate/Institution, Training Program w/ signature line)
Pharmacy Informatics
Approve / Disapprove
Comments:____________________
(name of chief of staff) & (name of medical center director) separate
(date)
and
(signature
line)
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Approve / Disapprove
Comments:____________________
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PROGRAM SET-UP (cont’)
> Human Resources paperwork
- WOC checklist (Appendix 1B)
- Trainee Information Sheet (sample 2)
- OP-306 Declaration for Federal
Employment
- SF-61 Appointment Affidavit
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WOC Checklist – Associated Health Trainee
Appendix 1B
Name of WOC Trainee___________________________________ Program Director/Disipline:_Debra Macdonald - Pharmacy Services
Check area that applies:
_X__
Associated Health Trainees (i.e. Nursing Trainees, Social Workers, Occupational Therapy, Physical Therapy, Audiology, Physician Assistants,
Pharmacy, Psychology, Dental Hygiene)
Below, initial and date each area as completed.
Program Director Responsibility:
____
Trainee Information Sheet (forward copy to ACOS/E and HR (05) as soon as possible, or at least 30 days prior to Appointment date.
____
Send application packet to trainee/resident and ensure returned to Program Director at least 30 days prior to appointment date.
____
Trainee/Resident cover letter signed by Director VASLCHS
____
Trainee Registration Form (completed form should be sent to ACOS/E)
N/A
Application, VA Form 10-2850c or OP-612 (required for all appointments more than 6 months with VA computer access)
____
OP-306, Declaration of Federal Employment
N/A
SF-85, Security Background, Questionnaire, for Non-Sensitive Positions(required for all appointments more than 6 months with VA
computer access)
____
SF-61, Appointment Affidavit
____
WOC letter (VA Form Letter 10-294, Letter of Authorization)
____
Ensure mandatory training requirements are met before Enter of Duty (EOD) date. The mandatory training module can be accessed at
www.uchep.com under the course title: “Providing a Safe and Secure Environment for Health Care”.
____
Training certificates must be printed by trainee/resident and submitted to Human Resources with above appointment paperwork.
____
Tentative Enter on Duty (EOD) Date: _______________________
____
Tentative Expiration of Appointment Date: ___________________(if appointment extends beyond this tentative date, a new WOC letter must be
prepared and sent ot HE (05). This terminates all computer access.)
____
Ensure trainee/resident is informed to report to HR prior to appointment date Monday through Friday, between the hours of 8:00 am to 11:00 am
and 1:00 pm to 3:30 pm.
N/A
VA Computer Access
(Circle One)
Yes
No
(You must notify HR if the need for computer access changes. This may require additional security information.)
N/A
VA appointment more than six (6) months:
(Circle One)
Yes
No
____
VA appointment less than six (6) months:
(Circle One)
Yes
No
N/A
VA appointment less than ten (10) workdays:
(Circle One)
Yes
No
____
Forward a copy of this checklist and above paperwork to HR 30 days prior to appointment date. In rare and unusual circumstances if this
timeframe cannot be met, contact your HR representative. Keep the original checklist for your reference until employee’s application terminates.
Program Director signature and extension: __________________________________________________________________ Date:____________________________
Debra Macdonald, RPh, Asst. Chief, Pharmacy Services
__________________________________________________________________ Date:_____________________________
Lezlie Cohn-Oswald, CPhT, Asst. Pharmacy Technician Extern Program Director
HR Responsibility:
____
Electronic Fingerprints
____
Verify OP-306, SF-85, training requirements and all other applicable material
____
Appointment paperwork required
____
HIPDB
____
OIG
____
Mandatory training certificate received and entered in Non-PAID database
____
Enter/Update information VA non-Paid Employee Database
____
Instruct trainee/resident to report to VA Library for ID badge
Supervisor Responsibility EOD:
____
Ensure valid VA ID badge issued at VA Library
____
Ensure VA parking decal issued from VA Police, Trailer 1
____
Establish computer and key access, if needed (Appendix 1 and 2)
____
Monitor Expiration of Appointment date. (If appointment extends beyond this tentative date, ensure new WOC letter was sent to HR (05). This
date terminates all computer access.
Supervisor Responsibility for Exit Process:
____
Complete Exit Clearance form in accordance with VASLC policy memorandum 05.11
____
Turn in VA ID badge at VA Library
____
Forward completed Exit Clearance form to HR
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Va salt lake city hcs
Trainee information sheet
TRAINEE’S NAME__________________________________
SSN: ____-____-______
ADDRESS: George E Wahlen VAMC___
500 Foothill Drive________
Salt Lake City, UT 84148__
AFFILIATE: VA Salt Lake City Health Care Center
PRECEPTOR ____Lezlie Cohn-Oswald______________________
PROGRAM DIRECTOR: Debra Macdonald___________________
PROGRAM PRECEPTOR: Jeremy Hotelling
(OP)___________
PROGRAM PRECEPTOR: Lynette Rynearson___(IP)___________
SAMPLE 2
EXPECTED EOD: ____________________________
PHONE NO: (801) __________________________
EXTENSION:
EXTENSION:
EXTENSION:
EXTENSION:
4208
xxxx
xxxx
xxxx
x
WOC APPOINTMENT
X - PHARMACY TECHNICIAN EXTERN
Beginning Date: ______________________ Ending Date: ___________________________
Total Hours: ____180-Pharmacy Tech Extern_____ Hours Per Pay Period: _____N/A_______________
__
PAID APPOINTMENT (Check Box Below)
Beginning Date: __________________________ Ending Date: _____________________________
Total Hours: ______________________________ Hours Per Pay Period: ____________________
 GRECC – Subaccount 1053
Podiatry - Subaacount 1077
 Audiology & Speech Pathology (Masters)
 Nursing – Nurse Practitioner (Trainee – 320 hrs)
 Nursing – Nurse Practitioner (Trainee – 120 hrs)
 Occupational Therapy (Trainee)
 Optometry (Resident)
 Physical Therapy (Trainee)
 Psychology (Intern Level (II)
 Social Work (Masters)
 Advanced Practice Nurse - Subaccount 1051
 Nursing – Clinical Nurse Specialist (Trainee)
 Dentistry – Subaccount 2587
 Dentistry – General Practice (Resident)
 Occupational Therapy – Subaccount 1051
 Occupational Therapy (Trainee)
 Pharmacy – Subaccount 1051
 Pharmacy (resident)
 Podiatry – Surgery (Resident)
PRIME – Subaccount 1051
 Nursing – Nurse Practitioner
 Occupational Therapy (Trainee)
 Pharmacy (Resident)
 Physical Therapy (Trainee)
 Physician Assistant (Trainee)
 Podiatry - Surgery (Resident)
 Psychology (Intern Level II)
 Social Work (Masters)
 Psychology – Subaccount 1051
 Psychology (Intern Level II)
 Social; Work – Subaccount 1051
 Social Work (Masters)
 Physical Therapy – Subaccount 1051
 Physical Therapy (Trainee)
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PROGRAM SET-UP (cont’)
> Human Resources paperwork (cont’)
- VA Form 0711 Request for Personal
Identification Verification Card
- WOC Letter of Agreement
(VA Form Letter 10-294, Letter of
Authorization )
- VA Mandatory Training certificates
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PROGRAM SET-UP (cont’)
> VA/Contract technician coordination
- interview staff
- set parameters of shadowing
- preceptors
> Pharmacist coordination
- supervisors
- licensure
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STUDENT INTERVIEW
> Contacted by school
> Make contact with student
> Interview student
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STUDENT INTERVIEW (cont’)
> Interviewing a prospective student will help to assure you have
the right student for your program as well as the right program
for the student.
> Interview:
- Why this facility?
- What kind of schedule are you looking for?
- Expectation(s) from this rotation?
- Future goals?
“TREAT YOUR EXTERNSHIP LIKE A JOB INTERVIEW”
> Fill out HR paperwork, give station map & information for online
mandatory training to student.
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STUDENT INTERVIEW (cont’)
> Set Schedules
- Make calendar for self & student
- Pharmacy Technician Externship
Time Agreement (Sample 3)
- both parties sign agreement with
copy to student & copy to student
file
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PHARMACY TECHNICIAN EXTERNSHIP TIME AGREEMENT
180 hours total time needed
90 hours Outpatient
SAMPLE 3
90 hours Inpatient
OTHER
__60 days
= @ 3hours/day = 180 hours (30 days in each
pharmacy)
__45 days
= @ 4hours/day = 180 hours (22.5 days in each
pharmacy)
__30 days
= @ 6hours/day = 180 hours (15 days in each
pharmacy)
__22.5 days = @ 8hours/day = 180 hours (11.25 days in each
pharmacy)
Student Name (print)
(signature)
Date ________________________
Preceptor Name (print)
(signature)
Date ________________________
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PROGRAM CONTENT
> Orientation to Pharmacy Service
- Administration
- Clinical
- Outpatient
- Inpatient
- Customer information
- Medical Center layout
- Physician Order Entry (POE) facility/organization
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PROGRAM CONTENT (cont’)
> Concentrated Learning Experience:
Outpatient- In/Out Window
- Pharmacy automation
- Window & mail fill areas
- Prescription tracking
- Mail-out area
*unable to have computer access as WOC = unable to answer phones
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PROGRAM CONTENT(cont’)
> Concentrated Learning Experience:
Inpatient
- Bar code labeling
- Unit Dose fills
- Ward inspections
- *IV admixtures
- Crash cart fill
(USP Chapter <797> review)
- Pharmacy automation
- Automatic replenishment
*may be unable to receive hands-on training, but able to review ongoing IV process
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PROGRAM CONTENT(cont’)
> Concentrated Learning Experience:
Duties occurring in both pharmacies:
- Waste disposal - Medication dispensing
- Outdate inspections
Not rotated through area; are given overview:
- Inventory management
- Controlled substances
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PROGRAM GOALS
> Documentation/Communication
- Mid-term evaluation (sample 4)
(45 hour & 135 hour marks)
> Student Program Director
contacted with update of student
progress
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MID-TERM EVALUATION
Extern Student
SAMPLE 4
Preceptor 1:
Date started
(actual start date __/__/__)
Date completed
Preceptor 2:
Preceptor 3:
NO.
SKILL
OP ASSESSMENT
HAS
NEEDS
PREV.
ADD’L EXP.
EXP.
IP ASSESSMENT
HAS
NEEDS
PREV.
ADD’L
EXP.
EXP.
DATE/
DATE/
ORGANIZATIONAL CULTURE
1
Organizational Philosophy
2
General Facility Orientation
INIT.
DATE/
INIT.
3
Patient confidentiality
4
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
INIT.
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
Work schedule
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
5
Pharmacy Mission Statement
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
6
Infection Control
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
7
Name Badge and parking
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
PHARMACY OPERATIONS
Demonstrates knowledge of and Pharmacy Policies and
Procedures and Standard Operating Procedures relating
to:
a.
Controlled Substances
8
b.
c.
d.
e.
f.
Outpatient pharmacy automation
Inpatient pharmacy automation
Maintenance of appropriate records
Inventory management
Outpatient medication dispensing
g.
h.
i.
j.
k.
l.
Inpatient medication dispensing
Outpatient prescription intake
Inpatient prescription intake
Sterile medication/medication compounding
USP Chapter <797> Standards
Others: (list)
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PATIENT DIRECTED FUNCTIONS: Demonstrates the ability to perform the following functions as evidenced by
adherence to pharmacy practice guidelines and supervisor review or observation.
DATE/
DATE/
DATE/
Helps patients proceed through the differing processes of DATE/
INIT.
INIT.
INIT.
INIT.
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care within the Pharmacy Service including medication
fill, refills and discharge medications.
DATE/
DATE/
DATE/
DATE/
Helps to control medication dispensing through
10
INIT.
INIT.
INIT.
INIT.
prevention, detection, and reporting of problems.
DATE/
DATE/
DATE/
DATE/
Performs all patient-directed functions with the
INIT.
INIT.
INIT.
INIT.
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knowledge and skills which relate to patients of diverse
ages and cultures.
PRACTICE MANAGEMENT
DATE/
DATE/
DATE/
DATE/
Prioritizes workload to efficiently carry out all
INIT.
INIT.
INIT.
INIT.
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responsibilities as evidenced by attendance records or
preceptor observation.
CUSTOMER SERVICE
DATE/
DATE/
DATE/
DATE/
Demonstrates the ability to provide assistance to
INIT.
INIT.
INIT.
patients/customers with questions and concerns or directs INIT.
13
the patient/customer to individuals who can best address
the question or concern as evidenced by supervisor or
reports of contact.
DATE/
INIT.
DATE/
INIT.
DATE/INIT.
DATE/
INIT.
14
Demonstrates courtesy and a positive attitude for all
people you interact with at work including patients,
family, fellow staff and the public, respective of their
diverse values and cultural, spiritual and socioeconomic
character as evidenced by supervisor or reports of
contact.
15
Has completed computer training on LMS for
Information Security Awareness, Privacy Policy, and
Providing a Safe & Secure Environment for health Care.
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
DATE/
INIT.
Comments (include number):
___________________________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________________________
STUDENT: ______________________________________________________________ DATE: ____________________________
PRECEPTOR 1: ___________________________________________________________ DATE: ____________________________
PRECEPTOR 2: ___________________________________________________________ DATE: ____________________________
PRECEPTOR 3: ___________________________________________________________ DATE: ____________________________
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PROGRAM GOALS (cont’)
> Student(s) unable to progress through
program:
> Review you facility’s policy for dismissal
(Medical Center Trainee Orientation,
Dismissal and Termination Policy)
> Contract for program completion (Sample A)
> Student consultation follow-up (Sample B)
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CONTRACT TO COMPLETE PHARMACY TECHNICIAN EXTERNSHIP ROTATION
AT THE SALT LAKE CITY VA MEDICAL CENTER
SAMPLE A
I, __(student name)_________, on this day, (week day), (month, day, year), promise to finish
my Pharmacy Technician Externship rotation in its entirety.
I will work all of my scheduled hours without calling in for any reason.
I will not be late for any scheduled shifts for any reason.
(LATE is defined as anything up to 10 minutes after agreed upon daily start time)
I may not make changes to my schedule.
Hours needed for entire program = 180 hours
Hours completed to date in Outpatient = ____ hours
Hours completed to date in Inpatient = ____ hours
Hours needed to complete program entire rotation = ____ hours
(schedule as put forth by myself, (program director), and
(student name) -see attached calendar)
(student name) agrees with the hours as stated above.
The Associate Program Director will meet with you weekly to review attendance and performance. Your (school name) Program Director will be notified
of this action and given weekly updates. If I, (student name), fail to abide by the above written terms as written and initialed by me, this will be considered
grounds for immediate termination of the externship.
(Lines for Pharmacy Technician Student, OP/IP Pharm Tech Extern Preceptor, OP/IP Pharmacy Supervisor, Asst. Program Director & Director sign & date)
Student will be provided a copy of this signed agreement & schedule attachment.
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PHARMACY TECHNICIAN STUDENT CONSULTATION FOLLOW UP
(student name)
Student
SAMPLE B
(month, date, year)
Date
1
Hours worked according to agreed upon schedule?
YES
NO
2
On time to shifts as scheduled?
YES
NO
3
Changes made to agreed upon schedule?
YES
NO
4
Hours left of rotation after this week?
HOURS REMANING AFTER TODAY= (# hour remaining)
AGREE DISAGREE
(circle one)
Other issues to be addressed:
(student name)
Student Pharmacy Technician Extern
Lezlie Cohn-Oswald, CPhT
Asst. Pharmacy Technician Externship Director
Date
Date
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ROTATION END
> Paperwork
- School-provided end-of rotation
evaluation (class grade)
- Student evaluation of program
(Sample C)
- Non-Paid Employees Clearance Sheet
(memo 05.11 in lieu of VA Form 3248 B)
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Salt Lake City VA Medical Center
Pharmacy Technician Training Program
Pharmacy Technician Externship Program
SAMPLE C
STUDENT EVALUATION OF EXTERNSHIP
Name:
Signature:
Date:
Directions:
At the end of the externship training, each student is required to evaluate their externship
experience. Your input allows the program to monitor the externship content and also
informs the program of strengths and weaknesses. Please give your honest evaluation and
comments below.
Part I: Please rate your externship experience at this site in the following areas. For each
response in the POOR column, please give specific information about why you have
evaluated the site as POOR.
EXCELLENT
GOOD
1
LOCATION of the site:
2
ACCESSIBILITY of the
preceptor at this site:
3
ACCESSIBILITY of the
pharmacy staff at this site:
4
HELPFULNESS of the staff in
guiding you and answering
your questions:
5
APPROPRIATENESS of your
externship activities:
6
COMPLETENESS of your training:
7
PREPAREDNESS for experiential
work following training:
8
Would you recommend this site to future students? YES
NO
9
Comments:
FAIR
POOR
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ROTATION END (CONT’)
> Evaluation for employment
- resume
- conference with supervisor for review
of evaluations done throughout
student rotation (if position available)
- keep student information on file for
possible future hire
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PROGRAM STATS
> First Year 2009 (10/08-10/09)
- 13 students enrolled in program
- 1 student failed
- 5 students hired in contract positions
(2 in IP -one on medical leave- & 3 in OP)
- 1 on hire wait list
- 1 needing 90 hours/1 needing 40 hours only
> Second year 2010 (10/09 to date)
- 1 on hiring wait list
- 1 currently in program
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PROGRAM STATS
> End of Program evaluations implemented
August 2009
Excellent
Good
Fair
Location
X=75%
X=25%
Accessibility
X=100%
Helpfulness
X=100%
Appropriateness
X=100%
Completeness
X=100%
Preparedness
X=75%
X=25%
- 100% would make no changes to program
- 100% would recommend this program to others
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?QUESTIONS?
Lezlie Cohn-Oswald, CPhT
Pharmacy Technician Externship
Program Associate Director
VA Salt Lake City Health Care
System
(801) 582-1565 ext. 4208
lezlie.cohnoswald@med.gov
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