Project Overview:

This project will involve 5 students working collaboratively to support various operational needs within my occupational therapy practice. The students will assist in creating essential administrative resources, developing strategies for recruitment, enhancing the practice's website with useful links, and compiling resource lists for clients in remote areas. This project will help streamline administrative processes, improve client support, and provide data-driven insights into recruitment strategies.

Objectives:

1. Develop a Policy and Procedure Manual: Create a comprehensive policy and procedure manual for the newly established administrative assistant position.
2. Create Report Templates: Design report templates for different categories of injury based on my existing reports to streamline documentation.
3. Research Recruitment Strategies: Research the best methods for attracting additional occupational therapists to the practice, including statistics, surveys, and industry trends.
4. Enhance Client Resources: Research and recommend links to be added to the practice’s website to provide clients with valuable resources.
5. Create Resource/Service Provider Lists: Develop resource and service provider lists for clients in interior towns, especially for those in remote or rural areas.

Tasks and Responsibilities:

1. Policy and Procedure Manual (Task 1)

• Objective: Develop a detailed manual for the new administrative assistant role.
• Student Responsibilities:
• Research standard operating procedures (SOPs) and best practices for administrative assistants in healthcare settings.
• Work with the practice owner (me) to identify critical functions (e.g., client booking, billing, practice management).
• Develop written policies for these functions, ensuring clarity and consistency.
• Ensure the manual includes guidelines for confidentiality, communication protocols, scheduling systems, etc.
• Key Deliverables:
• A comprehensive manual ready for the administrative assistant to follow and implement.

2. Create Report Templates (Task 2)

• Objective: Design report templates for various injury categories based on existing reports.
• Student Responsibilities:
• Review current reports for different injury types (e.g., musculoskeletal injuries, neurological conditions, PTSD).
• Work with me to understand what information is typically required in these reports.
• Create standardized templates for each injury category that are easy to fill out and ensure consistency in reporting.
• Ensure templates are user-friendly and compliant with privacy standards (e.g., client confidentiality).
• Key Deliverables:
• A set of report templates for different injury categories, ready for use in practice.

3. Research Recruitment Strategies (Task 3)

• Objective: Develop strategies for attracting additional occupational therapists to the practice.
• Student Responsibilities:
• Research current trends in occupational therapy recruitment, including strategies used by other clinics or organizations.
• Explore job boards, social media platforms, and industry networks to identify effective channels for recruitment.
• Survey local occupational therapists or use online data (e.g., LinkedIn, industry reports) to gather insights into what attracts professionals to a practice in Kamloops.
• Identify key benefits or incentives that could be offered to attract therapists (e.g., flexible hours, professional development opportunities).
• Key Deliverables:
• A report on the best ways to attract additional occupational therapists, including key statistics, strategies, and potential recruitment channels.

4. Research Client Resources for Website (Task 4)

• Objective: Identify valuable online resources to enhance the practice’s website for client education and support.
• Student Responsibilities:
• Research available resources related to occupational therapy, rehabilitation, injury prevention, mental health, etc., that can be valuable to our clients.
• Identify government health resources, educational materials, and support services relevant to our clients.
• Propose a list of recommended links and resources for our practice’s website to enhance the client experience.
• Key Deliverables:
• A list of recommended resources and websites, along with a short rationale for each, which can be integrated into the practice’s website.

5. Create Resource/Service Provider Lists for Interior Towns (Task 5)

• Objective: Compile a list of local resources and service providers in interior towns for client referrals.
• Student Responsibilities:
• Research available services in remote or rural towns, such as physiotherapists, mental health counselors, massage therapists, and other health providers.
• Create a database/spreadsheet or list of contact details, specialties, and services for each provider.
• Ensure that the list is organized by town and easy to navigate.
• Key Deliverables:
• A comprehensive, categorized list of local resource providers that can be given to clients in remote or rural locations.

Expected Outcomes:

1. Operational Efficiency: Streamlined administrative processes through the development of a policy and procedure manual, ensuring consistency and clear expectations for the new administrative assistant.
2. Improved Documentation: Ready-to-use report templates that increase efficiency in client documentation and reduce administrative burden.
3. Recruitment Strategy Insights: Data-driven insights into the best ways to recruit additional occupational therapists, helping the practice expand its workforce in a competitive market.
4. Client Resources: Enhanced website with a curated list of valuable resources for clients, improving their overall experience and satisfaction with our practice.
5. Local Support for Clients: A practical resource list for clients in remote areas, enabling them to access necessary services and improving their care coordination.