Medical Assisting Proctor Preparation Handbook

Herzing University
Student Readiness Training Medical Assisting-Proctorship SRT-Proctorship

MS 215: Medical Assisting Clinical Lab I

MS 235: Medical Assisting Clinical Lab II


Table of Contents

Introduction

Professional Development SRT - Proctorship

CPR Certification*

First Aid Certification*

Proctored Practicum

Finding a Proctor

Creating a Proctor Record

Contacting a Possible Proctor or Practicum Location

Preparing for an Interview

Securing a Proctor

Medical Assisting 215 and Medical Assisting 235

Frequently Asked Questions

Checklist

Information for Medical Assisting Proctor

Proctored Practicum Competencies

Introduction

Welcome to Student Readiness Training Medical Assisting – Proctorship (SRT-Proctorship)! Throughout this training, you will learn about the proctored practicum process. From communicating with a proctor to completing the proctored practicum, this handbook will prepare you for your future Lab courses, MS 215 and MS 235, Medical Assisting Clinical Lab I and II.

Please Note: Clinical/Internship/Externship opportunities are not possible in all states. Please contact your SRT - Proctorship instructor before contacting sites in states in which you do not reside. (Please see “State Approvals” in the Herzing University Undergraduate Student Handbook).Students must be prepared to show their proctor a state or federally-issued photo ID for identification purposes. This ID should be accessible at all times in the event their site requests it.

Professional Development SRT - Proctorship

SRT - Proctorship is an important part of the Medical Assisting Services Program. A zero-credit, zero-cost training, SRT - Proctorship is designed to support each Medical Assisting student throughout the process of securing a proctor. A Proctor Specialist is available to provide support and guidance throughout the training.

SRT - Proctorship is a Completiontraining. Passing SRT - Proctorship is accomplished by:

Completion of an approved Proctor Agreement

Submission of an approved CPR Certification card* (Please See Below)

Submission of an approved First Aid Certification card* (Please See Below)

Any additional paperwork, as required by Herzing University or the proctorlocation

*Please Note: All students enrolled through a ground campus must submit their CPR Certification, First Aid Certification, and Certification Application to their respective ground campus. Ground campus deadlines may vary. Regardless of the campus at which you are enrolled, the approved Proctor Agreement must be submitted to the Online SRT – Proctorship instructor.

If a student is able to fulfill each step above, he or she will Completethe SRT - Proctorship and move forward to MS 215 and MS 235, Medical Assisting Clinical Lab I and Medical Assisting Clinical Lab II. If a student is unable to fulfill each step above, he or she will ContinueSRT - Proctorship and will not move forward to MS 215 and MS 235.

CPR Certification*

American Red Cross: CPR/AED for the Professional Rescuer and Healthcare ProviderOR

American Heart Association: BLS for the Healthcare Provider (CPR and AED)

First Aid Certification*

American Red Cross: Standard First Aid, Adult First Aid, or First Aid Basics OR

American Heart Association: Heartsaver First Aid

*Please note that only American Red Cross or American Heart Association can be used for CPR and First Aid and the certifications must be the ones outlined on the previous page. It is the student’s responsibility to ensure they take the correct courses and receive the correct certification cards. American Red Cross can be reached at (800) 733-2767 and American Heart Association can be reached at (800) 242-8721. Students are responsible for all costs associated with their CPR and First Aid courses.

Proctored Practicum

A proctored practicum is a for-credit, supervised learning experience for a student to complete during their Medical Assisting Services Program. Under the supervision of a healthcare professional, a student will demonstrate their ability to perform a variety of procedures and skills.
Please Note: During the proctored practicum, you will not work with patients, and will not perform any hands-on patient procedures. If you require additional medical supplies for lab procedures after you have received your medical kit you must notify your faculty member and approvals will be determined by the Medical Assisting Services Program Chair.

A proctor is a licensed medical professional who is currently working within the healthcare field. He or she will supervise and observe the student as they demonstrate specific Medical Assisting skills and procedures.

A proctor must be licensed or certified as one of the following:

Certified Medical Assistant (CMA)

Registered Medical Assistant (RMA)

Medical Assistant(With At Least 1 Year of Experience)

Licensed Practical Nurse (LPN)

Registered Nurse (RN)

Nurse Practitioner (NP)

Physician

Physician Assistant (PA)

Finding a Proctor

To secure a proctor for your proctored practicum, you will need:

Resume (if requested by a potential site)

List of the competencies that you are required to demonstrate (located at the end of this document)

ProctorAgreement (located in the SRT – Proctorship classroom)

There are a wide variety of resources available to assist you in your search for a proctor:

  1. Networking. Communicate with your personal network of friends and family members. (Note: While family members cannot serve as proctors, they can help you to develop a list of medical professionals who may be willing to serve as your proctor).
  1. Conducting a Targeted Search.
  2. Go to
  3. Enter your zip code and a search term such as:
  4. Physician’s Office
  5. Urgent Care Clinic
  6. Specialist Medical Office
  7. Medical Clinic (Except WIC Office)
  8. This will generate a list of local medical facilities

Creating a Proctor Record

Use the Proctor Record below to document each potentialproctor you are targeting in your search. Contact each proctor, and document your progress. Make a copy of this form, as needed.

Organization / Contact Name / Phone Number / Notes / Follow Up Date

Contacting a Possible Proctor or Practicum Location

When calling an organization, there are several people you may ask to speak with. In a large hospital or medical facility, you may ask to speak with the Education Department or the Human Resource Director. In a small medical facility, you may ask to speak with the Office Manager.

When contacting an organization, be sure to:

Introduce Yourself

Introduce Your School

Introduce Your Program

Provide Your Contact Information (If Leaving a Voicemail)

Whether speaking with someone directly or leaving a Voicemail, feel free to follow the script below for inspiration:

“Hello, my name is _____. I am a student at Herzing University, where I am enrolled in the ABHES (Pronounced AB-HESS) Accredited Medical Assisting Program. Part of my coursework requires me to demonstrate my Medical Assisting skills by working with a healthcare professional (a proctor) to complete a skill check using a kit provided by my school in a non-patient care setting. Since my proctor would evaluate my skills in a non-patient care setting, my school does offer the proctor or the facility a payment of $200 per lab course. Would this be possible at your facility?”

If you do not receive a call back, be sure to follow up with each potential site within 3-5 business days. Feel free to follow the script below for inspiration:

“Hello, my name is _____. I called on _____ to inquire about a possible proctored practicum opportunity. I wanted to check in to see if you’ve had a chance to review that request?”

When a dialogue is established:

Talk about your coursework and the proctored practicum. Demonstrate your eagerness to learn!

Take notes:

  • Facility Name
  • Contact Name (The Person You Spoke To)
  • Contact Title
  • Telephone Number
  • What Was Discussed

Offer to discuss the opportunity in person.

Offer to provide further information. If the potential proctor requests additional information, provide him or her with the Information for Proctorspacketfound at the end of this handbook. You may also encourage the potential proctor to contact your Proctor Specialist at Herzing University for more information.

Preparing for an Interview

If you are asked to visit a potential proctor facility location, think of it as a job interview.

Dress to impress.

Bring a copy of your resume.

Express your eagerness to complete your proctored practicum.

Smile!

If you would like to conduct a practice interview or discuss how to describe the practicum requirement, please contact your Proctor Specialist.


Securing aProctor

After a proctor has verbally agreed to support you throughout your proctored practicum:

Work with your proctor to complete a Proctor Agreement Form no later than two weeks prior to the start of MS 215 and MS 235 – Clinical Courses.

At this time, Herzing University will seek approval of your proctor from the Faculty Clinical Coordinator or the Medical Assisting Program Chair.

Upon receiving all required documentation, you will receive a Completion in SRT - Proctorship.

Medical Assisting 215 and Medical Assisting 235

Throughout MS 215 and MS 235, you will complete your Medical Assisting Clinical Lab I and Medical Assisting Clinical Lab II. Throughout each course, you will visit your proctorlocation and demonstrate your Medical Assisting competencies, using your medical kit. Both courses have an online component.

Achieving a passing grade in MS 215 and MS 235 can be accomplished by:

Consistent discussion and participation within each course discussion board.

Completing all required labs and submitting them with a signature from your proctor to the respective MS 215 and MS 235 courses.

Submission of a Course Ending Evaluation

Frequently Asked Questions

Can I meet with my proctor at my/their/someone’s home?

No, per ABHES Accreditation, you must meet with your proctor at a medical site – usually their employer – or a school.

How many hours do I need to complete?

Your proctored labs are not based on hours, but successfully demonstrating the assigned skills. You can estimate 10 hours for MS 215 and 12 hours for MS 235.

Do I complete any labs during SRT – Proctorship?

No, you will only complete your proctored labs during MS 215 and MS 235. SRT – Proctorship is a Complete/Continuetraining based on submitting paperwork from an approved Proctor.

Can my current or previous work as a medical professional count for my Proctored labs?

No, you must complete your proctored labs as assigned. If you already perform such skills within your normal duties, these skills likely will likely be less challenging to demonstrate.

How does the payment to the Proctor or the facility work?

Herzing University handles this process based on what the proctor and site notate on the Proctor Agreement. Students are not involved in this process and should refer proctors with questions about the payment option to the Proctor Specialist.

Can I complete my skills check at a Herzing University campus?

Yes. Please Note: You do not contact the campus to arrange this. Inform your SRT - Proctorship instructor if you are interested in this option.

I haven’t received my medical kit yet, what should I do?

As the medical kit contains supplies from different suppliers, it’s common for it to be on back order as the kits are created. You will not use your kit until MS 215 and MS 235. If these courses are approaching, please reach out to Ed Map.

I found a potential site but they don’t perform [insert skill here].

Your proctored labs are no-patient-contact skills check labs, so it is generally acceptable if the site doesn’t normally perform the skill, as long as the proctor has an approved credential. In the event that the site does not have equipment – such as an EKG machine – the proctor would walk the student through the skill to ensure understanding.

How do I ensure I am prepared to meet with my Proctor in MS 215 and MS 235?

While in the MS 215 and MS 235 courses, you will have skills and procedures videos to train you on a particular skill. You will need to practice each skill 10 times, document your progress on the progress notes, take the progress notes to your proctor to verify your practice, and then complete the competency check with your proctor.

Checklist

Passing SRT - Proctorship:

Completion of an approved Proctor Agreement

Submission of an approved CPR Certification card*

Submission of an approved First Aid Certification card*

Completion of an approved Proctor Agreement*

Any additional paperwork, as required by Herzing University or the Proctor Location

*Please Note: All students enrolled through a Herzing ground campus must submit their CPR Certification, First Aid Certification, and Certification Application to their respective ground campus. Ground campus deadlines may vary. The approved Proctor Agreement must be submitted to the Online SRT - Proctorship instructor.

Preparing for MS 215 and MS 235:

Read and understand the requirements of the proctored practicum

Make appropriate arrangements with family, work, and other commitments

Attend any required orientation for your proctorlocation, if applicable

Arrange a schedule with your proctor

Information for a Medical Assisting Proctor

Herzing University
Student Readiness Training – Medical Assisting – Proctorship

MS 215: Medical Assisting Clinical Lab I

MS 235: Medical Assisting Clinical Lab II


Information for Medical Assisting Proctor

Thank you for taking the time to meet with our student. We appreciate your willingness to learn more about Herzing University and our ABHES Accredited Medical Assisting Services Program.

About Herzing University Online

Herzing University’sOnlinedivision offers degree programs in healthcare, business, design, technology, and public safety. Herzing University Online has a diverse student body, with students residing in nearly every state in the United States, and many international students. Herzing University Online and is home to an ABHES Accredited Medical Assisting Services Diploma programand Associate Degree.

Program Overview

Our Medical Assisting Services Program educates students in the following competencies:

Medical Office Administration / Healthcare Regulations
Medical Billing & Insurance Processes / Taking Vitals and Medical Histories
Drawing Blood / Patient Examination Preparation
Explaining Diagnostic Procedures / Collecting and Preparing Lab Specimens
Informing Patients About Diets & Medication / Preparing and Administering Medication
Refilling Medication / Performing EKGs
Changing Dressings and Removing Sutures / Sterilizing Medical Instruments and Rooms

Our Medical Assisting Services Program is taught by highly credentialed instructors with extensive work experience and knowledge. Those teaching coding courses also hold certifications where appropriate from organizations such as AAMA and AMT.

Proctored Practicum Overview

Each student enrolled in Herzing University’s Medical Assisting Services Program is required to complete aproctored practicum to graduate the Medical Assisting Services Program. A proctored practicum is an important component of the program, offering each student an opportunity to work one-on-one with a medical professional. The goal of our Medical Assisting Services Program is to prepare each student for the successful completion of their certification exam and to enter the workforce with the knowledge and experience needed to be a productive member of a healthcare team.

Proctored Practicum Guidelines

Student Guidelines

As required by respective Proctored Location, a student will sign a Confidentiality Notice and obtain required immunizations and clearances prior to beginning their proctored practicum. (The proctor location is responsible for informing student and Herzing University of these requirements in advance.)

Proctor Guidelines

The proctoror the proctor location is entitled to a stipend,should they choose to accept it.

Each proctor must be licensed or certified as one of the following:

  • Certified Medical Assistant (CMA)
  • Registered Medical Assistant (RMA)
  • Medical Assistant(With At Least 1 Year of Experience)
  • Licensed Practical Nurse (LPN)
  • Registered Nurse (RN)
  • Nurse Practitioner (NP)
  • Physician
  • Physician Assistant (PA)

Each proctor will “sign-off” on each competency demonstrated by the student.

Questions & Concerns

If you have any questions or concerns, please contact:

Herzing University

Telephone: (866) 508-0748, Extension 66297

Fax: (414) 212-4645

Email:

Accreditation

Herzing University is accredited by the Higher Learning Commission, 230 South Lasalle Street, Suite 7-500, Chicago, Illinois, 60614-1413,, (800) 621-7400.All locations in the United States are required to be licensed or approved by their respective states and possess such license or approval.

Herzing University’s Medical Assisting Program is accredited by The Accrediting Bureau of Health Education Schools (ABHES). For more information, please visit the ABHES Website.

Proctored Practicum Competencies

Competencies For:

Diploma in Medical Assisting Services

Associate of Science in Medical Assisting Services

ABHES Competencies

Textbook: Kris Hardy

Tutorials: Cengage Online Video Series

MS 215: Medical Assisting Clinical I
Practicum / ABHES Competencies to Evaluate / Video Tutorials
Practicum 22
Infection Control
Pages 161-163 / Apply principles of septic technique and infection control:
  1. Aseptic hand washing
  2. Cleaning and sanitizing
  3. Disinfection
/ Skills and Procedures for Medical Assistants
Online Video Series
Program 4
Infection Control
Practicum 23
Telephone Screening
Pages 164-166 / Screen an incoming call from a patient requesting a refill on BP medication:
  1. Answer with a greeting, your name, the office name, and ask how you can assist the caller.
  2. Ask appropriate screening questions, and follow office protocol.
  3. Document the call.
/ Skills and Procedures for Medical Assistants
Online Video Series
Program 4
Telephone Screening
Practicum 24
Vital Signs
Pages 167-172 / Take vital signs:
  1. Temperature
  2. Pulse
  3. Respiration
  4. Blood Pressure
  5. Weight
  6. Height
Document accurately:
  1. Document the results of the temperature, pulse, respiration, blood pressure, weight, and height.
/ Skills and Procedures for Medical Assistants
Online Video Series
Program 5
Taking Measurements & Vital Signs
Practicum 25
Patient History & Communications
Pages 173-177 / Obtain and record a patient history:
  1. Be attentive.
  2. Listen for verbal and non-verbal feedback.
  3. Document the patient history.
/ Skills and Procedures for Medical Assistants
Online Video Series
Program 6
Patient History & Communications
Practicum 26
Examination & Treatment Areas
Pages 178-180 / Prepare examination and treatment areas:
  1. Prepare and maintain examination and treatment area.
  2. Be a “Team Player”
  3. Exhibit Initiative
/ Skills and Procedures for Medical Assistants