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South Park Manager Tutorial

2026

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Roles and Responsibilities

  • Set up the rooms and clinic
  • Discuss student roles - who is going to see which patients, help sign up patients, etc.
  • Paperwork - sign up sheet, HIPAA forms, referrals, etc.
  • Cleaning up and closing clinic

Wifi: SPI-GuestWifi Password: SPIGuest2020!

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Brief Clinic Tour

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Brief Clinic Tour

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1.) Set up rooms

  • Room lights are at the back of each room
  • Wipe off/clean countertops if not clean
  • Put clean paper on exam tables
  • If the attending physician is running late, please call physician coordinators (contact info on email).
    • In the rare event you are unable to get in touch with anyone, please do not leave the clinic before 6:45!

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2.) Unlock cabinets

  • Keybox is located in second room on left hand side
  • Code is 7615
  • Unlock cabinets #1-9

7615

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Locks!

  • IMPORTANT NOTE:
  • When some of the locks are unlocked, the latch and spring may pop out.
  • THIS IS OKAY, IT DOES NOT MEAN THE LOCKS ARE BROKEN.
  • All you have to do is put the spring and latch back in when you go to close the cabinets and the lock will still lock.
  • Not all of them do this

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3.) Get ready to see patients

  • Give South Park staff a patient sign-up sheet in the purple folder
    • Place on front desk
  • Please encourage patients to come to clinic! Talk to them about clinic, what we offer, and answer their questions
    • Common areas
    • Dorm wings
    • Lounge area upstairs

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4.) HIPAA form

  • English and Spanish available
    • yellow (English) or blue (Spanish) folders on desk
  • Write patient’s first and last name legibly in top right corner
  • Have patient sign EVERY SECTION
  • ALL PATIENTS MUST SIGN HIPAA FORM BEFORE RECEIVING CARE
  • Completed forms go in a designated folder

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5.) Patient Charts

  • We now have an EMR!
    • We will have a dedicated EMR person/scribe to help with this
  • As a backup option, we still have paper charts located in green folder on the desk
    • It is the responsibility of the manager to ensure that ALL SECTIONS are filled in!!
    • Attendings MUST sign forms
    • If medications are dispensed, plan must include med dose, frequency, lot #, and expiration date

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6.) Referral Forms

  • In red folder
  • Only needed if patient is being referred for follow-up care (usually Charter Oak) – referral info is located on bulletin board - NEED TWO COPIES
  • Make a copy - one for the patient to bring to the appointment and one to file away

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Printer

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7.) Meds

  • Must record dose, frequency, lot #, and expiration date on outcomes log and inventory log
  • NEVER dispense expired medications.
    • If you come across expired meds, please store in cabinet 3
    • Medications expire at the end of the month. For example, “exp 8/28” means the medication expires 8/31/2028
  • Fill out this form every clinic to help keep track of inventory (one per clinic)

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8.) Outcomes log

  • Outcomes documentation
    • This form must be filled out for EACH patient seen at the clinic.
    • https://forms.gle/Mbj6oKMgBffLVX4W9
    • If wifi unavailable, record patient information and complete from home by end of night.
    • Fill in the form as prompted and use the comments section for extra notes!
    • This can be done on a South Park computer or a personal computer.
      • Easiest to complete during clinic as each patient encounter is complete. If you choose to do this at home, make sure you log all information (demographics, CC, diagnosis, medication details, volunteer team, attending, any issues).

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9.) Finishing Up

  • Make sure that all documents are stored in correct folders in the bin in cabinet #3
    • HIPAA forms
    • Patient charts (if applicable)
    • Volunteer logs
    • Referrals if any
  • Complete online forms (linktree)
    • Inventory form (one per clinic)
    • Manager checklist (one per clinic)
    • Outcomes logs (one per patient)

https://linktr.ee/southparkmanagers

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Cabinet 3: Storage for Bin

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10.) LOCK CABINETS

  • Lock all cabinets, make sure that keys are securely locked in lock box
  • Have a clinic volunteer recheck that all of the cabinets are locked
  • For any emergencies on clinic day, the Operations Team member on call for that month will be posted in the key lock box along with their contact information

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11.) Turn down the clinic

  • Turn off all otoscope light switches
  • Tear and throw away used exam bed paper
  • Ensure there are no loose papers or medical supplies on the counter
  • Wipe down counters and exam beds
  • Turn off lights in exam rooms and main clinic space
  • Take a picture of the clean clinic space
  • Contact directors if BioWaste container is full!

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12.) Proof of cleanliness

  • Email a picture of your completed manager checklist as well as a picture of the clean clinic space to the Directors, Directors of Manager Education, and Schedulers by the end of the day
  • (2 pictures total, emailed to 8 people total)

Emails:

Student Schedulers:

  • Julia Purcell jpurcell@uchc.edu
  • Emma Krebs ekrebs@uchc.edu

Directors

Manager education

  • Christina Vlamis cvlamis@uchc.edu
  • Romir Raj Rraj@uchc.edu

Operations:

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Tele-Interpreter Services

If you need an interpreter:

  • Call 860-679-2626 or 860-679-2000 to reach the operator
    • Request Language Line Services
    • Requesting department: South Park Inn Clinic
  • If needed, pin code is 3340
  • Please take note of the interpreter’s ID
    • At the top of the chart, write “Interpreter Used: ID #*****”
    • If you need to, you can ask the interpreter to repeat their ID at the end of the call
  • Document on the Outcomes form that an interpreter was used and what language it was used for

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Contact Information (2026-2027)

Manager Training:

  • Romir Raj rraj@uchc.edu 860-816-2777
  • Christina Vlamis cvlamis@uchc.edu 203-685-6144

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Student Schedulers:

  • Julia Purcell, jpurcell@uchc.edu 860-481-2342
  • Emma Krebs, ekrebs@uchc.edu 203-707-7610

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Operations::

Physician Volunteers

  • Megan Anderson, meanderson@uchc.edu
  • Madison Sakheim sakheim@uch.edu

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Feedback

  • If there was anything not included in this training that you think would be helpful for future managers please fill out the google form below:

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Thank you Managers!