Training Officers Guide

July 23, 2009

Kansas Board of Emergency Medical Services
Training Officers Guide

The Kansas Board of EMS (board) is charged with the regulatory responsibility of EMS training programs. Part of these responsibilities include approval of single program provider continuing education, approved program provider status, retro-active approval of continuing education and enforcement of State statutes and regulations associated with continuing education. Enforcement of these statutes and regulations is accomplished through the approval process, training program inspections, compliance monitoring, technical assistance, audit processes and the board’s investigation committee.

This guide was prepared to assist training officers and their organizations in the planning and administration of EMS continuing education programs and assuring compliance with Kansas statutes and regulations governing EMS continuing education. It is hoped that the information presented here will answer most of the questions and prove to be a valuable resource to the training program. If answers to your questions are not found in this guide or if further clarification is needed, please contact the Education and Training section of the board at (785) 296-7296 or Carman Allen, Manager for Technician Services at carman.allen@ems.ks.gov.

The Sponsoring Organization

Various types of organizations may receive approval to conduct continuing educational offerings. These include but are not limited to: accredited post-secondary educational institutions, ambulance services, fire or local public safety departments, local community hospitals and corporations.

Training Program Coordinator

Each sponsoring organization shall name a training program coordinator who is responsible for coordinating continuing education offerings and who shall serve as the contact person for the board.

The training program coordinator for Kansas EMS, rescue and first response organizations, and corporations shall be a Kansas certified instructor-coordinator (IC) or training officer (TO).

The training program coordinator for educational institutions or hospitals shall be an individual who has training and experience in coordinating training programs of initial courses of instruction and shall provide, to the board, documentation of such training and experience.

The role and responsibility of the training program coordinator in assuring the development of competent pre-hospital emergency medical care personnel cannot be over stressed. Pre-hospital health care professionals work and make decisions that may have life long effects on victims of sudden illness or injury.

The following is a list of usual responsibilities of a training program coordinator. It is not intended to be listed in order of priority.

1. Maintain program credibility on behalf of the sponsoring organization.
2. Identify current educational and emergency medical issues and trends in the profession and apply analytic methods when integrating new information into the training program.
3. Implement program modifications based on program evaluations.
4. Implement program offerings based on quality assurance/improvement identified needs.
5. Supervise and evaluate the effectiveness of faculty
6. Assure competency of fellow technicians
7. Structure diverse education experiences to meet the needs of a diverse audience
8. Be familiar with educational theories and methodologies used to educate the adult learner
9. Provide a positive role model
10. Pursue personal and professional growth
11. Assure that training objectives for each class session are met.
12. Assure that laboratory training sessions utilize appropriate, clean, and working equipment and that there is at least one set of equipment available for every six student during these training sessions.
13. Recognize personal limitations and seek assistance when necessary
14. Be knowledgeable of the laws, regulations, and administrative processes affecting local, regional, and state pre-hospital emergency medical services systems.

The Medical Advisor

Kansas administrative regulations require that each continuing educational offering have a medical advisor for consultation. The medical advisor shall be a physician licensed in Kansas. The responsibilities of the medical advisor usually include the following:

Medical Control: The medical advisor is the medical control officer for the training program. As such, the medical advisor should provide clarification of medical issues. When an inconsistency or a controversy arises concerning medical issues, the medical advisor is the individual to clarify the situation.

Selection of qualified instructors for the training program: The training program coordinator should have the medical advisor review the list of proposed instructors and provide input as to capable individuals for teaching any given subject matter.

Liaison with local component medical society: The medical advisor should be educated as tot the special needs of EMS fireld operations and training. Through this understanding, the medical advisor can work with the medical society to assure these needs are met.

Course evaluation process: The medical advisor should be involved in the overall course evaluation process. This includes reviewing all completed evaluations; reviewing clinical objectives, availability of equipment and faculty, and the availability of an adequate budget. The medical advisor should, in addition to the training program coordinator, make recommendations as to how the training program can improve, with the goal of increasing technician competencies.

Guest Lecturers

Guest lecturers should be approved by the training program coordinator and medical advisor. A list of all guest lectures, a description of their experience, their credentials, their topic, the dates they instructed, and the location of the instruction should be kept on file at the training program’s administrative offices.

Facilities

The facilities necessary is dependent on the type of training that is to be conducted.

Classrooms need to be clean, well lit, provide a comfortable ambient room temperature, and provide space for faculty and students. Consideration needs to be made as to restrooms, desks and chairs, blackboards, projection screens, potential distractions, and electrical outlets to run audiovisual hardware. Compliance with the Americans with Disabilities Act (ADA) may be a necessary consideration as well.

Facilities should be considered and secured early in the planning process. Training programs are competing for use of local conference rooms, EMS field training facilities and equipment. Scheduling of available time to accommodate your program requires advanced planning and confirmation.

Equipment and Supplies

Medical and training equipment and supplies should be available in sufficient quantity to maintain a student to equipment ratio of 6:1 for laboratory training sessions. The equipment should be clean and in good working order. Some equipment will require corresponding disposable supplies such as oxygen for oxygen cylinders, syringes for airway training with ET or Combitubes, and protective barriers for CPR training on mannequins. Additionally, spare equipment in the event of equipment failure should be given consideration.

All training programs should have and equipment cleaning policies and procedures. Approved program providers are required to provide an equipment cleaning policy with their application for approved program provider status. Training programs are expected to enforce these policies and procedures to minimize the risk of transmission of disease processes.

Training Program Evaluation

Kansas administrative regulations require the training program to evaluate itself. The training program should have the students evaluate the instructors, facilities, and equipment and training aids. Faculty should also be provided the opportunity to evaluate the equipment, facilities, and other training issues. The evaluations should be reviewed by the training program coordinator and the medical advisor with the intent of improving future continuing educational offerings. A master copy of the evaluations and all completed evaluations shall be kept on file at the training program’s administrative offices and shall be submitted to the board upon request.
Course Records

Each approved training entity shall maintain appropriate course records as defined in Kansas administrative regulations. Course records shall be kept at the training entity’s administrative offices and shall be accessible to the board upon request. These records, at a minimum, shall include: a copy of all material submitted to the Board of EMS for approval; a copy of the course approval issued by the Board of EMS; a copy of all cognitive, psychomotor and affective objectives of all topics presented; the name, qualifications and experience of all faculty utilized; and agenda and schedule of all content presented, which includes at a minimum, dates each offering was presented, time allotted to each presentation, the location of the presentation, and the name and credentials of the individual presenting the material.

Additional records necessary to be maintained include master copies of all evaluation tools and all completed evaluation tools used in the training program, copies of each completed roster of attendance, master copies of each certificate of attendance to be issued for continuing education purposes.

Risk Management Concerns

In planning for a continuing educational offering, the sponsoring organization should be sensitive to risk management concerns. The risks of conducting continuing education course vary greatly depending on the level of the course of instruction. Some risks remain constant no matter what level of course is being provided.

Some concerns for risk include, but is not limited to safety, Americans with Disabilities Act, OSHA mandates relating to bloodborne and airborne pathogens, the Buckley Amendment, lifting and moving patients, and incident reporting.

The Single Program Provider of Continuing Education

The course approval process varies slightly. The approval process is directed by Kansas administrative regulations and Kansas statutes annotated. These regulations and statutes are somewhat inter-related. Therefore, the training program needs to be familiar with all statutes and regulations affecting training. A copy of these can be downloaded from the board’s web site www.ksbems.org. The statutes and regulations governing continuing education include:

K.S.A. 65-6124 Limitations on liability
K.S.A. 65-6129a Supervision of students or attendants during
training and continuing education
K.S.A. 65-6129c Training officer’s certificate; application;
requirements; renewal; denial, revocation,
suspension
K.A.R. 109-1-1 Definitions
K.A.R. 109-5-1 through 109-5-4 Continuing Education
K.A.R. 109-7-1 Fees
K.A.R. 109-8-1 Examinations
K.A.R. 109-13-1 Training Officers
K.A.R. 109-15-1 Reinstating attendant certification
K.A.R. 109-15-2 Recognition of non-Kansas credentials

Each application for approval of continuing education shall be complete, signed and received in the board’s office at least 15 days prior to the date of the offering. Each application for approval for approved program provider shall be complete, signed and received in the board’s office at 90 days prior to the date of first course offering.

Each application for approved program provider must include a signed application form; a continuing education program management plan which addresses, statement of purpose and educational goals, description of training needs assessment, description of selection and evaluation process for instructors and lab assistants, EMS training equipment maintenance and cleaning policies, description of how the amount of CE credit is determined, description for provision of agendas/schedules and certificates, description of how attendance will be verified, description of review process for evaluation of training, copy of infection control policy, description of quarterly reports and a description of records to be maintained and where they will be maintained and for how long.

Records to be maintained include:
Educational/learning objectives
Agenda/schedules
List of faculty and their credentials
Program pre-requisites (if applicable)
Performance requirements (if applicable)
Master certificate of attendance, which must include:
Name of organization
Name of participant
Title of, date and location of offering
Amount of CE awarded
Statement as to Board of EMS approval and CIN or PP
number
Printed name of program coordinator
Signature of program coordinator
Roster of attendance, which must include:
Name of organization
Title of, date and location of offering
Name of each participant
Amount of CE awarded
Signature of program coordinator
Completed program evaluations

Compliance Monitoring

The Board of EMS has a compliance monitoring program in place to verify that training programs are conducting their courses in compliance with Kansas statutes, Kansas administrative regulations and the programs plan. Compliance monitoring is conducted using the following methods:

An inspection of the training program may be conducted. Inspections may be with or without advance notice. The EMS Specialist or Manager of Education & Training will ask to review the records being maintained by the training program and may ask to inspect equipment used in the training program. The results of the inspection will be discussed with the administrative officer and documented.

In the event deficiencies are found, they will be documented and a repeat inspection may be scheduled for a later date. History or repeat inspections showing continued deficiencies may be referred to the investigation committee of the board for determination of a course of action.

Complaints, Investigations, Hearings and Appeals

All letters of complaint received by our office are referred to the investigations committee for determination of further action. Additionally, an investigation may be initiated by the administrator. The investigation committee will decide to either close the investigation without action, conduct an informal investigative inquiry, or to conduct a formal hearing.

An appeal of action taken by the board or board staff may be made by writing a letter to the administrator. The only exception to this process is the formal hearing. Results from a formal hearing are binding and without an internal appeal process.