support personnel

Working with Support Personnel & Vendors

Overview

• Focus on Occupational Therapy (OT) and collaboration with support personnel and vendors.

• Presented by Crystal Dieleman, Dalhousie University.

Page 2: Outline

• Types and qualifications of support personnel.

• Relationship between OTs and support personnel.

• Process for assigning and supervising work of support personnel.

• Responsibilities of the OT when working with supporting personnel.

• Limits on the work of support personnel.

Page 3: COTC Occupational Therapy Expertise

Managing Assignment of Services

• A7: Manage assignment of services to assistants and others.

  • A7.1: Identify practice situations benefiting from services by assistants.

  • A7.2: Assign services only to competent assistants.

  • A7.3: Monitor assignment safety and effectiveness via supervision and coaching.

  • A7.4: Adhere to regulatory guidance for assignment and supervision.

Page 4: Support Personnel

Types of Support Personnel

• Titles vary:

  • OT Assistants (OTA or OT aides)

  • PT Assistants (PTA)

  • Rehabilitation Assistants

  • Continuing Care Assistants

  • Educational Assistants

  • Behavioral Science Technicians

• These positions are not licensed regulated professions.

• Support personnel possess a variety of experience and education levels.

Page 5: Assigning Work to Support Personnel

• OT designates specific activities related to the service.

• OT remains accountable for the overall client program/care plan.

• Reference to COTNS Guideline on assignment.

Page 6: Working Relationship Aspects

• Key factors influencing the working relationship:

  • Scope of practice

  • Power differential

  • Trust and understanding

  • Communication

  • Conflict resolution

  • Education and training requirements.

Page 7: Supervision of Support Personnel

• Ongoing supervision is required for all support personnel in OT delivery.

• Regular contact between supervising therapist and support personnel.

Page 8: Supervision Elements/Strategies

Methods of Supervision

• Strategies include:

  • Direct observation

  • Record review

  • Feedback from clients, family, and team members.

  • Communication (in-person meetings, telephone, virtual platforms like Zoom and Teams, secure email).

Page 9: COTNS Practice Guideline: Informed Consent

• OT must document informed consent for assessment and intervention, including involvement of others (vendors, support personnel).

• Must capture clients or SDMs agreement for personal information use and disclosure.

Page 10: Key Responsibilities of the OT (Client Focus)

• Ensure client:

  • Provides informed consent for OT services by support personnel.

  • Receives care that is safe and effective.

Page 11: Key Responsibilities of the OT (Support Personnel Focus)

• Ensure support personnel:

  • Are accountable to the OT.

  • Understand roles and responsibilities.

  • Receive appropriate training and are competent.

  • Know when to contact the supervising OT, especially in emergencies.

  • Are regularly supervised and adhere to established task limits.

  • Record client interactions as per OT direction.

Page 12: OT Documentation

• Consent includes support personnel provision of service.

• Documentation covers assignment, monitoring, completion of service components, and compliance with standards of practice.

Page 13: Work That Cannot Be Assigned to Support Personnel

Restricted Activities

• Activities not assignable include:

  • Interpretation of referrals and assessments.

  • Interventions requiring continuous clinical judgment.

  • Modification of interventions beyond OT established limits.

Page 14: Working with Vendors

Vendor Definition and Roles

• Vendors: individuals or companies selling products, equipment, and services.

• Examples:

  • Pharmacies, home health centers, medical suppliers.

• Third-party payers include insurance and funding agencies.

Page 15: OT Responsibilities with Vendors

• Important to:

  • Have knowledge of available products/services.

  • Advocate for client resources.

  • Assist in informed decision-making.

  • Follow regulatory and employer policy guidelines regarding vendors.

Page 16: Conclusion

• Overview of occupational risk and risk management in OT practice.