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.