EAST AFRICA PUBLIC HEALTH LABORATORY NETWORK PROGRAM (EAPHLNP) MENTORSHIP TRAINING REPORT

Transcription

1 EAST AFRICA PUBLIC HEALTH LABORATORY NETWORK PROGRAM (EAPHLNP) MENTORSHIP TRAINING REPORT Report compiled by Talkmore Maruta, Clinton Health Access Intiative (CHAI) Nqobile Ndlovu, African Epidemiology Network (AFENET) Martin Matu, East, Central and Southern African Health Community (ECSA-HC) Jacqueline Mumba, EAPHLN Project, MoHSW Tanzania June 2012 Page 1 of 8

2 1.0 BACKGROUND Laboratory Mentorship Training Structure Laboratory Mentorship has emerged as an effective means of accelerating implementation of quality management systems in preparation for accreditation. Embedding a mentor within the daily routines of the laboratory over an extended period of time enables the mentor to be able to understand the culture, practices and people and have enough time to foster positive changes. A facility based approach to mentorship was developed and implemented by Clinton Health Access Initiative. This iterative and workplace-based mentorship approach has shown some advantages over purely didactic based training in that it provided an extension of learning beyond the classroom to the workplace. This training program has been rolled out in Lesotho, Cameroon, Mozambique, Swaziland and Zimbabwe. Training Objectives The main objectives of the training were: 1. To train mentors on mentoring methods and techniques for use in both large and small laboratories in an embedded fashion over the defined period of engagement time 2. To understand the basics of Quality Management System and its linkages to the ISO 15189, 12 Quality System Essentials and the WHO AFRO SLIPTA checklist 3. To understand the ISO and be able to interpret the clauses and use different tools and job aids for immediate implementation at facility level 4. To understand the WHO-AFRO SLIPTA checklist question requirements and use the checklist for assessment, action plan and focused mentorship schedule development. 2.0 The EAPHLNP Mentorship Training Training participants The mentorship training was conducted from the July 2012 at Pan Afric Hotel Nairobi Kenya. The training was officially opened by Dr. Chris Masila, Project Coordinator, EAPHLNP,Ministry of Public Health and Sanitation, Kenya. In attendance was also Mr Solomon Gikundi, Virologist and Wilson Kungu, EAPHLNP, Kenya and Mr Martin Matu, Laboratory Specialist, ECSA-HC, Ms Nelly Mnzava, Administration Assistant, ECSA-HC Page 2 of 8

3 and Jacqueline Mumba, regional Training Coordinator, EAPHLNP, Tanzania. The training was facilitated by Mr Talkmore Maruta, Clinton Health Access Initiative (CHAI) and Nqobile Ndlovu, African Epidemiology Network (AFENET). The list of participants is hereto attached as Annex 1. A total of 18 participants were trained. The participants distribution by country was as follows: Country Number Kenya 5 Uganda 4 Burundi 1 Tanzania 4 Rwanda Training Progress Training Evaluation A pre and post training test was administered with the mean results shown in the figure below. The performance rose from a mean of 46% to 87%. Daily activities The 5-day training had both didactic and laboratory based practical hand-on sessions as per the attached program (Annex 2). The program was structured and administered as follows: Page 3 of 8

4 Day 1: Focused on defining mentorship, attributes of a good mentor and the techniques and methods a mentor could use for both small and large laboratories. An update of the WHO-AFRO SLIPTA process was given as a means of ensuring countries are kept abreast of the latest developments at the WHO, CDC and ASLM with respect to the SLIPTA process. Day 2: An introduction of Quality management and Quality Management Systems was done so as to ensure that even those who had no exposure to it are able to understand it. The QMS was linked to the 12 Quality System Essentials, the ISO and the WHO AFRO SLIPTA checklist. Participants were taken through the ISO standard, clause by clause. Clause 4 was discussed in detailed in class while Clause 5 was given as overnight homework for participants to read and discuss the following day. The session on ISO clauses involved understanding the clauses including how to interpret and implement requirements of the clause. To help participants appreciate the standard better and be able to go back and implement the requirements immediately, over 40 job aids were discussed and shared during the training. Day 3: The focus was on the WHO-AFRO SLIPTA checklist where each of the checklist questions (section 1-12) were discussed, explained and interpreted. This session, further cemented the understanding of the ISO standard by linking the SLIPTA checklist questions to the ISO standards discussed the previous day. The participants were then looking at the same standard but this time, from an assessor point of view. After understanding the requirements of each checklist question, participants were taken through how to conduct a laboratory assessment, including some assessment techniques. The participants also learnt how to translate the assessment to summary of assessment findings, to laboratory action plans and mentor schedules. A standardized template of the summary of assessment findings was discussed, which the mentor and the laboratory could use to generate laboratory action plan. An example of the mentor schedule was presented; a tool that is meant to allow the mentor to be focused as well as use it as a tool for monitoring and evaluation. Day 4 and 5: The last 2 days of the training were laboratory based practicals where participants conducted laboratory assessments using the WHO-AFRO SLIPTA checklist, after which they practice developing assessment findings summary reports and mentor schedules. Two groups (nine participants each) went to assess the laboratories; one went to Machakos District Hospital laboratory and the other went to the Central Public Health Laboratory. At the end of the day, participants came together in their groups to concuss and discuss the findings of the assessment and fill the SLIPTA checklist. Once filled, the participants then developed the table of non conformities as groups. On day 5, participants (in their groups) returned to Machakos District Hospital laboratory and Central Public Health Laboratory to provide feedback and discuss formulation of action plans. Participants also got the opportunity to practice mentorship skills. Page 4 of 8

5 Hands on Training As part of the hands-on practice, participants were divided into two groups and each visited CMRL and Machakos laboratories. Participants practiced using the WHO AFRO SLIPTA checklist, a tool critical in identification of gaps for mentorship. Following the assessment, participants prepared assessment findings and recommendations linked to ISO 15189, the standard laboratories will eventually be accredited to. On day 2 of the practical session, participants went back to give oral feedback, discuss findings and action plans. Post Training The mentorship training goes beyond the 5 day training with the facilitators continuing proving coaching. It was agreed that a network of these trained mentors from the East African Region will be established through having an listing. Mentors will be sharing their assessment findings, reports and schedules for a period of time before they are fully independent. Page 5 of 8

6 Annex 1: List of participants and Facilitators Page 6 of 8

7 Annex 2: Mentorship Training Program Mentorship Training Program June 2012 Day 1: Monday Start Time End Time Duration Description Facilitator 08:30:AM 9:00 AM 30 min Registration Host/secretariat 9:00 AM 9:20 AM 20 Min Introductions& Welcome remarks PIU/host 9:20 AM 9:40 AM 20 min Official Opening MOH 9:40 AM 9:50 AM 10 min Introduction of Training and Training Package Talkmore 9:40 AM 10:10 AM 40 min WHO AFRO SLIPTA Process Update Nqobile/Martin 10:10 AM 10:40 AM 30 min Coffee/ Tea Break 10:40 AM 13:00PM 2 hrs:20 mins Mentoring Overview Talkmore 13:00:PM 02:00:PM 1 hr Lunch 02:00:PM 03:00:PM 2 hrs Mentoring, Accreditation, and SLMTA Talkmore 3:00 PM 03:30:PM 30 min Coffee/ Tea Break 03:30:PM 4:30 PM 1 hr Mentorship: Country Experiences Nqobile Homework 1: Overview of Mentorship; Homework 2: Structured lab mentorship program Day 2: Tuesday Start Time End Time Duration Description Facilitator 8:00 AM 8:30 AM 30 min Review of Day One Nqobile 8:30 AM 10:00 AM 1 hr 30 min 10:00 AM 10:30 AM 30 min Coffee/ Tea Break Programming Lab Mentoring to Achieve Accreditation/Country Specific Mentorship Program Talkmore/Phoebe 10:30 AM 11:00 PM 30 min Introduction to Quality Management System Talkmore/Martin 11:00 AM 1:00 PM 2 hrs Understanding the ISO Standard Part 1 Nqobile 1:00 PM 2:00 PM 1 hr Lunch 03:00: PM 5:00 PM 2 hrs Homework: Understanding the ISO Standard Clause 5 Meeting the Requirements of ISO Standard Talkmore Day 3: Wednesday Page 7 of 8

8 Start Time End Time Duration Description Facilitator 8:00 AM 8:30 AM 30 min Review of Day One Nqobile 8:30 PM 10:30 AM 2hrs 10:30 AM 11:00 AM 30 min Coffee/ Tea Break 11:00 AM 1:00 PM 2hrs Review of the WHO AFRO SLIPTA Checklist Part 1 Review of the WHO AFRO SLIPTA Checklist Part 2 Martin Nqobile 1:00 PM 2:00 PM 1 hr Lunch 2:00 PM 4:00 PM 2hrs From Assessment to Mentorship Talkmore 4:00 PM 4:30 PM 2hrs Day 4 Logistics Host support Homework: Meeting the requirements of ISO Standard Clause 5 Day 4: Thursday Start Time End Time Duration Description Facilitator 8:00 AM 8:30 AM 30 min Travel to Lab for Hands-On Training Talkmore/Nqobile 8:30 AM 9:00 AM 30 min Meet with Hospital and Lab Management Talkmore/Nqobile 9:00 AM 9:30 AM 30 min Meeting with Laboratory Staff Talkmore/Nqobile 9:30 AM 1:00 PM 3 hrs 30 min Assessment for Mentorship Talkmore/Nqobile 1:00 PM 2:00 PM 1 hr Lunch 02:00: PM 3:00 PM 1 hr 1: Assessment for Mentorship Talkmore/Nqobile 3:00 PM 5:00 PM 2hrs Complete Activity 1, Summary of Assessment Findings and Mentorship Plan Homework: Group Work: Complete Summary of Assesment findings and Mentorhip Plan Day 5: Friday Talkmore/Nqobile Start Time End Time Duration Description Facilitator 8:00 AM 8:30 AM 30 min Travel to Lab for Hands-On Training Talkmore/Nqobile 8:30 AM 1:00 PM 4 hrs 30 mins Practice Mentorship / Implement Plan Talkmore/Nqobile 1:00 PM 2:00 PM 1 hr Lunch 2:00 PM 3:00 PM 1hr Practice Mentorship / Implement Plan Talkmore/Nqobile Back to plenary 3:00 PM 3:40 PM 1hr Report back on implemented plans Talkmore/Nqobile 3:40 PM 4:00 PM 20 min Next Steps LNTWG 4:00 PM 4:30 PM 30 min Graduation MOH Page 8 of 8