When your supervisor tells you to hire 60 co-op students for the fall 2017 term, what goes through your mind? That's exactly what happened to Waterloo alumna Chelsea King. She was given the job of recruiting co-op students for a major digital upgrade at St. Joe's Hospital.
"When I heard we needed 60 students, I thought it was crazy," laughs Chelsea King, a project analyst at St. Joseph's Healthcare Hamilton.
As a former co-op student herself (she graduated from the University of Waterloo's Science and Business program in 2016), she knew how to recruit the best talent. King posted jobs at 15 post-secondary schools across Canada, screened 300 applicants, conducted 150 interviews and ended up with 58 of the best co-op students in Canada.
Thirty-five students on this co-op dream team were hired from the University of Waterloo.
Affectionately dubbed "a co-op army" by King, the student team was hired to help launch the Dovetale project, a new digital infrastructure for patient care at St. Joe's. This fully integrated, safe and secure information solution will place all of a patient’s information in one location. Patients will only need to tell their full story once, and all caregivers will see that same information. This move will make St. Joe's a fully electronic hospital, one of only eight in Canada with this level of technology today.
"The pace of healthcare, the information we need to care for patients, is really significant," says Dr. David Higgins, president, St. Joe's.
With a paper-based system, a single visit to the hospital could result in over 180 pieces of paper, creating a potential for error and inefficiencies. Dr. David Higgins, President of St. Joe's, says that it's time to move from pen and paper to the digital age.
"The pace of healthcare, the information we need to care for patients, is really significant," says Dr. Higgins. "A patient may be on 12 or 13 medications, have different needs, and even one error, even moving from one location to another, is a profound source of risk."
Co-op students were hired for a variety of positions including technical readiness testing, change management, data validation and training hospital staff on the new software. Bharath Sritharan, a second-year biochemistry student at Waterloo, worked in the operating room during live procedures, charting the digital process in real time as a training exercise for doctors and nurses. He says he faced challenges in his role.
"I've seen some staff with a resistance to change, afraid the new system will be slower or compromise patient care," said Sritharan.
He says he loved the sense of accomplishment when those same doctors or nurses got excited about the new software after interacting with it.
Ross Johnston, executive director of co-operative education at Waterloo, says that hiring 35 co-op students in a single term may be unusual, but support from fellow co-op students can actually help them be confident and successful in their roles. He is in awe of the work that has been accomplished with the Dovetale project.
"It's incredible, the courage shown by St. Joe's to take this leap toward becoming a fully digital hospital," says Johnston. "We are so proud that our students have had the opportunity to make such an impact on this project."
St. Joe's officially flipped the switch to a digital state on December 2, 2017 at 2:00 a.m. But the work of the co-op students didn't end once the system was live. There were six weeks of 24-hour support provided following the launch, with some shifts staffed by co-op students.
King says the co-op team has been up for the challenge, even with some work happening after 5:00 p.m. "It’s not always ideal, and they don’t get a desk and an office at times, but they've been so flexible throughout all of this," she says.
Tara Coxon, chief information officer at St. Joe's (and another Waterloo Science and Business grad), isn’t surprised that the students are so adaptable. A strong proponent of the co-op experience, she knew that bringing in a large co-op team would get the job done. Her message to the students:
"We would not be here without you," says Coxon. "You are an integral part of our team. You are key."