 on the call. ACT is a leading online training and certification provider in the healthcare industry. And our goal is to provide quality education that prepares students to excel in the competitive healthcare landscape. We offer a simulation-based instructor-led trainings to deliver the best learning experience possible. And students can expect to learn in a very interactive, asynchronous format to gain skills necessary to enter an entry-level healthcare position in as little as eight to 12 weeks while also learning or earning nationally accredited certifications. And so with that, we hope that you continue to consider us in your pre-health journey. Now I'd like to turn it over to our speakers for today, Jessica, who is the head of our workforce development programs, and Emily, who is one of our clinical educators to kick off today's presentation. So over to you ladies. Oh, you're on mute, Emily. Sorry, thank you so much, Janie. Jessica, are you able to share your screen? Okay, so welcome everybody. Again, we're here to talk about bridging the gap, student to medical assistant. And I'm one of the assistant course instructors, and then we have Jessica, as Janie said. Okay, so for our agenda for today's session, we're going to do some quick introductions and welcome to all of you online. We're going to then start talking about transitioning from student to the workforce, which is something that commonly comes up as questions when we're interacting with students. Jessica's going to do some great career development highlights and resources, and then we're going to end with an interactive Q&A. Thank you so much, Emily and Janie, for that introduction. My name is Jessica Angalescu. I'm the head of workforce development here at ACT. I come with over 13 years of background and experience and knowledge into talent acquisition, human resources, and just last year, made a transition into career development, professional development, very passionate about healthcare, creating strategies, assisting students in their career goals and in plans, and just really ensuring their success. So I would first like to start off with a brief intro into our career development department. So the career development department is dedicated to supporting individuals in their professional growth and advancement by providing a range of resources, services, and guidance tailored to the needs and aspirations of our students and alumni. Our mission in the department is empowering individuals to navigate their career journey with confidence, resilience, and purpose through personalized guidance, resources, and opportunities. And our vision is to cultivate a dynamic and inclusive community where every individual can unlock their full potential, pursue and fulfill their careers, and contribute meaningfully to the workforce. Like I said, before we jump into the Q&A, let's see how our career development can assist you with the transition from a high level. So we offer a range of resources to support our students and alumni in your personal and professional growth from goal setting to being an alumni. These resources are definitely essential for staying competitive in today's shop market. And by utilizing these offerings, you can gain valuable guidance that's specifically tailored to you and your aspirations. You can also stay updated on industry trends and connect with professionals who can offer support and insights. So all in all, engaging with our career department and resources is crucial for navigating transitions successfully and achieving growth and success in your chosen field. So when you're transitioning from student to the workforce, there can be significant shifts in your life. These mostly involve time and effort adjustments. So when we look at the first piece in the transition, this is really about mindset. And you really want to focus on academic achievements to really embrace that professional growth and development. It requires an understanding the expectations of the professional world, like adhering to workplace norms, meeting deadlines, and collaborating with colleagues. Secondly, you must learn to translate your academic knowledge and skills into practical applicable competencies that are relevant to the chosen field, industry, or job specifically. This often involves gaining relevant work experience. You can do this through internships, externships, co-op programs, part-time jobs to really assist you in bridging that gap between academic theory and real world application. And additionally, transitioning from student to employee really involves building that professional network and personal brand. When we look at personal brand, networking is essential, especially in today's market. And it really opens the doors to discovering job opportunities, mentorships, and accessing available resources for advancement. You want to be sure that you are creating a strong personal brand with your resume to show your unique skills and experiences to potential employers, but also understand the steps involved in transitioning is important. And there are several reasons why. So when we look at those, it helps individuals set realistic expectations and goals to align their career and really helps you make informed decisions about your professional development. It also enables you to practically prepare for the challenges and opportunities that will come when you enter the workforce, which will help the likelihood of you feeling overwhelmed or unprepared. And then lastly, understanding the process really empowers you to take control of your journey, seize any opportunities for growth, and ultimately achieve success in your new role. So when we're looking at the actual steps in transitioning, you first want to gain insight into the various career paths in industry to be able to make that informed decision about your future. This can include volunteering, mentors, recent research, and other outlets. Be sure to, you know, really dive into and look at the effective techniques for setting and achieving your goals. This will ultimately help you drive that success. You can ask yourself questions like what are my passions? What are my career goals? And how do I get there? Also learning the importance of networking and practical methods to expand and leverage your professional connections. You can do this through webinars, events, conferences, or simple outreach on social media and other platforms. But one way to stand out in today's job market and enhancing employability and growth is ensuring you're honing in on the essential skills. So an example would be if you've selected your career, now what? What are the soft skills? What are the hard skills? What are the competencies that employers are looking for in the given job or industry that you are planning on working in? So when you look at that, you also want to gain practical experience. This is when you learn how the relevant skills and knowledge is significant to your role. And through internships, externships, you can really impress potential employers with showing your dedication to your career by gaining that experience. You also want to craft an impactful resume, cover letter, and again your personal brand to really stand out. But you also want to look at finding out what are the most effective strategies and tools that's going to help you become the most successful in your job search and kind of tailor that around the positions that you're looking for. One of the biggest things you can do to help with strategies is reaching out and connecting with individuals who have a current job or previous job for that matter in that field or that specific position and kind of talk with them about the different types of questions that you do have that you're unsure about. And eliminating anxiety and nervousness to be able to confidently get through job interviews and leave a lasting impression. This is one of the biggest things that I hear from students is how they can't get over the anxiety or the nervousness during the interview to be impactful. But with today's technology, there are tons of AI and platforms available to assist you with this. There's one that can do interview notes. There's one that can do resumes. There's one that can do mock interviews, chat GPT and researching the common interview questions. But the biggest thing that I have seen in the field and for myself is practice, practice, practice. So you can also ask for guidance from our career development department, your network, any connections or mentors to assist you in managing life from being a student to the professional world, and just really overall helping you to adapt. So before we jump into the Q&A, I do want to clarify that the answers that I'm providing you all with today are not specific to any particular organization, employer, clinic. These are just broad, general overview and insights only. And the questions that we will address are centered around what to expect after you go through your job search and interview and you've accepted the offer. So we'll start with, you've accepted an offer, now what? Okay. Our first question, how can I manage the transition from student to employee effectively, both personally and professionally? That's a great question. So really being aware that transitioning involves adjusting to new routines, responsibilities and expectations. You really want to set realistic goals and timelines for yourself to ensure you don't burn yourself out. So one way to approach this is with the growth mindset. So you really want to view the challenges and opportunities for learning and development by being open to new experiences and feedback and adapting to the demands of your new role. These are factors that are essential in your progress. Take notes as you go. Identify what's working and what's not working. And staying curious by asking questions, seeking out opportunities and actively pursuing growth opportunities that are aligned with your career goals, because this will ultimately aid in your success. Another way is to contact friends, family, mentors, colleagues for support during the transition. Share your experiences, your concerns with individuals who can offer guidance and encouragement. The transition can be overwhelming. So you do really want to make sure that you invest the time enough for building positive relationships and being genuine and interactive and listening, actively asking questions and just really being collaborative to create that supportive environment. One way that I like to do it is establishing a daily routine that incorporates not only work but also self-care, personal interests. Really try to create that schedule so you can have that work-life balance. With that, it can help you maintain balance, manage your time effectively. I like to use my calendar. I have one calendar that joins all of my calendars into one so I can see when I'm free, when I'm not free. When you're looking at your day-to-day and saying, I'm stressed out, you really want to establish those boundaries, practicing mindfulness, exercise, or relaxation exercises can definitely help. I like to walk every morning before I start work for 30 minutes and just kind of helps me clear my mind and kind of prepare myself for the day. You really do want to make sure that you prioritize your self-care by setting that time aside to avoid over committing yourself, feeling overwhelmed, and being burnout. Absolutely. I love what you said about self-care. That often gets so low on our priority list and it should be the top one. Love that. How long does the onboarding process typically take? From a general perspective, the duration of onboarding can vary depending on a few different factors, the complexity of the role, the organization structure, and individual's progress. In healthcare specifically, the onboarding process can take anywhere from a week to months depending on the employer and state requirements. With that being said, I do want to kind of talk about tips and tricks to kind of navigate that process effectively to stay engaged and excited. During onboarding, there is a part of the process called orientation. This can take you through typically the onboarding process for the role. It really gives you a clear idea of what to expect and just help you plan accordingly. I personally print everything off. So as I get things done, I like to check mark them off or an Excel sheet. So I just kind of make a full-on list and mark them off as I go. You really want to make sure that you're keeping track of milestones, deadlines, training sessions throughout this process. You can use again the checklist or calendar to ensure you are completing the task in a timely manner. You can also set calendar reminders to keep track of dates during the process. And if you're ever unsure, you really want to make sure that you're asking questions when you are unsure of what to do or what steps need to be completed. There are available resources and support systems to facilitate your onboarding experience. You're typically paired with a human resources or HR representative that will work with you through the process to make sure you have all of your documents and items in place and in on time. They often provide it through email. This can include training materials, any types of programs, contact information for the HR representative. But looking at the onboarding process as a whole, you want to be sure that you are adaptable to the changes, any unforeseen challenges that can arise during the onboarding process, especially in healthcare. Most of my 13 years of experience has been in medical scribe companies. So I've kind of seen how things can arise and how they vary from employer to employer. So you can really use this onboarding process and period as an opportunity to connect with the HR representative colleagues and establish those relationships. A lot of good information. You don't know what you don't know. No, it can really be a lot, especially in the healthcare field. That's kind of why I'm reiterating that. So just stay encouraged and engaged and excited. It's a super important point. Okay. So we touched on this a little bit, but what should I expect during the new employee orientation process? Yeah. So during the orientation, this can be either on site or conducted virtually. I've seen hybrid models also with the changes that COVID brought to companies. But in the orientation specifically, you're going to learn about the organization's history, missions, values, their culture. You'll also likely complete paperwork related to your employment, credentialing, payroll benefits, any HR processes that you need to read over and acknowledge. You'll also, especially in healthcare, have to present items like vaccinations, immunization records, you'll complete background checks. Some employers do drug screening and these are just some examples. Some companies still do reference checks. So really depending on what the requirements are, you'll also receive information on company policies, code of conduct, safety regulations. Be sure to pay attention to the details and again, ask questions when you're in clear. During orientation, you'll also learn about any available resources, support systems or channels for assistance that you can utilize. Again, may include an HR representative mentor. Some employers also have employee assistance programs. So just make sure you take time to introduce yourself a little bit about who you are and the role you play. Often orientation will include training sessions for on-the-job specific tasks, company procedures, safety protocols. You'll familiarize yourselves with the tools and technologies used in your role, such as software systems like EMRs, EHRs, medical equipment, communication platforms. One thing I have learned is if you have, for instance, an IT issue, make sure you reach out immediately to get that resolved. You'll also get acquainted with your workspace, especially if you're working on site. Take a tour of the facilities, where's the break room, where's the lunch room, where are the patient rooms and where equipment is also. Okay. Well, I have a designated mentor or buddy to guide me through the initial stages. Great, great, great question. So if the organization does have a formal mentorship or buddy system, the first thing you want to do is really understand the expectations and the responsibilities of your mentor or your buddy. Things like how often you'll meet, what topics or areas that they can assist you with. But once you do get paired with a buddy, you want to make sure that you introduce yourself. And if a meeting is not scheduled, take the initiative to go ahead and schedule it and use that as an opportunity to get to know each other, discuss your goals, and really establish that relationship. You want to make sure that you also communicate openly throughout the onboarding process if you're introduced that early. Some employers will wait until after, more with the training to get you onboarded with your buddy. During this time, you can talk about challenges, questions, where you need support. Just make sure that you're open and receptive to their guidance and feedback. Working with your mentor or your buddy to really set those clear objectives and goals for your onboarding period. This can be mastering specific skills within the clinic, understanding the processes, and just really how to build that relationship with other coworkers. You really want to also take advantage of them and their expertise and the knowledge in the organization. They often can provide tips and tricks. They can introduce you to key stakeholders and really help you navigate the company culture more effectively. You also want to periodically reflect on this relationship and evaluate whether or not it's being effective, considering what's working well, what can be improved, any communication adjustments, or additional support that you may need. As always, you want to make sure that you express appreciation and gratitude for the guidance and support provided by the mentor or buddy. A simple thank you can go a long way in nurturing a positive and mutually beneficial relationship. Lastly, you want to make sure that you pay it forward. As you become more experienced in your role, consider being a mentor yourself to those who are new to the organization. Really sharing your knowledge and experiences can create an environment of learning and support. What training programs or resources are available to help me adapt to my new role? Some of the resources available are the job specific training. This can include instruction on using specific tools, software, equipment relevant to your position. There may also be shadowing opportunities where you can observe, experience colleagues in action, gain hands-on experience, to learn the best practices of the office or the clinic, and gain real insights on day-to-day tasks. Some employers do have online learning platforms that can offer courses that are relevant to your field or your job role. They can also have internal training materials, manuals and resources, policies, procedures, protocols, that they do not necessarily ask out but provide you during the onboarding orientation and training. At this point, you can ask about the mentorship or buddy system to help you navigate through the process. You can ask your supervisor for feedback on your performance, ask for, you know, what am I doing well? What could I work on? This can be a really great and proactive way to tailor your learning and development and your goals while addressing any gaps in your skills or knowledge. You can also be proactive and seek out resources and opportunities for skills and development yourself. You can do a simple Google search, you know, your position title and learning opportunities, or if you know some areas specifically, you can just Google free training resources for X, Y and Z. But again, you want to make sure that you do set time aside for yourself so you don't become overbooked and burnt out. What are key policies and procedures I should be aware of as a new medical assistant? Yes, these. Okay, so the first one we want to talk about is HIPAA compliance stands for Health Insurance Portability and Accountability Act. These are regulations regarding patient privacy and confidentiality. You really need to understand the importance of safeguarding patient information and following the HIPAA guidelines in all interactions. You'll learn about infection control protocols to prevent the spread of infections in healthcare settings. Some examples could be proper hand hygiene, personal protective equipment or PPE, disinfectant procedures. You'll also learn about documentation. Each clinic can have different ways that they use the Electronical Medical Record or EMR systems. I know some clinics still use paper training, but you're not likely to see it that often. But some examples are patient information, treatments, interventions. You do really want to make sure that these are documented timely and accurately. So you'll also familiarize yourself with the organization's code of ethics and professional standards. Examples are integrity, honesty, respect, patient autonomy. You have to ensure that it in all interactions. You'll also look at and review and sign off on safety regulations and protocols just to ensure a safe environment for patients, colleagues and yourself. Some examples are handling of hazardous materials, emergency response procedures. Another key policy is scope of practice. So know the task and responsibility that you are authorized to perform and what those require, if they do require a licensed healthcare provider to be with you, medication, handling and administration in relation to medical storage, preparation, administration, documentation, any emergency response protocols, including CBR for state medical emergencies. Most times employers will provide regular training and drills to ensure that you maintain your readiness for any emergencies. Another one is understanding and respecting patients' rights, including consent, confidentiality and respectful treatment. So some examples of that one could be patients' needs, their preferences in professional boundaries. And then any continuing education requirements. Some companies do have a set of required trainings that they'll provide you on a yearly basis, confidentiality, HIPAA, things of that nature that they do provide. Okay, how can I best integrate into the existing team and establish effective communication with colleagues? That's a good one. Yes, so you really want to sit back, observe and listen. You want to make sure that you're really paying attention to the team's communication styles, preferences and dynamics. I know we talked about this before, but introducing yourself, making sure you are approachable, share a little bit of information about yourself, expressing your enthusiasm for training the team. Again, feel free to ask questions when you need clarification. This really shows that you're interested in learning and contributing to the ways of the communication within your team. And always be open, approachable so that your colleagues can approach you with questions or concerns or any ideas that they may have. Another thing in communication is make sure it's clear and concise. You want to use straightforward language, avoid jargon or technical terms. It can be misunderstood or not understood, so just really ensure you're communicating in a clear way. You also want to be respectful of anyone that you work with and their diverse backgrounds, perspectives and communication styles. One thing that I've been taught is really adapting how you communicate with an individual based on how they want to interact with you. And then really actively participating in any meetings, discussions or activities. Be sure to contribute your ideas, insights and any expertise that you have to really encourage everyone to do the same. I've been in plenty of work meetings where nobody talks until one person talks and then they all start talking. So just be the one that opens up and initiates and starts the conversation. You really want to be sure that you do take interest in individuals that you work with, their interests, hobbies, personal lives. This can really connect you on a personal level when you find that common ground. Make sure you follow up and follow through on conversations and your requests that have been made or action items that you're responsible for to demonstrate reliability and accountability. Examples of any progress you have made on XYZ task, any changes made to a process or any updates that you have to keep everyone informed and on the same page. And really want to make sure that you acknowledge and celebrate your team's success and achievements. I've always said to celebrate everyone, no matter how big or how small. But overall, you really want to ensure that you maintain professional in all communications and workplace interactions, even in challenging and stressful situations. Making sure that you're handling any disagreements or conflicts respectfully, seeking resolution if you need to get a supervisor involved, if you need to get HR involved, definitely do so when the situation arises and not later on. Okay. What are the expectations regarding professionalism and conduct in the workplace? Yeah. So the first one is the dress code. You want to make sure that you're following the policy for your workplace and ensuring that it reflects professionalism and respect for the environment. Most typically in healthcare, they'll have a particular color or they provide you with or you have to purchase scrubs. But kind of depends on, you know, what the policy is. You also want to make sure that you arrive on time for work meetings and appointments. So be punctual, make sure you're attending work, notify anyone if you're going to be tardy, but, you know, don't go overboard and be tardy every day. This will, you know, show the employer that you are reliable, you have respect for other people's time, and you're fully committed. So when it comes to communicating, be professional, respectful with anybody, this includes colleagues, supervisors, patients, and anybody else using courteous language, active listening skills, and the appropriate channels of communication. You want to make sure you uphold ethical standards and integrity and all your interactions and decisions. Some examples would be patient confidentiality, the professional codes of conduct that the employer has, avoiding conflicts of interest or any unethical behaviors. And when it comes to handling the conflicts or, you know, any disagreements, you really want to take steps to listen actively to, you know, what the person is saying, seek a common ground and work towards mutually beneficial resolutions, but again, remaining professional and respectful. You can also expect to demonstrate adaptability and flexibility in responding to changes, challenges, and any new initiatives in the workplace. You can do this by embracing the change in a positive manner, seek opportunities for growth, seek clarifications on anything that makes you feel uneasy, or that you don't feel like you know, but also being open to, you know, learning and developing yourself. And you also want to take responsibility for your actions, decisions, and outcomes, follow through on what you've committed to in regards to, you know, deadlines, progress, updates, really strive for excellence while, you know, holding yourself accountable. You want to encourage continuous learning and professional development to develop your skills, abilities. You can ask supervisors, pursue training opportunities that you find yourself, but always seek to, you know, improve yourself from a personal and professional standpoint. Okay, what opportunities exists for advancement or further education within this organization? So I think I have a typo, so I do apologize. So this should be opportunities that exist for further education within the organizations, meaning the employers that you work with. So some companies have in some companies don't or they have a little bit. If they do have opportunities for advancement or further education, this could be a career development program. These are designed to support employees' growth and advancement. These can include mentorship initiatives, leadership development courses, tuition reimbursement to further your education. Another way is to keep out an eye out for internal job postings that align with your career goals and interests. You can directly apply for those opportunities for advancement to really allow you to expand your skills and responsibilities within the organization. You can also actively participate in performance reviews, assess your progress, receive feedback, and discuss the opportunities for growth. Typically this is done with a supervisor. You can use these discussions to outline your career goals and aspirations with your supervisor. They can also go further and say, okay, we're going to do X, Y, and C trainings. This will get you to the position that you want to get to. It's just really a goal setting of where you're at, where you want to be with a company. You can also engage in networking opportunities to connect with colleagues in the field, co-workers, key stakeholders. You can often see mentors. You can see career advice as well as other advancement opportunities. A lot of employers do post new job opportunities on social media also. Some employers may have any training in certification programs. Acquiring new certifications or specialized training can really increase your markability and eligibility for promotions or lateral moves. Some companies also have volunteer, where they take a day and they go volunteer for the Red Cross or Feed the Hungry or internal projects that they're working on. This will really allow you to collaborate with the different departments in the organization. It can help broaden your skill set, increase your visibility in the organization, and really position you for future advancement opportunities. You can also stay informed about organizational changes, strategic initiatives, and upcoming opportunities. Some employers will send out emails. They'll do newsletters. They can post it on their career website. You can attend company meetings. Again, social media, a lot of employers are moving to post a lot of great information online nowadays. What resources are available for support and feedback as I settle into my role? Excellent question. Your supervisor is typically your first go-to and primary resource for support and feedback. Most employers, they'll schedule regular check-ins weekly or bi-weekly, kind of depending on the clinic. Again, policies, procedures, protocols. This is the time when you want to ask questions, get guidance on any job-related matters, but this will really help you build support for your colleagues as well and your peers. They're a good resource to ask for support insights as well as any advice that they may have from their experience. If they have a mentorship program, definitely that's a great way to get settled in. Again, they can provide the guidance, share expertise, and offer support and navigating your career development. The HR department can also be a resource to assist any matters related to benefits, policies, procedures. They can support with administrative tasks, any employee relations issues, and any development opportunities. Again, if available, training and development programs. This can include workshops, seminars, online courses, or certification programs that are relevant for your role. We did talk about employee assistance programs or AEPs a little bit before, but they offer confidential support and resources for personal and professional challenges. This can include counseling services, stress management techniques, work-life balance strategies, so you can really utilize these services if the organization has them to address any concerns or difficulties that you may encounter. You can join professional associations or industry groups related to your field. Again, social media, they offer opportunities within networking, educational resources, and forums where they share best practices, and Q&A, and advice from peers. But all in all, you really want to make sure that you are taking time to self-reflect, and assess, and evaluate your progress, your strengths, and your areas for development. And then based off that, you know, set personal goals, track your achievements, celebrate your achievements, and identify strategies for continuous improvement. So that's it for our Q&A. Thank you once again for being with us. We definitely look forward to accompanying you on your path to success. If you have any questions or would like further details about services offered, I put our contact information on here as well as our job board so that you can jump on there, see what jobs are available. But together, we can shape a brighter future for healthcare professionals everywhere. Thanks so much, Jess, for the wealth of information you just shared, as well as you, Emily. I also posted the link to our job board on the chat. Also monitoring the Q&A bar, I don't see any questions, so just want to give folks on the call a few minutes to add their questions in the chat. If there are no questions, just want to quickly put a plug in for our upcoming webinar that sort of expands on some of the things Jess just talked about in this session, and it's around really crafting the perfect resume to get attentions of employers. So we'll go over a components of a great resume, sort of how to leverage linked in for networking and really take advantage of your network. We hope to see you all at that webinar. It is scheduled for Friday at noon Eastern Standard Time. So still monitoring the chat for questions, I don't see any. So any final words for our participants, Emily or Jess? Happy Wednesday. I know that was a lot of information we shared, but again, if you need anything at all, do not hesitate to reach out to us. We're always available to support your adventure moving forward. Absolutely. Use our contact info if you need anything at all. Of course. Thank you both so much for your time and thanks everyone who was able to join us for the call today. Hope you have a good rest of your day and looking forward to seeing you all on Friday. Thank you.