Programs handbooks

Medical Assisting: Standards and procedures

Procedures

Clinical lab rules and expectations
  • Safety
    • The following behaviors or actions may be grounds for dismissal from the lab session that day and may prompt a disciplinary review process.
    • Any behavior or actions which put the safety of students or PCC staff at risk.
    • At no point should there be an open and visible needle without an instructor present and watching.
  • Safety guidelines:
    • Students must follow OSHA Standard Precautions and Universal Precautions at all times while in the lab. This includes abiding by PPE regulations.
    • Students must follow phlebotomy techniques as given by PCC instructors.
    • All phlebotomy procedures must be directly supervised by an instructor.
      • Always maintain diligent control with open needles. Open needles are immediately used or discarded. Used needles must have their safety guards activated immediately. All used needles and adapters must be deposited into a biohazard sharps container as one unit, including ensuring the container is not over-filled, and flushing after depositing.
      • Per the Portland Community College Medical Assisting program’s Exposure Control Plan (ECP), in the event of a needlestick accident, cleanse the site with soap and water for a minimum of 30 seconds, then inform your course instructor. See the Health and safety section for more information.
    • No eating in the lab. Drinks must have lids and kept in the student desk area.
    • No drinks or food are to be stored in the lab fridge.
    • Exam tables are to be used for those participating as patients only.
    • Students must cleanse their hands both before and after each procedure.
  • Confidentiality and communication:
    • Information obtained or discussed in the lab is confidential and is not to be shared with anyone not in need-to-know position, nor at any time outside of the lab.
    • Professional and respectful communication is required. All language, comments, and actions made should be constructive, non-offensive, sensitive to diverse perspectives, and related to program tasks.
  • Dress code and uniform:

Ethics and conduct

Professional standards and conduct requirements

In accepting admission into the MA program, the student commits themself to the generally understood ethics of the health professions and specifically to the ethics of their chosen profession. Ethics will be addressed throughout the course of study.

An extremely important aspect of professional ethics is the maintenance of the confidential status of patient medical records and physician/facility business. This applies to information obtained in the classroom, in the laboratory, or during clinical practicum. Confidential information must not be disclosed to unauthorized individuals, including family and friends.

Medical Assisting students are to carefully follow the Academic Integrity Policy. Unless the instructor directs otherwise, students are expected to complete assignments on an independent basis. Asking another student or graduate to share projects, papers, modules, or tests is considered unethical behavior. It is equally unethical to share materials with a student who intends to cheat.

Unethical or unprofessional conduct will prompt a disciplinary review process. See Due process for violations.

College policies

Students are required to read, understand, and follow college and program policies, standards, and ethical guidelines. In addition to reviewing the policies linked in this section, any additional requirements described in the section for one’s program of study should be reviewed and followed. Students assigned to clinical sites are required to learn and follow the policies, rules, and regulations required by the site. Students are encouraged to reach out to program faculty and staff with any questions or clarification needed.

Comprehensive links to college policies can be found on the following webpages:

The policies of particular relevance to students include:

Conduct, professional standards, and ethics

It is especially important for students to comply with the following policies regarding conduct, professional standards, and ethics.

HIPAA

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) is a federal law that required the creation of national standards to protect sensitive patient health information from being disclosed without the patient’s consent or knowledge. The US Department of Health and Human Services (HHS) issued the HIPAA Privacy Rule to implement the requirements of HIPAA (Centers for Disease Control Public Health Law). Under this law, patients’ health information is protected. This includes individually identifiable health information that is transmitted or maintained in any form or medium (electronic, oral, or paper).

What does this mean for Healthcare and Emergency Professions students?

In the course of their study, healthcare and emergency professions students will work in patient-focused settings, which could include providing patient care at the dental clinic, at off-site clinics, with ambulance services, and in hospitals, and/or could include responsibilities for managing patient data. Additionally, patient data and images, including radiographic images, will be part of the classroom and lab instruction. Often, students will act as patients during lab and practice sessions and confidentiality policies will apply. Students will have access to confidential patient data in these settings and are expected to:

  • protect patient and student confidentiality at all times,
  • comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA),
  • strictly follow all policies and procedures at the facilities in which off-site clinicals, internships, practicums, and co-ops are held,
  • uphold the professional ethics guidelines of their field of study, and
  • adhere to Portland Community College’s confidentiality policies, including Family Educational Rights and Privacy Act (FERPA)

Specific guidelines related to HIPAA and confidentiality include, but are not limited to:

  • Any information (including images, and written or verbal) related to patient care is strictly confidential and is:
    • not to be shared, copied, or discussed with anyone outside of the direct care of the patient, and
    • not to be removed from a healthcare facility or service unless written permission has been given by the clinical agency to remove such information. Information may be disclosed only as defined in HIPAA guidelines for educational purposes.
  • Radiographic images that are used for image critiques, case study, or lab sessions must have all patient and hospital identification removed. Students attending critique sessions away from their home sites may bring radiographic images only on approved devices that follow HIPAA requirements. No images taken with cell phones are allowed.
  • Photographs, recordings, and videos of patients must never be taken, whether a patient gives permission or not. If patient images are being considered for an educational purpose, the student must check with the instructor who will determine policies at the practicum site.
  • Absolutely no reference to a patient, even if de-identified, should ever be shared electronically via email outside of MyPCC email or on social networking sites such as Facebook. The instructor may direct students to share select de-identified patient information via MyPCC email or D2L for course preparation or learning purposes.
  • No facility or facility staff information should be shared via personal email, on social networking sites, or by other means outside the learning environment.
Required training
  • Read about the Health Insurance Portability and Accountability Act (HIPAA).
  • Students are required to complete a HIPAA training module through the college’s third-party vendor, CastleBranch.
  • Ongoing training and guidance will be provided as appropriate throughout the instructional courses.
  • Students participating in off-site clinicals, internships, practicums, and co-ops are required to attend their clinical site’s HIPAA training to become educated on the facility’s confidentiality policies and procedures.
Violations of HIPAA and confidentiality

Any action that violates patient or student confidentiality will have long-lasting consequences for the student’s career and a serious impact on their standing in the program. All actions will be addressed quickly and will prompt a review process in which program probation or dismissal is considered. See Due process for violations. The off-site clinical, internship, practicum, or co-op facility could impose further disciplinary actions, including immediate dismissal from the site.

Dress code

The purpose of these guidelines is to establish clear dress code and appearance standards to maintain a safe, professional, and inclusive environment at Portland Community College (PCC) in the Healthcare and Emergency Professions Pathway (HEP). These requirements ensure safety and infection control, as well as prepare students for clinical and professional settings. These guidelines are in accordance with applicable PCC policies. Students participating in clinicals, internships, practicums, co-ops, and other external educational settings may need to adhere to additional procedures and guidelines set by their assigned facility.

Dress code
  • Attire:
    • Clothing should be clean, neat, and appropriate for an academic setting.
    • Attire should not have offensive language, images, or messages in accordance with the college’s Nondiscrimination and Non-harassment Policy.
    • Footwear should be safe and suitable for the lab and clinical environment. Closed-toe shoes made of leather or a similar material that is resistant to needles and liquids are required.
    • Hats are not permitted in clinical settings (hair coverings worn for religious purposes are not an issue).
  • Uniform standards:
    • Certain programs may require uniforms or specific attire. These requirements must be followed.
    • Uniforms and shoes should be clean with no wrinkles or tears, properly fitted, and worn as intended.
  • Personal Protective Equipment (PPE):
    • Students in labs, workshops, and other hands-on environments must wear appropriate PPE as specified by their instructors.
    • PPE may include items such as safety glasses, gloves, lab coats, and closed-toe shoes. There may be additional/different PPE requirements based on the nature of the program.
Appearance
  • Grooming standards:
    • Students are expected to practice good personal hygiene.
    • Hair, including facial hair, should be clean and well-maintained.
      • Hair should be secured to prevent it from getting caught in equipment or interfering with the task at hand.
      • Facial hair should be groomed to ensure a proper seal with an N-95 mask, if required.
    • Students should avoid strong fragrances that may cause discomfort or allergic reactions.
    • Nails: Federal and state laws specify that artificial nails should not be worn when having direct contact with patients. The maximum nail length is 1/4 inch and nails should not pose a risk of tearing gloves. Nail polish, if worn, should be tidy and unchipped for hygiene purposes.
    • Ensure hands are clean and washed before touching or performing clinical procedures.
  • Tattoos and piercings:
    • Visible tattoos that conflict with professional standards and college policies may need to be covered.
    • Piercings are allowed provided they do not interfere with tasks, such as patient care. In some settings, jewelry that could get caught on equipment and pose a safety risk is not allowed. Please refer to program-specific requirements for further details.
Accommodation and exceptions

In cases where assigned facilities for clinicals, internships, practicums, and co-ops have specific dress and personal appearance codes, those regulations and any applicable process for accommodations will be used by the facility. For circumstances when PCC is the decision maker, the college will provide reasonable accommodations or modifications that do not fundamentally alter any program standard or compromise safety, health, and hygiene standards.

All students are responsible for adhering to the appearance and dress code standards of the Healthcare and Emergency Professions pathway, program, and the clinical setting (if applicable). For safety reasons, students who do not comply with the dress code will be asked to leave the course session to correct their attire and return only after making the necessary changes. Attendance and tardiness rules will apply when such corrections are necessary. Students not in compliance with these standards could be subject to a disciplinary review process. See Due process for violations.

Program-specific requirements

In addition to the Healthcare & Emergency Professions pathway dress code and appearance standards, Medical Assisting program students are required to adhere to the guidelines below.

  • Lab class and clinical practicum attire:
    • Uniform: Wear solid color scrubs (available at the Cascade Bookstore or can be purchased elsewhere) that are clean, unsoiled, and wrinkle-free.
    • Lab coat: A lab coat with arm-length sleeves is provided and must be worn during lab sessions.
    • Identification: Display your student ID (available at Student Account Services) at chest-to-neck height.
  • Additional requirements:
    • Stethoscopes: Required prior to starting clinical practicum in the third term.
    • Watch with second hand: Required prior to starting clinical practicum in the third term.

Attendance

Potential employers use attendance and promptness as two indicators of dependability and employability. Attending classes regularly and promptly is an important aspect of the MA program. The highly integrated structure of the curriculum requires regular and prompt attendance for successful achievement in the program.

If and when students miss a class, it will be noted in the gradebook for the course. Since absenteeism adversely affects students’ grades, this makes it difficult to maintain the minimum GPA required for Financial Aid. Additionally, if students are unable to pass a course and have to repeat the course, Financial Aid will not pay for the same course twice. Adherence to the following attendance policies is therefore important.

Absence from class: The student is responsible for completing all course work regardless of absenteeism. The student is responsible for materials handed out in class and assignments made during class. Arrangements will need to be made to obtain missing handouts. Students may make an appointment with the instructor during office hours to review any missed handouts or assignments.

Absences from labs: All lab exercises, modules, and competencies must be completed for a passing grade.

Missing more than three clinical labs will result in a “No Pass” for clinical lab and it will prompt a dismissal review process. Three late arrivals will constitute one absence.

** Exceptions can be made on a case-by-case basis by the instructor or program director if a medical illness causes lengthened absences. Students may be required to participate in make-up labs to account for the missed days. Make-up labs will be scheduled outside of the normal class time.

Accumulated absence: Absences and tardiness from one-third or more of the scheduled classes may result in a lowered final grade, or failure of the course.

Tardiness: Tardiness is defined as arriving in class after the instructor has started or leaving class before it has officially ended. There is no “excused” tardiness; 3 late arrivals will constitute one absence.

Absence from clinical practicum site: All hours lost from clinical practicum work must be made up. Make-up hours will be at the convenience of the clinical site. Students are required to notify the clinical coordinator or the MA 270 course instructor immediately regarding absence. Students must adhere to all policies and procedures for clinical practicum provided during orientation. Absences from clinical practicum may constitute a “dismissal” from the practicum site. If site dismissal occurs, depending on the severity of the circumstances and availability at other sites, placement at another site cannot be guaranteed and a program dismissal review process may be prompted.

See Due process for violations for more information about the program dismissal review process.

Communication

Personal and professional communication

Students in the Healthcare & Emergency Professions pathway are trained to become professionals in their chosen careers. In these roles, they will have the privilege of interacting with a diverse group of people. During the course of their professional education, students will strengthen their personal communication skills to improve effectiveness with people. Communication involves interactions between students, patients, faculty, staff, and guests located on campus or at off-campus learning sites (agencies, clinical facilities, or other settings). Respect for individual differences in opinions, beliefs, gender, lifestyle practices, religious, racial, cultural, or social backgrounds should be demonstrated by using effective listening and communication skills, as well as showing respect for physical space and privacy issues.

Communication methods and standards
  • Email: The primary mode for program and instructor communication will be via students’ PCC email address. See PCC’s Communication Policy.
  • D2L Brightspace: Communications specific to each course will be delivered via announcements and postings in D2L Brightspace learning platform.
  • Office hours: Full-time instructors are available for selected in-person and virtual office hours each week. Appointments are made through the individual instructor.
  • Chain of communication:
    • Course syllabus and D2L Brightspace: Refer to the course syllabus and D2L Brightspace for questions and concerns related to course requirements.
    • Course instructor: Refer questions and concerns directly to the assigned faculty instructor. Students who have difficulties with individual faculty should first aim to resolve the issues directly with that faculty. For clinical experiences, reach out to the assigned clinical instructor and clinical coordinator, if applicable.
    • If the preceding steps have been followed without questions or concerns being adequately addressed, the student may next contact the faculty department chair (FDC).
    • Individual questions, concerns, and comments about the program overall can be discussed with the program dean, as escalated by FDC.
    • There are opportunities for students to provide feedback about courses throughout the year through course evaluations. Some programs invite student representation on committees.
Use of electronic devices

Use of cellular phones or other electronic devices that may interfere with learning activities are prohibited during classroom, laboratory, and clinical laboratory practice activities and examinations, unless features such as amplification, magnification, or transcription tools are used as learning aids. Students should limit use of such devices to breaks and turn them off (or silence them) upon return. Use of cell phones for recording or taking images in the clinical setting is prohibited as it can be a HIPAA violation (see the HIPAA section). Permission from fellow students, faculty, and staff is required prior to any pictures taken on campus.

Social media

Students are expected to adhere to the following guidelines in order to maintain the professional and ethical standards of the program and the clinical affiliates:

  • Do not post anything that would violate FERPA (student privacy) and HIPAA (see the HIPAA section) (patient privacy) regulations. Activities that occur during clinical rotations or that involve patients are not to be shared.
  • Photos which contain any animal not owned by the student or activities surrounding the use of these animals in classes or labs shall not be posted to social media accounts unless as related to adoption, or when given express permission by the owner of the animal.
  • Be mindful of the language used when discussing the affiliate, program, fellow students, faculty, or staff, and avoid any comments that could be perceived as derogatory or harmful. Instead, address concerns by following the Grievance process.
  • Do not ask to connect with instructors on social networks in order to maintain an appropriate professional relationship. Upon graduation, instructors and students may connect if all parties agree.
  • Use good judgment before posting personal pictures. Be aware that information you post online may be available to anyone, and could be misconstrued.
  • See related college policies and guidelines:

Nothing in this social media section is intended to restrict any expressive activity that is legally protected.

Employment while in program

The number of hours of employment while attending the MA program is dependent upon the student’s ability. Part-time employment of more than 20 hours a week is discouraged. Part-time employment will not count toward required hours in MA clinical practicum, even if students are employed by clinical affiliation sites. Employment may not interfere with scheduled classes, labs, or clinical experience.

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Fieldwork