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Clinical Mentoring Tools

A. SKILL CHECK LIST FOR HEALTH WORKERS
(N.B: The mentor should spend at least two-third of his/her stay in conducting one - on- one
case
management observation)
Mentee: Mentor: Date: Facility
Qualification:_________________ .
Please summarize the Mentee’s demonstrated knowledge and skills using the codes below:
Mentee Competency level assessment category
X= not applicable
1 = none: No demonstrated skills at all or does not perform the task (s) completely .Needs a
lot of support
2 = limited: Mentee demonstrates very limited strengths or skills in this area and
needs additional support
3 = some: Mentee demonstrates some ability or skills in this area.
4 = Strong: Mentee demonstrates excellent skills or strengths in this area
Completeness of Mentor’s assessment
A =Comprehensive assessment– skill was assessed completely, Mentor was able to
observe
fully
B = Satisfactory assessment– assessment was satisfactory, although Mentee’s skill may
exceed that observed
C =Partial assessment—observations and scores based on incomplete
information.
R = Resource limits–skill or care limitation clearly related to resource limits.

Use the "comments” column to note key observations to be discussed later with the Mentee. In
addition, this space should be used to record explanations to why recommended practices were not
followed, to describe instances where the provider was particularly effective and/or to note
particularly useful advice provided by the Mentor to the Mentee.

Note: Clinical Mentors need to focus on knowledge and skill capacity building of mentees
providing
care and treatment services using the Preceptor check list (A). The chart abstraction tool (B) is
intended
to be used to review client charts, registers and oversee service integration/linkage with other units.

1. Two third of the mentoring time should be used for technical capacity building
2. One third of the mentoring time should be used for chart review and oversee service
integration/linkage
with other units.
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A. Preceptor Check List

Demonstrated knowledge and skills Comments Codes1-4,A- C,R,X

Professional and Interpersonal skills

Provider is welcoming for the clients(Greets with dignity and respect)
Briefly describe the purpose of the mentor ship program to the patient (i.e., the mentee need
to explain to his/her clients who the mentor is and mentor’s purpose)

Patient centered (listens to patient’s ideas and concerns)

Creates trusting /supportive rapport with the patient (encourages open communication- Uses
recommended communication skills to encourage and open the client to tell their stories)
Timely(doesn’t rush patient and doesn’t take too much time-provides adequate time to
address all concerns as well as does not take unnecessary too much time when it is not
needed)
Treats patient with empathy, dignity and respect (including confidentiality; maintain slow
speaking voice)

Assessment
Conducts focused and open discussion of medical, social and family history and progress
relevant to current complaint including assessment of adherence
Uses team approach (shares information with adherence counselor, efficient interaction and
lack of duplication)
Conducts adequate physical examination(pertinent in relation to his story and current
complaints)
Accuracy of assessment and diagnosis(including WHO staging)
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Patient management and care plan

ART adherence, tolerance and side effects addressed.
Appropriate involvement of patient in development of a focused management plan
Appropriateness of recommended drug treatment(ART and OIs)
Appropriateness of recommended laboratory tests
Patient education on sexual and other risk behavior
Emotional and psycho-social support needs discussed and addressed
Gave appropriate Referral as required
Develops appropriate follow up schedule

Documentation and recording

Appropriate history and physical examination findings are documented on the respective
formats
Documentations are complete and consistent
All required formats are updated and complete
B. Chart Abstraction tool
Bottleneck Action
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s (Causes planned
Activity Performance(Docum for low (Mitigations
ent percentage for performan to address
each observation) ce) bottlenecks) Remarks
ART/PMTCT clinic( Patient chart
review: Draw 3 adult ART and 3
pediatric and 3 high Viral load
patient charts randomly and Check
for updates and completeness of the
following) Performed/All charts (%)
Adult Pediatrics
BMI calculated for adults
Growth monitoring for children
<15yrs of age
Malnourished clients manage as per
the guideline
Prevention counseling (Family
planning, condom use)
TB screening
TB preventive therapy (TPT,INH
prophylaxis )
CD4 determination done as per the
guideline
Viral load determined as per the
guideline
CPT provision for eligible clients
WHO Clinical staging/T-staging
ART initiated for all clients as per
the guideline
Prevention plan(Disclosure, STI,
Psychosocial support)
Check intake form for completeness
and updates on index case family
testing
Number of charts with attached and
updated family matrix
/reminder/Case investigation form
Proportion of partners of index cases
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D. Clinical Mentoring Activities Logbook

This is a tool to document routine mentorship activities at facility level

Types of cases discussed

________________________________

Major achievements

____________________________________________________

Gaps identified

_________________________________________________________________________________________________________________________

Challenges

_________________________________________________________________________________________________________

Actions taken

________________________________________________________________________________________________________________________

Recommendation/Planned action
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________________________________________________________________________________________________________________________

Mentors name and signature ________________________________________________________

Mentees name and Signature ________________________________________________________

Facility head name and signature ___________________________________________________

Date…………………………………………
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E. Clinical Mentoring Activities Reporting Template

Activity Report/observation
Major achievements

Gaps Identified

Challenges

Actions taken

Recommendation/
Planned actions

Mentor’s Name___________________ Sign__________________

Mentee’s Name___________________ Sign__________________

Date__________________________________________________