Visiting Clinical Observer


Questions


General Guidelines

  • Visiting Clinical Observer in Residence must:
    • hold a valid medical license in another state or country
    • have the proper credentials to come to the Medical Center for a period of observation and training
    • may include a scientist, researcher or another licensed individual, who may have access to patients or patient information as part of their period of observation at the medical center
  • Clinical Observer must visit for more than 5 business days and no more than 6 months.
  • Clinical Observer must have a faculty sponsor at the University of Chicago who agrees to oversee the period of visitation and who will be responsible for guiding and monitoring the training of the individual.
  • Application for Clinical Observer must be received at least 30 days in advance of target start date.

Application and Approval Process

  • Must file an application to the Dean's Office of Academic Affairs.
  • Application must evidence that the person holds an active medical license in another state or country, or may also include a scientist, researcher or another licensed individual.
  • Visiting Clinical Observers in Residence must have the sponsorship of an academic institution or agency or foreign government and have adequate evidence of financial support and evidence of current health insurance.
  • The application will include completion of a Clinical Observers agreement, an Assumption of Risk form and confidentiality Obligation form and the HIPAA attestation form. The HIPAA attestation form is to be forwarded to the OMCC Education Office (Room S-08).
  • It is the responsibility of the clinical department hosting the Visiting Clinical Observer in Residence to obtain all of the required documents. In addition to the application, the applicant must submit their CV, a copy of a medical license, letters of recommendation and evidence of appropriate USCIS approval and may include documentation of education and training.
  • The Dean's Office of Academic Affairs will review the application and will notify CGH that it has been approved.
  • All documentation will be kept in the Office of Academic Affairs for a period of two years.
  • Each Visiting Clinical Observer in Residence must have a faculty member who agrees to oversee the period of observation.

Screening, VISA, HIPAA, etc.

  • A health screening evaluation and a criminal background check will be required, the costs of which will be paid by the department. The Dean's office will facilitate this screening, this must be completed before the Observer is admitted.
  • Visiting Clinical Observers in Residence and Visiting Resident Observers need to have a screening appointment with Occupational Medicine before a clearance for an ID badge is issued. This appointment is to be scheduled by the hosting department.
  • Immunization records can be brought to the appointment, or records can be sent to Occupational Medicine for review before the appointment. Occupational Medicine can either provide any screening required, or notify the individual of the testing needed to allow for testing off-site. Records of an off-site screening may be faxed, mailed or brought in person to Occupational Medicine for review prior to granting clearance.
  • It is the responsibility of the clinical department to arrange for appropriate safety instruction and orientation.
  • Upon arrival an identification card will be issued from the Security Department, which must worn at all times.
  • Obtaining the J-1 visa is t he sole responsibility of the Observer.
  • Clinical observers will not be given any access to Medical Center patient information systems. If access is necessary, a request can be submitted to the Clinical Director of the Medical Center Information Services.
  • All clinical observers must review the Summary of the HIPAA privacy rule document and sign the attached attestation form prior to beginning Clinical Observation at the UCMC. It is the responsibility of the Dean's Office or Housestaff affairs to ensure this form is delivered to the OMCC Education Office (Room S-08) before the Clinical Observer begins their period of observation.
  • Clinical Observers seeking a period of observation of more than 30 days are required to take additional training with the OMCC Education Office prior to beginning observation at UCMC. It is the responsibility of the sponsoring department to ensure this training is complete before the Clinical Observer begins their period of observation.
  • The OMCC will receive a list of approved Clinical Observers from the Dean's office or Office of Housestaff Affairs in advance of their scheduled date of observation activity to ensure adherence to this education requirement.

Summary of Application Materials

  1. Clinical Observer Application Form
  2. Curriculum Vitae
  3. Copy of medical license
  4. Letter from chair of department at home institution that states the Clinical Observer:
    • Has permission to leave (state proposed time frame)
    • Will return to home institution upon completion of project
    • Has language proficiency in English
  5. Two letters of recommendation
  6. Letter from faculty sponsor to departmental chair that states:
    • Name of Clinical Observer candidate
    • Proposed start and end dates of training
    • Description of training/mentoring commitment and terms for evaluation
  7. 5-point letter (if visitor had a medical degree)
  8. Proof of funding support (if funding source is home institution, then this can be stated in letter from chair)
  9. Proof of personal health insurance
  10. Proof of HIPAA compliance (can be completed upon arrival in US)

For more information, please review the UCMC Clinical Observer Policy.