MEDICAL CENTER POLICY NO. 0210
A. SUBJECT: Management of Student Preceptorships
B. EFFECTIVE DATE: July 1, 2004 (R)
C. POLICY:
Preceptorship experiences for Medical Students shall be established through the School of Medicine (SOM) Office of Student Affairs, and for all other Students through the Medical Center Contracts Management Office, according to procedures outlined in this policy.
As used in this policy, "Student" refers to "any individual who seeks the use of the Medical Center facilities, programs, and services for education, training observation, and/or career exploration opportunities".
Students participating in preceptorship experiences shall comply with Medical Center policies and procedures at all times.
Medical Center healthcare practitioners and staff shall supervise Students at all times when Students participate in observation, patient care, and other services or programs as part of their training.
Visiting physicians are not Students and are not governed by this policy. Visiting physicians are issued clinical privileges that are monitored through the Clinical Staff Office.
D. PROCEDURE:
The following placement requirements must be met prior to an Instructor/Student’s arrival in his/her assigned area.
I. Contracts and Agreements
1. University of Virginia Medical Students and Visiting Medical Students approved through the SOM: The Dean of the SOM shall administer the requirements.
2. All Other Students: No preceptorship shall be arranged until the Medical Center Contracts Management Office (924-5039) has been involved to assist in the development and approval of all contracts and agreements (affiliation and observation) between and among the Student’s school (facility) and/or Student and the Medical Center.
a. Medical Center Contracts Management shall maintain a list of approved and active contracts and agreements. Preceptorship experiences shall only be provided to Students covered under an approved contract or agreement.
b. The Medical Center healthcare sponsor or program administrator who is responsible for supervising and placement of each Student, shall be responsible for approval and scheduling of the Student’s preceptorship experience.
c. The following criteria shall be considered prior to acceptance/scheduling of any Student:
• Adequate staff to supervise Student at all times
• Ability to maintain patient privacy
• Ability to provide training experience in a safe environment.
II. Orientation to the Medical Center
1. All Students and Instructors shall be required to participate in orientation training to the Medical Center policies and facilities shall be made based upon the nature of the approved preceptorship experience and training environment.
a. Assessment of each Student/Instructor’s orientation and mandatory training requirements to Medical Center policies and facilities shall be made based upon the nature of the approved preceptorship experience and training environment.
b. Additional orientation to department or area specific policies may be required as determined by the department/area specific manager involved in the Student’s preceptorship experience.
2. The Center for Organizational Development, in collaboration with the SOM and with Medical Center Contracts Management, shall be responsible for establishing orientation requirements related to activities in the Medical Center for Medical Students and all other Students.
3. The SOM, in collaboration with the Center for Organizational Development, shall ensure documentation of each Medical Student’s completion of the orientation requirements. For all other Students, it shall be the responsibility of the Medical Center healthcare sponsor or program administrator who is responsible for supervising and placement of the Student to ensure that the Student has completed the orientation requirements. The sponsor or program administrator shall provide documentation of such completion to each department or area manager involved in the Student’s preceptorship experience, and retain such documentation for two years.
III. Infectious Disease Requirements
1. To ensure a safe training environment, all Students and Instructors shall be required to meet specific infectious disease requirements based on the nature of their preceptorship experiences. The University of Virginia Student Health and Hospital Epidemiology, in collaboration with the SOM, shall be responsible for establishing infectious disease requirements for Medical
Students. Medical Center Employee Health and Hospital Epidemiology, in collaboration with Medical Center Contracts Management, shall provide guidelines for infectious disease requirements for all other Students.
2. Referring facilities that have contract or affiliation agreements for Student preceptorships at the Medical Center must provide the Medical Center healthcare sponsor or program administrator a list of the Student(s) being placed, a letter (or Employee/Student Health form) stating the Students meet the specified requirements, and a name and address of a contact person (preferably a Student Health staff member) from the referring facility (college/university) in case of medical emergency.
3. Additional questions regarding infectious disease requirements may be directed to Medical Center Employee Health, University of Virginia Student Health, or Hospital Epidemiology.
IV. Student Identification
Students must obtain a Medical Center Identification Card (Refer to Medical Center Policy No. 0004). The Identification Card Office (982-4009) may be contacted to schedule appointments for larger Student groups.
V. Parking
Students who wish to request parking at a Medical Center site are responsible for contacting University Parking and Transportation prior to their first day. A temporary parking pass is available for purchase. Additional questions regarding parking information may be directed to Parking and Transportation Services. (924-7231).
Medical Center Policy No. 0210 (R)
Approved May 2000
Revised November 2001, May 2004
Approved by Chief Operations Officer
Approved by Medical Center Administration