MEDICAL CENTER POLICY NO. 0210

Transcription

1 Vice President and Chief Executive Officer of the Medical Center MEDICAL CENTER POLICY NO A. SUBJECT: Management of Student Preceptorships B. EFFECTIVE DATE: July 1, 2011 (R) C. POLICY: Students and Instructors participating in preceptorship experiences shall comply at all times with Medical Center policies and procedures. Medical Center healthcare practitioners and staff shall supervise at all times Students when Students participate in observation, patient care, and other services or programs as part of their training. 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. Instructor refers to any individual who has been identified by the Medical Center as an educator of the Student and participates in the training and mentoring of the Student within the Medical Center. Any 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. 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. 1. Contracts and Agreements a. University of Virginia Medical Students and Visiting Medical Students approved through the SOM: The Dean of the SOM shall administer the requirements consistent with this policy.

2 Page 2 Policy No (SUBJECT: Management of Student Preceptorships) b. All Other Students: No preceptorship shall be arranged until the Medical Center Contracts Management Office ( ) 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. i. 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. ii. iii. 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. The following criteria shall be considered prior to accepting/scheduling any Student: Adequate staff to supervise Student at all times Ability to maintain patient privacy Ability to provide training experience in a safe environment. 2. Orientation to the Medical Center a. All Students and Instructors shall be required to participate in orientation training to the Medical Center policies, facilities, and systems where appropriate. i. Assessment of each Student/Instructor s access, orientation, and mandatory training requirements to Medical Center policies, facilities, and systems shall be made based upon the nature of the approved preceptorship experience and training environment. ii. 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. b. Human Resources 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. c. The SOM, in collaboration with Human Resources 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 the supervision 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 five years.

3 Page 3 Policy No (SUBJECT: Management of Student Preceptorships) 3. Infectious Disease Requirements a. 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. b. 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. c. Additional questions regarding infectious disease requirements may be directed to Medical Center Employee Health, University of Virginia Student Health, or Hospital Epidemiology. 4. Criminal Background History The Medical Center takes into consideration a criminal background history when making decisions about accepting Students for training and placement. All Students who participate directly in the delivery of direct patient care at the Medical Center are required to disclose their criminal background history to the Medical Center. The Medical Center Sponsor or Program Administrator responsible for supervision and placement of each Student shall be responsible for obtaining disclosure of relevant criminal background history from the Student s College/Facility or directly from the Student. 5. Student Identification Medical Center Preceptors and Sponsors of Students shall ensure that Students are provided a Medical Center Identification Badge. Students, who will be observing or training on the premises of the Medical Center for more than 24 hours must obtain a Medical Center Photo Identification Badge (see Medical Center Policy No. 0004, Medical Center Identification ) from the Identification Services Office. The Identification Services Office ( ) may be contacted to schedule appointments for larger Student groups. Students are required to wear the ID Badge at all times while on the premises of the Medical Center. Students who will be observing or training with a Sponsor for less than 24 hours may be provided a Medical Center guest identification badge to be worn while on Medical Center premises. Guest identification sticker badges are available from Patient and Guest Services.

4 Page 4 Policy No (SUBJECT: Management of Student Preceptorships) An outline of these requirements Management of Student Preceptorships Requirements Guide is attached to this policy for reference. 6. 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 ( ). SIGNATURE: DATE: Medical Center Policy No (R) Approved May 2000 Revised November 2001, May 2004, June 2007, June 2008, June 2011 Approved by AVP for Hospital and Clinics Operations Approved by Medical Center Administration Attachment A: Management of Student Preceptorships Requirement Guide

5 ATTACHMENT A MANAGEMENT OF STUDENT PRECEPTORSHIPS REQUIREMENTS GUIDE Revised July 1, Observation Student to observe in a Non-Clinical/Non-Patient Care Setting or to observe for < 10 days in a Clinical/Patient Care Area (no hands-on care) Contract/Agreement: Complete a Medical Center Observation Agreement or Observation Affiliation Agreement obtained from Medical Center Contracts Management ( ) Medical Center Orientation: Review with Student the orientation information as provided in the Medical Center Observation Agreement and obtain required signatures Infection Control: Review with Student the infection control information as provided in the Medical Center Observation Agreement and obtain required signatures Criminal Background History: No Disclosure Required Identification Badge Required to be provided to Student and worn by the Student at all times while on Medical Center premises 2. Observation Student to observe for > 10 days in a Clinical/Patient Care Area (no handson care) Contract/Agreement: Complete a Medical Center Observation Agreement or Observation Affiliation Agreement obtained from Medical Center Contracts Management ( ) Medical Center Orientation: a. Standard Precautions/Infection Control: Student or Referring Facility must provide documentation of Standard Precautions training within past 12 months. If documentation not available, student must complete the UVA Standard Precaution/Infection Control Computer Base Learning Module. b. Medical Center Orientation Mandatory Training: Contact Human Resources Organizational Development ( or hrcod@virginia.edu ) to register student/instructor for mandatory training. Additional registration and orientation training may be required as determined by the Sponsor based on the student s role/work environment. -1-

6 Infectious Disease: Students and instructors (or their referring facility) must provide the following documentation: a. Negative Tuberculin Skin Test (TST) within the past 12 months and appropriate care if positive. If unable to receive a TST, a negative TB signs and symptoms review plus documentation of a past negative chest x-ray. b. 2 MMRs or the equivalent or positive titers to all three diseases or medical documentation of having all three diseases. c. Tdap (tetanus, diphtheria and acellular pertussis) if it has been > 2 years since the last Td (tetanus-diphtheria) d. 2 doses of Varicella vaccine or report of history of disease or positive titer to the disease Note: In the event of an outbreak of any vaccine preventable disease, Hospital Epidemiology, in conjunction with the State Department of Health, will determine restrictions to be placed on individuals that lack evidence of immunity. Respiratory Fit Testing: Students and instructors (or their referring facility) who have elected to observe care for patients who are on airborne precautions, shall require documentation of respiratory fit testing to a N95 mask (manufacturer and type used by the Medical Center) in advance of the observation experience and shall be required to wear a fittested N95 mask for such care observations. The University of Virginia Medical Center shall provide the student/instructor and/or referring facility upon request with the type of N95 masks that are in use and available to the student/instructor at the Medical Center. N95 masks used by students/instructors, other than those types available at the University of Virginia Medical Center, shall be provided by the student/instructor or the referring facility. Criminal Background History No Disclosure Required Identification Badge Required to be provided to Student and worn by Student at all times while on Medical Center premises 3. Participation Student in Delivery of Direct Patient Care, Treatment, or Services Contract/Agreement: Complete a Medical Center Participation in Delivery of Healthcare Services Affiliation Agreement obtained from Medical Center Contracts Management ( ). Medical Center Orientation: a. Standard Precautions/Infection Control: Student (or their Referring Facility) must provide documentation of the student s Standard Precautions training, and training in TB prevention measures within the past 12 months. If documentation is not available, student must complete University of Virginia Standard Precaution/Infection Control Computer Base Learning Module prior to working in clinical areas. -2-

7 b. Medical Center Orientation Mandatory Training: Contact the Center for Organizational Development ( or ) to register the student/instructor for mandatory training. Additional orientation training may be required as determined by managers based on work environment. Infectious Disease: Students and instructors (or their referring facility) must provide the following documentation: a. Negative Tuberculin Skin Test (TST) within the past 12 months and b. 2 MMRs or the equivalent or positive titers to all three diseases or medical documentation of having all three diseases. c. Tdap (tetanus, diphtheria and acellular pertussis) if it has been > 2 years since the last Td (tetanus-diphtheria) d. 2 doses of Varicella vaccine or report of history of disease or positive titer to the disease e. Three doses of appropriately spaced Hepatitis B vaccine along with a positive titer to the disease by the end of the individual s first clinical rotation in the Medical Center. Note: In the event of an outbreak of any vaccine preventable disease, Hospital Epidemiology, in conjunction with the State Department of Health, will determine restrictions to be placed on individuals that lack evidence of immunity. Respiratory Fit Testing: Students and instructors (or their referring facility) who have elected to participate in direct patient care activities for patients who are on airborne precautions, shall require documentation of respiratory fit testing to a N95 mask (manufacturer and type used by the Medical Center) in advance of the direct patient care experience and shall be required to wear a fit-tested N95 mask for such care activities. The University of Virginia Medical Center shall provide the student/instructor and/or referring facility upon request with the type of N95 masks that are in use and available to the student/instructor at the Medical Center. N95 masks used by students/instructors, other than those types available at the University of Virginia Medical Center, shall be provided by the student/instructor or the referring facility. Criminal Background History Medical Center Sponsor must obtain disclosure of criminal background history from the Student s College/Facility or directly from the Student. College/Facility (or Student) must certify that student has reported no criminal background history and/or that a criminal background check has revealed no criminal history information. Identification Badge Required to be provided to Student and worn by Student at all times while on Medical Center premises. -3-