Career Shadowing Policy - St. Mary's Medical Center

St. Mary's Health System Document #: 100260St Mary's Version: 3Process Owner: Richardt, Claudia (Dir, HR/EHS/Academy)CAREER SHADOWINGI. POLICY STATEMENTSt. Mary’s encourages Career Shadowing for students in the clinical phase of their trainingand/or assists those trying to make a decision on a career path in an effort to promote allclinical and non-clinical healthcare careers. In doing so, St. Mary’s complies with federal rulesand regulations including HIPAA regarding patient confidentialityII.DEFINITIONSA. Career Shadowing: Observing the care and procedures of patients in a particulardiscipline or health care career.B. Sponsor: The St. Mary’s professional Employee and/or medical staff (either employedby or associated with St. Mary’s) who agrees to supervise the Student or theParticipant in the career shadowing experience.C. Student : One who is enrolled in an accredited healthcare program and in the clinicalphase of this program.D. Participant: One who is not enrolled in an accredited healthcare program but who istrying to make a decision on a possible healthcare career path.E. Shadowing Employee: One who is a current St. Mary’s employee in good standingand has a true interest in learning more about a specific healthcare career.III.EQUIPMENT AND SUPPLIESNONEIV.PROCEDURE FOR THE STUDENTA. When a student requests Career Shadowing, the following criteria must be in place:1. The student must be in an accredited program at an accredited college/university and in the clinical phase of their training to meet the HIPAAregulations.1 of 7

CAREER SHADOWING 100260 v:32. St. Mary’s and the accredited college/university must have a signed contract (aformal agreement) for the specific career area requested (Examples: Nursing,Respiratory Therapy, etc).B. The requesting student notifies Staff Development (SD) of their desire to participate ina career shadowing experience at St. Mary’s. Staff Development will send anApplication Packet, including:1. Application form (Attachment A).2. Confidentiality Agreement (Attachment B)3. Self-Directed Organizational Orientation manual and test.Completed forms must be returned to SD where the staff will document completion ofthe process on the Career Shadowing Checklist (Attachment C). Students mustcommunicate the name of their Sponsor to the SD representative.C. The Director of Staff Development, or other SD representative, will contact theDirector(s) of the potentially affected department(s) to determine if the request isreasonable and practical to the operation and scheduling of the department(s).D. The Director of Staff Development, or other SD representative, will contact thedesignated Sponsor to determine his/her agreement with participating in the program.E. A representative of SD will notify the student of the approval or denial for participationin the Career Shadowing program.F. A SD staff member will contact St. Mary’s Security and the Student with informationneeded to prepare an identification badge (ID) for the Student, which will be obtainedfrom Security on their first day. This ID badge must be worn at all times during theCareer Shadowing experience.V. PROCEDURE FOR THE ‘PARTICIPANT’A. In the event there is a request to Career Shadow a certain healthcare career, such asrespiratory therapy, nursing, etc., by someone who is not in an accredited program orattending a college or university, the following rules apply:1. The Participant will be considered a volunteer and sign up through VolunteerServices.2. In this situation, the Participant cannot have any physical contact with anypatient at St. Mary’s.B. The Sponsor is responsible to communicate the purpose of the Participant’sobservation to each and every patient who is part of the Career Shadowing experienceand will need to have verbal consent from the patient prior to the Participant observingthe interaction. The patient is given an opportunity to decline participation in the careershadowing experience. This meets not only personal considerations but also HIPAArequirements.VI.PROCEDURE FOR THE SHADOWING EMPLOYEE2 of 7

CAREER SHADOWING 100260 v:3If an Employee of St. Mary’s wants to Career Shadow with another Employee of St. Mary’s,the two Employees must obtain permission from their Department Directors remembering theconcern about confidentiality of not only patients and customers but of our co-workers andpeers.Note: The Shadowing Employee will need to participate in the Career Shadowing during nonworkinghours; however, the Sponsor participates during working hours in order to facilitate theCareer Shadowing.VII.VIII.DURING THE CAREER SHADOWING EXPERIENCE:A. The Student/Participant/Employee will not participate in the experience if they have anactive infection or communicable disease.B. The Student/Participant/Employee will be expected to follow St. Mary’s policies andprocedures.C. The Student/Participant/Employee follows the hospital/department dress code.D. The Career Shadowing experience does not include providing direct patient careand/or participation in patient procedures. The role of the Student/Participant/Employee in our Career Shadowing Program is as observer only. Otherformal agreements with university programs for internships and clinical experiences areseparate from this policy.E. The Sponsor is responsible to have knowledge of the Student/Participant/Employee’swhereabouts and activities throughout the Career Shadowing experience.F. The Student/Participant/Employee will be responsible for any expenses incurredduring, or as a result of, participation in the Career Shadowing experience.TERMINATION:St. Mary’s may terminate the Career Shadowing experience with or without cause, and withoutnotice.IX.REFERENCES:HIPAA Privacy Brief B, CFR, § 164.510, “Involvement in the Individual’s Care and NotificationPurposes.3 of 7

CAREER SHADOWING 100260 v:3Attachment ACAREER SHADOWING APPLICATIONName (Please Print):_____________________________________ DOB__-__-____(Last) (First) (MI)Address:_____________________________________________________________(City/State/Zip)Telephone: ()__________________________Emergency Contact: __________________________________________________(Name/Phone Number)Educational Experience:Are you currently enrolled at a college/ university/technical school?Yes______ No_____Name/Address of college/university/technical school_______________________________________________________________________________________________Submit proof of current enrollment (i.e transcripts, letter from advisor)Course of Study_____________________Expected date of graduation___________Academic Advisor (Name/Address)______________________________________________________________________________________________________________CAREER SHADOWING INFORMATION:Date(s)/Duration of Proposed Career Shadowing______________________________The purpose/objective of this Career Shadowing experience is:______________________________________________________________________________________I have contacted a St. Mary’s professional staff member and/or medical staff member who isagreeable to serve as my Sponsor during my Career Shadowing experience.Yes_____________No____________4 of 7

CAREER SHADOWING 100260 v:3Sponsor: ______________________________________________________(Name/Credentials)_____________________________________________________________(Address/Phone Number)IMMUNIZATION RECORDS:Please submit up-to-date immunization records and proof that you have had tuberculosisscreening within the last year. (Required)Academy Use OnlyApproved for Participation Yes___________ No____________Explain__________________________________________________________________________________________________________________________________STATEMENT OF UNDERSTANDING:I have read and understand the information in the Career Shadowing Packet and agree to abideby all St. Mary’s Medical Center’s policies and procedures. I understand that if I am approvedto participate in the Career Shadowing program I will not be permitted to provide direct patientcare or participate in any patient procedures. My role will be that of an observer only.In addition, I understand patients may exercise their right to not participate in the CareerShadowing program.I understand that participation in this program is voluntary and that St. Mary’s Medical Centeris not responsible for any expenses incurred during, or as a result of, my participation in thePre-Vocational Job Shadowing program.Signature______________________________ Date:______________________5 of 7

CAREER SHADOWING 100260 v:3Attachment BCONFIDENTIALITY AGREEMENTCAREER SHADOWING STUDENTS/PARTICIPANTSSt. Mary’s Medical Center has a legal and ethical responsibility to protect the privacy of all patientsand to take appropriate safeguards to protect their health information. I understand that in the courseof my Career Shadowing experience I may come into contact with confidential patient information.This information includes verbal communication, documented material such as that found in medicalrecords as well as computerized information available in healthcare computer systems. I understandthat such information must be maintained in the strictest confidence.I hereby agree that I will not at any time during or after my experience at St. Mary’s Medical Centerdisclose any patient information to any person or use patient information, other than as necessary in thecourse of my Career Shadowing experience. I also agree to protect this information by usingappropriate safeguards including but not limited to, speaking in a lowered voice, avoidingconversations in public areas, and disposing of material containing confidential information inappropriate receptacles.I agree to adhere to St. Mary’s Medical Center’s HIPAA policies 100.418 Protected HealthInformation and 100.419 HIPAA Administrative Policy (Will be provided upon request)___________________________________Signature________________Date6 of 7

CAREER SHADOWING 100260 v:3Attachment CCAREER SHADOWING CHECKLIST1. Name: ___________________________________ Staff Initials___________2. Date of First Contact:________________________ Staff Initials___________3. Telephone Number__________________________ Staff Initials___________5. Date Application Packet Sent__________________ Staff Initials___________6. Date Packet Received in SD___________________ Staff Initials___________a. Application Complete Yes_________ No_____ Staff Initials___________If “No”, describe_____________________ Staff Initials___________b. Confidentiality Agreement Signed and DatedYes___________ No___________ Staff Initials___________7. Date received copy of TB testing_____________ Staff Initials___________Date TB test read___________Staff Initials___________Result____________________Staff Initials___________Immunization Record (Date)________________ Staff Initials___________8. Sponsor’s Name/Credentials_______________ Staff Initials___________Sponsor’s Address_______________________ Staff Initials___________Agreeable to participate in program Y__ N___Staff Initials___________9. Involved Department ContactedName of Dir/Manager________ Date_______Name of Dir/Manager________ Date_______Staff Initials___________Staff Initials___________10. Participation in Program Approved Yes___ No___ Staff Initials___________If “No”, please explain________________________________________________________________ Staff Initials___________11. Student Notified of Approval/Denial Yes___ No___ Staff Initials___________Date_______________12. Instructed to obtain ID badge from Securityand Wear At All Time Yes____ No____________ Staff Initials___________13. Security Notified Yes__________ No___________ Staff Initials___________14. Date(s) of Participation_______________________ Staff Initials___________7 of 7