Mail Stop 3033, 3901 Rainbow Blvd.

, Kansas City, KS 66160

UNIVERSITY OF KANSAS MEDICAL CENTER

INTERNATIONAL OBSERVERSHIP PROGRAM

INTERNATIONAL OBSERVERSHIP PROGRAM GUIDELINES

This packet should be completed by both the sponsoring department and the incoming international observer.
Requests for an international observer at the University of Kansas Medical must be approved by the Office of
International Programs, Human Resources, and Vice Chancellor of Academic Affairs.

The International Observership Program is overseen by the Office of International Programs (OIP). Individuals
participating in this program through the Office of International Programs are generally non-U.S. citizens or non-U.S.
permanent residents. Observers can be defined as visiting residents, physicians, or recent medical school graduates.

International observerships are limited to a 6-month visit. During this time, international observers will strictly observe
patient treatment or clinical work while accompanied at all times by sponsoring supervisor or designated attending
physician. International observers are not permitted to engage in any patient care or be left alone with patients.

The international observer must meet with the following criteria:

Individual must be at least 16 years of age
A faculty provider or department within KUMC must be willing to sponsor the individual
Observers will not be granted access to KUMC network resources, including electronic medical record
systems.
Observers will complete HIPPA training prior to the start of the visit.
Attending physician, faculty provider or supervisor is responsible for the observership and in ensuring that
the International Observer complies with program and department rules as well as requirements.
International observer and sponsoring department must complete all documentation within this packet and
obtain approval prior to the start of the observership.

OFFICE OF INTENRATIONAL PROGRAMS CONTACT INFORMATION

Kimberly Connelly, Director, (913) 588-1480, [email protected]

Zachary Rogers, Education Abroad Advisor, (913) 588-1482, [email protected]
Alexandria Harkins, International Student and Exchange Visitor Advisor, (913) 588-1460, [email protected]
Irina Aris, International Exchange Visitor and Employee Advisor, (913) 588-1485, [email protected]
Stacie Rader, Office Manager, (913) 588-1480, [email protected]

International Programs General Email Address: [email protected]

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 Mail Stop 3033, 3901 Rainbow Blvd., Kansas City, KS 66160

INTERNATIONAL OBSERVERSHIP REQUEST CHECKLIST

Complete International Observsership Program Application Forms (Filled out by the International
Observer)
The following supporting documents:
o Passport identification page copy
o Copies of education credentials (i.e. copy of a degree certified with English translation if applicable)
o Visa copy (if available at the time of application)
o Letter from home institution confirming the observership (if applicable)
Completed International Observership Program Sponsoring Department Forms (Filled out by the
Sponsoring Department)
Signed International Observership Program Rules Form
Completed Immunization Records Checklist Form with supporting documentation
o Supporting documentation should include:
Tdap: Tetanus/Diptheria/Pertussis (must be within the past 10 years)
MMR: Measles, Mumps, Rubella
Two doses must be at least 28 days apart, or
IgG antibody
Varicella (Chicken Pox)
Two doses must be at least 28 days apart, or
IgG antibody
TB test (within 30 days)
If there was a previous positive result, it should be accompanied by chest x-ray lab
report and explanation.
Chest X-Ray (within 6 months prior)
Annual influenza vaccine
Quantiferon TB Test (upon arrival at KUMC prior to start of observership)
Hepatitis B Surface Antigen (HBsAg)
International Observers Immunization Records Approval Form (leave blank for Occupational Health
approval)
International Observership Program Approval Form (leave blank for OIP, HR, and Vice Chancellor of
Academic Affairs approval)
Signed Non-KUMC International Observership Release Form
Signed Infection Control Form
Completion certificate of HIPPA training (available at http://www.kumc.edu/hipaashadow/)
Signed Confidentiality Policy Form (signed by the International Observer)
Schedule a check-in appointment with the Office of International Programs upon arrival at KUMC and
prior to starting the observership.

PLEASE EMAIL SCANNED COPIES OF THE COMPLETED PACKET TO THE OFFICE OF INTERNATIONAL
PROGRAMS. THESE ITEMS MUST BE RECEIVED AND APPROVED PRIOR TO THE START OF THE
OBSERVERSHIP.

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 Mail Stop 3033, 3901 Rainbow Blvd., Kansas City, KS 66160

INTERNATIONAL OBSERVERSHIP PROGRAM APPLICATION FORM

This application form is filled out by the international applicant. Please type or print legibly the information
requested below.

Family (Last) Name: Given (First) Name: Middle Name:

Date of Birth (mm/dd/yyyy): Phone Number: Email Address:

Physical Address:

Permanent (Foreign) Address:

Country of Citizenship:

Current Visa Status and Expiration Date:

Education
Degree Field of Study Year of Completion University City and Country

Occupation in Home Country:

Name of Last Employer in Home Country:

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 Mail Stop 3033, 3901 Rainbow Blvd., Kansas City, KS 66160

Location of Last Employer in Home Country:

Sponsoring Department Information

KUMC Department:

Sponsoring Supervisor:

Department Contact:

Phone Number:

Site of Activity Physical Address on Campus:

Other Sponsoring Staff Involved:

Dates of Proposed Activity:

Estimate Time Commitment (limited to 5 days):

Purpose of Visit
General Purpose:

Areas of Interest:

International Observers Signature: Date:

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 Mail Stop 3033, 3901 Rainbow Blvd., Kansas City, KS 66160

INTERNATIONAL OBSERVERSHIP PROGRAM

SPONSORING DEPARTMENT FORM

This form is filled out by the sponsoring department. Please type or print legibly the information requested
below.

International Observers Name:

Sponsoring Department Information

KUMC Department:

Sponsoring Supervisor:

Other Sponsoring Staff Involved:

Department Contact:

Phone Number:

Site of Activity Physical Address on Campus (Please include specific room numbers and departments):

Dates of Proposed Activity:

Estimate Time Commitment (limited to 5 days):

Sponsoring Department Supervisor or Representative Name:

Sponsoring Department Supervisor or Representative Signature:

Date:

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 Mail Stop 3033, 3901 Rainbow Blvd., Kansas City, KS 66160

INTERNATIONAL OBSERVERSHIP PROGRAM RULES

The international observer and sponsoring supervisor will comply with the following rules regarding the visit and the
visitors activities while at the University of Kansas Medical Center:

The international observer will not perform or be involved in any patient care.
The international observer will be strictly observing and must be accompanied by an attending physician,
faculty provider, or supervisor at all times when patient observation occurs.
Attending physician, faculty provider or supervisor is responsible for the observership and in ensuring that
the International Observer complies with program and department rules as well as requirements.
The international observer should provide the required documentation of immunizations requested upon
arrival at the University of Kansas Medical Center.
The international observer should complete HIPPA training prior to the start of his or her visit or program.
Any research conducted during the visit must be for the benefit of the international observer and not directly
benefit the University of Kansas Medical Center.
International observers are limited to a maximum of six months.
The international observer will check-in and provide required documentation to the Office of International
Programs upon arrival in the United States and prior to the start of the visit.
The international observer must be approved by the Office of International Programs, Human Resources,
and Vice Chancellor of Academic Affairs prior to the international starting the experience.

I have read and I agree to comply with the rules I have read and I agree to comply with the rules
above. above.

Signature of Supervisor or Sponsoring Department Signature of International Observer:

Representative:

Name of Supervisor or Sponsoring Department Name of International Observer:

Representative:
Date:
Date:

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 Mail Stop 3033, 3901 Rainbow Blvd., Kansas City, KS 66160

INTERNATIONAL OBSERVERS IMMUNIZATION RECORDS

CHECKLIST

International Observers Name: Date of Birth (mm/dd/yyyy):

Please attach copies of lab reports of the following immunization records. Documentation of immunizations must be
in English. If not in English, please include a certified translation.

Tdap: Tetanus, Diphtheria, Pertussis (must be within the past 10 years)

MMR: Measles, Mumps, Rubella
o Two doses required; must be at least 28 days apart, or
o IgG antibody
Varicella (Chicken Pox)
o Two doses required; must be at least 28 days apart, or
o IgG antibody
TB Test (within 30 days)
o If there was a previous positive result, it should be accompanied by chest x-ray lab report and
explanation.
Chest X-Ray (within 6 months)
Annual influenza vaccine
Quantiferon TB Test (upon arrival at KUMC)
Hepatitis B Antibody (HBsAg)

Please note immunization records will be reviewed and approved by the Occupational Health Department.
Upon arrival at KUMC, the International Observer will be required to complete a Quantiferon TB test with
Occupational Health. The cost of the Quantiferon TB test is $65.00 (USD).

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 Mail Stop 3033, 3901 Rainbow Blvd., Kansas City, KS 66160

INTERNATIONAL OBSERVERS IMMUNIZATION RECORDS

APPROVAL FORM

International Observers Name: Date of Birth (mm/dd/yyyy):

Occupational Health approves the international observers submitted immunization records. Upon arrival at
the University of Kansas Medical Center, the international observer will need to check-in with Occupation
Health and complete the following (if not applicable, please list N/A):

Occupational Health does not approve the international observers submitted immunization records due to
the following reason(s):

Reviewers Name:
Reviewers Signature:
Date:

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 Mail Stop 3033, 3901 Rainbow Blvd., Kansas City, KS 66160

INTERNATIONAL OBSERVERSHIP PROGRAM APPROVAL

OFFICE OF INTERNATIONAL PROGRAMS: DIRECTOR OF INTERNATIONAL PROGRAMS

The International Observership request is

APPROVED
NOT APPROVED

Full Name:

Signature:

Date:

DEPARTMENT OF HUMAN RESOURCES

The International Observership request is

APPROVED
NOT APPROVED

Full Name:

Signature:

Date:

OFFICE OF ACADEMIC AFFAIRS: VICE CHANCELLOR OF ACADEMIC AFFAIRS

The International Observership request is

APPROVED
NOT APPROVED

Full Name:

Signature:

Date:

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 Mail Stop 3033, 3901 Rainbow Blvd., Kansas City, KS 66160

INFECTION CONTROL

It is possible to acquire infections such as HIV, Hepatitis B and Hepatitis C through contact with blood and body
fluids. While measures are in place to provide a safe hospital environment, you should always be on the alert for
items such as contaminated needles or dressings. If you see a potentially contaminated item, notify a healthcare
worker so it can be disposed of properly. Do not handle it yourself.

Hand hygiene is the most important way to prevent the spread of germs. Wash your hands promptly and thoroughly
when they are soiled, between patient contacts, after touching potentially contaminated surfaces, after using the
restroom, and before eating. When your hands are visibly clean, alcohol-based hand rub is an effective alternative to
soap and water.

Patients may be placed in isolation for a variety of reasons. Depending on the type of isolation, there are protective
measures the healthcare worker must take. For the patients and your safety please do NOT enter these rooms with
the caregiver.

It is important to protect patients from infections. Please do not participate in your observership activities if you have
an infectious disease that could be spread to others (i.e., fever, purulent drainage, unexplained rash, productive
cough, etc.).

Thank you for following these instructions. Please contact the Hospitals Infection Control Department @ 588-2779
with any questions.

I have read and agree to comply with the practices described above.

International Observers Full Name:

International Observers Signature: Date:

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 Mail Stop 3033, 3901 Rainbow Blvd., Kansas City, KS 66160

CONFIDENTIALITY POLICY
VISITING FELLOWS, RESIDENTS, INDIVIDUALS

Patients at KU Medical Center are entitled to confidentiality with regard to their medical and personal information. The
right to confidentiality of medical information is protected by state law and federal privacy regulations known as the
Health Insurance Portability and Accountability Act (HIPAA). Those regulations specify substantial penalties for
breach of patient confidentiality.

1. All patient medical and personal information is confidential information regardless of my educational or
clinical setting(s) and must be held in strict confidence. This confidential information must not become casual
conversation anywhere in or out of a hospital, clinic or any other venue. Information may only be shared with
health care providers, supervising faculty, hospital or clinic employees, and students involved in the care or
services to the patient or involved in approved research projects that have a valid need to know the
information.

2. Under strict circumstances, upon receipt of a properly executed medical authorization by the
patient or a HIPAA-compliant subpoena, medical information may be released to the requesting party.
Inquiries regarding the appropriateness of the authorization or subpoena should be directed to the medical
records department or the Universitys Office of Legal Counsel at 913-588-7281, depending upon the
situation.

3. Computer user codes/passwords are confidential. Only the individual to whom the code/password is
issued should know the code. No one may attempt to obtain access through the computer system to
information to which he/she is not authorized to view or receive.

4. If a violation of this policy occurs or is suspected, immediately report this information to your supervising
faculty or sponsor.

5. Violations of this policy will result in disciplinary action up to and including termination from the program.
Intentional misuse of protected health information could also subject an individual to civil and criminal
penalties.

I, , acknowledge receipt of this Confidentiality Policy. I have read the policy

and agree to abide by its terms and requirements throughout my education/training at K.U. Medical Center and as
part of my participation in patient care activities.

Name of International Observer:

Signature of International Observer:
Date:

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 Mail Stop 3033, 3901 Rainbow Blvd., Kansas City, KS 66160

NON-KUMC INTERNATIONAL OBSERVER RELEASE AGREEMENT

In consideration of the fact that the University of Kansas Medical Center has agreed to allow me to be on its
premises for an observership between the dates of , through , I/We
agree to the following terms and conditions required for the experience.

I/We agree that, at all times relevant to the non-KUMC international participants presence on the KUMC
campus, the international observer will be covered by a privately purchased and effective health insurance policy
covering the student.

I/We agree that the international observer shall complete KUMCs required HIPAA training, regarding patient
confidentiality obligations, before being allowed to participate in the experience.

I/We agree that, if KUMC determines that I may have any contact with patients or animals, I am required to
provide proof that the following immunizations are current: Tetanus-Diphtheria-Pertussis (Tdap), Measles-Mumps-
Rubella (MMR), Hepatitis B, Varicella, and TB screening.

I/We understand that the experience may involve risks of injuries or health exposures and I/We agree that
participation in the experience and risks are being voluntarily assumed.

I/We agree that KUMC is hereby released from any and all liability related, directly or indirectly, to the
shadowing/observation experience and that I/We agree to hold KUMC and its employees and agents harmless from
any and all liability, causes of action, or other claims related to the international observers participation in the
experience.

International Observers Full Name: International Observers Signature: Date:

Street Address: City, Country, Zip Code: Telephone Number and Email
Address:

International Observers Supervisor International Observers Supervisor Date:

or Sponsoring Department or Sponsoring Department
Representative Name: Representative Signature:

International Observers Supervisor or Sponsoring Department Representative Telephone Number and Email
Address:

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