Shadowing and Observerships

Definitions

Observation/Observership: Observation is the act of passively watching clinical activities for educational purposes. It may also involve other structured or formal learning opportunities, such as observing multiple roles (e.g., nurses, allied health professionals) or participating in programs designed for specific learning outcomes. 

Shadowing: Shadowing is a process in which students in pre-professional degree programs (to include high school students within 2 years of graduation) observe a clinician in a hospital, clinic, or healthcare setting to gain insights into the clinician’s daily responsibilities and workflow. This experience helps students assess their interest in a career in the health professions, providing exposure to clinical environments, patient interactions, and medical procedures without active participation in patient care. Shadowing is a specific form of observation primarily for career exploration. Observation can have broader applications in medical education, research, or professional development.

Student-Observers observe but cannot participate in the provision of care to patients. Observerships include observation of Veteran-centered care, Veteran-specific condition diagnosis and treatment, and primary (prevention), secondary (acute inpatient), and tertiary (chronic and institutional care) interventions as available within VA Boston, by any licensed, credentialed and privileged medical staff member of VA Boston. 

Applicable Candidates

VA Boston’s Center for Development & Civic Engagement Office processes volunteer appointments for strictly non-clinical positions. Under limited circumstances, CDCE is allowed to process volunteers for student Shadowing/Observerships. The following criteria must be met, in accordance with national requirements outlined in VHA Directive 1620(2) and CDCE Procedure 19CDCE-SOP-001. 

1. Shadowing and Observerships through VA Boston’s CDCE cannot be used for academic credit or accreditation.
2. Candidates must be enrolled in an academic institution with a designated area of study. Individuals not currently enrolled in a high school (junior year or above) or post-secondary training program cannot be considered.
3. Candidates must meet all other requirements to be a registered volunteer per VHA Directive 1620(2), to include be a United States citizen, national or a non-citizen that has provided a copy of a qualified visa.
4. Candidate must be able to pass a fingerprint based Special Agreement Background Check (SAC) and a VA Boston Occupational Health screen.
5. Candidate must have an identified clinical service preceptor/volunteer supervisor within VA Boston willing and able to perform all Clinical Service Preceptor Responsibilities.  

Initial Intake Process

1. The VA Boston CDCE Observership Volunteer Intake Form. The form must be fully complete, and signed by the student candidate, the student parent or guardian (if the candidate is under 18 years old), and the Academic Institution Program Advisor. 

2. The VA Boston Observership Assignment Guide. The form must be fully complete, and signed by the student candidate and the identified Observership preceptor/supervisor. The CDCE Staff signature will be completed after submission, by the assigned CDCE onboarding specialist. 

3. Complete the online VA Boston CDCE volunteer interest form. Indicate in the form your desired Observership location. In the additional information section:
   1. List your qualifications and desire to be a student observer.
   2. Confirm you have completed the required Observership Intake Form and the Assignment Guide.
   3. Specify the clinical service your Observership will take place in.
   4. List the name of your identified preceptor/supervisor.
4. The completed Observership Intake Form and the completed Observership Assignment Guide should be emailed to vhabhscdce@va.gov. 

*Note: Completion of the above documents does not guarantee availability or placement of an Observership within VA Boston. 

Clinical Service/Preceptor Responsibilities During the Observership 

1. Provide an appropriate learning environment, observation area of interest and sufficient resources for the administration of the Student-Observer.
2. Ensure that Student-Observers observe, but do not participate in, the provision of care to patients. This will include observation of Veteran-centered care, Veteran-specific condition diagnosis and treatment, and primary (prevention), secondary (acute inpatient), and tertiary (chronic and institutional care) interventions as available at the VA location.
3. Meet with the Student-Observer and conduct a service specific orientation, to include:
   1. Establishing a clear schedule in coordination with the volunteer.
      1. Unit-specific safety, infectious disease prevention and emergency procedures.
      2. Introductions to key staff members within the unit or clinical service.
      3. Processes, procedures and restrictions for volunteers within the unit or clinical service.
      4. Thorough review of the established assignment guide with the Observer.
      5. Reporting all hours worked under the Observership weekly to the VA Boston CDCE office vhabhscdce@va.gov.
4. Ensure appropriate resources are available for Student-Observers.
5. Send Observership hours completed weekly via vhabhscdce@va.gov to VA Boston CDCE staff for required student volunteer tracking.

Volunteer Onboarding Process

Upon determination of acceptance by the clinical preceptor and VA Boston’s CDCE, all Student-Observer volunteers will complete the standard volunteer onboarding process in accordance with VA Directive 1620(2) and local VA Boston policy. All of the following must be completed before initiation of the Observership:

1. Completion of VA Form 10-7055 and relevant attestations.
2. All student observer volunteers must be screened by the Occupational Health office at one of the 3 main campus locations.
3. All Student-Observer volunteers will complete a SAC background clearance through the Personnel Security Office and must be issued a PIV-I prior to starting. *Note: Observerships must end no later than 4 months after the start date, without exception. 

4. All Student-Observer volunteers must complete the following training requirements before starting their volunteer assignment:

   1.  VA Privacy and Information Security Awareness Training
   2. Privacy and HIPPA Training
   3. Volunteer Rights and Responsibilities
   4. Sexual harassment prevention training
   5. Any additional training requirements specific to the clinical department assigned
   6. Attestations forms attesting to the completion of training requirements should be completed and sent to the VA Boston CDCE onboarding specialist prior to start. 

    

   Once all requirements above are met, the Student-Observer volunteer’s Observership/Shadowing agreement may begin and the student should report directly to their designated preceptor. The Observership must end no later than 4 months after initiation.