Shadowing

DUKE UNDERGRADUATE SHADOWING approval/CLEARANCE PROCESS

Please note: Do not send partial and or incomplete requests of immunization records. Your application will not receive clearance to participate in shadowing until ALL compliant records are received.

The information is provided to list the process involved for Duke undergraduates students in Trinity and Pratt to participate in shadowing at Duke University Hospital. Please read the instructions carefully and ensure that you follow the steps of the application process mentioned in Sections A-HPA Shadowing Training, B-Student Health Immunization Requirements and Duke University Hospital’s Approval, and C- Identifying an Experience. We encourage you to begin immediately exploring your options to find experiences and connecting with clinicians. Ask professors who are also clinicians, reach out to research mentors who are physicians or who know practicing clinicians, ask other students or staff. But DO NOT ask a physician that you meet or have met while volunteering in Duke Hospital’s Volunteer Program. One of the requirements of the volunteer program is that this program is volunteer only, and not shadowing. In order to shadow, you must be compliant with immunization requirements and complete the HPA Online Shadowing Training Program. Our clearance process follows both federal and hospital guidelines, so campus partners assist in checking records and give approval for clearance. It is best to submit a complete packet when applying for student health clearance. Final clearance can take as long as a month, so we ask for your patience and professionalism as you wait during this process of approval. However, failure to monitor your emails for alerts and submitting an incomplete packet to Student Health will delay your application. 

SECTION A: HPA Shadowing Training Program

HPA Shadowing Training Program will take approximately one (1) hour to complete. It is recommended that you complete the training in one siting as you will not be able to return to the training module once exited.  As part of the training, you will be required to review and provide written consent to the following:  

1. Watch the Shadowing Workshop Recording and complete the online HPA Shadowing Training Program Module (Certificate of Completion) 
2. DUHS Confidential Agreement
3. DUHS Visiting Observer Agreement
4. Duke Health Code of Conduct Brochure
5. DUHS Emergency Alerts
6. TB Attestation
7. Background Check
8. DUHS Visiting Observer Checklist
9. Privacy and Security Training

SECTION B: Immunization Requirements for Student Health Clearance (Incomplete applications will NOT receive approval)

Listed below is a compilation of the required documents requested by Student Health in order to receive clearance. To see what is on file for your immunization here at Duke, please see the Student Health Gateway Portal. Please gather all documents and submit a PDF file of the following immunization records to bluehealthclearance@duke.edu with a subject heading 2024-2025 Shadowing Clearance on or after October 1, 2024.  In the event that documents do not meet requirements, communications regarding compliance can be found by logging into your Student Health Gateway and clicking on "Messages" on the left tool bar. Your Duke email will notify you when a new message has been sent. Please note: Do not send partial and or incomplete requests of immunization records. Your application will not receive clearance to participate in shadowing until all compliant records are received:

1. Name, date of birth, Duke Unique ID# (begins with "o"), indicate new shadowing application in the Subject Line.
2. One (1) dose of TDAP ( after your 18th Birthday)
3. Two (2) doses of MMR or a positive antibody titer
4. Two (2) doses of Varicella or a positive antibody titer
5. Proof of TB testing in the US in the past 6 months from the application date
   • IGRA blood tests (QuantiFERON-TB Gold or T-spots) or ppd skin tests are accepted. 
   • All IGRA tests must include the lab report.  
   • All PPD skin tests must include date placed, date read, result in mm, interpretation, and signature and credentials of the person reading the test. 
   • PPD skin tests must be read within 48-72 hours of placement.
6. 2024/2025 Flu vaccine.  There will be campus flu shot clinics offered by Duke Student Health across the Duke University campus.

SECTION C: Identifying a Shadowing Experience

We encourage you to begin immediately exploring your options to find experiences and connect with clinicians. Ask professors who are also clinicians, reach out to research mentors who are physicians or who know practicing clinicians, ask other students or staff. But DO NOT ask a physician that you meet or have met while volunteering in the Duke Hospital Volunteer Program. One of the requirements of the volunteer program at Duke Hospital is that this program is volunteering only, and not shadowing. Set-up your first shadowing experience. Visit Finding Experiences and templates for tips and more information.

SECTION D: Clearance Notifications

There are two forms of official clearance/approvals required to participate in HPA Shadowing Program. You must receive both authorizations prior to beginning an experience. After receiving SH clearance you can expect to receive a request from HPA requesting specific details pertaining to your pending shadowing experience. Please monitor your emails so that you can respond to alerts that require your immediate attention from all partners involved in our clearance process:

1. Student Health - (SH clearance for required immunization records). This communication will be the first set of approvals required to shadow. The communication will state that “you have fulfilled the health requirements to begin Shadowing”and must be dated on or after October 1, 2024.
2. The Office of Health Professions Advising will contact you to request the details of your pending Shadowing Experience (Name of the Physician, Contact Information, DUHS Site, Location, Start and End Date for each experience).  This step must be completed for each site/location within DUHS.  Completion of this steps provides HPA with the details of each experience. Please allow 3 business days for review of request(s).
3. Duke Health – (Final Clearance for shadowing within Duke Health). The notification will state that “final clearance has been established for shadowing within DUHS” and include the approved Duke Health Site/Location, Sponsor, the start and end date for the shadowing period.  You will received a notification for each site/location request submitted.

SECTION E: Tracking Your Experiences

Keep a journal to track each of your shadowing experiences, noting any observations and reflections. Connect your observations when thinking about the core competencies. You may find it helpful to record the individual names of clinicians, start and end dates, site location, the number of hours completed and any significant observations, events or noteworthy occurrences during the experience. Start tracking your shadowing experiences using the Prehealth Experience Log.  This information will be used in completing your application for Prehealth profession schools.

DUKE UNDERGRADUATE SHADOWING APPROVAL/CLEARANCE PROCESS FOR RETURNING STUDENTS IN TRINITY AND PRATT

The information is provided to list the process involved for Duke undergraduates students (Sophomores-Seniors) in Trinity and Pratt to participate in shadowing at Duke University Hospital. Please read the instructions carefully and ensure that you follow the steps of the application process mentioned in Sections A-HPA Shadowing Training, B-Student Health Immunization Requirements and Duke University Hospital’s Approval, and C- Identifying an Experience. We encourage you to begin immediately exploring your options to find experiences and connecting with clinicians. Ask professors who are also clinicians, reach out to research mentors who are physicians or who know practicing clinicians, ask other students or staff. But DO NOT ask a physician that you meet or have met while volunteering in Duke Hospital’s Volunteer Program. One of the requirements of the volunteer program is that this program is volunteer only, and not shadowing. In order to shadow, you must be compliant with immunization requirements and complete the HPA Online Shadowing Training Program. Our clearance process follows both federal and hospital guidelines, so campus partners assist in checking records and give approval for clearance. It is best to submit a complete packet when applying for student health clearance. Final clearance can take as long as a month, so we ask for your patience and professionalism as you wait during this process of approval. However, failure to monitor your emails for alerts and submitting an incomplete packet to Student Health will delay your application. 

SECTION A: HPA Shadowing Training Program

HPA Shadowing Training Program will take approximately one (1) hour to complete. It is recommended that you complete the training in one siting as you will not be able to return to the training module once exited.  As part of the training, you will be required to review and provide written consent to the following:  

1. Complete the online HPA Shadowing Training Program Module (Certificate of Completion).  Application Portal Opens Oct. 1st.
2. DUHS Confidential Agreement
3. DUHS Visiting Observer Agreement
4. Duke Health Code of Conduct Brochure
5. DUHS Emergency Alerts
6. TB Attestation
7. Background Check
8. DUHS Visiting Observer Checklist
9. Privacy and Security Training

SECTION B: Immunization Requirements for Student Health Clearance (Incomplete applications will NOT receive approval)

If you were approved to participate in HPA's Sponsored Shadowing Program for 2022-2023, you will be required to contact Student Health in order to provide an update of your flu shot and any other immunizations that may have expired since you last participated. To see what is on file for your immunization here at Duke, please see the Student Health Gateway Portal. Please gather the updated documents listed below and submit a PDF file of the following immunization records to bluehealthclearance@duke.edu with a subject heading 2024-2025 Shadowing Clearance on or after October 1, 2024. In the event that documents do not meet requirements, communications regarding compliance can be found by logging into your Student Health Gateway and clicking on "Messages" on the left tool bar. Your Duke email will notify you when a new message has been sent. Please note: Do not send partial and or incomplete requests of updated immunization records. Your application will not receive clearance to participate in shadowing until all compliant records are received:

1. Name, date of birth, Duke Unique ID# and indicate reapplying to 2024-2025 HPA Sponsored Shadowing Program in the Subject Line.
2. Flu vaccine
3. TDAP (received after your 18th birthday)

SECTION C: Identifying a Shadowing Experience

We encourage you to begin immediately exploring your options to find experiences and connect with clinicians. Ask professors who are also clinicians, reach out to research mentors who are physicians or who know practicing clinicians, ask other students or staff. But DO NOT ask a physician that you meet or have met while volunteering in the Duke Hospital Volunteer Program. One of the requirements of the volunteer program at Duke Hospital is that this program is volunteering only, and not shadowing. Set-up your first shadowing experience. Visit Finding Experiences and templates for more tips and information.

SECTION D: Clearance Notifications

There are two forms of official clearance/approvals required to participate in HPA Shadowing Program. You must receive both authorizations prior to beginning an experience. After receiving SH clearance you can expect to receive a request from HPA requesting specific details pertaining to your pending shadowing experience. Please monitor your emails so that you can respond to alerts that require your immediate attention from all partners involved in our clearance process:

1. Student Health - (SH clearance for required immunization records). This communication will be the first set of approvals required to shadow. The communication will state that “you have fulfilled the health requirements to begin Shadowing” and must be dated on or after October 1, 2024.
2. The Office of Health Professions Advising will contact you to request the details of your pending Shadowing Experience (Name of the Physician, Contact Information, DUHS Site, Location, Start and End Date for each experience).  This step must be completed for each site/location within DUHS to provide HPA with the details of each experience.  Please allow 3 business days for review of request(s).
3. Duke Health – (Final Clearance for shadowing within Duke Health). The notification will state that “final clearance has been established for shadowing within DUHS” and include the approved Duke Health Site/Location, Sponsor, the start and end date for the shadowing period.  You will received a notification for each site/location request submitted.

SECTION E: Tracking Your Experiences

Keep a journal to track each of your shadowing experiences, noting any observations and reflections. Connect your observations when thinking about the core competencies. You may find it helpful to record the individual names of clinicians, start and end dates, site location, the number of hours completed and any significant observations, events or noteworthy occurrences during the experience. Start tracking your shadowing experiences using the Prehealth Experience Log.  This information will be used in completing your application for Prehealth profession schools.