Observation Process

Application Process,Steps and FAQs

What’s a Non-Student/Clinical Observer (Observer)?

An Observer is a student who is involved in healthcare education through a formal officially

recognized, educational program who requests approval to observe patient care in a Seton
facility in a strictly non-medical capacity (i.e., this is a one-way experience with absolutely no
physical contact with the patient). An example of an Observer is a pre-medical college student
interested in pursuing a career in medicine.

Observation is limited to up to 60 days total and may be less as determined by the Seton
Office of Academic Affairs based on the type/purpose of the observation. A non-recurring
observation by a Non-Clinical Observer is limited to 40 hours total. Observation will not be
allowed for vaginal deliveries. Observation will not be allowed for trauma patients who have
not had an opportunity to give their verbal and written consent. Observers will not assist in
any procedures or take part in any action whatsoever other than passive observation at any
time. Only observers in the operating room will be permitted to wear scrubs while observing
but shall not enter the sterile field or handle any object/instruments. Clinical students should
be utilizing existing programs that have affiliation agreements with Seton. Any clinician who
becomes an Observer may not act in any clinical capacity whatsoever. Physicians, Nurses, PAs,
and other clinicians have no additional rights, leniency, or approval to have any patient
contact at all. This should be a “one way” experience (with no teaching or advising on the part
of the Observer, as the giving of advice is considered practicing medicine by the Texas Medical
Board). This process is not in place of more thorough processes like the Texas Medical Board,
Residency Application, etc. Observers must be at least 18 years old.

Who is NOT an Observer?

1. Clinicians with a Texas Medical License who expect to practice medicine or engage in
education. (Must go through the Medical Staff Office.)
2. Research assistants. (Must go through the Office of Research Administration.)
3. Visiting 4th year medical school students. (Refer to the AAMC Visiting Students Application
Service System.)
4. Those in physician residency or fellowship training. (Must contact the Graduate Medical
Education office.)
5. Students, trainees or practitioners training as part of a formal clinical education governed
by an affiliation agreement with Seton. (Must contact the Clinical Education Department.)
6. Individual who is observing patient care at the request of the patient or patient’s legal
representative. (Refer to Observers & Visitors - Patient Visiting policy.)
7. Media or Vendors. (Refer to Media Relations policy and Vendor Representatives - Access
policy.)
8. Visiting Practitioners from partner organizations governed by another visitation program.
9. Seton associates observing patient care in a manner related to their job duties. (If
observing outside of their job duties, Seton associates are covered by their hiring
background check and annual immunizations. However, they still need to complete the
Observer Agreement, Observer Orientation Education and the Sponsor Accountability
Attestation [Attachments A-C], and their Sponsor must still obtain written and verbal
patient consent. The Seton associate can wear their normal Seton badge, but must be
cognizant of the possibility for confusion and are limited to passive observation meaning
they must not practice medicine, provide professional services of any kind to include
education and advising or access the medical record.)
10. Volunteers or interns. (Must go through a Volunteer Services office.)
 How do I apply?

There are three basic requirements that you have to address for your application. You’ll have to
fill out our forms, send proof of your vaccinations, and submit payment for your background
check and Seton badge.

1) Forms (these forms are compiled into one document posted to the intranet site
called “Observer Application Package”):
a. Attachment A: Observer Agreement
b. Attachment B: Observer Orientation Education
c. Attachment C: Sponsor Accountability Attestation
d. Attachment D: HIPAA Review
e. Attachment E: Background Check Release Form
f. Attachment F: Application Cover Sheet

Please print and fill out the above forms. Scan and email them (along with the vaccinations
listed below) to the Coordinator listed on the webpage at http://intranet.seton.org/v2/non-
recurring-observations/ If you cannot access that page, you can email them to
Academicadmin@seton.org or fax them to 512-380-7430. Please carefully review all
forms. Common mistakes include missing signature(s) on Sponsor Accountability Attestation,
electronic signature on Background Check (must be an actual signature), missing completed
background check form and missing immunizations. It is the Observer’s responsibility to
obtain needed signatures, and incomplete packages will not be considered for
approval. See more information regarding Sponsors below.

2) Vaccinations:
A. Two Varicella vaccinations, a documented history of disease, or a positive titer proving
immunity
B. Two Measles, Mumps, Rubella (MMR) vaccinations or a positive titer proving immunity
for each disease
C. Three Hep B vaccinations or a signed declination
D. TB Test within the past 12 months to include date administered, date read, and
results in mm…if history of positive test, we will also need a chest x-ray within two
years
E. Influenza vaccination (if Observation is during flu season: usually September through
April)
F. Tdap (pertussis vaccine) or a signed declination

3) Payment: Seton Healthcare Family requires $30 in order to process your background
check and to cover your badge (If you are an international applicant, the cost of the
background check will be more like $150-$200…notify the Observer Coordinator of the
country, and he or she will let you know how much the cost will be). The background
check can take about 2 weeks (can be longer for international applicants) and will
begin AFTER you have been cleared through Occupational Health. We will not
begin to process your background check until we receive payment, all your
documents are complete and you have been cleared by Occupational Health.
Payment can be hand carried or mailed in the form of check or money order made payable
to Seton Healthcare Family and sent or carried to the following address:
 Seton Administrative Offices
Attn: Academics Coordinator
1345 Philomena St., Suite 410.3
Austin, TX 78723

What’s a Sponsor and how do I get one?

A Sponsor is a medical professional (usually a physician) who is responsible for the Observer
and personally provides continuous supervision (this is the person you will “shadow”).
Observer has the responsibility of securing a Sponsor who will agree to the
observation. No Sponsors will be “assigned.” Research the departments and/or
individuals you would like to shadow, and contact them to establish and foster a relationship.
If they are willing to Sponsor you, obtain their signature on Form C - Sponsor Accountability
Attestation. You’ll also need the signature of the Unit Director of the department in which you
plan to observe. Incomplete packages will not be considered for approval.

Ok, I’ve submitted my application (forms, vaccinations, and payment). Now what?

Please allow at least two weeks from the time that ALL application requirements
have been received until you can expect to be released to Observe. You will be notified
by the Observer Coordinator of your application status. Once all other conditions have been
met, verification is sent by Human Resources to the Seton Badge office. The Seton-approved
badge must be visibly worn above the waist at all times while on site. Once you have your
badge, you can coordinate your observation with your Sponsor according to his or her
schedule. You must turn your badge back into your Sponsor at the completion of your
observation (e.g., completion of the entire observation experience which may be up to 40
hours depending on your Sponsor’s schedule).

Contact the Observer Coordinator if you have any questions at Academicadmin@seton.org

Updated 7/7/2016