LEARNERS AND OBSERVERS WELCOME AT UT HEALTH AUSTIN
For the privacy and safety of UT Health Austin patients, and for operational efficiency, we require all who intend to shadow or study in the UT Health Austin clinical spaces during business hours follow a set of approval steps before coming on-site. We classify these individuals as; Learners and Observers, participating On-Cycle or Off-Cycle.
ON-CYCLE V OFF-CYCLE
Some UT and Dell Medical School programs have collaborated with the UT Health Austin Operations team to be considered “On-Cycle” Learners and Observers. This means they’ve saved some time by integrating UT Health Austin approval steps into their re-occurring program application and orientation process. To become an On-Cycle Learner/Observer program, contact Rebecca Vasquez in the UT Health Austin Clinical Programs Office. All others are considered “Off-Cycle” Learners or Observers and must follow the steps below.
LEARNER ACCESS REQUESTS
A Learner is an individual enrolled in a medical or allied health academic study or training program (UT, Dell Medical School or external) who intends to come into the UT Health Austin clinical space and use the Electronic Health Record (EHR).
Learners Must:
- Fill out this Learner Request Form (30-60 days before intended 1st day on-site)
- Secure UT Health Austin Clinical Institute Director’s Approval (an email will work, acknowledging they’re okay with individual coming into their IPU/clinic to learn)
- Pass UT Background Check, confirmed by UT Health Austin HR
- Sign and Send
UTHA Volunteer Packet to UT Health Austin HR at DellMedHR@austin.utexas.edu
- Have UTHA required immunizations done and/or verified by Worklife’s signature on the UTHA Immunizations Checklist
- Watch UTHA HIPAA/Compliance Training Video and take the UTHA HIPAA Quiz
- Pick up a UTHA Companion Badge from UTHA Ops or HR. *Plan to return the badge on the last day on-site.
- Attend UTHA Athena Training (in-person), arranged and confirmed by Clinical Applications department
Ex: Learner Companion Badge
OBSERVER ACCESS REQUESTS
An Observer is an individual who is coming to the UT Health Austin clinical space but does not intend to use the Electronic Health Record.
Observer Approval Checklist:
- Fill out this Observer Request Form (30 days before intended 1st day on-site)
- Secure UT Health Austin Clinical Institute Director’s Approval (an email/note will work, acknowledging they’re okay with individual coming into their IPU/clinic to observe)
- Pass UT Background Check, confirmed by UT Health Austin HR
- Sign and Send UTHA Volunteer Packet to UT Health Austin HR at DellMedHR@austin.utexas.edu
- Have UTHA required immunizations done and/or verified by Worklife’s signature on the UTHA Immunizations Checklist (email
- Watch UTHA HIPAA/Compliance Training Video and take the UTHA HIPAA Quiz
- Pick up a UTHA Companion Badge from UTHA Ops or HR. *Plan to return the badge on the last day on-site.
Ex: Observer Companion Badge
The Learner-Observer Standard Operating Procedure document is located: https://utexas.box.com/s/il4z6dx8dhj09d5rv1pa3ml8eoucfkcu
The Learner-Observer Administrative Policy is located: TBD
For questions or suggestions about the UT Health Austin Learner-Observer S.O.P. please contact the UT Health Austin Clinical Programs Office.
