UTHA Observer & Learner Process
Summary
As a teaching system, UT Health Austin welcomes approved visitors who wish to gain valuable learning experiences within our clinical environment. For the safety and confidentiality of UT Health Austin patients and for operational efficiency we require anyone allowed inside clinical areas to initially complete the UTHA Access Approval Process for Learners or Observers.
Learners are defined as medical or allied health care students enrolled in a DMS/UT Allied Health program who are interested in cultivating a comprehensive understanding of the UT healthcare ecosystem and patient care practices. Learners may require access to the Electronic Health Record (EHR) and will potentially interact with UT Health Austin patients during their time in the clinical spaces.
Observers are individuals interested in shadowing in a clinical space to learn about how clinics function from an operational standpoint. An Observer does not represent an IRB-approved research study team as a “Researcher” and is not considered a “Learner” requiring access to clinical applications (EHR).
Observer Approval Process
UTHA HR Background Check
UT Volunteer Packet
HIPAA
Tour Guest Approval Process
Learner Approval Process
Fill out appropriate Online Request Form
UT Volunteer Packet
EHR (Learners Only)
Check Request Status by Clinical Care Unit
Learner Observer Dashboard
To track process efficiency and keep everyone up to date, this Wiki page and the metrics dashboard linked in the image below are available to all.
30-60 Days Notice
Patience and planning ahead will help as it takes the various administrative personnel at UTHA/DMS between 30-60 days to process a request.
Expect response lag at beginning of each semester.
"Volunteer Packet"
Confusing packet title. No these aren’t volunteers but to UT they are unpaid and volunteer materials apply to UTHA Learners, Observers, and Tour Guests
PHI Caution* Immunizations via Worklife
Requesters should have Learners, Observers go through Worklife (worklife@austin.utexas.edu) to verify immunizations. Immunization records should never be sent directly to HR, especially not without a signed release of information form.
Companion Badges
Everyone must wear an ID badge while in the building and return their badge when their time at UTHA ends.
Related Policies & Procedures
The Learner-Observer Standard Operating Procedure (S.O.P.) document
The Learner-Observer Administrative Policy is under review
Questions, Comments, Suggestions
For questions or suggestions about the UT Health Austin Learner-Observer S.O.P. please contact Bex Vasquez in UT Health Austin Clinical Programs Office or Becky Parker in Human Resources.