MGH Sponsors:

Rights, Responsibilities & Considerations in Hosting

Clinical & Administrative Observerships
4-6 weeks is required to process each request
Eligible sponsors must be MGH employees in good standing
The supervising sponsor must coordinate with the MGH Office of Visitor Education
Programs (VEP) to assure that the observer has successfully completed the
observership application process:
Criminal background check
MGH Occupational Health clearance
Signed confidentiality paperwork
OR clearance (if applicable)
Signed observership agreement
HIPAA Training (completed during orientation)
Until an observership applicant is approved and oriented, the MGH Office for
Visitor Education Programs should be the primary point of communication
between the MGH and applicant
The MGH Office of Visitor Education Programs (VEP) should provide the MGH sponsor
with the following information:
Specific dates of observership
Detailed learning objectives to be achieved during observership (agreed upon by
the designated sponsor during the application process)
Copy of observers C.V. as well as letters of recommendation
Copy of signed observership agreement
The observership sponsor is responsible for structuring and supervising the
observership experience based upon the learning objectives submitted & approved
during the application process. Sponsor should provide to the observer / VEP:
Detailed observership agenda
Specific working hours
While the observership sponsor may delegate observership activities to other members
of staff (from the same department), s/he is ultimately responsible for the observership
content as well as the professional conduct of the observer. If the observer is not with
the sponsor, the sponsor should know where (and with whom) the observer is with at all
times. Under no circumstances should an observer be left alone in any area that is
inaccessible to the public.

Updated 12/14

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The observership sponsor should make every attempt to be present during the
observership period agreed upon during the application process; should a sponsor
not be able to fulfill the terms of the observership agreement, s/he must contact the VEP
at once so that the terms may be adjusted accordingly.
The observership sponsor may not (under any circumstances) make any adjustments to
the terms of the observership agreement without coordinating with the VEP. Adjustments
include:
Change of dates
Change of sponsor
Change of department, specialty or sub-specialty
Change in remuneration amount (if applicable)
A supervising sponsor may choose to terminate an observership at any time if s/he feels
that the presence of an observer compromises or violates:
the safety of any MGH patient, employee or facility
MGH confidentiality / privacy agreements
the integrity of MGH intellectual property, clinical or research program(s)
MGH / PHS IS applications
any MGH standards, rules or regulations or any applicable federal, state or local
laws pertaining to government health care programs
The VEP must be advised prior to termination of any observership program.
The supervising sponsor is required to request & document patient consent
where an observing non-employee is present. The observer is not permitted to
request or document patient consent. If a patient will be encountered multiple times, a
blanket request and notation in the LMR is acceptable.
The MGH sponsor must assure:
the observer not have direct patient contact
the observer behave in a professional manner, observing and complying with all
MGH standards, policies & procedures
informed consent be given by each patient (or proxy) and consent is document in
patients record
the observer leave (immediately) should a patient (or proxy) withhold or rescind
consent
The sponsor is responsible for obtaining for the observer:
hospital-issued scrubs
lockers
The observership sponsor shall not provide any letters or recommendation, reference or
commendation on behalf of the observer; upon successful completion of an
observership, a certificate of attendance will be issued by the VEP.

Updated 12/14

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Visitor Dress Code (unless otherwise specified by VEP representative):

Business or business casual attire (dress pants, dress shirt and tie, close-toed
shoes). Jeans and/or T-shirts are not acceptable.
Clinical observers are required to wear lab coats issued by their home
institutions.
In addition to MGH-issued IDs, all observers are required to wear identification
badges issued by their home institution.
Observers May:
Attend MGH conferences, lectures, seminars and committee meetings
Observe both inpatient and outpatient clinical activities with prior approval from
assigned MGH sponsor
Observers May Not:
Administer treatment or render services to patients
Be involved in obtaining patient consent for any encounter or procedure (clinical
or research)
Participate in patient care management, including writing orders or notes in
patient records and / or giving verbal orders related to patient care.
Have access to MGH / PHS computers & systems. This includes:
o
o
o
o

Network logon and/or password

Direct access to any clinical applications that contain PHI (protected
health information)
MGH / PHS email address
Listing in MGH / PHS telephone directory

Access any clinical or research IS applications under any other users name or ID
Publish any works that imply a formal affiliation with the MGH
Obligate the MGH financially
Suggest or imply that s/he is acting with the authority of the MGH

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Name of Non-Employee Observer:

Host Department:

Supervising Sponsor:

Observership Start Date:

Observership End Date:

As the supervising sponsor, I understand that I am ultimately responsible

for the observership content as well as the professional conduct of the
non-employee observer while at the MGH.

___________________________________________

______________________

Supervising sponsor signature

Date

________________________________________________
Supervising sponsors title

Updated 12/14

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