Shadowing FAQ

Here is a list of our most frequently asked questions. If you do not see the answer to your question here, please contact the Generalist Program for assistance. Our telephone number is 252-744-2291.

SHADOWING POLICY

The Office of Generalist Programs accepts shadowing applicants from recognized formal enrichment programs and individual applicants who are working with an identified mentor. All applicants must complete the Shadowing Checklist in its entirety and submit to the Generalist Program 10-14 days prior to their proposed shadowing experience for approval.

Shadowing students must be introduced as observers to patients and responsible parties. It should be clear that the student is not a health care worker. The patient or responsible party must give consent for the student to be present. Consent can be verbal and should be noted in the medical record.

The shadowing student should be considered as an observer only. The student should not be asked to perform any procedures, handle any blood or body fluids or sharps, radioactive material nor hazardous chemicals.

If the individual is under the age of 18, a parent or legal representative must also sign the Visitor Encounter Agreement and Release Waiver from Liability Form.

Shadowing Questions:

Why do I need to fill out all of this paperwork just to shadow for a few days?
You will need to turn in all of the paperwork in the first eight items on the checklist to shadow in the Brody Clinics. If you wish to shadow in a shared hospital area, you will also need to do the Vidant Medical Center requirements. There is a risk of exposure whenever you are within 6-10 feet of patients. We require the vaccinations for health care as a protective measure and we require the training modules to educate you on these risks and to introduce you to privacy in health care.
When I have completed everything, where do I turn it in?
Local shadowing applicants can drop their paperwork off in the drop box located in the outer office of the Office of Generalist Programs in 2N45 of the Brody Bldg – 600 Moye Blvd.

If you wish to speak to someone about your application, please make an appointment. All documentation reviews are conducted by appointment. Contact the Generalist Program at 252-744-2291 to set up a time to come by our office.
Out of town applicants can submit their documentation via scanned email or can fax to 252-744-1856.
If you wish to mail your paperwork, our address is:
Office of Generalist Programs , Suite 2N45
Brody School of Medicine Mailstop 631
600 Moye Blvd.
Greenville, NC 27834
What is the appropriate attire for shadowing?
The prescribed dress code for shadowing students is business casual although there are different rules for different clinics and research labs. Please Read the Clinical Dress Code for more information. If in doubt concerning what to wear, pleease check with your clinical mentor/supervisor.
Where do I park?
Parking on the ECU campus is according to registered parking pass. If you do not have a parking sticker, you can obtain one for a week or a month at the Parking and Transportation Office. If you are unsure about where to park, please check with your shadowing supervisor/mentor to find out more about available parking.
Why do I need a copy of my insurance card?
East Carolina University has a policy requiring its learners to have health insurance. For shadowing in our clinics we would like to include a copy of your health insurance card with your shadowing paperwork. We also ask that you provide emergency contact information with your application. Additionally, all students who are doing clinical rotations should also include verification of their malpractice insurance coverage.
I am unable to get a Tuberculin skin test. Are there other options available to me?
If you have ever had a reaction to the Tuberculin skin test, your health care provider may recommend that you avoid having follow-up skin tests. If you can’t have a PPD, other options are to have the QuantiFERON TB Gold blood test which is valid for a period of one year. You can also have a chest x-ray which is valid for two years. These options are more expensive than the standard Tuberculin test.
Which shots do I need to have for shadowing in clinic? What about for research?
If you will be shadowing in the clinic we require ALL of the shots listed below:
Sample Clinical Health Questionnaire An example including verification of the MMR series, HepB
series, Varicella series, Tdap, and a current flu vaccination.

Research:
The immunizations required for research are considered on an individual, case-by-case basis depending on what the research project entails. You may need all of the shots listed for clinical shadowing if you will be working in the clinic. If you will be working in a lab with tissue, fluids or DNA you will need to have the Hep B. series and a current tetanus booster. You may only need to have a current tetanus vaccine for projects that involve entering computer data in an office.
Whose signature do I need on the Visitor Application?
Who is my faculty preceptor/ mentor/ supervisor?

You will need a departmental approval signature on your visitor form. This approval signature can come from the Department Chair, or from an administrator in the clinic or your mentor/preceptor can sign as designate to give you permission to shadow with them. The terms preceptor/mentor/supervisor all refer to the person who you will be shadowing or working with for research.
Sample Application Form An example.
Do I need to have my Shadowing Release Waiver notarized?
If you are under the age of 18, you will need to have your legal guardian sign the Release Waiver in the presence of a notary. If you are 18 years of age or older you can sign for yourself and you won't need to have the form notarized.
Sample Release Waiver Form An example of the release from liability waiver.

Sample Attestation form Attestation.
I can’t access the ECU HIPAA Module?
HIPAA Training is annual training that is valid for one year from the date it is completed. Since some students have already taken the training, we ask that you email and request to be enrolled if you need the training and have not taken it for this year.
If you have already taken your ECU HIPAA Training for this year, please go to the online gradebook and print out your score to include with your Shadowing Application file. You must score an 80% or higher for shadowing at Brody School of Medicine. You may retake the quiz up to five times.

If you need to be enrolled in HIPAA, please contact the Generalist Office at 252-744-2291 or email robinsonc@ecu.edu
What is the URL for the ECU HIPAA Module?
HIPAA Training https://blackboard.ecu.edu
Students who will encounter PHI are required to complete HIPAA training. Please contact the Generalist Program for enrollment.
I have taken the Blood Borne Path/TB Training but I can’t find the Blood Borne Path/TB Quiz?
The quiz is located at the end of the sentence in item 7 on the Clinical Checklist. Simply click on the the underlined word Quiz at the end of the sentence. Bloodborne Pathogen/Tuberculosis Training and QUIZ, Read the training module. Upon completion take the quiz and include it with your application.

ECU Health Medical Center Shadowing FAQ:
Why do we need to do a separate application for shadowing in the hospital?
The Brody School of Medicine and ECU Health Medical Center are two entities and each entity requires its own liability paperwork to ensure compliance with agency policies and state and federal laws.
How will I know if I will be shadowing in the hospital?
The best way to find out will be to email your clinical mentor/supervisor and ask whether you will be shadowing in both Brody Clinics and ECU Health Medical Center.
I am unable to find the ECU Health training modules. Where are they located?
The education modules are linked into the ECU Health application. Simply click on the underlined education modules and you will be directed to the Vidant website to view the modules.
Who should I ask to sign as witness on my ECU Health Shadowing Application?
Anyone who is over the age of 18 can witness your signature of the application forms. It is fine to ask family or friends. Just make sure that you sign in their presence and that you both enter the same date. If you forget to have your signature witnessed it will delay your application until you can resubmit the form.
Once I finish everything, where do I submit my ECU Health paperwork for shadowing in the hospital?
Please submit your completed hospital paperwork to the Medical Staff Support Office at ECU Health Medical Center. Please proofread your paperwork carefully and scan via email to vmc.mss@vidanthealth.com or fax it to 252-847-6521.

If you have a question that has not been answered here, please contact the Medical Staff Support office at ECU Health Medical Center. You can reach the Staff Support office by phone at 252-847-4534 or email your question directly to: vmc.mss@vidanthealth.com
Please allow a two week processing period for your hospital clearance.