Applying For Observership At Stanford Hospital: A Step-By-Step Guide

Stanford Hospital offers a Visiting Observer Program for those interested in the field of plastic and reconstructive surgery. The first step to applying for an observership is to identify a Stanford faculty member to host you as an observer. You can either contact the faculty member directly or coordinate with the program manager of Global Engagement at Stanford Surgery, Mohammed Al Kadhim. Once a Stanford Surgery faculty host agrees to be a host, you will need to fill out a form and submit it to the Visiting Observer Office. You will then receive a unique Visiting Observer number and a package of documents to complete, sign, and return. Full payment is due 30 days before the approved observation start date, and there is a 50% refund if observers cancel at least 14 days in advance of the start date.

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Application form and requirements

To apply for an observership at Stanford Hospital, you must first identify a Stanford faculty member to host you as an observer. You can either contact the faculty member directly to seek their willingness and availability or coordinate with Mohammed Al Kadhim, the Program Manager of Global Engagement at Stanford Surgery.

Once a Stanford Surgery faculty host agrees to be your host, you will need to fill out a form and submit it. Upon receiving preliminary approval, you will be assigned a unique Visiting Observer number, and a package of documents will be sent to you electronically. These documents include a compliance agreement, a privacy agreement, and a health questionnaire. You must read, complete, and sign these documents before returning them by email.

Additionally, you will need to provide proof of two years of training (an internship plus a one-year residency) at a US ACGME-accredited institution. You must also be at least eighteen years old. Full payment is due 30 days before the approved observation start date, and it is best to pay as soon as possible as the approval process will not be initiated until payment is received. The cost is an additional $1000 for each working week of the observership, up to a maximum of four weeks. Payments are made via wire transfer to Stanford Surgery.

Please note that Stanford Surgery will not cover travel, transportation, lodging, or meal costs, and visa procedures are the sole responsibility of the applicant. There is no financial compensation from Stanford for the observership. If you cancel at least 14 days in advance of the agreed-upon start date, you will receive a 50% refund.

Approval process and payment

To apply for an observership at Stanford Hospital, you must first identify a faculty host. Once you have found a faculty host, you can contact the relevant department to inquire about the next steps in the process. The exact process may vary depending on the specific program or department you are interested in. For example, the Interventional Radiology program has a Visiting Observer Program that offers opportunities for physicians, residents, fellows, and medical students to observe clinical services. This program requires visitors to submit a Visiting Observer Request and Inquiry Form.

The approval process typically involves gaining approval from the Stanford Hospital and Clinics (SHC) Compliance Department, obtaining medical clearance from SHC Workforce Health and Wellness, and getting approval from the manager of the clinic and/or operating room where the observation will take place. The administrative associate for the host faculty will manage this process and will communicate with the visiting observer via email.

In terms of payment, Stanford does not offer housing for visiting observers, so the cost of accommodations is the responsibility of the observer. Additionally, observers are typically required to pay a fee for the observership program. For Visiting Student Researchers (VSRs), this includes a monthly VSR fee, a quarterly Campus Health Services Fee, and a charge for Cardinal Care Student health insurance (unless they have comparable coverage from another carrier). Observers in other programs may pay through the CardinalPay online payment site using a credit card, wire transfer, or electronic check. Full payment is typically due 30 days before the approved observation start date, and cancellations made less than 14 days in advance may not be refunded.

Necessary documentation

To apply for an observership at Stanford Hospital, you will need to submit a range of documentation, some of which must be completed before your application and some after your application has been approved. Here is a step-by-step guide to the necessary documentation:

Before Application:

• Training Certificates: You must have completed two years of training, including an internship and one year of residency, at a US ACGME-accredited institution.
• Identification: Observers must be at least eighteen years old.

During Application:

• Host Faculty Member: Identify a Stanford faculty member to host you as an observer. Contact the faculty member directly to seek their willingness and availability or coordinate with the program manager of Global Engagement at Stanford Surgery.
• Application Form: Once you have a confirmed host, fill out the Visiting Observer Request Form. This must be submitted by the host/host team, or with the host copied on the email thread.

After Application:

• Approval Email: Save the approval email you will receive from the Visiting Observer Office. This will contain detailed next steps regarding attestations and medical clearance procedures.
• Compliance Agreement: You will receive a package of documents that must be completed, signed, and returned, including a compliance agreement to follow Stanford's rules and regulations.
• Privacy Agreement: This document must be signed and returned to Stanford.
• Health Questionnaire: Complete and return the health questionnaire to Stanford.
• Medical Clearance: Follow the instructions provided by the Visiting Observer Office regarding medical clearance procedures.
• Payment: Full payment is due 30 days before the approved observation start date. Payment can be made via wire transfer to Stanford Surgery.
• VISA: VISA procedures are the sole responsibility of the applicant.

Please note that you should allow 4-6 weeks for notification of whether your visit has been approved or denied. Once an observer is accepted and all documents are submitted, it typically takes at least 6-8 weeks for processing and badge approval.

Choosing a faculty member

To apply for an observership at Stanford Hospital, you must first choose a faculty member to observe. Stanford University's Visiting Observer Program allows for a period of no more than 30 consecutive calendar days, per 12-month period.

• Visit the Stanford University faculty webpage: Here, you can explore the different departments and areas of specialization offered by the university. You can learn about the research interests and expertise of the faculty members, which will help you identify a suitable host for your observership.
• Identify your area of interest: Consider your specific interests and the purpose of your observership. Stanford University offers a wide range of specializations, including Otolaryngology, Interventional Radiology, and Dermatology. By narrowing down your area of interest, you can focus on faculty members who align with your goals.
• Review faculty profiles: Once you have identified your area of interest, browse the profiles of the faculty members within that department. Look for faculty members whose research interests and expertise match your own. Consider their academic backgrounds, publications, and any ongoing projects they may have.
• Contact potential faculty hosts: Once you have identified potential faculty members you would like to observe, reach out to them directly. You can usually find their contact information on their faculty profiles or the department website. In your communication, introduce yourself, explain your background and interests, and express your interest in observing them.
• Discuss observership details: If a faculty member agrees to host you, discuss the specifics of your observership, including the duration, dates, and any requirements or expectations they may have. It is important to ensure that the faculty member's availability aligns with your desired timeline.
• Complete the necessary paperwork: Work with your chosen faculty host to complete the required paperwork for the observership. This may include submitting a Visiting Observer Request and Inquiry Form, as well as providing any necessary documentation, such as proof of vaccinations and medical records.

Remember that the availability of faculty members may vary, and it is recommended to initiate contact and start the process well in advance to increase your chances of securing your preferred observership opportunity.

Housing and location

Stanford does not provide housing for visiting observers. Observers should confirm with the host faculty administrative associate at which location they will be observing prior to securing housing. The cost of accommodations is very high due to the general cost of housing in the Palo Alto area. Airbnb.com and Vrbo.com are useful sites to find lodging to rent, and there are many nearby hotels, although they are expensive. Some housing options are listed on Stanford's website.

There are a number of apartments for rent near Stanford Hospital, including in the following locations:

• Palo Alto, CA
• Redwood City, CA
• Fremont, CA
• Milpitas, CA
• Sunnyvale, CA
• Foster City, CA
• San Jose, CA
• Walnut Creek, CA
• San Francisco, CA
• Pacifica, CA

There are also some apartments available to rent closer to the Stanford campus. For instance, Kingscote Garden Apartments are privately owned apartments on the Stanford campus next to the Faculty Club. Rentals are open to Stanford affiliates only. There are also individually owned condominium units located near the corner of Mayfield and Campus Drive, although these are only open to faculty and high-level staff.

There are also some short-term rentals available in the Stanford West Apartments complex, which consists of one and two-bedroom units. Sizes range from 547 square feet up to 1,222 square feet. The Colonnade Los Altos apartment complex is located across the street from the Stanford Hospital and consists of 108 units ranging from studios to 2-bedroom/2-bath units.

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