Clerkship Manual

Clerkship Manual
Kansas City University of
Medicine and Biosciences
COLLEGE OF OSTEOPATHIC MEDICINE
ACADEMIC YEAR 2014-2015
KCUMB-COM/OCCE 08.06.14
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TABLE OF CONTENTS
INTRODUCTION
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KCUMB-COM OFFICE OF COMMUNITY CLINICAL EDUCATION - MISSION
COMMUNITY CLINICAL EDUCATION
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GENERAL INFORMATION
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A.
B.
C.
D.
E.
F.
G.
NON-DISCRIMINATION/HARASSMENT POLICY
CODE OF PROFESSIONAL CONDUCT
UNIVERSITY HONOR COUNCIL
WRITTEN COMPLAINTS AGAINST A STUDENT ON CLERKSHIPS
CLINICAL CLERKSHIP COORDINATORS
COMMUNICATION
COUNSELING AND SUPPORT SERVICES
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CONTACT INFORMATION
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OFFICE OF COMMUNITY CLINICAL EDUCATION (OCCE)
ASSISTANT REGIONAL DEANS
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KCUMB-COM CLINICAL CLERKSHIP OVERVIEW
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A. THIRD-YEAR CURRICULUM
B. FOURTH-YEAR CURRICULUM
ASSESSMENT
A. REGISTRATION
B. SUBJECT EXAMINATIONS
FAILURE OF SUBJECT EXAMINATIONS
C. NBOME COMPREHENSIVE OSTEOPATHIC MEDICAL STUDENT ASSESSMENT
D. STUDENT EVALUATION OF THE CLERKSHIP: THE MEDIQ
E. CLERKSHIP ASSESSMENT OF STUDENT PERFORMANCE BY PRECEPTOR
F. DEFICIENCIES
G. GRADING FOR REQUIRED CLERKSHIPS
CLERKSHIP ASSESSMENT
EXAMPLE GRADES
CLERKSHIP FAILURES
H. COMLEX LEVEL 1 AND LEVEL 2 CE AND COMLEX PE EXAMINATIONS
I. SCHEDULING COMLEX LEVEL 2 EXAMINATIONS
J. LETTERS OF RECOMMENDATION
K. CLERKSHIP GRADUATION REQUIREMENTS
POLICIES AND PROCEDURES
I.
GENERAL POLICIES
A. DEFINITION OF A CLINICAL CLERKSHIP
B. ELECTIVE
C. ABSENCE FROM CLERKSHIPS
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D.
E.
F.
G.
H.
I.
J.
NON-CREDITED TIME-OFF
CLINICAL MANAGEMENT REVIEW
SUB-INTERNSHIPS (4TH YEAR)
EMPLOYMENT
VACCINATIONS/IMMUNIZATIONS
BACKGROUND CHECKS AND DRUG SCREENS
HEALTH INSURANCE
STUDENT SUPPLEMENTAL MEDICAL INSURANCE POLICY
K. HIPAA REGULATIONS AND PATIENT ENCOUNTERS
L. MEDICAL PROFESSIONAL LIABILITY INSURANCE
M. STUDENT IDENTIFICATION
N. DRESS CODE FOR CLINICAL ACTIVITIES
O. HOSPITAL RULES AND REGULATIONS / FINANCIAL RESPONSIBILITIES
P. SPECIAL ACCOMMODATIONS
Q. ACCIDENTS AND EXPOSURE TO BLOOD-BORNE PATHOGENS / INFECTIOUS DISEASES
R. DIDACTIC CONFERENCES AND READING ASSIGNMENTS
S. DUTY HOURS
T. MEDICAL ETHICS
U. PHYSICAL EXAMINATIONS
V. REPORTING CLERKSHIP PROBLEMS
W. LEAVES OF ABSENCE
X. WORKER’S COMPENSATION INSURANCE
Y. TRANSPORTATION FOR CLERKSHIPS
Z. REQUEST TO APPEAL
AA. ELIGIBLE PRECEPTORS
BB. DOCARE AND INTERNATIONAL CLERKSHIPS (INMED)
CC. MILITARY CLERKSHIPS
DD. RESEARCH AND NON-CLINICAL ELECTIVES
II.
SCHEDULING
A. 3RD YEAR ELECTIVE AND 4TH YEAR
B. APPLICATION AND OTHER FEES
C. CANCELING/CHANGING A CLERKSHIP
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KCUMB-COM/OCCE 08.06.14
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INTRODUCTION
KCUMB-COM Office of Community Clinical Education – MISSION
Kansas City University of Medicine and Biosciences-College of Osteopathic Medicine’s
(KCUMB-COM) Office of Community Clinical Education (OCCE) is a center for excellence in
all aspects of osteopathic clinical education. OCCE passionately supports KCUMB students
with a focus on service and quality education through developing and maintaining professional
partnerships in an ever-changing environment.
Community Clinical Education
Throughout the University’s history, strong and valued partnerships have been established with
highly regarded physicians, clinics and hospital systems across the nation. Annually, the OCCE
conducts a “Clerkship Match” process whereby each student is assigned to an affiliated coretraining site.
All clerkships are supported by a patient-based curriculum, which represents an integrated,
seamless continuation of the osteopathic curriculum offered during the first two years of training
at KCUMB-COM.
KCUMB
MAY MODIFY / CHANGE
THIS DOCUMENT AT ANY TIME
KCUMB-COM/OCCE 08.06.14
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GENERAL INFORMATION
(Keep in mind all curricular matters refer to University Catalog – all student life matters
addressed in student handbook)
A. Non-Discrimination/Harassment Policy
Please refer to the KCUMB Student Handbook
B. Code of Professional Conduct
Please refer to the KCUMB Student Handbook
C. University Honor Council
Please refer to the KCUMB Student Handbook
D. Written Complaints Against a Student on Clerkships
Please refer to the KCUMB Student Handbook
E. Clinical Clerkship Coordinators
KCUMB Clinical Clerkship Coordinators are the initial point of contact for matters pertaining
to clinical education. Coordinators are available to students in person, via e-mail or by telephone
during regular University business hours.
F. Communication
Students are responsible for:
• Becoming aware of all information disseminated by the University.
• Complying with all University stated policies.
• Checking e-mail daily – This is a formal means of communication.
o Students who experience problems with e-mail should directly contact the
Information Technology (IT) Helpdesk at 1.800.234.4847 ext. 7700.
• Complying with privacy policies (FERPA or otherwise).
NOTE: OCCE will only communicate information directly to the Medical Student (e.g. no
spouses, parents, etc.).
Students are obligated at all times to ensure that the University is in possession of current contact
information, including current/permanent mailing address and telephone numbers. Any change
in this information should be immediately updated via the PowerCampus Self-Service Portal.
G. Counseling and Support Services
Please refer to the KCUMB Student Handbook
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CONTACT INFORMATION
OFFICE OF COMMUNITY CLINICAL EDUCATION (OCCE)
1750 Independence Avenue  Kansas City, MO 64106-1453
1.877.425.0248  Fax: 816.654.7331
Senior Associate Dean
Directs the oversight of clinical clerkship experiences throughout the continuum of the College of Osteopathic
educational curriculum
John J. Dougherty, D.O., FACOFP, FAOASM, FAODME
816.654.7303 - jdougherty@kcumb.edu
Administrative Director
Responsible for overseeing the daily office functions, office personnel, point of contact for the Assistant Regional
Deans, affiliation agreements, directing programs and activities
Valorie Millican 816.654.7332 - vmillican@kcumb.edu
Preceptor Coordinator
Responsible for site and preceptor payments, assists in updating the credentialing of community clinical faculty and
preceptors, Continuing Medical Education credit, coordinating preceptor awards and receptions
Michelle Houser 816.654.7335 - mhouser@kcumb.edu
Clinical Clerkship Coordinators
Responsible for scheduling and coordinating clerkships in the Kansas City region
Angie Clemmer 816.654.7328 - aclemmer@kcumb.edu
Kelly Handschin 816.654.7337 - khandschin@kcumb.edu
Clinical Clerkship Coordinators
Responsible for scheduling and coordinating clerkships outside the Kansas City region, working
closely with the Assistant Regional Deans
Meghan Denney 816.654.7336 - mdenney@kcumb.edu
Angela Imes 816.654.7334 - aimes@kcumb.edu
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CONTACT INFORMATION
KCUMB REGIONAL ASSISTANT DEANS
COLORADO REGION
Gregory D. Smith, D.O., FACOFP
Office Phone: 720.859.6139
gsmith@kcumb.edu
FLORIDA REGION (ORLANDO)
Patricio Bruno, D.O.
Office Phone: 407.303.6421
Patricio.bruno.do@flhosp.org
FLORIDA REGION (GULF COAST)
Eugene Usberghi, Jr., D.O.
Office Phone: 239.694.5632
eusberghi@kcumb.edu
FLORIDA REGION (WEST PALM BEACH)
David J. Stern, D.O.
Office Phone: 561.840.4600
dstern@pbmg.com
MICHIGAN REGION (DETROIT/TOLEDO)
Steven J. Karageanes, D.O., FAOASM
Office Phone: 734.254.0453
skarageanes@kcumb.edu
SOUTHEAST MISSOURI REGION
Michael D. Roach, D.O.
Office Phone: 573.778.7267
mroach_97@yahoo.com
SOUTHWEST MISSOURI REGION
Larry D. McIntire, D.O.
Office Phone: 417.347.6767
lmcintire@kcumb.edu
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KCUMB-COM CLINICAL CLERKSHIP OVERVIEW
A. Third-year Curriculum
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General Family Medicine (2 blocks)
General Internal Medicine (2 blocks)
General Surgery (2 blocks)
Obstetrics and Gynecology (1 block)
Pediatrics (1 block)
Psychiatry (1 block)
Elective (1 block)
B. Fourth-year Curriculum
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Emergency Medicine (1 block at a KCUMB Core Site)
Clinical Management Review (1 block)
Internal Medicine Elective (1 block at a KCUMB Core Site)
Sub-internship (2 blocks at a Residency Program or Core Site)
Electives (5 blocks)
Sub-internships and three electives may be completed in the same area of specialty.
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ASSESSMENT
The purpose of the clerkship assessment is to provide feedback to guide both clinical and
professional development. Students are required to complete all components before a final grade
is assigned by KCUMB.
A. Registration
Students must complete/verify registration within five business days following the designated
start date of the clerkship. Students may access this system through the KCUMB Web Portal
located at www.kcumb.edu.
Be sure to register information for the attending physician completing the assessment. IT IS
IMPERATIVE TO VERIFY AND SUBMIT ACCURATE AND COMPLETE OFFICE OR
PREFERRED CONTACT INFORMATION (e.g. address, phone, fax, e-mail, etc.). Once
submitted, changes may only be made by the OCCE and should be e-mailed to the assigned
Clinical Clerkship Coordinator.
Occasionally, students will work with more than one physician on a clerkship. In these cases,
the KCUMB Web Portal will not allow registration of a second physician. The student should email their assigned Clinical Clerkship Coordinator with all necessary information.
B. Subject Examinations
Students are required to pass a subject examination, in each of the third-year core clerkships
(total of six examinations), as part of their rotation grade. These are prepared by the National
Board of Medical Examiners (NBME). Passing is determined by a national standard of all
students who have taken the examination. Examinations will be given at either the core site or
through certain Prometric Testing Sites. For examinations taken at the Prometric Testing Sites, a
voucher will be issued and students will be responsible for scheduling a testing time within a
seven-day window. Examinations must be taken once scheduled.
Examinations must be taken in the following disciplines:
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Family Medicine
Internal Medicine
Obstetrics and Gynecology
Pediatrics
Psychiatry
Surgery
Students must take examinations in Family Medicine, Internal Medicine, and Surgery only after
completion of both clerkships. Students may take an examination at a non-core site, but should
discuss this with the Senior Associate Dean in advance to make arrangements with the site.
Travel to a nearby site to take the examinations and any expenses incurred for travel will be the
sole responsibility of the student. Failure to comply will affect advancement to the fourth year.
Scores and score reports will be sent to the student electronically.
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Failure of Subject Examination
Please refer to the KCUMB Student Handbook
Failure of a subject examination constitutes the failure of a rotation. Students are allowed to
remediate one subject examination during their combined clinical years of medical school,
without it constituting a failed course.
Students who fail an examination will be referred to the Student Performance Committee (SPC).
Students will be allowed to remediate their first failure without a formal meeting with the SPC.
Students who fail a second attempt or fail another clerkship examination are required to meet
with the SPC.
C. NBOME Comprehensive Osteopathic Medical Student Assessment Examination II
Students must take the NBOME Comprehensive Osteopathic Medical Student Assessment
Examination II (COMSAE II) prior to taking the COMLEX Level 2 examination.
D. Student Evaluation of the Clerkship (Med IQ)
The University relies upon students to provide constructive feedback about clerkships. As such,
students are required to complete an online evaluation of the preceptor, for all clerkships.
Clerkship credit will not be granted until the evaluation has been completed.
The University generates periodic, confidential, anonymous summary reports for review and
appropriate content is shared with preceptors and/or core sites
E. Clerkship Assessment of Student Performance by Preceptor
Preceptors complete a Clerkship Assessment at the end of the clerkship. This assessment asks the
preceptor to rate student performance compared to other students at the same educational level.
Assessments submitted by interns or residents must be co-signed by an attending physician or
Director of Medical Education (DME). Only comments are entered from intern or resident
assessments.
The University recommends that students ask preceptors for an informal mid-clerkship
assessment to allow the student to determine whether there is consistency between the
preceptor’s and student’s perceptions. In addition, should a student be experiencing difficulty on
a clerkship, a mid-clerkship assessment allows time to improve before the end of the experience.
This may help avoid surprises at the end of a clerkship and provides the opportunity for the
student to proactively address any problems.
Preceptor approaches vary widely in providing students with feedback on performance. The
University recommends that all students request time during the final week to receive an
appraisal of their performance from the preceptor.
Occasionally, students will work with more than one attending physician on a clerkship. In these
cases, multiple assessments will be accepted for the experience. When there is more than one
assessment submitted for a student for the same clerkship, the assessments will be averaged
together to determine a final grade. OCCE works directly with each site to coordinate dispersal
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and retrieval procedures for assessments. Students are encouraged to review the evaluation with
the preceptor during the last week. Paper copies may be returned by the student directly to the
OCCE or their coordinator.
KCUMB reviews all clerkship assessments and determines the final grade for the clerkship. If
significant performance issues arise, an appropriate University official will notify the student.
Students should attempt to schedule an end-of-clerkship meeting with the preceptor to discuss
their performance and review the assessment for self-improvement. However, at no time is it
appropriate for a student to request a preceptor to change an assessment rating, revise
comments on an assessment or challenge a preceptor regarding an assessment. If the
preceptor is not available to review the assessment with the student and the student has questions
or concerns, the student should contact their OCCE Clinical Clerkship Coordinator to discuss the
most constructive way to obtain the desired feedback. Students failing to maintain the utmost
level of professionalism in dealing with any part of the assessment process may be referred
to the Senior Associate Dean for Clinical Education.
F. Deficiencies
Please refer to the KCUMB Student Handbook
All deficiencies or concerning comments will result in review by the Senior Associate Dean and
may be reviewed with the evaluating preceptor. Pending this review, the student will be notified
of a poor assessment and/or failure relating to academic issues by the OCCE. The final
disposition of the assessment in question is pending completion of this process. Additional
assessments submitted following official review will be accepted, but may not impact the
outcome.
Deficiencies relating to professionalism can be referred to the SPC when deemed appropriate by
the Provost/Dean. Issues relating to professionalism may be referred to the University Honors
Committee or the Provost/Dean of the Medical School. For complete policies regarding clerkship
failure, review the KCUMB Student Handbook.
Subsequent to the review process, any student identified as having failed a clerkship will be
required to meet with SPC.
AT ANY TIME AND FOR ANY REASON, KCUMB RESERVES THE RIGHT TO
REQUIRE ADDITIONAL METHODS OF ASSESSING THE STUDENT. STUDENTS
MAY BE REQUIRED TO RETURN TO THE KCUMB CAMPUS FOR A FORMAL
REVIEW.
G. Grading for Required Clerkships
Students may earn Pass, High Pass, or Fail in required third year clerkships and certain
elective clerkships.
Clerkship Assessment: Clerkship Grades Honors (H) and High Pass (HP)
1) To pass each clerkship, a student must pass both the clerkship evaluation and the NBME
subject (shelf) exam
a. A Pass or Fail grade will be recorded on the transcript
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b. A High Pass or Honors grade may be earned and noted on transcript for subject
exam performance when a passing grade on the clerkship is also earned.
2) Clerkship Evaluations
a. A preceptor will evaluate a student’s performance for all 3rd and 4th year
clerkships
b. Comments from the evaluations will be used for the Medical Student Performance
Evaluation (MSPE, also known as the Dean’s Letter)
3) NBME Subject (shelf) Exams
a. Six exams are taken during year 3, at the end of required clerkships.
i. For Family Medicine, Internal Medicine and Surgery, exams are taken
after the second clerkship
ii. Each exam has an established pass, high pass and honors score
iii. All exams must be passed prior to graduation
Examples of Grades
Clinical Rotation
Pediatrics
Family Med
Internal Med
Surgery
Grade
P
F(P)
H*
HP*
* Indicates high pass or honors recognition for exam performance
b. Additional subject exams may be taken, if available from NBME, at the student’s
expense. Examples of these are Neurology, Ambulatory Medicine and Emergency
Medicine. Students should contact Curricular Affairs at least two weeks in
advance to schedule an exam and arrange payment to KCUMB. Excellent
performance may earn high pass or honors on these exams.
c. A student may retake an exam that was previously passed. The score will not
replace the original score, but may be included in the MSPE if the student scores
high pass or honors. Student should contact Curricular Affairs at least two weeks
in advance to schedule an exam and arrange payment to KCUMB.
Clerkship Failure: Any student failing a clerkship as a result of a poor evaluation or
performance on the subject exam is required to meet with the Student Performance Committee
(SPC).
1. Poor clerkship evaluation – after meeting with the student, the SPC will make a
recommendation to the Vice Dean.
2. NBME Subject (shelf) Exam
a. First exam failure – the student will not fail the clerkship if the preceptor’s
evaluation of the student is satisfactory, but will receive a warning letter from the
Vice Provost for Enrollment and Student Services.
b. Any additional exam failure(s) – the student is required to meet with the SPC. The
SPC will make recommendations to the Vice Dean.
Clerkship
Family Medicine
Internal Medicine
Obstetrics & Gynecology
Pediatrics
Psychiatry
Surgery
Honors
82
82
79
79
84
80
NBME Exam Scores
High Pass
Pass
78
59
78
65
75
60
75
60
80
64
76
59
Failure
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64
59
59
63
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H. COMLEX Level 1 and Level 2 CE and COMLEX PE Examinations
COMLEX examination applications are available online at www.nbome.org or from the
Registrar’s office.
I. Scheduling COMLEX Level 2 Examinations
Students must take the NBOME Comprehensive Osteopathic Medical Student Assessment
Examination (COMSAE II), prior to taking the COMLEX Level 2 examination.
Students must schedule and sit for the COMLEX Level 2 CE and COMLEX 2 PE after
completing the required Clinical Management Review and before December 15th; extensions
must be approved by the Senior Associate Dean or Provost/Dean.
NOTE regarding USMLE: In order for the NBME to upload the USMLE transcript, an
applicant must:
• Authorize the release of their transcript
• Assign it to at least one program
• Apply to at least one program & pay the USMLE transcript fee (one-time fee
of $75
J. Letters of Recommendation
As students request letters of recommendation from preceptors, the following information is
provided to assist in the process. The physician writing the letter should be informed by the
student to address the salutation of the letter “Dear Program Director” and send it to the Office of
the Registrar, 1750 Independence Avenue, Kansas City, Missouri 64106. It is recommended for
the letter to be submitted on letterhead from the hospital or clinic and signed by the attending.
Students who want to find out what letters of recommendation have been received should
directly contact the Registrar’s Office.
ERAS Letter of Recommendation Request form link:
http://www.kcumb.edu/academics/academic-resources/records-forms/
K. Clerkship Graduation Requirements
Each student must successfully complete and receive credit for all clerkships to qualify for
graduation. This is in addition to meeting other graduation requirements as set forth in the
KCUMB Student Handbook and/or KCUMB University Catalog.
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POLICIES and PROCEDURES
Medical students are required to adhere to the following policies and procedures at all times
while on clerkships.
I. General Policies
A. Definition of a Clinical Clerkship
Clinical clerkships are sometimes referred to as rotations, clinical experiences or externships,
with a teaching physician, who is referred to as a preceptor.
Students are expected to adhere to each site’s scheduling protocols and procedures. Some sites
require more than forty hours per week and may include working holidays, overnights, and/or
weekends.
B. Elective
One (1) clerkship during the third year may be taken as an elective. The core site determines the
schedule and as such, may set the time and/or location at which this elective may be completed.
The elective can be split into two, two-week increments; however they must be completed
consecutively. Two-week electives are not available in Kansas City.
C. Absence from Clerkships
All absences must be communicated to the core site and preceptor by their preferred
means of contact prior to the start of an assigned shift. In addition, the Clinical Clerkship
Coordinator must be notified by email within 24-hours of the absence. Failure to report an
absence is considered abandonment of duties and unprofessional conduct, which will be reported
to the Senior Associate Dean and/or the Vice Provost, for disciplinary action.
KCUMB reserves the right to request documentation after the first day of an absence for
emergent, unforeseen circumstances. A student absent for three or more days due to illness must
submit a physician’s release to the Clinical Clerkship Coordinator prior to returning to clinical
duties. Chronic absenteeism can be cause for disciplinary action.
If KCUMB should close for inclement weather, that does NOT excuse a student from their
clerkship. In addition, the KCUMB calendar regarding scheduled time off and breaks (e.g.
Memorial Day, Labor Day, Winter Break, Spring Break, etc.) does not apply to third- and fourthyear students.
Absences must be made up prior to the end of the clerkship or as approved, in advance, by the
Senior Associate Dean. For consideration of an approved absence, a signed Time-off Request
form must be submitted to OCCE no later than 30 days prior to absence.
D. Non-credited Time-off
Students may request non-credited time off from any block. This time is not permitted on either
the first or second day of the clerkship. For consideration of approval, a signed Time-off
Request form must be submitted to OCCE no later than 30 days prior. The form is available on
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the KCUMB Web Portal. This request will be reviewed by the Senior Associate Dean and either
approved or denied.
All students should verify policies regarding time off with the core clerkship site as soon as
possible. Core sites have the prerogative to schedule any student for holiday duty as University
breaks DO NOT apply during clinical training. The student should be scheduled by the site to
work with an alternative eligible preceptor in the event that the regularly scheduled preceptor is
taking time off.
In year four, students should utilize their time off to accommodate internship/residency
interviews. In an effort to maximize internship/residency interview opportunities, students are
encouraged to arrange clerkships either in the discipline or at the program to which they plan to
apply – if possible, during prime interview months (usually August- December).
Special Note: Residency interviews are not allowed to be scheduled during PE Remediation.
E. Clinical Management Review
Students have a required clerkship, with an emphasis on improving student’s knowledge in
clinical medicine. This required clerkship is specifically scheduled by the student’s clinical
clerkship coordinator, based on the COMLEX 2 CE date the student has confirmed. Any
exceptions must be approved by the Senior Associate Dean or Provost/Dean.
F. Sub-internships (4th Year)
Students must complete two sub-internships. Each must be a continuous experience and cannot
be split. Sub-internships are restricted to students in their fourth year of clinical training and are
designed to provide the student with an increased level of patient care responsibilities. Training
focuses on self-education and includes more advanced study of discipline. Sub-internships must
be scheduled at a recognized residency training program or KCUMB Core Site.
G. Employment
Students are strongly discouraged from seeking employment during the academic year.
Curriculum requirements preclude employment.
H. Vaccinations/Immunizations
A student who cannot provide an official up-to-date immunization record, in accordance
with University requirements, will not be allowed to begin or continue with clinical
training.
I. Background Checks and Drug Screens
Prior to matriculation and prior to beginning third-year clinical rotations, all KCUMB students
will have a criminal background check performed at their own expense. The background check is
to be performed by a certifying organization retained by KCUMB. The purpose of the
background check is to satisfy federal, state, and individual hospital requirements for students
participating in clinical activities involving patient care. Any criminal activity occurring prior to
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or after matriculation must be immediately reported to the Vice Provost for Enrollment and
Student Services. Failure to report will result in dismissal.
A 14-panel drug screen must be obtained to proceed with clinical training and are at the student’s
expense.
SPECIAL NOTE: Some clerkship sites (core or otherwise) require additional checks and/or
drug screens. The student is responsible to initiate those requests and remunerate any related
fees.
J. Health Insurance
All students are required to maintain personal health insurance. COM students must submit proof
to the Office of Community Clinical Education before beginning clinical training and
immediately report any break in coverage or change in health insurance to the OCCE, e-mailing
an electronic copy of the front and back of the new insurance card to occe@kcumb.edu.
SPECIAL NOTE: A student who cannot provide documentation of current personal health
insurance coverage, in accordance with University requirements, will not be allowed to begin
or continue with clinical training.
Student Supplemental Medical Insurance Policy
KCUMB has partnered with Hartford Life Insurance Company to provide Student Supplemental
Medical Insurance coverage for all students. The Student Supplemental Medical Insurance policy
attempts to help students cover medical expenses that are incurred during KCUMB-related
activities, which are not covered by the student's personal medical insurance. The Student
Supplemental Medical Insurance policy does not replace a student's personal medical insurance
policy and students are still required to carry their own personal medical insurance. In
accordance with every insurance policy, exclusions apply. If a medical injury, including a needle
stick occurs as a first- or second-year student, immediately contact the Office of Student Affairs
for information as to whether your injury qualifies for this coverage and directions for filling out
a medical claim form. If a medical injury, including a needle stick, occurs as a third- or fourthyear student, immediately contact your Clinical Clerkship Coordinator for information as to
whether your injury qualifies for this coverage and directions for filling out a medical claim
form. Forms for filing a medical claim through this policy can be found on the OCCE Web
Portal, as well as the KCUMB intranet, under the Student Affairs section.
K. HIPAA Regulations and Patient Encounters
All students are required to become familiar with and adhere to all aspects of the Health
Insurance Portability and Accountability Act (HIPAA) of 1996, Public Law 104-191 including
The Privacy Rule published by the US Department of Health and Human Services (HHS). The
Privacy Rule establishes, for the first time, a foundation of Federal protections for the privacy of
Protected Health Information. This rule sets national standards for the protection of health
information, as applied to the three types of covered entities: health plans, health care
clearinghouses, and health care providers who conduct certain health care transactions
electronically. By the compliance date of April 14, 2003 (April 14, 2004, for small health plans),
covered entities must implement standards to protect and guard against the misuse of
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individually identifiable health information. More specific information may be obtained at
www.hhs.gov/ocr/hipaa/.
As a medical student, these standards pertain to all individually identifiable health information
(Protected Health Information or PHI) encountered during medical training with the University
including, but not limited to, medical records and any patient information obtained.
HIPAA regulations prohibit the use or disclosure of PHI unless permitted or required by law
therefore, each student must utilize reasonable safeguards to protect any information he or she
receives. Each student is responsible for ensuring the safety and security of any written or
electronic information he or she receives, creates or maintains. The misplacement, abandonment
or loss of any information in the student’s possession will result in disciplinary action. At no
time should a medical student alter, remove or otherwise tamper with medical records. Specific
rules and regulations with respect to student entries in medical records must be clarified during
orientation or on the first day of the clerkship.
Furthermore, each student is responsible for ensuring that PHI is used or disclosed only to those
persons or entities that are authorized to have such information. Students are expected to
maintain strict confidentiality in their patient encounters; to protect the physician-patient
privilege; and to ensure that there are no unauthorized uses or disclosures of PHI.
Any unauthorized use or disclosure of PHI, to include but not limited to digital images, video
recordings, or any other patient related materials, committed by a student, or any observation of
the same by a student or employee, should immediately be reported to OCCE.
Any questions related to compliance with the HIPAA Privacy Regulations or about this or other
privacy policies should be directed to the KCUMB Compliance Officer.
L. Medical Professional Liability Insurance
KCUMB provides medical professional liability insurance commensurate with industry
standards. Malpractice coverage extends only to clinical activities specifically determined by the
university as requirements for successful clerkship completion. Changes made to clerkship dates,
type, and/or location without prior OCCE approval will jeopardize malpractice coverage.
Understandably, students may wish to participate in volunteer activities such as health fairs
during the course of their medical training. Student malpractice coverage does NOT extend to
non-KCUMB approved activities (volunteer or otherwise). It is the student’s responsibility to
personally determine that any activity in which he or she participates outside of clerkship
assignments is covered by alternative malpractice coverage.
The student is personally
responsible should an issue of malpractice arise during activities not covered by KCUMB
malpractice insurance.
M. Student Identification
While performing duties related to patient care, all students must clearly identify themselves as a
medical student both verbally and by wearing their KCUMB picture identification badge in
addition to any hospital issued identification. Misrepresentation of oneself as a licensed
physician is both illegal and unethical. Should the KCUMB identification badge become lost or
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broken, the student should contact KCUMB Security immediately to order a replacement and a
charge may apply.
N. Dress Code for Clinical Activities
On clinical rotations, students must wear dress that is professional in nature. White coats are
required. Male students should wear collared shirts with ties. Female students should wear
dresses or slacks/skirts with dress shirts. Closed-toed shoes are required. Specialty rotations or
specific training sites may designate other prescribed clothing such as scrubs and/or tennis shoes.
A professional appearance mandates the conservative use of jewelry, hair color and clothing
selection. Any clothing, hair color, jewelry or body piercing that may cause a concern with
affiliated faculty, hospitals or patients must be covered or avoided. Students may be asked to
change their appearance to conform to the dress code of preceptors as well as rotational sites.
Student identification badges should be worn above the waist and made clearly viewable at all
times.
Students must abide by the Dress Code as articulated in the KCUMB Student Handbook.
O. Hospital Rules and Regulations / Financial Responsibilities
Each hospital/health care system has individual rules and regulations. Medical students must
familiarize themselves with and adhere to these protocols during training. Students must respect
and follow all policies regarding the use of hospital facilities, housing, and equipment.
Students are financially responsible for any damage to or loss of hospital-related property,
including but not limited to library materials, pagers and keys.
P. Special Accommodations
Please refer to the KCUMB Student Handbook
Kansas City University of Medicine and Biosciences (KCUMB) provides reasonable and
appropriate accommodations for students with documented disabilities. The intent of this policy
is to provide each student with the opportunity to excel academically, while creating an equitable
environment conducive to learning. KCUMB is committed to equal access to programs, services
and activities in accordance with Section 504 of the Rehabilitation Act of 1973 and the
Americans with Disabilities Act Amendments Act (ADAAA) of 2008 and any other state and/or
federal applicable laws. KCUMB promotes an environment of respect and support for
individuals with disabilities, and will make reasonable accommodations for such individuals
pursuant to applicable law.
Information concerning eligibility for accommodations, required documentation, application
process for accommodations, temporary disabilities, and grievance procedures is set forth in
KCUMB’s Disability Services Policies and Guidelines available in the Office of the Vice
Provost for Enrollment and Student Services.
In addition, KCUMB has designated its Vice Provost for Enrollment and Student Services
(“Disability Services Coordinator”/ “504 Coordinator”) to coordinate KCUMB’s compliance
with Section 504 and the ADAAA. Requests for information concerning services and activities
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accessible to and useable by persons with disabilities should be directed to the Disability
Services Coordinator:
Richard P. Winslow, Ph.D., Vice Provost for Enrollment and Student Services
Administrative Building, Office 341
Telephone- (816) 654-7512
Email- rwinslow@kcumb.edu
In setting forth this Policy, however, it is important to note that some professions for which the
University may offer programs may have certain cognitive, sensory, affective, and/or
psychomotor functional requirements that are essential functional requirements for the
profession. Thus, individuals must be able to meet those functional requirements, with or
without reasonable accommodation, in order to participate in the University’s programs. For
information on such functional abilities essential to professions for which the University offers
programs, individuals should consult with:
Richard P. Winslow, Ph.D., Vice Provost for Enrollment and Student Services
Administrative Building, Office 341
Telephone- (816) 654-7512
Email- rwinslow@kcumb.edu
All requests for special accommodations due to a physical, psychological or learning disability
must contain appropriate documentation and be directed to the Disability Services Coordinator,
Dr. Rick Winslow, who makes recommendations to the Provost, who makes all final decisions.
Q. Accidents and Exposure to Blood-borne Pathogens /Infectious Diseases
Students who have had an accident or been exposed to blood, body fluids and/or at risk
environments for infectious disease exposure should follow, at a minimum, the employee policy
of the facility where the incident occurred and report to the emergency room for immediate
treatment.
Any expense incurred due to exposure is the student’s responsibility and should be billed to
his or her personal health insurance. For additional details see Student Supplemental Medical
Insurance policy.
R. Didactic Conferences and Reading Assignments
Didactic conferences and reading assignments are critical components of the medical education
process. While the focus of the clinical years is hands-on experience, didactic conferences and
reading assignments are often provided as an adjunct to this learning process. Completion of
reading assignments and attendance at didactic conferences scheduled by KCUMB, the Assistant
Regional Deans, the core site hospital, clerkship service or preceptor is required without
exception.
S. Duty Hours
Duty hours are determined solely at the discretion of the core site hospital, service and/or
preceptor, and must be followed without exception. Hours may be required on overnights,
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weekends, and/or holidays. Students generally follow the same schedule as their preceptor,
however, if the preceptor is on vacation, or scheduled away from the office or hospital,
additional arrangements must be made for completion of the clerkship. If this occurs, contact
your Clinical Clerkship Coordinator immediately. Students must clarify schedules during
orientation. Failure to comply can affect the student’s enrollment status and consequently
their financial aid eligibility. FEDERAL LAWS RESTRICTING INTERN/RESIDENT
WORK HOURS DO NOT APPLY TO MEDICAL STUDENTS.
T. Medical Ethics
Please refer to the KCUMB Student Handbook
All medical students are expected to conduct themselves in a professional manner demonstrating
an awareness and compliance with the ethical, moral and legal values of the osteopathic medical
profession. In observing the principles and practices of medical ethics, students will:
•
•
•
•
Place primary concern on the patient’s best interests
Be available to patients at all reasonable times as expected by the preceptor/core site
Perform medical activities only within the limitations of a medical student’s
capabilities and within the guidelines determined by the site and/or preceptor
Strictly maintain patient and institutional confidentiality.
U. Physical Examinations
During clinical clerkships, students are routinely required to see and examine patients. It is
necessary that all examinations of patients be appropriately structured, supervised, and consented
in the interests of all parties, including the patient, student and attending physician.
Students must wear their KCUMB picture identification badge and introduce themselves to
patients as a medical student. Patient consents for a student to perform an intimate examination
must always be voluntary. Consent for an intimate examination must be either verbal and/or
written. Irrespective of the gender of the examining student and the patient being examined, a
chaperone, defined as another medical professional, preferably the preceptor is required during
all intimate examinations. A chaperone is not an accompanying person i.e. friend or relative of
the patient. A chaperone, similarly, is not another medical student. Students are highly
encouraged to record the date, time and the results of the examination as well as the name of the
chaperone in the medical record.
V. Reporting Clerkship Problems
Students are encouraged to discuss issues and concerns with the utmost degree of
professionalism. During the clerkship, immediate concerns (Harassment, patient safety,
etc.) should be reported to the Senior Associate Dean. General concerns should be addressed
directly with the preceptor and/or core site if possible. If an effective resolution cannot be
reached, or if the student is not comfortable addressing the issue themselves, the student should
contact their Clinical Clerkship Coordinator.
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W. Leaves of Absence
Please refer to the KCUMB Student Handbook
A leave of absence may be granted from the University for several reasons, as an example:
• Medical emergency or illness
• Personal emergency
• Military service
The Provost/Dean of the College of Osteopathic Medicine may grant a leave of absence for a
designated period of time with or without conditions. Conditions are commonly prescribed in
cases of academic deficiency or medical related issues.
Students granted a medical leave of absence must have a licensed physician, selected by the
Provost/Dean of the College of Osteopathic Medicine, certify in writing that their physical and/or
mental health is sufficient to continue in a rigorous educational program before they may return
to the University.
Students granted a leave of absence with conditions may be required to meet with the Vice
Provost of Student and Enrollment Services before reinstatement.
All leaves of absence should be requested in writing to the Provost/Dean of the College of
Osteopathic Medicine, who is responsible for approving or denying requests for leaves of
absence.
Students granted a leave of absence must follow the checkout process detailed in the University
Catalog under Leaves of Absence.
Students approved for a leave of absence will retain their KCUMB email account and have
access to PowerCampus Self-Service, but all other access to electronic services will be
suspended until such a time that the student is officially reinstated to active status.
All changes to a student’s schedule MUST be communicated to their Clinical Clerkship
Coordinator.
X. Worker’s Compensation Insurance
Medical students are not employees of the University; therefore KCUMB does not provide
worker’s compensation insurance. The purchase of required coverage may be offered at
the facility. Any expense incurred is the student’s responsibility.
Y. Transportation for Clerkships
Travel arrangements are the sole responsibility of the student. Students are not considered an
agent or an employee of the University and are not insured for any accidents or mishaps that may
occur during any traveling that is done as a part of the student’s academic program.
Standard means of transportation are classified as personal vehicles or accepted public transit
systems.
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(Refer to the Student Supplemental Medical Insurance Policy)
Z. Request to Appeal
The following are guidelines and procedures for submitting an appeal:
1. Students must first discuss issues and concerns with their Clinical Clerkship Coordinator,
who will forward to the Senior Associate Dean.
2. When a situation warrants special consideration, an Appeals Form will be forwarded to
the student by e-mail, where all pertinent information regarding the appeal must be
submitted.
3. All information must be submitted directly to the Clinical Clerkship Coordinator.
Decisions rendered through the appeals process are final. The Clinical Clerkship Coordinator
will notify the student via e-mail when a decision has been reached.
AA. Eligible Preceptors
Preceptors must have an unrestricted license to practice medicine in the state in which the
clinical experience occurs, with a current affiliation agreement or letter of agreement on file, and
approved by KCUMB. If a student would like to work with a physician who is not currently
affiliated with KCUMB, the following must be received:
1. A Clerkship Request through the KCUMB Web Portal 90 days prior to the clerkship start
date.
2. A copy of the physician’s current medical license.
Once documentation is received it will be reviewed as part of the clerkship approval process.
Students are NOT permitted to complete any clerkship with a family member, unless permission
is granted by the Senior Associate Dean. This includes immediate family members who are
related by blood or marriage. This policy is in place to ensure impartiality of student
assessments. Failure to comply will result in loss of academic credit for the experience.
Non-clinical clerkships may select a D.O., M.D., Ph.D. or Pharm.D. preceptor.
preceptor, not licensed as a D.O. or M.D., must submit their current CV.
Any
BB. DOCARE and International Clerkships (INMED)
All students requesting international rotations must receive approval from the Director of Global
Rotations and the Senior Associate Dean or the Provost/Dean of the medical school. Decisions
will be made based upon quality of the rotation, safety and academic standing.
Approval of DOCARE as an ELECTIVE opportunity for credit through KCUMB is reviewed on
an annual basis. When approved, selected students may participate in the provision of health
care for medically underserved communities. This will be done in accordance with supervision
by KCUMB Clinical Faculty.
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Approval of an ELECTIVE opportunity through the Institute of International Medicine
(INMED) for KCUMB credit must have approval from INMED, as well as KCUMB. This
elective clerkship is designed to introduce medical students to health care provided in foreign
countries.
CC. Military Clerkships
Students must discuss the details of his or her military requirements with the core site and
Clinical Clerkship Coordinator before plans are finalized.
DD. Research and Non-Clinical Electives
One clerkship may be completed as a non-clinical or research elective. To complete this elective,
the student must submit an Independent Study and/or Research Form, which is available on the
KCUMB Web Portal under “Useful Links”. Be sure to include the required documentation, as
outlined in the request, at least 90 days prior to the elective start date. All research projects
involving human subjects or PHI must be approved by the Institutional Review Board, either
through a preceptor-approved research protocol or through a student-submitted and approved
protocol. Similarly, the Institutional Animal Care and Use Committee must approve research
involving animals.
Students completing an independent study or research clerkship should submit a summary report
of progress, and data to date, during the last week of the clerkship to the Senior Associate Dean.
The faculty sponsor or preceptor will complete an assessment for the student.
II. Scheduling
To maximize internship and residency opportunities, a student determines his or her schedule
during the 4th year of clerkships, in cooperation with his or her Clinical Clerkship Coordinator or
core site. Students are eligible to begin the scheduling process at the start of clerkships. It is
strongly recommended to begin planning the second year of clerkships by December of the first
year of clerkships. NOTE: However, larger institutional programs might not accept visiting
student applications before May or June.
In order to receive credit for a clerkship and coverage under KCUMB’s medical professional
liability insurance, all clerkships must be approved by the OCCE prior to the start date and meet
the following criteria:
1. Institutional paperwork (e.g. site application, hospital forms, immunization/health forms,
etc.) completed, signed and submitted to the Clinical Clerkship Coordinator a minimum of
90 days prior to the requested clerkship start date.
2. Electronic Clerkship Request submitted for review via the KCUMB Web Portal.
3. Clerkship arranged at an OCCE-approved site, with a current affiliation agreement or
letter of agreement, and with a licensed D.O. or M.D.
SPECIAL NOTE: To comply with privacy policies (FERPA or otherwise), all information
provided must be directly communicated between the student and OCCE (i.e. no spouses,
parents, etc).
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A. 3rd Year Elective and 4th Year
NOTE: (1) Scheduling any rotation in the Kansas City Region must go through your KCUMB
Clerkship Coordinator and (2) due to limited availability; students outside the KC region are only
eligible to apply for audition rotations in Kansas City.
The process for scheduling clerkships is as follows:
1. The student contacts potential clerkship sites. Most application processes are available on
the Internet by searching the facility’s homepage. In the event information is not available
online, the student should obtain a phone number from the osteopathic or allopathic web
site and contact the facility. Students may also go to the KCUMB Web Portal and search
by specialty, site or preceptor. *Affiliation Agreements or letters of agreement must be
in place prior to clerkship start date. Be aware this process can take up to sixmonths and KCUMB cannot guarantee consensus can be reached with every facility.
a. A listing of KCUMB Core Sites is located at www.kcumb.edu or on the KCUMB
Web Portal.
b. A general listing of osteopathic institutions is located at www.aacom.org.
c. A listing of allopathic institutions is located at www.aamc.org/meded/medschls.
d. KCUMB also participates in the Visiting Student Application Service (VSAS).
VSAS is an AAMC application system designed to make it easier for medical
students to apply for senior electives at U.S. medical schools and teaching
hospitals. A list of host institutions, elective opportunities and specific eligibility
requirements is available at https://www.aamc.org/students/medstudents/vsas/.
2. Students should e-mail or speak with the person in charge of clerkships, externships or
rotations to inquire about the facility’s specific process (e.g. availability, fees, housing,
etc).
3. The student completes institutional paperwork (e.g. site application, hospital forms,
immunization/health forms, etc.) and forwards to OCCE Clinical Clerkship Coordinator
for processing. Incomplete applications and those received without a Clerkship
Request through the Web Portal will not be processed. THIS PROCESS MAY
TAKE UP TO 30 DAYS TO COMPLETE.
4. The visiting site generally sends the student verification of acceptance for a clerkship. If
verification is not received, it is the responsibility of the student to contact the site or
preceptor to discuss the status of the clerkship.
5. Once a clerkship is scheduled, students may not cancel or change the dates or service type
without OCCE approval.
Submission of paperwork 90 days in advance allows adequate processing time for the
site/preceptor to determine availability and for the OCCE to review KCUMB requirements.
SPECIAL NOTE: Failure to comply with the 90 day submission requirement can result in
referral to the Vice Provost for Student and Enrollment Services for unprofessional conduct.
The student can also be placed on non-credited time-off, which may delay graduation.
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B. Application and Other Fees
Students participating in the osteopathic medical curriculum are required to receive instruction in
a clinical setting. As a result, it will be necessary for students to make arrangements for
transportation to and lodging near clinical facilities. The University does not provide for the cost
of transportation or lodging. Travel arrangements are the sole responsibility of the student.
Students are not considered an agent or an employee of the University and are not insured for
any accidents or mishaps that may occur during any traveling that is done as a part of the
student’s academic program. Students are responsible for all out-of-pocket expenses associated
with clinical education, such as transportation, housing, meals, professional attire, laboratory
fees, etc.
NOTE: KCUMB has been made aware that there are some rotations that are requiring students
to pay large rotation fees (i.e. Oklahoma State University, University of Colorado/Denver
Health). These rotation fees are also at the student’s expense. In some cases the site has made
available scholarships to help defer the costs.
C. Canceling/Changing a Clerkship
It may be necessary to cancel or change a clerkship. Cancellation/change requests must be
received 60 days prior to the start date, and approval is not guaranteed. Students are required to
attend the scheduled clerkship if requests to change or cancel are received after the deadline, or
denied. For consideration, requests should include the following:
1. A cancellation/change request must be submitted in writing to the Clinical Clerkship
Coordinator via e-mail or fax.
2. A Clerkship Request for the alternative clerkship must be submitted via the KCUMB
Web Portal.
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