The Visiting Observer program is primarily for:

• Medical Students, in the 2^nd or 3^rd year only or Stanford Medical Students in any year
• Medical Residents, in the 3^rd or 4^th year only
• Medical trainees/fellows/clinical instructors
• Practicing Medical Doctors and similar medical professionals
• Speech-Language Pathology (SLP) trainees/graduate students
• Practicing Speech-Language Pathology professionals

SLP trainees are allowed ONLY in clinics, not in the operating rooms.

Some faculty may be observed only in the OR but NOT in the clinic while other faculty may only be observed in the clinic but NOT in the OR.

All observers must be hosted by a specific faculty member.

We cannot guarantee that your observation will be approved by the Compliance Office and the Workforce Health and Wellness program in advance of your requested start date.

We cannot arrange for you to observe prior to receiving required approvals from Compliance Office and Workforce Health and Wellness.

If you purchase airfare and lodging, please choose refundable options or wait until you have been informed that we have received full approval.

If your travel time is limited, international trips of less than two weeks may be risky due to Compliance Office-related timing uncertainties.

Stanford Hospital and Clinics visiting observer program only allows:

• Only one period of observing during a 12-month period is allowed.
• The observing period cannot be more than 30 consecutive calendar days, total, per year, per person.
• Observation does not take place on weekends or holidays but these days ARE counted in the 30-day total.

Stanford cannot provide visas for visiting observers and we cannot assist in obtaining one.

Visiting observers usually come on a visitor visa or a business visa.

There is a fee for practicing physicians and other medical professionals of $1,500.00 for observing in clinics and/or operating rooms. There is no fee for medical students, medical residents, medical trainees/fellows and former Stanford OHNS residents, clinical instructors and fellows.

Amount of Fee

• Doctors or other practicing medical professionals: $1500 (regardless of length of observation)
• No fee for: medical students; medical residents; clinical instructors and fellows; former Stanford OHNS residents, fellows and clinical instructors; and visiting scholars/visiting faculty/visiting postdoctoral scholars who are appointed in the Department of OHNS.

 
Payment Due Date

Full payment is due 30 days before the approved observation start date. However, the approval process with the hospital Compliance Department and Occupation Health will not be initiated until payment has been received so it is best to pay as soon as possible.

Payment Method

When the faculty member has agreed to host a visiting observer and a date has been set, the administrative associate will send the visiting observer a link to the CardinalPay online payment site through which the visiting observer may pay by credit card, wire transfer or electronic check.

Refund Policy

• Observers will receive a 50% refund if they cancel at least 14 days in advance of agreed upon start date. There are no refunds for cancellations less than 14 days in advance.
• In rare cases, the department may need to cancel a scheduled observation due to a change in the host faculty’s availability or a delay caused by the Compliance Department. If this occurs, the department will refund the full amount paid, or re-schedule the observation, if possible, or arrange for the observer to observe other faculty, if possible. The observer will be given a choice about this.

Please see a list of clinic locations

Adult operating room (OR): 875 Blake Wilbur Drive, 3rd floor, Palo Alto, CA 94304

Pediatric operating room (OR): Lucile Packard Children’s Hospital at 725 Welch Road, Palo Alto, CA 94304

Visiting observers should confirm with host faculty administrative associate at which location they will be observing prior to securing housing.

No, Stanford does not offer any housing for visiting observers.

The cost of accommodations is very high due to the general cost of housing in the Palo Alto area.

Airbnb.com and Vrbo.com maybe useful sites to find lodging to rent.

There are many nearby hotels but they are expensive.

Some housing options are listed on Stanford’s website.

Please visit our faculty webpage and their areas of specialization.

On the Visiting Observer Request and Inquiry Form the prospective observer will select the division and the faculty member they would like to observe. 

In order to request the opportunity to observe, the prospective observer must submit Visiting Observer Request and Inquiry Form.

The requested faculty member’s administrative associate will let the prospective observer know whether that faculty is available and coordinate all the steps of the approval process.

The visiting observer who is accepted will receive information about what forms and medical records are required and the administrative associate will manage scheduling during your visit. 

THIS FORM IS A REQUEST ONLY. The prospective observer will be notified whether the requested faculty member is available to host. If the selected host is not available, then the prospective observer may submit a new inquiry request for a different faculty member.

After being notified that a requested faculty member is available to host the prospective observer, and the start and end dates have been confirmed, the administrative associate will start the process to obtain:

• Approval from by Stanford Hospital and Clinics (SHC) Compliance Department
• A medical clearance from SHC Workforce Health and Wellness
• Approval from the manager of the clinic and/or operating room in which they will observe

The administrative associate for the host faculty will manage all of this. When the administrative associate has determined that the faculty member is available, they will initiate an email through SmartSheet to the visiting observer by which the observer will upload required documents. This will include a link for payment if it is required.

Please see question 12 for more details regarding medical records.

It typically takes about 2 weeks to determine whether the requested faculty can host and what dates will work. However, please note that many faculty cannot commit to hosting a visiting observer more than six months before the requested start date since their schedules are uncertain.

It typically takes at least 4 weeks from when an accepted observer provides all the required documents and medical records until a final approval is received. We are not able to get approvals from the Compliance Department more than 60 days in advance of the start date.

Proof of the following vaccines and/or test results is REQUIRED for Clearance to Observe in Operating Rooms and Clinics.

Acceptable proof is a copy of official medical records with your name, date of birth, official stamp or doctor's logo, date of vaccine or date of test and test results.

All non-English records must be accompanied by a translation. The translation does not have to be “official”.

COVID-19: Evidence of full vaccination: 14 days after 2nd dose mRNA or 1 dose vector (approved for Emergency Use Authorization in the USA) and a booster vaccine (as of January 24, 2022)

Varicella (Chickenpox): Evidence of Positive Titer or of 2 Varicella vaccines. History of the disease is NOT acceptable.

Measles: Evidence of Positive Titer or of 2 MMR or Measles vaccines

Mumps: Evidence of Positive Titer or of 2 MMR or Mumps vaccines

Rubella: Evidence of Positive Titer or of 2 MMR or Rubella vaccines

Tuberculosis: ONE of the following within 365 days of start date (even if you have received a TB vaccine)

TB Skin Test: TWO TB Skin Tests, 7 to 21 days apart: Evidence of two injections, with a reading and the result for each

    Quantiferon Test (QFT): Evidence of test

    Chest x-ray: Copy of doctor's reading of results (do not send x-ray)

Influenza: (IF observing from August 1 to April 30) Evidence of flu vaccine for CURRENT flu season (dated August 1 or later)

If the observer is a physician practicing in the USA, they may provide a letter from their institution’s occupational health department listing all the required tests and vaccines.