Clinical Year Communication

ARC-PA 5th ed Standards A3.01, A3.02, A3.03, A3.04, A3.05, A3.06, A3.07, A3.08, A3.09, A3.10

SCPE Communication

In addition to the Part V, Section 3 Communication Policy on page 36, the following outlines the appropriate methods for communication with the PA clinical team, assigned preceptors/SCPE sites, and potential preceptors/SCPE sites.

Approved methods of communication used by the clinical team are:

  • GWU Email
  • Blackboard
  • MS Teams
  • Phone
  • Zoom

Students must check GWU email daily (including days not in clinic) for communications from the program or university. Therefore, the student should respond to emails as soon as possible, not exceeding more than two business days.

During the clinical year, the preferred method of communication is emailing [email protected], which is routinely checked by the clinical team and forwarded to the appropriate department staff or faculty for a response. The clinical team will make every effort to respond to emails and phone calls as soon as reasonably possible, but no later than within two business days.

EXCEPTION:  If a faculty or staff member initiates communication with the student, the student should respond directly to the faculty or staff member (instead of emailing paclinical).

Non-emergent issues are those that can be handled during regular business hours, including, but not limited to, the following:

  • Calendar/Schedule changes
  • Time off requests
  • Assignment clarification or submission
  • Technology Issues (e.g., Blackboard, Exam Driver, etc.)
  • SCPE requests
  • Credentialing/Onboarding documents
  • Preceptor and/or Site Concerns outside of the emergent issues below

If a student has a concern they feel cannot be expressed in email, they should call 704.406.2597 during regular business hours.

Emergent issues are those that require immediate attention, including, but not limited to, the following:

  • Exposure to bloodborne or airborne pathogens, as identified by OSHA 1910-1030
  • Personal injury
  • Physical or sexual harassment, as identified under Title IX of the US Department of Justice
  • Ejection from SCPE site for any reason
  • Unexpected cancelation of SCPE
  • Concerns regarding safety in housing or clinical site

Should an emergent issue arise, the student must contact the clinical team by calling (704) 406-2523. If no answer is received, the student must leave a voicemail, and the on-call faculty will return the call as soon as possible.

Communication with Assigned Preceptor/SCPE Sites

The clinical PA student must contact the preceptor seven to ten days before the SCPE to confirm scheduling and any additional information needed.

Procedure for Initially Contacting Preceptor

When contacting preceptors before the start of an SCPE, the student should use this procedure to help optimize the ability to reach the preceptor:

  • Check Typhon and Blackboard for specific contact information and notes.
  • Email preceptor and include site contact two (2) weeks before the start of SCPE.
  • If no response to the initial email within five (5) days, send a follow-up email to the preceptor.
  • Call the preceptor or SCPE site if no response is received from the second email within three (3) days.
  • Notify [email protected] if no response is received after completing the above steps.

If the student cannot be present for any scheduled shift due to unforeseen circumstances (e.g., illness), the student must contact the preceptor and site as soon as possible. In addition, the student should refer to the SCPE Attendance Policy on page 68 for further directions.  In compliance with the ARC-PA Standards, the program:

  • assigns all SCPEs to GWU PA students through the collaborative work of the DCE, ADCE, and CSMDA
  • makes all scheduling arrangements and instructs the student regarding contacting sites and preceptors
  • verifies preceptor and site eligibility through initial and ongoing site evaluations

Some clinical sites require applications and/or interviews before student placement. The program will provide additional instructions, if applicable. Student tuition and fees cover routine SCPE costs: however, sites may have different requirements, including but not limited to: application fees, repeat criminal background checks, repeat drug screens, additional immunizations, and administrative program fees. All related costs to any additional requirement are the responsibility of the student.