Clinical Observerships

Applications are offered quarterly and are open for two weeks. Please have identification and immunization documentation prepared to avoid delays in the process.

• March – April observations: Apply before February 6
• May – July observations: Applications open March 23 – April 6
• August – October observations: Applications open June 22 – July 6
• November – January observations: Applications open September 21 – October 5

Placement Process

We make every effort to place observers in their requested subspecialty, but placements are subject to capacity and availability. If you are not offered a placement, we encourage you to apply again in the future or explore shadowing opportunities in other departments.

After students apply, DOM will:

1. Review the application to confirm eligibility and documentation.
2. Coordinate with divisions and faculty; preferences are considered but not guaranteed.
3. Send placement decisions to selected students within 3-4 weeks of applying. Candidates must accept the observation offer within 48 hours of notification, or it will be rescinded and offered to another student.
4. Submit onboarding paperwork to the UW Health Vendor Liaison Office (VLO). Candidates must submit documentation requested by the VLO and receive approval before observation can occur.
5. Send welcome materials and schedules to students before their observation.

Who is eligible for the program?

The DOM Clinical Observer Program is open to UW–Madison undergraduate and graduate students.

The Department is not currently hosting observers who are unaffiliated with the University.

UW Health employees looking to observe a clinic within DOM are advised to arrange the experience within your own division and contact the Vendor Liaison Office (VLO) for further instructions. 

Does submitting an application guarantee placement?

No, submitting an application does not guarantee placement. Observation opportunities depend on clinical availability, provider capacity and required approvals. While applicant preferences are considered, specific specialties, clinics or providers cannot be guaranteed.

How are observers matched to clinics or providers?

Applications are reviewed by the Department of Medicine and matched based on student interests, availability and provider willingness to host observers. All matches are made at the discretion of DOM.

May I work with a specific provider? 

Working with a specific provider may be possible. Please specify the provider you wish to work with and indicate whether you have communicated with them. While we will make every effort to accommodate your request, placement may be limited by clinical capacity.

What is the UW Health Vendor Liaison Office (VLO), and what does the process involve?

VLO approval is required to ensure compliance with institutional policies and requires identifying a sponsoring provider, clinic location and observation date range. Once you are matched with a provider, the DOM Clinical Observer Program will put you in contact with the Vendor Liaison Office, who will verify immunizations and HIPAA training, then issue a temporary ID badge. Observers may not begin until VLO approval is finalized.

How long does the VLO approval process take?

VLO applications typically take 2–4 weeks to process. Observation start dates are scheduled with this timeline in mind, and delays may affect placement timing. If the observer candidate does not follow up with the required documentation within four weeks of the approved start date, approval will be rescinded.

When will applicants hear back?

If eligible and a placement is available, applicants can expect to hear back 3-4 weeks after each application window closes. If you are assigned to a provider, you must accept within 48 hours of notification, or the offer will be rescinded and offered to another student.

If your application is found to be ineligible, you will be notified by email shortly after the application window closes, or sooner.

How do I find other shadowing opportunities beyond the DOM Clinical Observer Program?

This program does NOT coordinate shadowing for departments at UW Health other than the Department of Medicine.

For those interested in observing outside of the DOM Clinical Observer Program, UnityPoint Health Meriter may have opportunities to shadow clinics through their own process. Contact msn_medicaleducation@unitypoint.org for more information.