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Mary Duke Biddle Clinical Scholars Program
Checklist and Requirements, 2015-16
Residents, Fellows, and Faculty
General Requirements:
 Attend the Case-Based Tropical Medicine (CBTM) course. For questions about the course or if you need to miss a class,
contact Tarub Mabud (tmabud@stanford.edu)
 Pre-departure orientation
 All scholars must attend the orientation on May 9, 2015 from 11:30am–2pm; location TBD. An agenda will be sent
several weeks prior to the orientation.
 If you are proposing a rotation at a non-established Mary Duke site (an independent site), please make sure to submit
all the required information to Dr. Kache by orientation.
 Prior to the pre-departure orientation, complete the online web-based ethical challenges course and all module-associated
surveys.
12 Weeks Prior to Departure
 Finalize rotation details: Contact Dr. Saraswati Kache (skache@stanford.edu), the Program Director, Jenny Kang
(jlkang@stanford.edu), and Aisha Talib (atalib@stanford.edu), the Program Managers, to receive more information
about your rotation site.
 For established sites:
 Email and contact information for on-site mentor and logistics coordinator
 Paperwork/applications specific to the rotation-site hospital
 Accommodations and special interests
 For non-established sites: You should have submitted required information by the pre-departure orientation in May.
 Regardless of rotation site, please make sure to obtain the following, if required:
 Visa for country
 Medical License information for country if you are a resident, fellow or faculty member
 Make travel arrangements; email detailed itinerary to Jenny and Aisha.
(You will receive your stipend of $3,000 once you are back from the rotation site. Typically, you will need to submit your
boarding passes, airline itinerary, a credit card statement showing the charge for airline ticket (block out any private
information such as your credit card number), and lodging receipts but NO receipts for meals.)
8 Weeks Prior to Departure
 Medical Evaluation
All scholars should identify themselves as Mary Duke scholars, part of the Stanford Center for Innovation in Global Health,
when they call to make their appointment and when they are checked-in at reception.
 Schedule your mandatory Travel Clinic appointment (at least 8 weeks prior to departure). To do this:
 Please call the Travel Clinic at 650.736.5700 to make an appointment.
 Once your appointment has been made, you will need to complete the “2-Page Pre-Travel Risk Assessment”
on the Travel Medicine Clinic Website and fax this in at least one-week prior to appointment.
 Please note these appointments will most likely take place on Thursday mornings (8 AM – 11 AM).
 Remember to identify yourself as a Mary Duke scholar so that you are not charged for the visit or meds
 Residents and Fellows: please also make an appointment with Occupational Health to receive PEP meds if
necessary, and to complete mandatory baseline draws for HIV, HCV, HBV, and TB (if you had a TB test within
the last year, that is acceptable). The blood draws should be taken as close to your departure date as possible
(as opposed to your Travel Clinic appointment).
 Email Jenny and Aisha to confirm that you have completed your medical evaluation.
 Evacuation and Repatriation Insurance
 Residents and Fellows: Evacuation and Repatriation are covered through Europ Assist. You should print this out
and include the policy #GLD-09012 and carry at all times with you during your rotation.
 Faculty: Evacuation and Repatriation are covered through i-SOS. You should visit this website and print out your
carry-card and keep with you at all times during your trip. The policy number is included on the card.
 Medical Insurance Coverage
Evacuation and Repatriation insurance does not include medical coverage while abroad. Please refer to the “Medical
Coverage Insurance Form” regarding how to obtain medical insurance for the duration of your rotation. This form is
mandatory. Medical insurance coverage through Travel Guard is very reasonably priced (ranging from $40 - $110 for 6
weeks, depending on country). Save this receipt for reimbursement.
 Liability Form: Please make sure to complete the “Stanford Liability Waiver Form” prior to departure. Email this to Jenny
and Aisha.
 You must complete the “Away Rotation Form”. This should be completed at least 60 days prior to departure and should
be submitted directly to your residency contact to submit to the GME Office or you can submit it directly to the GME Office
via Debbie Valdez (dvaldez@stanfordmed.org).
IMPORTANT: your salary will not be covered if you do not complete this form 60 days prior to departure.
*** THIS IS A HARD DEADLINE****
If all of the above documents are not received 8 weeks prior to departure, you will NOT be allowed to travel.
6 Weeks Prior to Departure
 Confirm accommodations and transport details.
 Register with the US State Department’s Smart Traveler Enrollment Program to inform them of your travel and to receive
updates from the US embassy or consulate in your destination country.
 Register your trip with the Stanford Office of International Affairs.
 Set-up pre-departure meeting with Dr. Kache to discuss rotation preparation and expectations
1 Week Prior to Departure
 Inform mentor at the site of your arrival and expected dates of rotation.
 Have available your evaluation to provide to your on-site mentor. It can often be provided electronically, but have a
printed version available if required. This should be completed by your on-site mentor towards the end of your rotation.
Upon Arrival
 Email Jenny and Aisha to confirm safe arrival.
During Rotation
 Remind your on-site mentor to complete your evaluation (3 weeks before return to Stanford).
 Review goals and objectives for rotation.
 Collect the information required for your noon conference/morning report presentation.
After Return
 Post-Trip Presentations
 Contact the Chief Residents to schedule a case-based noon conference/morning report post-rotation. Let Dr. Kache,
Jenny, and Aisha know of the final date/time of presentation.
 Evaluation by Scholar form
 Complete the form online.
 Evaluation by Mentor form
 Check with your site mentor to verify that they have submitted this form to Dr. Kache by email.
 Post-rotation meeting
 Email Dr. Kache to set-up a meeting with upon your return to the US. Make sure she receives your evaluation forms at
least one week prior to the meeting.
 Reimbursements:
 Submit online: http://globalhealth.stanford.edu/field-service/mdb-student-forms.html
Note: Timely reimbursement will be contingent upon your meeting all of the requirements above, including submission of
evaluations by you and your mentor.