Verification of Patient Care Experience
Verification of Patient Care Experience
Embedded Files
WHEN TO SUBMIT
WHEN TO SUBMIT
MS program applicants
Please wait until you have been invited to interview. Do not submit prior to being invited to interview - a local file has not been created for you prior to the interview stage and any unsolicited documents will be discarded. Do not upload to CASPA, to avoid being non-compliant. See the correct procedure further down.
Undergraduate phase applicants (6-year BSMS program)
Follow the instructions of your undergraduate admissions advisor on when to submit. Acceptable experiences are listed here: https://sites.google.com/a/nyit.edu/patient-contact/ .
BSMS students (in the first 3 years)
During the undergraduate phase, students should keep a weekly running record of all completed hours, along with the contact information of supervisors. We suggest that students seek the supervisor's signature on the weekly record. Having the weekly records as proof will assist in the supervisor's eventual calculation of your completed hours. It would also be useful if the supervisor is no longer available and the verification has to be completed by someone else at the location. Do not submit the weekly records to the program. Once you are eligible to transition into the Master's phase, you will follow the instructions posted below.
BSMS students transitioning into the MS phase (verification of 250 hours required)
For the initial meeting with the Chair: just a self-report is required. A template will be provided prior to the meeting.
Once you have submitted your CASPA application, an official verification from your supervisor will be required, following the procedures below. In the subject line, please indicate that you are an MS candidate (not BSMS).
HOW TO SUBMIT
HOW TO SUBMIT
PREFERRED METHOD: BY EMAIL
Use this method ONLY if the supervisor is able to verify using their organizational email account from where the patient care experience was completed
(e.g. jordan.smith@northwell.edu). Verifications sent from Yahoo, Gmail, AOL, Hotmail or other non-organizational accounts will be disqualified. All information should be in the body of the email, therefore verifications sent as attachments will be disqualified.
Here's how to submit:
1) The candidate should compose and send an email as follows:
Send to: The supervisor's (or their administrator's) organizational email address (i.e. where the experience was completed)
Copy (cc): Copy the program at pa@nyit.edu. (If the verification is being done by an administrator, the supervisor must also be copied on the email).
Subject line: (choose one)
If you're a high school student applying to enter the undergraduate program, the subject line should be: YourName_BSMS_PCE Verification
If you're applying or progressing into the MS program, the subject line should be: YourName_MS_PCE Verification
Intro paragraph: (Example)
Dr. Smith, please Reply All to this email and attest in a brief sentence that the patient care experience details I have provided below are correct.
Please feel free to edit the information before confirming.
Thank you,
Emily Robinson
PCE Information: (Copy & paste the following fields below the intro paragraph and complete it fully. Do not leave anything blank).
Applicant Name:
Application Method (CASPA or Common App?):
Application Number*:
Candidate's Patient Care Job Title:
Employer:
City & State:
Supervisor’s Name & Credential:
Supervisor's Job Title:
Supervisor's Phone Number:
Supervisor's Email Address:
Frequency (Part-time/Full-time):
Compensated (Yes/No):
Accrued Hours:
Dates:
Duties: (Please include specific duties that require direct patient contact in a clinical setting)
*"Application Number" = This would be your CASPA # for MS candidates or your Common App # for BSMS candidates
2) Follow up with the supervisor to ensure they submit a Reply All response
The verification is not complete until the supervisor (or administrator) replies to everyone, confirming that the details you provided are correct. You would know whether it was completed, because you are supposed to be copied. If the candidate wasn't copied, it's already non-compliant, so there isn't a reason to inquire with the program.
3) Receive approval from pa@nyit.edu
Upon receiving the supervisor's confirmation, the program should respond to indicate whether the verification is in compliance. Allow for up to 5 business days, unless there is an away message which may delay a response.
IMPORTANT: Once received, print the program's approval email as a PDF and keep it for your records.
BSMS candidates: you will need to submit the printout later, prior to being allowed to transition into the MS phase of the program. I will also forward the email to the Office of Admissions, to be included with your records.
MS candidates: the program will include it in your files, but do keep a copy just in case.
NON-COMPLIANCE: Possible reasons for non-compliance include:
The verification did not come directly from the supervisor's organizational email account.
(If it's being submitted by an administrator, the supervisor must be copied on their organizational account.)It does not include a sentence from the supervisor, or administrator, verifying the information to be correct.
The candidate was not copied on the email.
There are attachments. All information must be in the body of the email.
The subject line is incorrect or incomplete.
The experience is not on the approved list, or the duties do not include sufficient direct patient contact in a healthcare setting.
ADDITIONAL NOTES:
Verifications submitted from non-organizational email accounts (such as Gmail, AOL or Yahoo) will be out of compliance. If the supervisor does not have an organizational email, please see the instructions further below to have the verification mailed instead. This policy cannot be waived except if the facility's website lists the Gmail account as their official email (include the link to the website in the email). If the supervisor has moved to a new organization, that must be mentioned in the body of the email.
Submissions with attachments will be rejected due to logistical reasons.
Verifications not copied to the candidate will be discarded without notice to the candidate.
SECONDARY METHOD: BY PRIORITY MAIL/CARRIER
If it is not possible to submit by email (or if the supervisor does not have an organizational email), the document must be mailed. However, in order to be in compliance with requirements, the document must fulfill all of the following criteria:
Be an original letter (not a photocopy or printout of a scan)
Is completed on the organization's letterhead by a supervisor/administrator, with original signature and date.
The envelope is sealed with the supervisor’s/administrator's signature across the seal.
Must contain the following information:
Applicant Name:
Application Method (CASPA or Common App?):
Application Number*:
Candidate's Patient Care Job Title:
Employer:
City & State:
Supervisor’s Name & Credential:
Supervisor's Job Title:
Supervisor's Phone Number:
Supervisor's Email Address:
Frequency (Part-time/Full-time):
Compensated (Yes/No):
Accrued Hours:
Dates:
Duties: (Please include specific duties that require direct patient contact in a healthcare setting)
Signature of Supervisor
Date of signature:
*"Application Number" = This would be your CASPA # for MS candidates or your Common App # for BSMS candidates
TIP: It may be best if the above information is completed first by the candidate and relayed electronically to the supervisor, so they could simply cut and paste onto their letterhead. This ensures a quicker response.
Mail it using a method that includes a tracking number, by placing the sealed envelope inside the USPS priority mail/UPS/FedEx envelope. Send to the following address:
PA Studies (Attn: Josephine A. Freeman)
Riland Center, Suite 352
New York Institute of Technology
Northern Boulevard, PO Box 8000
Old Westbury NY 11568-8000
OR you may also drop the sealed envelope into the mailbox attached to the PA department's suite door, if you are on the Long Island campus.
FAQ
FAQ
Question: My experiences were completed at multiple facilities. Should verifications be submitted from all the facilities?
Answer: No. You may submit from any number of facilities, as long as the hours of acceptable experience add up to the minimum required.
Question: What are the acceptable experiences?
Answer: Please view them here: https://sites.google.com/a/nyit.edu/patient-contact/
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