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Student Shadowing Agreement

SHADOWSOURCE LLC

STUDENT SHADOWING AGREEMENT, CONFIDENTIALITY & PATIENT PRIVACY AGREEMENT

Effective Date: September 7, 2026
Last Updated: September 7, 2026

This Student Shadowing Agreement, Confidentiality & Patient Privacy Agreement (“Agreement”) is entered into between the individual participating in a ShadowSource shadowing experience (“Student”) and ShadowSource LLC (“ShadowSource”).

By accepting a shadowing opportunity through the ShadowSource Platform, the Student acknowledges and agrees to the terms of this Agreement.

This Agreement applies to each shadowing experience arranged through ShadowSource unless a separate written agreement imposes additional requirements.

1. PURPOSE OF THE SHADOWING EXPERIENCE

ShadowSource facilitates educational opportunities through which students may observe healthcare professionals in clinical practice.

The purpose of a shadowing experience is observation and professional education only.

The Student understands and agrees that participation does not make the Student:

  • A healthcare professional;
  • A medical, nursing, physician assistant, or other healthcare trainee;
  • An employee, agent, contractor, or representative of the Provider or healthcare organization;
  • A member of the Provider’s clinical care team; or
  • Authorized to provide healthcare services.

Participation in a ShadowSource shadowing experience does not constitute clinical training, clinical education, employment, an internship, a clinical rotation, or a guarantee of admission to any educational program or future employment.

2. OBSERVATIONAL ROLE

The Student’s role is strictly observational.

Unless specifically authorized by the Provider and permitted by the healthcare facility’s policies and applicable law, the Student must not:

  • Perform a physical examination;
  • Touch or physically interact with a patient;
  • Take a patient’s history;
  • Provide medical advice;
  • Diagnose a condition;
  • Recommend treatment;
  • Administer medication;
  • Perform a clinical procedure;
  • Draw blood or collect specimens;
  • Operate medical equipment;
  • Enter or modify information in an electronic health record;
  • Document patient information;
  • Communicate clinical information to a patient on behalf of a Provider;
  • Give instructions to a patient;
  • Represent themselves as a healthcare professional;
  • Participate in clinical decision-making; or
  • Perform any other activity that constitutes patient care or clinical practice.

The Provider may impose additional restrictions at any time.

The Student must immediately comply with any instruction from the Provider, healthcare facility, staff member, or patient regarding the Student’s participation.

3. PROVIDER SUPERVISION

The Provider remains responsible for determining whether and how a Student may observe the Provider’s practice.

The Provider may restrict, modify, suspend, or terminate the Student’s participation at any time.

ShadowSource does not direct the Provider’s clinical practice and does not supervise the Student’s conduct during a clinical encounter.

The Student understands that the Provider and/or healthcare organization may establish requirements that are more restrictive than those contained in this Agreement.

The Student agrees to comply with all applicable requirements communicated by the Provider or healthcare organization.

4. PATIENT PRIVACY AND CONSENT

The Student acknowledges that patients have the right to privacy and may choose whether to permit a Student to observe their care.

The Student agrees to:

  • Respect every patient’s privacy;
  • Respect a patient’s decision to permit or decline observation;
  • Immediately leave the room or clinical encounter if requested by the patient;
  • Never pressure, question, or otherwise influence a patient regarding whether the Student may observe;
  • Follow all instructions from the Provider regarding patient consent and privacy; and
  • Never attempt to observe a patient without appropriate authorization.

The Student understands that the Provider and/or healthcare organization is responsible for determining whether patient authorization or consent is required and for obtaining any required authorization or consent.

A patient may withdraw consent at any time.

If a patient requests that the Student leave, the Student must leave immediately and without argument.

5. CONFIDENTIALITY

During a shadowing experience, the Student may hear, see, or otherwise become aware of confidential information concerning patients, providers, healthcare organizations, employees, or other individuals.

The Student agrees to keep all such information strictly confidential.

Confidential information includes, without limitation:

  • Patient names;
  • Medical conditions;
  • Diagnoses;
  • Symptoms;
  • Treatment information;
  • Medications;
  • Laboratory or imaging results;
  • Medical histories;
  • Insurance information;
  • Addresses;
  • Telephone numbers;
  • Dates of birth;
  • Medical record numbers;
  • Photographs;
  • Audio or video recordings;
  • Information contained in medical records or electronic health records;
  • Conversations between healthcare professionals and patients;
  • Information about other individuals encountered in the healthcare setting; and
  • Any other information that is reasonably understood to be confidential.

The Student agrees not to disclose confidential information to any person who is not authorized to receive it.

6. HIPAA AND PROTECTED HEALTH INFORMATION

The Student understands that healthcare providers and healthcare organizations may be subject to the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and other privacy laws.

The Student agrees to protect patient information in accordance with applicable law and all confidentiality requirements communicated by the Provider or healthcare organization.

The Student must not intentionally access, collect, copy, record, photograph, transmit, store, or disclose protected health information (“PHI”) except where expressly authorized and permitted.

The Student must not attempt to access a patient’s electronic health record or other clinical information unless specifically authorized by the Provider and permitted by the healthcare organization.

The Student must not use ShadowSource as a repository for PHI.

The Student must not enter PHI into:

  • ShadowSource messaging;
  • ShadowSource reviews;
  • ShadowSource profiles;
  • Recommendation-letter tools;
  • AI tools;
  • Job-board features;
  • Uploaded documents; or
  • Any other ShadowSource feature.

If the Student accidentally receives or becomes aware of PHI through the ShadowSource Platform, the Student must promptly notify ShadowSource and must not further distribute, copy, or use the information.

7. NO PHOTOGRAPHY, RECORDING, OR SOCIAL MEDIA

Unless expressly authorized by the Provider, healthcare organization, and patient where applicable, the Student must not:

  • Photograph patients;
  • Photograph medical records;
  • Photograph computer screens;
  • Record conversations;
  • Record clinical encounters;
  • Record video or audio;
  • Screenshot clinical information;
  • Livestream a clinical encounter;
  • Post information about a patient on social media; or
  • Publish or otherwise distribute information obtained during the shadowing experience.

The Student must not post identifying or potentially identifying information about a patient, Provider, healthcare organization, or clinical encounter without appropriate authorization.

8. USE OF SHADOWSOURCE

The Student agrees not to use information obtained during a shadowing experience for purposes unrelated to legitimate education or professional development.

The Student must not:

  • Attempt to contact a patient encountered during a shadow;
  • Seek out a patient’s social-media account;
  • Attempt to obtain a patient’s contact information;
  • Use patient information for personal, commercial, academic, or research purposes without appropriate authorization;
  • Share confidential information with classmates or other students; or
  • Use confidential information in a recommendation letter, resume, social-media post, application, or other public or private communication in a manner that could identify the patient.

9. PROFESSIONAL CONDUCT

Students are expected to conduct themselves professionally throughout every shadowing experience.

The Student agrees to:

  • Arrive on time;
  • Follow the Provider’s instructions;
  • Dress appropriately for the healthcare environment;
  • Maintain professional communication;
  • Respect patients, Providers, staff, and other individuals;
  • Maintain appropriate boundaries;
  • Avoid disruptive behavior;
  • Follow facility policies;
  • Comply with reasonable safety requirements; and
  • Immediately report any safety concern or inappropriate conduct.

The Student must not engage in harassment, discrimination, intimidation, threats, violence, sexual misconduct, inappropriate physical contact, or other prohibited conduct.

10. PATIENT INTERACTIONS

The Student must maintain appropriate professional boundaries with patients.

Unless specifically authorized by the Provider, the Student must not:

  • Initiate physical contact with a patient;
  • Ask a patient personal or clinical questions;
  • Provide medical information or advice;
  • Discuss a patient’s diagnosis or treatment;
  • Request personal contact information;
  • Contact a patient after the encounter; or
  • Develop a personal or inappropriate relationship with a patient.

If a patient initiates a conversation with the Student, the Student should respond professionally and defer clinical questions to the Provider.

11. HEALTHCARE FACILITY POLICIES

The Student agrees to comply with all applicable policies and procedures of the Provider and healthcare organization.

These requirements may include:

  • Dress codes;
  • Identification requirements;
  • Infection-control procedures;
  • Occupational-health requirements;
  • Vaccination requirements;
  • Access restrictions;
  • Security procedures;
  • Confidentiality requirements;
  • Patient-consent requirements;
  • Photography/recording restrictions; and
  • Other facility-specific requirements.

The Provider or healthcare organization may deny or terminate access if the Student fails to satisfy these requirements.

12. SAFETY

The Student’s safety and well-being are important.

The Student may end a shadowing experience and leave the clinical environment at any time if the Student feels unsafe, uncomfortable, or otherwise believes continued participation is inappropriate.

The Student should notify the Provider when reasonably possible.

The Student should report significant safety concerns or incidents to ShadowSource as soon as reasonably practicable and, where possible, within 24 hours.

ShadowSource may investigate reported incidents and may take any action it considers appropriate, including restricting, suspending, or permanently terminating a user’s access to the Platform.

13. REPORTING CONCERNS

The Student may report concerns regarding a shadowing experience through ShadowSource’s reporting or support channels.

Reports may involve:

  • Safety concerns;
  • Harassment;
  • Discrimination;
  • Inappropriate conduct;
  • Privacy violations;
  • Confidentiality concerns;
  • Patient-related concerns;
  • Provider misconduct;
  • Student misconduct;
  • Scheduling disputes; or
  • Other violations of ShadowSource policies.

ShadowSource may investigate reports and may request additional information from the Student, Provider, healthcare organization, or other relevant parties.

The Student agrees to cooperate reasonably with legitimate investigations.

14. NO GUARANTEE OF SAFETY OR PROFESSIONAL CONDUCT

ShadowSource takes reasonable steps to promote a professional and respectful community.

However, ShadowSource cannot guarantee the conduct, qualifications, behavior, safety, or suitability of any Student, Provider, healthcare organization, employee, patient, or other individual encountered through a shadowing experience.

The Student understands that ShadowSource does not supervise clinical encounters and cannot control all circumstances occurring during an in-person shadowing experience.

The Student is responsible for exercising reasonable judgment and following Provider and facility instructions.

15. ASSUMPTION OF RISK AND RELEASE

Shadowing experiences take place in person, in clinical environments that ShadowSource does not own, operate, staff, supervise, or control. The Student understands and voluntarily accepts that participating in an in-person shadowing experience involves inherent risks, including but not limited to exposure to illness or infectious disease, exposure to clinical or workplace hazards, and interactions with providers, patients, facility personnel, and other third parties whose conduct ShadowSource cannot predict or control. The Student knowingly and voluntarily assumes all such risks.

The Student is responsible for the Student’s own health, safety, immunizations, and insurance. ShadowSource does not provide health insurance, disability coverage, workers’ compensation, or any other insurance for the Student, and the Student is not covered by any ShadowSource insurance policy in connection with a shadowing experience.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE STUDENT RELEASES AND DISCHARGES SHADOWSOURCE LLC AND ITS OWNERS, MEMBERS, OFFICERS, DIRECTORS, EMPLOYEES, CONTRACTORS, AGENTS, AND SERVICE PROVIDERS FROM ANY AND ALL CLAIMS, DEMANDS, DAMAGES, LOSSES, AND LIABILITIES ARISING FROM OR RELATED TO THE STUDENT’S PARTICIPATION IN AN IN-PERSON SHADOWING EXPERIENCE, INCLUDING CLAIMS ARISING IN WHOLE OR IN PART FROM SHADOWSOURCE’S OWN ORDINARY NEGLIGENCE, AND INCLUDING THE ACTS OR OMISSIONS OF PROVIDERS, PATIENTS, HEALTHCARE ORGANIZATIONS, OR OTHER THIRD PARTIES.

This release does not apply to liability that cannot be released or limited under applicable law, including liability for gross negligence or willful misconduct. This Section is intended to satisfy the fair-notice requirements of Texas law, including the express-negligence doctrine and the requirement of conspicuousness.

16. INFORMATION PROVIDED BY SHADOWSOURCE

ShadowSource may provide information about Providers, practices, specialties, schedules, locations, or other aspects of a shadowing opportunity.

ShadowSource does not guarantee that information provided by users is complete, accurate, current, or independently verified except where expressly stated.

Provider eligibility and NPI verification do not constitute a guarantee of professional competence, character, safety, or suitability.

17. NO CLINICAL CREDIT OR PROFESSIONAL CREDENTIAL

Participation in a ShadowSource shadowing experience does not automatically constitute:

  • Academic credit;
  • Clinical rotation credit;
  • Continuing education credit;
  • Professional certification;
  • Licensure;
  • Clinical competency training; or
  • Qualification to practice medicine or another healthcare profession.

Students are responsible for determining whether a shadowing experience satisfies any requirement imposed by their educational institution, professional program, or licensing organization.

18. RECOMMENDATION LETTERS

A Provider may use information about a Student’s shadowing experience to prepare or contribute to a recommendation letter.

Where ShadowSource’s recommendation-letter tools are used:

  • ShadowSource may use AI-assisted tools to generate a draft;
  • The draft is not a final recommendation letter;
  • The Provider must review the draft;
  • The Provider is responsible for editing and approving the final letter;
  • The Provider is responsible for determining whether the letter accurately represents their views; and
  • The Student may not edit, sign, submit, or represent a recommendation letter as having been authored or approved by the Provider when it has not been.

The Student must not pressure or coerce a Provider to make statements that are false or misleading.

19. SHADOWSOURCE PLATFORM DATA

The Student understands that ShadowSource may maintain records relating to the shadowing experience, including:

  • Scheduling information;
  • Attendance or participation information;
  • Messages;
  • Reviews;
  • Reports and complaints;
  • Account information;
  • Recommendation-related information; and
  • Other information reasonably necessary to operate and protect the Platform.

ShadowSource may access and retain such information in accordance with its Privacy Policy and Terms of Use.

20. NO PATIENT INFORMATION IN SHADOWSOURCE CONTENT

The Student agrees not to include patient-identifying information in any ShadowSource content.

This includes reviews, messages, resumes, recommendation-letter prompts, profile information, uploaded documents, and other Platform content.

If the Student needs to describe a clinical experience for educational purposes, the Student must do so in a manner that does not identify or reasonably permit identification of the patient.

21. VIOLATIONS

A violation of this Agreement may result in immediate termination of the Student’s participation in a shadowing experience.

ShadowSource may also:

  • Restrict account functionality;
  • Suspend the Student’s account;
  • Remove the Student from the Platform;
  • Permanently terminate the Student’s account;
  • Cancel future shadowing sessions;
  • Restrict the Student from participating in future shadowing experiences; or
  • Take other action reasonably necessary to protect users or the Platform.

ShadowSource may take action based on conduct occurring on or off the Platform when reasonably related to the safety, integrity, or operation of the ShadowSource community.

22. INDEPENDENT RESPONSIBILITY

The Student understands that ShadowSource facilitates connections between Students and Providers but does not control the clinical environment.

The Student remains responsible for their own conduct and for complying with applicable laws, educational requirements, facility policies, and professional expectations.

Nothing in this Agreement creates an employment, agency, partnership, fiduciary, or other special relationship between the Student and ShadowSource or between the Student and Provider.

23. LIMITATION OF LIABILITY AND DISPUTE RESOLUTION

The ShadowSource Terms of Use contain important provisions that also apply to the Student, including the disclaimer of warranties, limitation of liability, dispute-resolution and binding-arbitration provisions, class-action waiver, and the Student’s right to opt out of arbitration. Those provisions are incorporated into this Agreement by reference and apply to disputes arising out of or relating to this Agreement and the Student’s shadowing experiences, to the maximum extent permitted by applicable law.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, SHADOWSOURCE’S LIABILITY ARISING OUT OF OR RELATING TO THIS AGREEMENT OR ANY SHADOWING EXPERIENCE IS LIMITED AS SET FORTH IN THE TERMS OF USE, AND SHADOWSOURCE IS NOT LIABLE FOR THE ACTS OR OMISSIONS OF PROVIDERS, PATIENTS, HEALTHCARE ORGANIZATIONS, OR OTHER THIRD PARTIES.

This Agreement is governed by the laws of the State of Texas, without regard to conflict-of-law principles, consistent with the ShadowSource Terms of Use.

24. INDEMNIFICATION

To the maximum extent permitted by applicable law, the Student agrees to defend, indemnify, and hold harmless ShadowSource LLC and its owners, members, officers, directors, employees, contractors, agents, and service providers from and against claims, liabilities, damages, losses, costs, and expenses, including reasonable attorneys’ fees, arising from or related to: the Student’s participation in a shadowing experience; the Student’s breach of this Agreement; the Student’s violation of applicable law or the rights of another person; the Student’s disclosure or misuse of confidential information or protected health information; or the Student’s unauthorized clinical activity.

25. TERM AND SURVIVAL

This Agreement becomes effective when accepted by the Student and remains applicable during the Student’s use of ShadowSource.

The confidentiality, privacy, patient-protection, and other provisions that by their nature should continue after a shadowing experience ends will survive the completion or termination of the shadowing experience.

Confidentiality obligations concerning patient information survive indefinitely unless and until the information lawfully becomes public through no action or omission of the Student.

26. ACKNOWLEDGMENT

By accepting a ShadowSource shadowing opportunity, the Student confirms that the Student:

  1. Is at least 18 years old;
  2. Has read and understands this Agreement;
  3. Understands that the shadowing experience is observational only;
  4. Understands that the Student is not authorized to provide patient care;
  5. Agrees to protect patient confidentiality;
  6. Agrees not to improperly access, record, photograph, use, or disclose patient information;
  7. Agrees not to submit PHI to ShadowSource;
  8. Agrees to comply with Provider and healthcare-facility requirements;
  9. Understands that a patient may decline or withdraw permission for observation;
  10. Agrees to leave immediately if requested by a patient or Provider;
  11. Understands that ShadowSource cannot guarantee the conduct or safety of other individuals; and
    » Understands that ShadowSource does not conduct criminal background checks and does not guarantee the safety, character, or suitability of any user;
    » Voluntarily assumes the risks of participating in in-person shadowing experiences as described in the Assumption of Risk and Release;
  12. Agrees to report significant concerns to ShadowSource.

27. ELECTRONIC ACCEPTANCE

The Student agrees that acceptance of this Agreement through the ShadowSource Platform constitutes an electronic signature and acknowledgment of the Student’s agreement to its terms, to the extent permitted by applicable law.

ShadowSource may maintain an electronic record of the Student’s acceptance, including the date, time, account associated with the acceptance, and version of the Agreement presented to the Student.

28. RELATIONSHIP TO OTHER SHADOWSOURCE POLICIES

This Agreement supplements the ShadowSource Terms of Use, Privacy Policy, and Community & Safety Policy.

If a conflict exists between this Agreement and another ShadowSource policy concerning patient confidentiality, patient privacy, or the Student’s conduct during a shadowing experience, the provision imposing the greater protection or restriction will control to the extent permitted by applicable law.

29. CHANGES TO THIS AGREEMENT

ShadowSource may update this Agreement from time to time.

The updated version will be posted through the Platform and may be presented to users for renewed acceptance where appropriate.

The version accepted by the Student will be maintained in ShadowSource’s records.

30. CONTACT

Questions regarding this Agreement may be directed to:

ShadowSource LLC
Email: info@shadow-source.com

STUDENT ACKNOWLEDGMENT

By clicking “I Agree,” “Accept,” or an equivalent button, or by otherwise accepting a shadowing opportunity through the ShadowSource Platform, I acknowledge that:

  • I have read and understand this Agreement;
  • I am at least 18 years old;
  • I understand that shadowing is observational only;
  • I will not provide patient care or perform clinical tasks;
  • I will protect patient confidentiality;
  • I will not improperly access, record, photograph, or disclose patient information;
  • I will not submit PHI to ShadowSource;
  • I will respect every patient’s right to decline observation;
  • I will immediately leave if requested by a patient or Provider;
  • I will follow all applicable Provider and healthcare-facility policies; and
  • I understand that violation of this Agreement may result in removal from ShadowSource.
  • I understand that ShadowSource does not conduct criminal background checks and does not guarantee the safety, character, or suitability of any user;
  • I voluntarily assume the risks of participating in in-person shadowing experiences and have read the Assumption of Risk and Release; and
  • I agree to the limitation of liability, indemnification, and binding-arbitration provisions incorporated from the ShadowSource Terms of Use.

Student Name: ______________________________

ShadowSource Account Email: ______________________________

Date: ______________________________

Electronic Acceptance: ______________________________