UNIVERSITY OF SANTO TOMAS

FACULTY OF MEDICINE AND SURGERY

CLINICAL PROGRAMS OFFICE

CLINICAL CLERKSHIP
MANUAL
2019 – 2020

V2019-2020
 UNIVERSITY OF SANTO TOMAS
FACULTY OF MEDICINE AND SURGERY
ADMINISTRATION
MA. LOURDES D. MAGLINAO, M.D., MHPEd
Dean
CLINICAL CLERKSHIP PROGRAM 2019-20
The Clinical Clerkship (CC) Program of the UST Faculty of Medicine and
Surgery is when the Clinical clerks apply the knowledge that they learned in the
classroom, to the bedside. This is the time when they will further hone their
clinical skills in history taking and physical examination, gathering salient
information from their patients, and then integrating all the data that they have
gathered in order to come up with a clinical impression. They will be the
youngest member of the medical team, active in both the diagnosis and
management of patients admitted in the Clinical Division of the UST Hospital, as
well as other affiliated hospitals.

1.
REV. FR. ANGEL A. APARICIO, O.P.
Regent
ESTRELLITA JUDAN-RUIZ, M.D.
Assistant Dean
DEXTER CLIFTON C. PE, M.D., MHPEd
Faculty Secretary
MARIA PIEDAD ROSALES-NATIVIDAD, M.D.
Chief Programs Officer, Clinical Programs Office
GENERAL DESCRIPTION
1.1. Under Republic Act 5956, Clinical Clerkship is the final year of the
course curriculum for the degree of Doctor of Medicine
1.2. Clinical Clerkship at the UST Faculty of Medicine and Surgery
covers a period of twelve (12) months, rotating in the various
services of the University of Santo Tomas Hospital, with
additional rotations at the Jose R. Reyes Memorial Medical
Center,San Lazaro Hospital, Community Center at Dagat-
Dagatan, Navotas, and the PNP Crime Laboratory.
1.3. Clinical clerkship officially starts on June 16, 2019. Medical
students who are not enrolled by June 16, 2019 automatically
become irregular students. They are not qualified to take the Oral
Revalida and subsequently are ineligible for graduation with the
rest of the batch.
1.4. All Clinical Clerkship activities are handled by the Clinical
Programs Office (CPO) under the Office of the Dean of the
Faculty of Medicine and Surgery. The Chief Program Officer of
the CPO functions as the over-all Supervisor. S/he serves as the
liaison officer of the Faculty to the different hospitals included in
the CC Program.
1.5. Each Department likewise has a corresponding supervisor
assigned to implement its individual Clinical Clerkship Program.

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 This CC Supervisor coordinates closely with the CPO especially
as regards grades.
1.6. All UST CCs, having chosen to enroll in a Catholic University, are
required to attend the Annual Retreat as well as other
official/spiritual functions arranged by the Office of the Father
Regent and the Clinical Programs Office.
2. OBJECTIVES OF THE PROGRAM
3. ENTRY REQUIREMENTS FOR CLINICAL CLERKSHIP
3.1. Satisfactory completion of the first three (3) years of the medical
curriculum of the UST Faculty of Medicine and Surgery.
3.2. Enrollment as a 4th year student of the Faculty of Medicine and
Surgery.
3.3. Certificate of physical/mental health from the University Health
Service.

In keeping with the vision of the UST Faculty of Medicine and Surgery, 4. ROTATIONS
the general objectives of the Clinical Clerkship Program are to:
2.1. Graduate doctors educated in the basic principles of medicine and 4.1. Mandatory Rotations Duration
surgery, and qualified to undergo postgraduate training in any Medicine** 2 months
specialty. To achieve this, the medical senior must: Pediatrics** 2 months
2.1.1. Utilize and correlate the knowledge acquired in the first three Surgery** 2 months
years of medical educationin the care of patients. Obstetrics and Gynecology** 2 months
2.1.2. Know and adequately perform the technical skills required of Community Medicine 1 month
a basic physician. Dermatology 2 weeks
2.1.3. Develop one’s abilities at critical thinking and problem-solving Ophthalmology 1 week
as basis for sound clinical judgment. Otorhinolaryngology 1 week
2.2. Develop one’s interpersonal and communication skills as a Neurology / Psychiatry 2 weeks
physician, dealing with superiors, peers and subordinates, Infectious Diseases (San Lazaro) 1 week
patients and their relatives, as well as other paramedical Legal Medicine 1 week
personnel. International Electives/ 1 month
2.3. Nurture one’s awareness and responsiveness to the health needs Specialty rotations: ***
of the community and country. Radiology
2.4. Practicemoral and ethical principles which embody the essence of Rehabilitation Medicine
the Thomasian physician Neurology
Psychiatry

4.2. ** There are enhancement rotations from 7-15 days in Jose R.

Reyes Memorial Medical Center (JRRMMC) for the 4 major
rotations (Medicine, Pediatrics, OB Gynecology and Surgery)
4.3. *** International electives/specialty rotations- All Clinical clerks
(CCs) have 1 month when they can choose to have elective

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 rotations in institutions abroad, or go through selected specialty
rotations (one week each) in UST.
4.3.1. Theselected specialty rotations are the following: additional 1
week each in Neurology and Psychiatry (aside from the
regular rotation), and 1 week each in Radiology and
Rehabilitation Medicine.
INTERNATIONAL ELECTIVES
4.3.2. Clinical clerks may also choose to do a 1- month elective
period in institutions abroad. The UST FMS has Memoranda
of Agreement with several foreign institutions. A
Memorandum of Agreement means that the CC does not
have to pay additional tuition for the elective rotations in these
institutions – please coordinate with the CPO as to the
institutions involved.
4.3.2.1. The CC will, if needed, initiate initial communications
with point persons in the institution s/he is interested
to rotate in as regards requirements, available
schedules
4.3.2.2. The schedules of the WRITTEN, REMEDIAL
WRITTEN, OSOE, ORAL REVALIDA and OSCE
should be factored into your electives schedules
• Written Revalida - January 18, 2020
• Remedial - February 1, 2020
• OSOE - February 15, 2020
• Oral Revalida - April – May 2020
• OSCE - 3rd week of May
4.3.2.2.1. The clinical clerk is responsible for making sure
that s/he will be available for these activities
4.3.2.2.2. There will be NO adjustment of the schedules of
for these activities just to accommodate the
availability of clerks
4.3.2.3. Write a letter to the Dean of the Faculty of Medicine
and Surgery, expressing your intention to have an
elective rotation in a particular institution
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4.3.2.4. Once your request is approved, coordinate with the
Clinical Programs Office for the following
4.3.2.4.1. Evaluation of your Academic standing
4.3.2.4.1.1. Some institutions require a letter from the
Dean regarding academic standing
4.3.2.4.2. Submission of proof of full payment of tuition
4.3.2.4.3. Any changes of scheduled rotations (if needed)
4.3.2.4.3.1. Write a letter to the Clinical Programs
Office about your proposed change in
rotations (APPENDIX 3)
4.3.2.4.3.2. The change in rotations has to be
approved by the Office
4.3.2.4.4. Letter of introduction/recommendation
4.3.2.4.5. Signing of waiver- this has to be submitted to the
CPO at least 1 week before the scheduled
electives
4.3.2.4.5.1. Late submission = 2 days demerit
4.3.3. If a CC chooses an institution other than the ones whom we
have MOAs/MOUs with, s/he should do the following:
4.3.3.1. Select the institution
4.3.3.2. Write a letter to the Dean of the Faculty of Medicine
and Surgery, expressing your intention to have an
elective rotation in that particular institution
4.3.3.3. Submit the curriculum and objectives of the elective
rotation to the Office of the Dean for approval
4.3.3.4. Once your request is approved, coordinate with the
Clinical Programs Office (see 4.3.2.1-4.3.2.4)
4.3.4. specifics as to transport, housing, affiliation fees (if any) have
to be personally taken care of by the clinical clerk
4.3.5. Upon return to UST, the clinical clerk has to submit the
following to the CPO: (these have to be submitted within 2
weeks after the clerk returns)
4.3.5.1. duly authenticated evaluation/completion report of
their performance in their elective rotation/s
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 4.3.5.2. daily diary of activities (countersigned by electives
supervisor), listing the patients they saw and their
participation in the care of the patient
4.3.5.3. post elective survey
4.3.5.4. case report of any case that they saw during their
electives (Template for case report APPENDIX 5)
4.3.5.4.1. if it is discovered that the case reports are
plagiarized, the CC will be sanctioned with 30
days make-up
4.3.5.4.1.1. the CC may not be able to be cleared for
the Oral Revalida
4.3.5.4.1.2. if the plagiarism is discovered after the
clerk has taken the revalida, s/he will not
be allowed to graduate
4.3.6. Clinical clerks may also choose to have additional elective
rotations abroad, apart from the 1 month in their regular
program.
4.3.6.1. The CC will have to file for an Official Leave of
Absence, the length of which should not be more than
1 year (see section 5 on Leave of Absence)
4.3.6.2. Once the CC has completed the elective rotation, s/he
will submit a letter to the Office of Clinical Programs
stating his/her intention to resume his/her clinical
clerkship
4.3.7. Clinical clerks who decide to forego with their previously
approved international elective rotations have to submit a
letter to the CPO stating the reason why they will not be
pushing through with their electives.
4.3.7.1. Non-submission of a letter is equal to 2 days make-up
4.3.8. Clinical clerks with conduct violations WILL NOT be allowed
to take international electives
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5. EVALUATION AND GRADING
5.1. All clinical clerks will receive a grade from each department they
rotate in.
5.2. Grades will be reported in percentage points. The passing mark is
75%.
5.3. Final grades below 75% are considered as “Failure” or
Unsatisfactory”.
Note: A failing grade automatically means repetition of the
rotation in the same service and matriculation for the said shift.
Failure automatically disqualifies the clinical clerk from
graduation. The terms “Repeat Rotation” or “Repeat Service” are
equivalent to failure in the said service.
5.4. Grades must be submitted by the Clinical Clerkship Supervisor of
each Department and endorsed by the Chairman to the Chief
Programs Officer of Clinical Programs within 2 months from
completion of the rotation.
5.5. Liaison officers will be given copies of the grades of the CCsin their
group. All complaints regarding grades, deficiencies and
punishments must be submitted in writing to the Chief Programs
Officer of Clinical Programs within 15 days after the grades are
released.
5.6. “Incomplete”mark must be remedied within two (2) months after
said grades are released. Failure to complete the grades after
two months gives the department the option to fail the clinical
clerk concerned, unless the student is still confined in the hospital
or recuperating, with a valid medical certificate and clinical
abstract of the illness.
6. THE WRITTEN REVALIDA
6.1. All clinical clerks are required to take the Written Revalida, given
by the Department of Medical Education. Thisactivity is generally
scheduled onthe 7th to 8th month of Clinical clerkship, usually on
the 3rd Saturday of January.
6.1.1. Anyone who gets 75% or more in the Written Revalidais
eligible to take the Oral Revalida.
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 6.2. Clinical clerks who fail the Written Revalida have to pass a
Remedial Written Revalida
6.2.1. The Remedials are usually scheduled 2 weeks after the initial
written Revalida
6.2.2. If the clinical clerk passes the remedial written, s/he is eligible
to take the Oral Revalida
6.3. Clinical clerks who fail the remedial written will undergo an
Objective Structured Oral Examination (OSOE), given by the
Department of Medical Education in coordination with the Clinical
Programs Office
6.3.1. The OSOE is usually scheduled two weeks after the
Remedial written
6.3.2. if the clerk passes the OSOE, s/he is eligible to take the Oral
Revalida
6.3.3. if the clerk fails the OSOE, s/he will have a 2- month
extension of clinical clerkship- to be accomplished after s/he
has finished his/her regular rotations
6.3.4. The clinical clerk will coordinate with the Clinical Programs
Office as to the rotations to be included in the 2-month
extension.
6.3.5. The clerks will have to pay additional matriculation for the
extension period.
6.3.6. The clinical clerk may take the Oral Revalida once the 2-
month extension period is completed.
7. THE ORAL REVALIDA
7.1. To qualify for the Oral Revalida, a CC must have:
7.1.1. Completed at leastnine (9) months of clinical clerkship with
passing grades for Regular students, and twelve (12) months
for Irregular/midyear students.
7.1.2. No incomplete grades
7.1.3. < 72 hours make-up (from July until April)
7.1.4. No suspension warranty in effect
7.1.5. Clearance from the Treasurer’s Office
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7.2. Proper conduct during the Oral Revalida is of utmost significance
and should be observed at all times during the exercise.
7.2.1. Clerks taking the revalida SHOULD NOT communicate with
anyone other than the tribunal member accompanying him/
her. This will be seen as an attempt to cheat, and will be
given sanctions.
7.2.1.1. Clerks not taking the revalida who are seen
communicating with the clerks who are undergoing the
exercise, will also be seen as an attempt to cheat, and
will also be given sanctions.
7.2.2. Clerks should surrender all their mobile gadgets/smart
phones/watches to their tribunal before the exercise
commences.
7.2.2.1. Using phones/gadgets during the exercise will be
seen as an attempt to cheat, and will be given
sanctions.
7.2.3. Clerks who are given sanctions for improper conduct during
the revalida may become ineligible for graduation.
7.3. Clinical clerks who pass the Oral Revalida are eligible to graduate,
for as long as s/he does not receive any failing grades or
suspension for the rest of his/her rotations
7.4. Grading system for the Oral Revalida is as follows:
7.4.1. Meritus: > 65.00 - 87.99
7.4.2. Benemeritus: 88 – 92.99
7.4.3. Meritisimus: > 93.00
7.5. If the clinical clerk fails the Oral Revalida, s/he will undergo an
Objective Structured Clinical Examination (OSCE), given by the
Department of Medical Education in coordination with the Clinical
Programs Office
7.5.1. The OSCE is usually given on the first Saturday after the Oral
Examinations are done.
7.5.2. If the CC passes the OSCE, s/he is eligible to graduate for as
long as s/he does not receive any failing grades/ suspension
for the rest of his/her rotations
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 7.6. If the CC fails the OSCE, s/he will be extended for 3-4 months
(based on the initial grade given in the Oral Revalida) - to be
accomplished after s/he has finished his/her regular rotations
7.6.1. The clinical clerk will coordinate with the Clinical Programs
Office as to the rotations to be included in the extension.
7.6.2. The clerks will have to pay additional matriculation for the
extension period.
7.6.3. once the regular rotations and the extension are completed,
the CC may apply for a second Oral Revalida
7.6.3.1. If s/he passes, s/he is eligible for graduation
7.6.3.2. If s/he fails, s/he will again have an extension of
clinical clerkship for 3 months, after which s/he can
apply for a third oral revalida
7.6.3.3. A clinical clerk who fails the oral revalida for the third
time must repeat the entire clinical clerkship.
7.6.3.3.1. S/he must once again take the written revalida to
qualify for the Oral examination.
8. REQUIREMENTS FOR GRADUATION
To graduate, a clinical clerk MUST:
8.1. Complete 12 months of clinical clerkship as certified by the Chief
Programs Officer of theClinical Programs Office, and should
have:
8.1.1. No failure in any department
8.1.2. No incomplete grade
8.1.3. Passed the Oral Revalida
8.1.4. No pending cases involving conduct violations
8.1.5. Settled all accounts with the University Treasurer’s Office
8.1.6. Submitted/presented a group Scientific Research Paper
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9. GENERAL CODE OF CONDUCT
All clinical clerks:
9.1. Must always have, foremost,the welfare of their patients in mind
9.2. Are responsible to their superiors (postgraduate interns, residents,
fellows, consultants, department Chairs and clinical clerkship
supervisors, the Chief Program Officer of Clinical Programs and
the Dean). They must obey legitimate orders from their superiors.
Refusal to do so shall constitute insubordination.
9.3. Must conduct themselves with proper decorum at all times. They
should not exhibit lewd, violent or abrasive behavior towards
patients, colleagues, superiors and paramedical staff.
9.4. Shall not engage in activities constituting violations of the Sexual
Harassment Act of 1996.
9.5. Should be aware of all the rules and regulations of the
Departments, Units of the UST Hospital and affiliated hospitals.
They are subject to theserules and policies.
9.6. Should handle equipment and properties belonging to the hospital
with care. They should observe cleanliness in their areas of
responsibility.
9.7. Must wear the prescribed uniform and prescribed nameplate. The
University ID should be worn, and visible, at all times.
9.7.1. CCs who are on 24- hour duty are allowed to wear a
prescribed scrub suit with rubber soled shoes, but must
change to the white V-neck uniform after their duty hours are
over. The CC scrub suit is different from the scrub suit
required in the Operating Rooms.
9.7.2. The prescribed uniforms are illustrated on Appendix 2
9.7.3. Cleanliness of all parts of the uniform shall be maintained
9.7.4. When wearing their V-neck uniforms, males are required to
wear black leather shoes, and females, white leather shoes.
Rubber-soled shoes are acceptable. Athletic/rubber and
canvas shoes are allowed only on duty days (if worn with the
prescribed CC scrub suit).Open-back shoes (including
sandals and step-ins) are not allowed.
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 9.7.5. Hair-cut: Males are not allowed to sport long hair. Hair should
not touch the collar of the uniform. The use of hairpins,
hairnets, pony tails, etc. by male students is not allowed.
9.7.6. Males are not allowed to use make-up, earrings, and other
accessories ordinarily used by females.
9.7.7. Jewelry: Wearing of jewelry aside from watches and wedding
rings is highly discouraged. Individual departments may
disallow any/certain item/s of jewelry at their discretion.
9.8. Must have a complete set of these diagnostic instruments:
9.8.1. Stethoscope
9.8.2. Otoscope / Ophthalmoscope
9.8.3. Sphygmomanometer
9.8.4. Thermometer
9.8.5. Reflex hammer
9.8.6. Minor surgical set
9.8.7. Penlight
9.8.8. Tongue depressor
9.8.9. Disposable gloves
9.9. ARE NOT ALLOWED to drink alcoholic beverages, ingest / smoke
prohibited drugs, engage in gambling activities nor smoke
cigarettes within the campus premises.
9.9.1. CCs who engage in these activities will be given appropriate
punishment (see section on Violations and Penalties)
10. GENERAL GUIDELINES:
10.1. The primary duty and responsibility of the Clinical clerk is the
COMPLETE AND SATISFACTORY CARE OF THE PATIENTS
ENTRUSTED TO HIM/HER. S/he is considered as the youngest
member of the medical team composed of Postgraduate Interns,
Residents, Fellows and Consultants. S/he should have a detailed
knowledge of the patients assigned to him/ her and a general
knowledge of all the cases in the ward and of the patients s/he
sees in the OPD.
10.2. The clinical clerk must keep all medical information STRICTLY
CONFIDENTIAL (as stated in Republic Act 10173: Data Privacy
Act of 2012.
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10.2.1. Taking digital photographs/photocopying of any part of the the
chart IS NOT allowed
10.2.2. Taking and uploading digital images of patients (even with
their consent) may not be appropriate. Please refer to
guidelines from the Department of Bioethics (see Appendix 4)
10.3. Completion of some parts of the medical records is one of the
responsibilities of the clinical clerk. S/he should see to it that at
the specified time, a hospital chart (or part of it) has been
completed.
10.3.1. Within one hour after admission, a short admitting history with
the pertinent physical findings and the admitting diagnosis
must be in the patient’s chart.
10.3.2. The complete history and physical examination must be in the
patient’s chart within 24 hours after admission and the
corrected typewritten official form within 24 hours after
correction.
10.3.3. Discharge summaries should be completed on time, prior to
the patient’s discharge. This includes preparation of official
forms for those undergoing autopsies. Completed charts must
be submitted to the Resident within 24 hours after discharge
10.3.4. The clinical clerk must write daily progress notes on his/her
cases.
10.4. The clinical clerk must prepare laboratory, radiologic and other
ancillary requests, accompany patients for procedures, and
secure the results of these examinations and procedures. S/he
should be aware of the reason why the procedure was requested,
as well as the impact of the results on the diagnosis and
management of the patient
10.4.1. Clinical clerks are allowed (and encouraged) to assist in the
transport of patients for the different ancillary procedures.
10.5. Clinical clerks should assist in the performance of diagnostic and
therapeutic procedures. They may perform procedures assigned
to them by consultants, or residents (under the latter’s direct
supervision and responsibility).
10.5.1. Clinical clerks will be responsible for specimens obtained
during procedures done at bedside or at the Ultrasound Unit,
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 and will see to it that these are brought to the Laboratory/
Pathology Department
10.5.1.1. Loss of specimen by the Clinical clerkwill be given
sanctions.
10.5.1.2. In cases where the clerk in charge (CIC) is not on
duty, and may not be able to send specimens to the
Laboratory or to Pathology, there has to be proper,
documented endorsement of the specimens to the
clerks on duty
10.5.1.3. If proper endorsement was done, and the specimens
are lost by the clerk on duty, the clerk on duty will be
given the sanctions
10.5.2. For procedures done in the Operating Room, the Clinical
clerks will coordinate with the OR nurse so as to facilitate the
sending of specimens to the Laboratory/Pathology
Department
10.6. Clerks rotating in the Private Division must see to it that they are
accompanied/supervised by a senior member of the medical
team at all times
10.7. All Clinical clerksmust attend Residents’ and Consultants’ rounds
except when attending to seriously ill patients.
10.8. Clinical clerksmay also choose to attend consultants’ rounds even
if they are not in the particular rotation the consultant is teaching,
for as long as these rounds do not interfere with his/her
responsibilities in the rotation s/he is assigned to
10.8.1. This will enable him/her to have more exposure to the
different disease processes in the ward
10.9. Clinical clerksare required to attend departmental conferences
except when assisting asurgical procedure or caring for critically
ill patients. They should likewise attend general conferences
(Clinico-pathologic and Clinico-Moral), and special lectures,
except when they are on duty or on outside rotation.
10.9.1. Presentation of CPC and CMC are assigned to the Clinical
clerk groups rotating in Community Medicine and electives
10.9.2. CC groups alternately present CPC and CMC
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10.10. Clinical clerks are also REQUIRED to respond to a survey
conducted by the CPO
10.11. Previously assigned groups of Clinical clerksare required to
submit and present a research paper as a requirement for
graduation.
10.12. All trips outside USTH during office/duty hours must be
AUTHORIZED by the CC supervisor or department chairman.
10.12.1. CCs must not be ordered to leave the hospital for any
unofficial functions that are not cleared with the Office of the
Clinical Programs. This includes conventions, parties or
similar social gatherings.
10.12.2. Clinical clerks who leave the hospital under such
circumstances do so on their own responsibility and may be
marked “out of post”.
11. DUTIES OF CLINICAL CLERKS
11.1. REGULAR HOURS:
Monday to Friday 7:00 am – 5:00 pm
Saturday 7:00 am – 12:00 noon
Sunday 8:00 am – 12:00 noon
11.2. Suspension of classes
11.2.1. National Holidays: only CCs on 24- hour duty need to report
to their posts in the hospital, as well as in outside rotations
11.2.2. Local/University Holidays: CCs are required to report to their
posts as part of their service to their patients/patient care,
especially if Ambulatory Care Services (ACS) are open.
11.2.3. Suspension due to weather: only the clerks on 24 hour duties
will be required to report to their posts in USTH as well as in
outside rotations. See also 11.3.3.
11.3. WARD ROTATIONS
11.3.1. Clinical clerks go “on duty” every 3 days. This means that
they will be in the hospital for 24 hours (or longer), depending
on the requirements of the Department they are rotating
through. Duty hours will range from 84-92 hours a week.
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 11.3.2. Only those “on duty” are required to go to the hospitalduring
National holidays.
11.3.3. In cases of unscheduled suspension of classes due to
typhoon, floods or other natural calamities:
11.3.3.1. CCs who are already in the hospital, even if from duty,
SHOULD NOT leave their posts until their group-
mates arrive to relieve them.
11.3.3.2. In the event that their group-mates cannot make it to
the hospital, the CCs will immediately inform their
Liaison Officers
11.3.3.3. Liaison Officers will communicate with the Chief
Program Officer of the CPO and the Clinical clerks
Monitor of his rotation to coordinate as to provisions
for the stranded CCs
11.3.3.4. The Clinical Clerks Council should also prepare
provisions for such possible events.
11.4. AMBULATORY CARE SERVICES (ACS)
11.4.1. Clinical clerks are assigned to the ACS of the various
rotations to expose them to ambulatory care.
11.4.2. ACS hours for clinical clerks are from 8 am to 4 pm from
Monday to Friday, and 8 am to 12 nn on Saturdays, but may
be extended if there are still patients to be attended to
11.4.3. Some Departments may hold additional didactic sessions in
the ACS from 7-8am
11.4.4. Clinical clerks are given patients to interview and examine.
They are encouraged to formulate their own diagnosis and
management schemes and present these to the consultant/
resident in charge
11.4.5. In case of suspension of classes:
11.4.5.1. National holidays: Clerks DO NOT need to report to
the ACSsince it is closed
11.4.5.2. Local and University holidays: Clerks still have to
report to the ACS as part of their service to their
patients
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11.4.5.3. Unscheduled suspension of classes due to typhoon,
floods, or other natural calamities: Clerks DO NOT
need to report to the ACS
11.5. COMMUNITY ROTATION
11.5.1. Clinical clerks rotate for 1 month in Dagat-Dagatan Navotas
as part of their exposure to Community Medicine
11.5.2. Clinical clerks see patients in the Health Center from Monday
to Friday, and have didactic sessions/ reporting on Saturdays
in the University of Santo Tomas
11.5.3. In case of suspension of classes:
11.5.3.1. National holidays: Clerks DO NOT need to report to
the UST/ Dagat-Dagatan
11.5.3.2. Local and University holidays: The Liaison Officer has
to coordinate with the clerks supervisor as to what
activities will be scheduled for that day
11.5.3.3. Unscheduled suspension of classes due to typhoon,
floods, or other natural calamities: Clerks DO NOT
need to report to UST/ Dagat-Dagatan
11.6. OUTSIDE ROTATIONS
11.6.1. The Clinical clerk must abide by all the rules and regulations
of these institutions
11.6.2. San Lazaro Hospital:
11.6.2.1. Clinical clerks are required to go to their posts in San
Lazaro unless otherwise announced by the Clinical
clerk monitor of San Lazaro Hospital (usual University
suspension of classes does not apply to these
institutions)
11.6.2.2. In case of unscheduled suspension due to typhoons,
floods and other natural calamities:
11.6.2.2.1. Clinical clerks on duty are still required to go to
their posts UNLESS it is impossible to do so
without causing potential harm to themselves.
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 11.6.2.2.2. In case the clerks are not able to attend to their
posts, they will immediately inform the UST clerks
who are STILL in San Lazaro Hospital
11.6.2.2.3. Clerks who are already in San Lazaro SHOULD
NOT leave their posts if their groupmates have not
yet arrived to relieve them UNLESS allowed by the
clerks monitor of San Lazaro Hospital
11.6.2.2.4. In case the Clinical clerk was not able to go to the
hospital, s/he will be required to make up for
his/her absence
11.6.2.3. Camp Crame and Jose R Reyes Memorial Medical
Center: suspension of classes follows the guidelines
of the University of Santo Tomas
11.6.2.3.1. When classes are suspended, the Departments
have the option of having the JRRMMC clerks do
patient care in UST
12. ABSENCES/ NON- SUBMISSION OF REQUIREMENTS
12.1. The CPO will tally all the absences in Clinical clerkship
conferences (CPC, CMC, Luis Guerrero Memorial Lecture, etc.),
or failure to respond to the survey, or submit post elective
requirements. Each missed conference, or failure to respond to
the survey/submit requirements, is equivalent to a three (3) day
absence.
12.2. “One day” make-up is equal to 10 hours
12.3. To avoid being marked absent, all group leaders must submit the
names of group members on duty, countersigned by the
supervisor and chairman of the department, at the start of the
conference.
12.4. Absences will require make up as follows:
12.4.1. Unexcused absences
12.4.1.1. Regular duty 3 days
12.4.1.2. 24-hour duty 7 days
12.4.2. Excused absences
12.4.2.1. Regular duty 1 day
12.4.2.2. 24-hour duty 3 days
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12.4.3. Tardiness
12.4.3.1. 2 lates 1 day
12.4.3.2. Recurrent (3 or 4 Consecutive days) 5 days
12.4.4. Absence in department conferences or rounds1 day
12.4.5. Absence in CPC and CMC 3 days
12.4.6. Failure to complete the survey 3 days
12.4.7. Failure to submit other requirements 3 days
12.4.8. Failure to submit waiver for electives 2 days
12.4.9. Failure to update CPO if electives will not 2 days
push through
EXCUSED/UNEXCUSED ABSENCES:
12.5. The CC has to submit a medical certificate validated by the
Student Health Service (in duplicate) to the Office of Clinical
Programs, which recommends if the absence should be excused
or unexcused. Submission may be in anticipation of or soon
(within 2 weeks) after the incurred absence and the Clinical clerk
has returned to his/her post. Requests for an absence to be
“excused” may be denied if the medical certificates are submitted
to the CPO more than 2 weeks after the incurred absence.
12.6. In general, absences are considered excused when they are due
to:
12.6.1. Illness (with attached medical certificate issued by the
Student Health Service or UST Hospital Medical Staff)
12.6.2. Serious illness/death in immediate family: submission of a
photocopy of the medical abstract/death certificate is needed
12.6.3. Certified official appointments (embassy, court hearings, etc)
(submission of the appointment/court hearing schedule is
needed)
12.6.4. Official school functions (missions, contests, competitions)
12.7. Other reasons, such as attendance at social functions, etc. are
generally considered unexcused
12.8. Excused absences totaling 20% or more of the rotation: a grade of
incomplete is given. The Clinical clerk must make up for the
deficiencies as soon as s/he is able, to be eligible for the Oral
Revalida
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 12.9. Absences incurred from July to April must be made up prior to the 13.7.1. This automatically means that the CC cannot complete
oral Revalida. his/her Clinical clerkship in the usual 12 months
12.10. If circumstances require prolonged absence (exceeding the 13.7.2. This automatically means that the CC will not be eligible for
maximum number of days allotted per rotation), students must graduation with his/her batch
apply for a leave of absence (see section on Leave of Absence) 13.7.3. The clerks will have to pay matriculation for the repeat
12.11. Unexcused absences totaling 20% or more of the departments’ clerkship
rotation shall be considered “Failure”. The Clinical clerksmust get 13.8. Those on leave of absence for two (2) years or more will be
clearance from the office of the Dean that s/he may enroll in the required to pass a qualifying examination (given by the
service s/he missed. The CC has to pay additional tuition before Department of Medical Education) prior to acceptance into
s/he can repeat the service. A repeat service means non- clinical clerkship. Those who do not pass the exam will be
inclusion in the graduation ceremonies. required to take a Refresher Course designed by the Clinical
12.12. Students who drop from Clinical clerkshipwithout the approval of Programs Office. (see Appendix 1)
the Office of the Clinical Programs will be marked Absent without
Leave. They will lose credits earned in previous rotations. 14. VIOLATIONS AND PENALTIES
Demerits/sanctions given to the Clinical clerksmust be accompanied by
13. LEAVE OF ABSENCE an explanation. The clinical clerk should be given a written notice of his
13.1. Clinical clerks may apply for a Leave of Absence (LOA) anytime demerits before the end of his/her rotation.
during clerkship 14.1. Uniform Violations
13.2. A leave of absence must be approved by the Office of the Clinical 14.1.1. Not wearing the prescribed uniform ½ day
Programs and endorsed to the Faculty Secretary for proper 14.1.2. Incomplete uniform ½ day
recording and reporting. It allows the students to leave Clinical 14.1.3. Long hair, untidy appearance for men ½ day
clerkship for a maximum of one (1) year without losing credits for 14.1.4. Duty Violations
previously completed rotations. 14.1.4.1. Out of post during regular clerkship hours 1 day
13.3. A copy of the duly approved leave of absence will be submitted to 14.1.4.2. Out of post, 24-hours duty 3 days
the Registrar’s Office to avoid forfeiture of paid tuition fees. 14.2. Charts / Plates / Specimen Violations
13.4. A leave of absence will delay graduation since the student will be 14.2.1. Unauthorized removal of any portion 3 days
unable to complete the required rotations prior to graduation. of patient’s chart
13.5. CCs have to submit a letter to the Clinical Programs Office stating 14.2.2. Taking digital images/ photographs of 1 day
that they want to go on a Leave of Absence, the reason for the any part of the patient’s chart
LOA, and the inclusive dates. 14.2.3. No history, PE, progress notes within 1 day
13.6. For as long as the leave is not more than 1 year, all the previous 24 hours from admission
rotations that the CC has completed will still be credited 14.2.4. Failure to complete discharge papers 3 days
13.7. Clinical clerkswho exceed one (1) year leave of absence will within 24 hoursafter discharge
automatically forfeit previous rotation credits and will need to 14.2.5. Failure to submit autopsy/death 3 days
repeat Clinical clerkship. protocol within 24 hours
14.2.6. Loss of specimen** (see 14.5) 14 days

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14.3. Conduct Violations
14.3.1. Drunkenness/intoxication while in campus 7 days
14.3.2. Drinking within campus or hospital premises 15 days
14.3.3. Possession of alcoholic beverage 15 days
14.3.4. Drinking alcoholic beverages while on duty suspension
14.3.5. Gambling within hospital premises 15 days
14.3.6. Using/possession of dangerous suspension
drugs or firearms and violation of or exclusion
penal provisions of RA 6425
14.3.7. Insubordination – refusal to obey rules 7-15 days
and Regulations or to carry out legitimate
orders of residents /Consultants or higher hospital
authorities
14.3.8. Theft or willful destruction of division/ suspension
hospital property or exclusion
14.3.9. Unprofessional/unethical conduct suspension
such as stealing, cheating and other or exclusion
similar acts of dishonesty.
14.3.10. Sexual harassment suspension
or exclusion
14.3.11. Fighting, other acts of physical violence 15 days
14.3.12. Falsification of documents i.e. 30 days/
Teaching forms, any part of the patient’s suspension
chart, medical certificates, lab requests,
signatures for attendance, etc.
14.4. Fighting in the context of inter-fraternity violence is strictly
forbidden. Verified participation of any clinical clerk in such fights
will merit automatic suspension or exclusion depending on the
gravity of physical injuries inflicted on the victim. Suspension of a
clinical clerkfor a period oftwo (2) weeks may make him ineligible
for graduation.
14.5. Specimens that are obtained from procedures done in the
Operating Room are the responsibility of the Operating Room
Nurse. Clerks are responsible for all specimens obtained during
procedures done at bedside/Ultrasound Unit/Radiology. These
include (but are not limited to) the following:
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14.5.1. CSF
14.5.2. Pleural fluid/biopsy
14.5.3. Ascitic fluid
14.5.4. Kidney biopsy
14.5.5. Thyroid biopsy
14.5.6. Joint fluid obtained during arthrocentesis
14.6. Any offense that merits suspension or exclusion will automatically
be referred to the Student Welfare and Development Board
(SWDB)
14.7. Any offense involving conduct/dishonesty will automatically be
referred to the Student Welfare and Development Board (SWDB)
14.8. It is not possible for the Faculty to enumerate all possible offenses.
The medical school reserves the right to evaluate each situation
and apply fair judgment. If any of the penalties herein
enumerated differ from the Student Handbook, the more severe
penalty shall prevail.
15. MAKE-UP
15.1. Make-up for deficiencies incurred due to punishments or absences
must be done before the Oral Revalida except those incurred
during the Clinical clerks’last rotation
15.2. All deficiencies during Clinical clerkshipmust be made up at the
UST Hospital Clinical Division and affiliated hospitals.
15.3. Certification of completed make-up is required. The dates and the
number of hours must be included in the certification duly signed
by the Department Clerkship Supervisor.
15.3.1. A maximum of 12 hours per day make-up will be allowed
15.3.2. Make- up done during Saturdays, Sundays and holidays are
counted as 1:1 (not multiplied by 2)
15.4. The Clinical Clerk should provide the Office of Clinical Programs
with the schedule of his/her make-up
15.5. The CPO will write an endorsement letter to the CC supervisor of
the Department where the clerk is scheduled to do his/her make-
up
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15.6. The CPO will provide a make-up form that will be used by the CC
15.6.1. The CC will list down the patients s/he attended to during the
make-up, as well as his/her role in the management of the
patients s/he attended to
15.7. The make-up form will be verified daily by the Chief Resident and
countersigned by the CC Supervisor of the Department, attesting
to the accuracy of the contents of the form
15.8. The CC supervisor will send a certificate of completion of the
make-up to the CPO.
15.9. The CPO will verify the contents and signatures of the make-up
form, and will inform the CC once the make-up has been
confirmed and verified
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APPENDIX 1
REFRESHER COURSE FOR CLINICAL CLERKSHIP
Clinical clerks who were on Leave of Absence for more than 1 year
automatically forfeit all the rotations that they were able to undergo previously,
and have to repeat the whole of Clinical clerkship.
Clinical clerks who are on leave of absence for two years or more have to take a
Qualifying Exam before they are reconsidered for restarting Clinical clerkship.
The Qualifying Exam is given by the Department of Medical Education.
If the student passes the Qualifying Exam, s/he can immediately restart Clinical
clerkship as soon as cleared by the Accounting Office. S/he can then go through
all the rotations required for Clinical clerkship.
If the student does not pass the Qualifying Exam, s/he has to take a Refresher
Course, as designed by the Clinical Programs Office and the Department of
Medical Education. This will be a 3-month (12-week) course. The Clinical clerks
needs to obtain clearance from the Accounting Office after which s/he will be
assigned to the major clinical rotations as follows:
3 weeks INTERNAL MEDICINE
3 weeks PEDIATRICS
3 weeks GENERAL SURGERY
3 weeks OBSTETRICS and GYNECOLOGY
The student will be evaluated at the end of each rotation. S/he needs to pass a
written exam as well as a practical exam/OSCE for each rotation. Failure to do
so will mean a repeat of that particular rotation.
Once the student passes the Refresher Course, s/he will be allowed to enroll as
a regular Clinical Clerk.
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 YELLOW
PIPING
APPENDIX 2

Prescribed uniforms for Clinical clerkship

NAME

SCRUB SUIT
(for 24 hr. duty)

GREY

FRONT
YELLOW
STANDARD UNIFORM PIPING

KHAKI CARGO
PANTS

BACK

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APPENDIX 3 APPENDIX 4
TEMPLATE FOR REQUEST FOR CHANGE OF SCHEDULE
GUIDELINES FOR POSTING PHOTOS ON SOCIAL MEDIA
Dear Doctor (Chief Programs Officer of Clinical Programs Office), 1. Before posting photos, pause and reflect whether these are in line with our
Greetings! norms of professionalism. Avoid photos that portray yourself and the
I would like to request for a change in my rotation schedules in order to accommodate profession in a bad light.
my electives in (institution). 2. Any photos taken in the hospital premises that include patients or identifiable
This is my proposed schedule. information, whether inadvertently or intentionally, should not be posted.
ORIGINAL SCHEDULE PROPOSED SCHEDULE 3. Photos taken with patients should only be posted with their consent. The
GROUP 8
consent for the taking of the photo, and for posting, should be obtained
July Gynecology Gynecology
separately.
August Obstetrics Obstetrics
September Surgery Surgery 4. Before uploading the photo or including it in a post, it may be prudent to have
October Surgery Surgery the patient, and, if necessary, their legal guardian, view it.
November Minors ELECTIVES GROUP 4 5. Accompanying text may explain the context of the photo. Include a statement
December NP Derma NP Derma indicating that the photo was taken with consent and the upload was reviewed
January Medicine Medicine by the patient and consented to, prior to posting.
February Medicine Medicine 6. The comments section of the photo must be monitored for inappropriate
March Electives COMMUNITY MED comments. These have to be edited out.
GROUP 7
7. The rules of privacy and confidentiality must be observed at all times. Care
April Community Med MINORS
must be taken that none of the photos posted disparage people based n their
GROUP 11
May Pediatrics Pediatrics race, gender, religion, appearance, and disabilities
June Pediatrics Pediatrics

Thank you very much.

Sincerely yours,
Clinical Clerk (name)
contact numbers:
note:
• highlight the month and the rotations that you are requesting to change
• indicate the group of the rotation you would like to join
• letters that DO NOT follow this template WILL NOT be processed

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APPENDIX 5 CONFORME

TEMPLATE FOR CASE REPORT (FOR INTERNATIONAL ELECTIVES) ______________________________

Date

This is to certify that I have read and understood the Clinical Clerks
Manual 2019-20, and that I abide by all its contents.

________________________________
name

________________________________
mobile number

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