What to do when your school won’t approve your preceptor

Why your program has to approve your preceptor

Your program is responsible for making sure your clinical experiences meet its own standards and those of its accreditor. Approving each preceptor and site is how it does that. It’s also why a preceptor who seems perfectly qualified to you can still be turned down. The question isn’t whether they’re a good clinician; it’s whether they meet the specific rules your program has set for this course.

Those rules differ between programs, and sometimes between courses in the same program. So the most useful document you have is your own program’s handbook.

Common reasons a preceptor is turned down

Every program sets its own rules, so treat this as a list of things to check, not rules that necessarily apply to you.

• Their credential doesn’t fit your course. Your program may require a preceptor whose role or population focus matches your track or course.
• Licence issues. The licence may not be active, or your program may require it to be valid in the state where you’ll see patients.
• Experience below your program’s policy. Your program may set a minimum amount of practice experience for preceptors. Your handbook will say whether it does, and what it is.
• The specialty or patient population doesn’t match the course, for example a course that needs a particular age group or setting.
• This type of clinician isn’t accepted for this course. Whether a physician (MD or DO) or another clinician can precept a given course varies, so check before you ask.
• There’s no agreement between your school and the site yet, or it’s still being negotiated.
• Paperwork is incomplete, unsigned or late.
• The hours wouldn’t count as the kind of clinical time your course requires.

Step 1: Get the reason in writing

Ask your clinical coordinator which requirement wasn’t met and where it’s written down. “Not approved” isn’t something you can act on; “the preceptor must hold X for this course (handbook, section Y)” is.

If you haven’t heard anything at all, ask where the approval stands and whether anything is missing. It may be waiting on a form or a signature.

Step 2: Find the exact rule in your handbook

Read the section yourself rather than relying on a summary, and check three things:

• Does the rule apply to this course specifically, or to all clinical courses?
• Is there an exception, a waiver or an appeal process?
• Is there a deadline for submitting a replacement or extra documents?

Step 3: Fixable, or find someone new?

If it’s fixable, ask your coordinator exactly what’s needed and by when, then tell your preceptor. If it isn’t, start looking for a replacement now, even if you also appeal.

Step 4: Raise your timeline early

If a fix or a replacement might push back your start date, tell your clinical coordinator as soon as you know. Ask what your options are if you can’t start on time. Only your program can tell you what’s possible, so ask rather than assume.

If you need a replacement: what they must meet

Before you approach anyone new, check them against your program’s requirements, not just their willingness to precept:

• A credential your program accepts for this course
• An active licence your program accepts for where you’ll see patients
• Practice experience that meets your program’s minimum, if it sets one
• A specialty and patient population that fit the course
• A site that has, or can sign, an agreement with your school
• Enough availability for your required hours between your start and end dates
• Willingness to complete your program’s forms and sign your hour logs

Our guide to questions to ask a preceptor covers what to ask before you commit.

An email to your clinical coordinator