FUTUREDOCS ABROAD STAFF PORTAL

Welcome to the FutureDocs Abroad Staff Portal! We are so excited for you to join us this summer.


The portal serves as a resource for you to upload the necessary documents to complete the onboarding process, review important dates, and access relevant information regarding the program.

Your first step should be to navigate to the Onboarding tab and complete each form. If you have already emailed us a copy of a given document, you are welcome to skip completing it here. Each form only needs to be filled out once!

Information within the portal will be updated from time-to-time, so please make sure to check in here once in awhile!

Required Forms

Use the links provided below to complete your required documents for the program:

Once completed, please download and complete your W9 and submit it along with the other required documents below.

Required Uploads

Follow the link below to upload copies of your COVID-19 Vaccine Card, Headshot, Passport ID Page, and completed W9 form:

Onboarding should be completed by December 30th, 2022. Please notify Eli (elieller@allaccessmed.com) of any known delays prohibiting you from uploading the required documents on time.

WELCOME


Thank you for making the decision to join the FutureDocs Abroad team on our program in Vietnam. I am excited to welcome you to this outstanding program, where you will observe bright young people with an interest in medicine transform into our future doctors.

FutureDocs Abroad is designed to put students into an intense medical environment overseas, where every single day they are taking part in exactly the same activities that third and fourth year medical students experience as they observe physicians. Our program allows students to apply their passionate energy and deep interest in medicine into an experience that until now they’ve only been able to imagine.

This program is made possible by people like YOU who provide the ethos of what makes FutureDocs Abroad a program that students will talk about for the rest of their lives. You will be a champion of your students’ success, a compassionate mentor, and a fierce guardian of their safety and wellbeing. 

Welcome to our very special team, and to the trip of a lifetime.

 

 

Anna Rossi

International Programs Director

The National Leadership Academies

PROGRAM FUNDAMENTALS


The first session of FutureDocs Abroad Vietnam program takes place in Hue, Vietnam from July 1st, 2023 July 16th, 2023.

The city of Hue is located in the central region of Vietnam along the banks of the Perfume River, a few miles inland from the East Sea. Hue’s historical roots run deep, with the oldest ruins dating back to the 4th century AD (about 2,400 years ago). Over 100 pagoda’s, palaces, temples, and tombs reside within Hue, making it a sacred place for many Vietnamese people and a culturally rich environment for foreign nationals to visit. You are sure to find many things to love about this vibrant and fast-paced city during your time there!

Students will be on clinical rotations at Hue University of Medicine and Pharmacy (Hue UMP), which was founded in 1957 during the wake of the Vietnam War. Hue UMP has played a critical role in advancing the public welfare within Hue and it’s surrounding area ever since. Nearly 30,000 medical professionals (doctors, pharmacists, nurses, etc.) that work in Vietnam have graduated from the university in it’s 65 year lifespan. In addition, the university has elevated standard care practices by being the first and only university in Vietnam to meet the quality standards of international higher education institutions.

The group will be staying at the Park View Hotel for the duration of the program. The hotel is approximately a 3-5 minute walk to the university, 10-15 minute walk to downtown Hue, and surrounded by great coffee shops. Additionally, there is an on-site spa, fitness center, and pool available for you to take advantage of during down time.

STAFF TEAM


Anna Rossi – International Programs Director and Program Lead

Anna Rossi has been producing legendary, purpose-driven events for more than a decade, bringing to life energetic stadium events, summits, intimate masterminds, dynamic virtual events, and educational international excursions. As Director of Events at The National Leadership Academies, Anna combines her years of experience with a drive to spark connections between attendees that lead to collaboration, innovation, and sometimes…magic.


Elijah Eller – International Programs Admissions Lead and Administrator

Eli has been intimately connected to FutureDocs Abroad since his experience on the 2018 program in Monterrey, Mexico. In his role as the International Programs Admissions Lead and Administrator, Eli combines his previous experience as a student with his passion for systems development and workflow optimization to improve both backend logistics and the frontend experience of FutureDocs Abroad. He is currently studying Mathematics and Psychology at Hamline University in his home state of Minnesota and spends his free time studying, hanging out with his cats, and building pc’s!


D Thomas – Senior Chaperone

D Thomas is our seasoned Chaperone having traveled with our students to each of the FutureDocs/FutureVets Abroad locations. As Deputy Director of Admissions for The National Leadership Academies, D brings his championing spirit and unparalleled encouragement to our students as they further explore and pursue their fields of dreams.


Amanda Winston – Chaperone Team

Amanda Winston is a project manager and an artistic collaborator specializing in the performing arts and is based out of Chicago. She has been the backstage manager for several live Congress of Future Medical Leaders events and is looking forward to a return to the arena in 2023. She had the pleasure of chaperoning the 2021 group of FutureVets in Costa Rica with the National Leadership Academies, and is excited to see what this group of future doctors and medical leaders will discover in Vietnam.


Gabrielle Wedderburn – Chaperone Team

Gabrielle Wedderburn has worked in sales and marketing for over a decade.
She broke into the live event space by happenstance back in 2018 and has maintained a passion for live events since. Gabrielle currently works as a social media talent development coach for an international live streaming app! Gabrielle prides herself on her ability to combine her dynamic background by streamlining process, developing mentees, and expanding brand awareness through authentic engagement. Through such means, Gabrielle hopes to help elevate the human experience while fostering the universal need for human connection!


Rebecca Rosenberg – Chaperone Team

Rebecca Rosenberg is an entrepreneur and biomedical engineer from New Jersey. She spent 2 years working in global health during her masters degree at the Johns Hopkins Center for Bioengineering Innovation and Design where she led the development of a machine learning tool for malaria elimination in partnership with organizations in Ghana, Zambia and Uganda. Now, Rebecca runs a health tech startup developing assistive technology for the visually impaired. She is excited to bring her international medical technology experience to Vietnam with the FutureDocs students!


Justin Oehmke – Chaperone Team


Tyler Hiralez – Chaperone Team

Tyler Hiralez is an Arizona State University graduate who, soon, plans on applying for medical school to pursue a career in orthopedics and sports medicine. This will be his fourth trip traveling internationally with FutureDocs Abroad. Previously, he had been on one trip as a student in 2021 and two others as a chaperone/lead in 2022. Through the progression of previous trips, both as a student and staff member, he has realized that he has a passion for guiding and mentoring people. The personal aspects and the interpersonal bonds formed with the students is what motivates him to try his best and to aid them in any way, shape, or form that he can. He is extremely excited to return yet again for the Summer of 2023.


Vincent Chen – Travel Coordinator

Vincent is a patient and organized individual who has experienced the Future Docs Abroad program as a student and chaperone. He has held many leadership positions that have given him the experience to ensure programs run smoothly. Additionally, his years of working with others have made him well versed in handling conflicts and performing well under stress.


FLIGHT INFORMATION


International flight information will be accessible here in late February/early March!

EARLY PREPARATION


Here’s what you can do right away to get ready for our journey

EARLY PREPARATION CHECKLIST

  • Download Google maps on your phone. Next, download the country of Vietnam as an offline map, so you can access it when you’re not on the internet
  • Download Google translate and the local language
  • Download WhatsApp, our communication method
    • If necessary, I will provide you with a sim card and a burner phone that you will use as a hotspot while in VT. 
  • Exchange USD to Dong for petty cash and shopping.
  • Make a note of all important dates and ensure you have availability in your calendar
  • Check the portal regularly for updates and announcements

PACKING LIST


Below is a list of items that we recommend you bring in addition to two weeks worth of general items such as socks, toiletries, etc..


CLOTHING

Vietnam is extremely hot and humid in the summer months. The weather will be in the mid to high 80’s, and very humid. Please take this into account while packing your items.

  • 4-6 casual outfits of whatever light, breathable, and comfortable means to you
  • 2 comfortable travel outfits
    • Wear layers that can be removed easily with fluctuating plane temperatures
    • Bring a neck pillow if you find that comfortable
    • Wear compression socks to reduce swelling on long haul flights
  • 2-3 business casual outfits
    • There are two formal ceremonies during the program where you will need to dress in business casual attire. Please help us maintain a good relationship with our university partners by dressing appropriately!
  • 1-2 pairs of comfortable and dependable walking shoes
  • 1 extra travel outfit in your carry-on

Laundry service is provided by a partner of the hotel. They will pick up your laundry and deliver it back to you folded in 12-24 hours for about 30k dong per pound (80 cents or so).


MEDICATIONS

Ensure that you pack all medications and supplements in your carry-on luggage. We recommend that you bring a personal supply of over-the-counter medications to help mitigate the effects of traveler’s sickness, such as:

  • Anti-diarrheic (Imodium, Pepto-Bismol)
  • Motion sickness medication (Dramamine, Scopolamine)
  • Antihistamine (Benadryl, Zyrtec, Claritin)
  • Pain and fever medicine (Acetaminophen, Aspirin, Ibuprofen)
  • Mild sedative or sleep aid (Nyquil, Melatonin)
  • Immune boosting supplements (Vitamin C, Zinc, Oil of Oregano)

MISCELLANEOUS

  • Adaptor/voltage converter for powering electronics
    • Outlets in Vietnam use plug types A, C, and F and operate on a 220V supply at 50Hz. Find examples here.
  • 1-2 external battery packs to charge your phone. Find examples here.

TRAVEL DAYS


Our program begins and ends with an extensive amount of travel. Our journey will begin at JFK, where we will meet in person, meet our students for the first time, and guide them as we fly to the other side of the world.

Travel days have many moving parts, but they don’t need to be chaotic. The best way to prepare for travel is to get a good night of sleep beforehand, drink plenty of water, and move frequently so that you can be fully energized and engaged from the beginning. 

Outlined below are some items to expect, travel-specific chaperone responsibilities, and protocol for navigating airports.


ITEMS TO EXPECT

You will receive the following items upon checking-in with our travel coordinator, Vincent:

  • Name badge, lanyard, and pen
  • Staff shirt for easy recognition by students
  • Chaperone folder with program documents and a full schedule.
  • Your international health insurance card
  • Your Visa
  • A copy of your complete flight itinerary

TRAVEL DAY RESPONSIBILITIES

Review the program materials prior to the start of the program.

Chaperones are responsible for having a clear understanding of the week’s schedule, knowing the names of important locations (hotel, university, hospital, etc.), knowing the names of the students in their group,  and knowing which students in their group have allergies or medical requirements.

Make connections early on with your students.

Engage in eye contact, shake their hand, and ask them how they are feeling. The first few hours are critical to establishing a great relationship based on trust, honesty, and accountability to withstand the whole journey. 

Upon meeting your students, remind them of the following:

  • Any medications need to be labeled with their names, and be in their carry-on bag
  • Any students with known medical requirements – be sure they have everything they need (medication, epipen)
  • To remain in the immediate vicinity until the group is ready to check in at the Airline’s check in counter
  • Stay with your group leader at all times unless told you have free time.
  • Food can be purchased if needed throughout the day – check in with you before grabbing food so you know where they are. 
  • Remind them to keep the copy of the luggage receipt when they check in safe, just in case their luggage is lost. 
  • Make sure they do not have any valuables stowed in their checked luggage. Computers/laptops should be in their carry-on luggage. 
  • Make sure they are in touch with their parents/family to let them know they have met us.
  • What to do if there is an emergency
  • Always be on time

Number your students, and perform a count-off once the group is complete. This will make taking attendance easier.

Before checking in for their flight, ensure that the students in your group have:

  • Their passport (!!)
  • Their Visa
  • 1 personal item, 1 carry-on, and 1 checked bag
  • Access to the program Whatsapp
  • A physical or digital copy of their COVID-19 vaccine card – if applicable

AIRLINE CHECK-IN & SECURITY

Once check in is open, the program lead will alert all chaperones. The program lead will be the first person to check in, leading the way for the chaperones. Chaperones will then count off their students, and once confirmation that everyone is complete, will move into the check-in line (students by number, chaperone in the rear).

After all students have checked in with the airline, checked their luggage, and received their tickets, you will gather as a group and move towards security together.

Once through security go straight to the gate. Let your students know that they need to be back at the gate 15 minutes before boarding time. Count your students before boarding.

If a student in your group is delayed, you’ll take the rest of your group through security as planned.

The Travel Coordinator will ensure that the delayed student is checked in successfully and will let you know when they are on their way through security so that you can retrieve them at the gate. We have a flight organized as a backup if we need to reschedule any students who miss their flight – and our travel partners will make those arrangements as soon as we confirm that they are not going to make their international flight.

After all students have checked in with the airline, checked their luggage, and received their tickets, you will gather as a group and move towards security together.

Once through security go straight to the gate. Let your students know that they need to be back at the gate 15 minutes before boarding time. Count your students before boarding.


PROTOCOL FOR NAVIGATING CONNECTING AIRPORTS

Chaperones need to count their students prior to boarding, and deplaning. It is critical that everyone stays together when moving from one location to another. 

Following the program lead, make your way straight to the next flight gate. Do not stop to shop or use the restroom. Students can roam once they are based at the gate until boarding.  Once at the gate, they must notify you before they leave the group.


ARRIVAL AT DA NANG AIRPORT 

The first stop will be immigration. Ensure you, and your students, put away cell phones. Queue in the correct line and wait to be seen. Students should have their passport and visa ready to show immigration. 

Advise your students on what to say to the immigrations officer when asked:

What is the purpose of your trip?

I am a student attending a two week educational  program at Hue University of Medicine

How long will you be in the country?

Two weeks.

There will be long queues to get through immigration. Be patient, ensure your students go through first and there should be one chaperone at the very end. 

Then proceed to baggage claim, get luggage, exchange money or use the ATM. Ensure students do not exit the luggage hall until the program lead gives approval.

Once everyone has their bags, students may use the money exchange booth to exchange USD Cash to Dong. This will likely be their only opportunity in the country to do this.  

In the case of lost luggage, notify the program lead, who will submit a file for missing baggage before leaving baggage claim and will be responsible for tracking and receiving it.


CUSTOMS

Once everyone is ready and all students have their bags, the program lead will announce to move through customs as one large group. The program lead will lead the way. Customs is the last check and everyone will need to put their bags through the Scanner.  Once through customs, the program lead will meet you in the main area and lead you to transportation. 

DAILY SCHEDULE


Specific details regarding the program schedule will be accessible here closer to program liftoff!

REIMBURSEMENTS


In the period of time between leaving your home and arriving at your program’s destination, you may incur reimbursable expenses. A reimbursable expense means that The National Leadership Academies will pay you back for accruing it.

The National Leadership Academies will reimburse you expenses incurred for the following  charges: transportation via taxi, UberX, or public transportation to/from your home to the airport, and airline baggage fees. On travel days, you may expense up to $30 USD in meals incurred while at the airport. Any other type of expense is subject to approval by your program lead before being deemed a reimbursable expense.

After the program has been completed, you will receive an email that includes a copy of the reimbursement form. You must document each expense as an individual line item on the form, as shown below: 

In order to receive reimbursement, it is imperative that you save copies of receipts for transactions you wish to expense. Items listed on the expense form that do not have their corresponding receipt will not be eligible for reimbursement. Take a photo of each receipt, ensuring that the vendor,  date/time of the transaction, and total amount  is clearly visible. See below:

Completed expense reports and receipts should be emailed to Eli (elieller@allaccessmed.com) within 7 days of returning home from the program. Your submitted expense report will take between 3-5 days to be approved.  After reimbursable expenses have been properly submitted, checks will be sent via US postal service within 10 days of approval. 

Payment and reimbursement checks will be mailed to the address listed on your W-9 unless you notify us in writing of a change of address within 5 business days of completing the trip. Failure to do so will result in a $35 check cancellation fee.

EMERGENCY PROCEDURES


GENERAL EMERGENCY PROCEDURES

There are two types of general emergencies outlined below: 

Emergency Level 1: For the highest priority emergencies, such as missing students, or major illness or injury:

  1. Alert the program lead immediately via WhatsApp
  2. Check with others to establish when the student was last seen/ what happened
  3. Approach the hotel staff to retrieve footage if necessary
  4. Program lead will immediately establish the next steps with international rep 
  5. International rep will establish next steps to involve local police if necessary 
  6. At the appropriate time, the program lead will call the student’s emergency contact

 

Emergency Level 2: For secondary emergencies, such as an upset student, roommate disagreements, minor illnesses or injury:

  1. Gather information and get a clear picture of what’s going on
  2. Inform  program lead via WhatsApp reporting  the situation and a proposed plan of action
  3. Program lead will approve or revise the plan of action accordingly, and provide action items to the chaperone

 

In any situation where a student seeks your assistance on a private matter, have a second staff member present during discussions, or host your discussion in a public space (for example: in the common kitchen or lobby of the dorm). Do not ever speak to a student alone in a dorm room. 


EMERGENCY PROCEDURES DURING ROTATIONS

There are two types of emergency procedures during rotations:

Emergency 1 – For the highest priority emergencies, such as a serious medical emergency:

  1. Chaperone must alert the program lead immediately via WhatsApp
  2. Alert the physician in charge of the rotation. Follow the direction of the physician, they will direct you on where to take the student for medical treatment
  3. The Program Lead will triage and provide cover for the rest of the rotation
  4. Program Lead to contact International Rep to advise on next steps & translate if needed
  5. Program lead will call the student’s emergency contact and inform them of the situation

 

Emergency 2 – For secondary emergencies, such as a parent calling and saying they had a local incident to alert the student about, or minor illnesses or injuries, such as lightheadedness:

  1. Alert physician of rotation if necessary
  2. Inform  program lead via WhatsApp reporting  the situation and a proposed plan of action
  3. If the student simply needs a minute to calm down, take them away from the ward or into fresh air for a moment and provide compassionate communication
  4. If a student needs to be transported back to the dorms, the program lead will advise on how and when and arrange cover at your location.

EMERGENCY PROTOCOL


The safety and well-being of program participants and team members  is our highest priority. Emergencies may involve single, multiple, or all program participants, and may include the following types of events and incidents. 

Below is a case by case breakdown of what to do following such an event or incident.


Missing Person

Determine:

  • When & where was the missing person last seen or heard from 
  • If anyone knows or has an idea about where or why the person went
  • If the person left and was expected to return at a specific time, note the date and time of the expected return.

Record:

  • The person’s passport number 
  • A description of the student (height, weight, eye color, hair color, hair length, gender, race and other distinguishing factors)

Program Lead:

  • Notifies local missing persons officials and local police
  • Notifies university partners
  • Notifies the person’s emergency contact(s)
  • Contacts the US embassy

Political Emergency or Natural/ Man-made Disaster

Determine:

  • If the U. S. Embassy has advised its citizens to take any action
    • If yes: participants and their families/ emergency contacts will be made aware of these precautions in writing.
    • Plan of action will be established to ensure all participants and team members are  following necessary precautions
  • If any particular group or organization been threatened
    • Who or what is the target of the unrest
  • If military or other security or public safety personnel are present
  • If  travel in or out of the country restricted in any way
  • If the group is in danger
  • How the military is behaving with respect to the civilian population
  • If local authorities have imposed a curfew

Program Lead:

  • Contacts the U.S. Embassy to learn if airlifts are planned
  • Finds out what  forms of transportation are available 
  • What the cost will be

Serious Illness

Determine:

  • Location of the person
  • Who is present with the person
  • What should be done in the period of time spent responding
  • The nearest treatment facility and how to get the person there 

Gather:

  • The person’s FDA medical history form
  • The person’s international insurance card

Record:

  • What the diagnosis is
  • What the prognosis is
  • What medical treatment the person has received
  • Any prescribed medication or recommended treatment
  • Name of the attending physician
  • How the person’s emergency contact and/ or the person’s US physician can contact the physician or hospital

Program Lead:

  • Contacts the person’s emergency contact
  • Oversees the wellbeing of the student while undergoing medical treatment or observation

Serious Injury

Same as above, but additionally determine and record: 

  • Details of the accident
  • Were there witnesses to the accident 
    • If so, obtain a signed statement from each witness 

Death of a Student or Staff Member

Determine:

  • Details of the cause of death
  • What the on-site response has been
  • If other participants are at risk (physical or psychological).
  •  In the case of the death of a team member, what arrangements will have to be be made for the students who are still in the host country 

Program Lead:

  • Contacts “emergency contact person” or parent/guardian of person
  • Contacts the U.S. Embassy or Consulate
  • Contacts  insurance company to arrange for repatriation of remains
  • Finds out if the “emergency contact person” or parent/guardian has expressed concerns for performance of an autopsy due to religious reasons or otherwise
  • Ensures these requests been made known to the medical facility or morgue in Vietnam 
  • Makes arrangements to obtain a death certificate

Psychological or Psychiatric Health Concerns

Same as SERIOUS ILLNESS above, but in addition, determine: 

  • In what way(s) the person is upset and/or behaving inappropriately
  • If the person is prescribed medication(s) for emotional difficulties and/or any other medication(s)
  • What has already been done on site
  • If the person has been taking their prescribed medication(s) 
  • If the person is a danger to self and/or others
  • If there was an apparent precipitant for their distress/behavior
  • If  there is a history of previous counseling/therapy

Program Lead:

  • Notifies person’s emergency contact

Sexual Harassment

Determine

  • If the person feels physically threatened
  • What action is necessary to remedy the situation
  • If the situation be remedied on site

Assault or Rape

Same as SERIOUS ILLNESS above, but additionally, determine: 

  • The major details of the incident
  • If counseling is available to the person from their home practitioner, or in the country in English
  • If there were witnesses. If so, obtain a signed statement from each witness
  • If the student wishes to return home to the US

Program Lead:

  • Notifies local law enforcement
  • Notifies the person’s emergency contact

Arrests

Determine:

  • If the student been detained
    • If yes, where?
    • What the facts are
  • What charges have been filed
    • What are the charges? 
  • What agency made the arrest
  • What rights have been granted to the person
  • If the person is entitled to a phone call
  • The names, addresses and phone numbers of the arresting authorities 
  • The case number
  • If an attorney represents the person
    • Name, address, and phone number of attorney

Program Lead:

  • Notifies the U.S. Embassy 
  • Protocols the Embassy’s response and advice

WELCOME


Thank you for making the decision to join the FutureDocs Abroad team on our program in Vietnam. I am excited to welcome you to this outstanding program, where you will observe bright young people with an interest in medicine transform into our future doctors.

FutureDocs Abroad is designed to put students into an intense medical environment overseas, where every single day they are taking part in exactly the same activities that third and fourth year medical students experience as they observe physicians. Our program allows students to apply their passionate energy and deep interest in medicine into an experience that until now they’ve only been able to imagine.

This program is made possible by people like YOU who provide the ethos of what makes FutureDocs Abroad a program that students will talk about for the rest of their lives. You will be a champion of your students’ success, a compassionate mentor, and a fierce guardian of their safety and wellbeing. 

Welcome to our very special team, and to the trip of a lifetime.

 

 

Anna Rossi

International Programs Director

The National Leadership Academies

PROGRAM FUNDAMENTALS


The second session of FutureDocs Abroad Vietnam program takes place in Hue, Vietnam from July 15th, 2023 July 30th, 2023.

The city of Hue is located in the central region of Vietnam along the banks of the Perfume River, a few miles inland from the East Sea. Hue’s historical roots run deep, with the oldest ruins dating back to the 4th century AD (about 2,400 years ago). Over 100 pagoda’s, palaces, temples, and tombs reside within Hue, making it a sacred place for many Vietnamese people and a culturally rich environment for foreign nationals to visit. You are sure to find many things to love about this vibrant and fast-paced city during your time there!

Students will be on clinical rotations at Hue University of Medicine and Pharmacy (Hue UMP), which was founded in 1957 during the wake of the Vietnam War. Hue UMP has played a critical role in advancing the public welfare within Hue and it’s surrounding area ever since. Nearly 30,000 medical professionals (doctors, pharmacists, nurses, etc.) that work in Vietnam have graduated from the university in it’s 65 year lifespan. In addition, the university has elevated standard care practices by being the first and only university in Vietnam to meet the quality standards of international higher education institutions.

The group will be staying at the Park View Hotel for the duration of the program. The hotel is approximately a 3-5 minute walk to the university, 10-15 minute walk to downtown Hue, and surrounded by great coffee shops. Additionally, there is an on-site spa, fitness center, and pool available for you to take advantage of during down time.

STAFF TEAM


Anna Rossi – International Programs Director and Program Lead

Anna Rossi has been producing legendary, purpose-driven events for more than a decade, bringing to life energetic stadium events, summits, intimate masterminds, dynamic virtual events, and educational international excursions. As Director of Events at The National Leadership Academies, Anna combines her years of experience with a drive to spark connections between attendees that lead to collaboration, innovation, and sometimes…magic.


Elijah Eller – International Programs Admissions Lead and Administrator

Eli has been intimately connected to FutureDocs Abroad since his experience on the 2018 program in Monterrey, Mexico. In his role as the International Programs Admissions Lead and Administrator, Eli combines his previous experience as a student with his passion for systems development and workflow optimization to improve both backend logistics and the frontend experience of FutureDocs Abroad. He is currently studying Mathematics and Psychology at Hamline University in his home state of Minnesota and spends his free time studying, hanging out with his cats, and building pc’s!


D Thomas – Senior Chaperone

D Thomas is our seasoned Chaperone having traveled with our students to each of the FutureDocs/FutureVets Abroad locations. As Deputy Director of Admissions for The National Leadership Academies, D brings his championing spirit and unparalleled encouragement to our students as they further explore and pursue their fields of dreams.


Chloe Shuff – Chaperone Team

Chloe Shuff is a labor and delivery nurse from Harrisonburg, VA. She has 4 years of experience working in various healthcare settings, including the operating room, clinical care units and home health. She is a passionate and caring mentor, and her job includes guiding young nursing students through their first clinical immersion. Chloe, her husband, and their dog, Nest, are working to visit all the US National Parks. They’ve explored 21 thus far and are still counting!


Kirsten Martin – Chaperone Team


Sebastian Cook – Chaperone Team


Zachary Lewis – Chaperone Team


Vincent Chen – Travel Coordinator

Vincent is a patient and organized individual who has experienced the Future Docs Abroad program as a student and chaperone. He has held many leadership positions that have given him the experience to ensure programs run smoothly. Additionally, his years of working with others have made him well versed in handling conflicts and performing well under stress.


FLIGHT INFORMATION


International flight information will be accessible here in late February/early March!

EARLY PREPARATION


Here’s what you can do right away to get ready for our journey

EARLY PREPARATION CHECKLIST

  • Download Google maps on your phone. Next, download the country of Vietnam as an offline map, so you can access it when you’re not on the internet
  • Download Google translate and the local language
  • Download WhatsApp, our communication method
    • If necessary, I will provide you with a sim card and a burner phone that you will use as a hotspot while in VT. 
  • Exchange USD to Dong for petty cash and shopping.
  • Make a note of all important dates and ensure you have availability in your calendar
  • Check the portal regularly for updates and announcements

PACKING LIST


Below is a list of items that we recommend you bring in addition to two weeks worth of general items such as socks, toiletries, etc..


CLOTHING

Vietnam is extremely hot and humid in the summer months. The weather will be in the mid to high 80’s, and very humid. Please take this into account while packing your items.

  • 4-6 casual outfits of whatever light, breathable, and comfortable means to you
  • 2 comfortable travel outfits
    • Wear layers that can be removed easily with fluctuating plane temperatures
    • Bring a neck pillow if you find that comfortable
    • Wear compression socks to reduce swelling on long haul flights
  • 2-3 business casual outfits
    • There are two formal ceremonies during the program where you will need to dress in business casual attire. Please help us maintain a good relationship with our university partners by dressing appropriately!
  • 1-2 pairs of comfortable and dependable walking shoes
  • 1 extra travel outfit in your carry-on
  • Light rain jacket (just in case)

Laundry service is provided by a partner of the hotel. They will pick up your laundry and deliver it back to you folded in 12-24 hours for about 30k dong per pound (80 cents or so).


MEDICATIONS

Ensure that you pack all medications and supplements in your carry-on luggage. We recommend that you bring a personal supply of over-the-counter medications to help mitigate the effects of traveler’s sickness, such as:

  • Anti-diarrheic (Imodium, Pepto-Bismol)
  • Motion sickness medication (Dramamine, Scopolamine)
  • Antihistamine (Benadryl, Zyrtec, Claritin)
  • Pain and fever medicine (Acetaminophen, Aspirin, Ibuprofen)
  • Mild sedative or sleep aid (Nyquil, Melatonin)
  • Immune boosting supplements (Vitamin C, Zinc, Oil of Oregano)

MISCELLANEOUS

  • Adaptor/voltage converter for powering electronics
    • Outlets in Vietnam use plug types A, C, and F and operate on a 220V supply at 50Hz. Find examples here.
  • 1-2 external battery packs to charge your phone. Find examples here.

TRAVEL DAYS


Our program begins and ends with an extensive amount of travel. Our journey will begin at JFK, where we will meet in person, meet our students for the first time, and guide them as we fly to the other side of the world.

Travel days have many moving parts, but they don’t need to be chaotic. The best way to prepare for travel is to get a good night of sleep beforehand, drink plenty of water, and move frequently so that you can be fully energized and engaged from the beginning. 

Outlined below are some items to expect, travel-specific chaperone responsibilities, and protocol for navigating airports.


ITEMS TO EXPECT

You will receive the following items upon checking-in with our travel coordinator, Vincent:

  • Name badge, lanyard, and pen
  • Staff shirt for easy recognition by students
  • Chaperone folder with program documents and a full schedule.
  • Your international health insurance card
  • Your Visa
  • A copy of your complete flight itinerary

TRAVEL DAY RESPONSIBILITIES

Review the program materials prior to the start of the program.

Chaperones are responsible for having a clear understanding of the week’s schedule, knowing the names of important locations (hotel, university, hospital, etc.), knowing the names of the students in their group,  and knowing which students in their group have allergies or medical requirements.

Make connections early on with your students.

Engage in eye contact, shake their hand, and ask them how they are feeling. The first few hours are critical to establishing a great relationship based on trust, honesty, and accountability to withstand the whole journey. 

Upon meeting your students, remind them of the following:

  • Any medications need to be labeled with their names, and be in their carry-on bag
  • Any students with known medical requirements – be sure they have everything they need (medication, epipen)
  • To remain in the immediate vicinity until the group is ready to check in at the Airline’s check in counter
  • Stay with your group leader at all times unless told you have free time.
  • Food can be purchased if needed throughout the day – check in with you before grabbing food so you know where they are. 
  • Remind them to keep the copy of the luggage receipt when they check in safe, just in case their luggage is lost. 
  • Make sure they do not have any valuables stowed in their checked luggage. Computers/laptops should be in their carry-on luggage. 
  • Make sure they are in touch with their parents/family to let them know they have met us.
  • What to do if there is an emergency
  • Always be on time

Number your students, and perform a count-off once the group is complete. This will make taking attendance easier.

Before checking in for their flight, ensure that the students in your group have:

  • Their passport (!!)
  • Their Visa
  • 1 personal item, 1 carry-on, and 1 checked bag
  • Access to the program Whatsapp
  • A physical or digital copy of their COVID-19 vaccine card – if applicable

AIRLINE CHECK-IN & SECURITY

Once check in is open, the program lead will alert all chaperones. The program lead will be the first person to check in, leading the way for the chaperones. Chaperones will then count off their students, and once confirmation that everyone is complete, will move into the check-in line (students by number, chaperone in the rear).

After all students have checked in with the airline, checked their luggage, and received their tickets, you will gather as a group and move towards security together.

Once through security go straight to the gate. Let your students know that they need to be back at the gate 15 minutes before boarding time. Count your students before boarding.

If a student in your group is delayed, you’ll take the rest of your group through security as planned.

The Travel Coordinator will ensure that the delayed student is checked in successfully and will let you know when they are on their way through security so that you can retrieve them at the gate. We have a flight organized as a backup if we need to reschedule any students who miss their flight – and our travel partners will make those arrangements as soon as we confirm that they are not going to make their international flight.

After all students have checked in with the airline, checked their luggage, and received their tickets, you will gather as a group and move towards security together.

Once through security go straight to the gate. Let your students know that they need to be back at the gate 15 minutes before boarding time. Count your students before boarding.


PROTOCOL FOR NAVIGATING CONNECTING AIRPORTS

Chaperones need to count their students prior to boarding, and deplaning. It is critical that everyone stays together when moving from one location to another. 

Following the program lead, make your way straight to the next flight gate. Do not stop to shop or use the restroom. Students can roam once they are based at the gate until boarding.  Once at the gate, they must notify you before they leave the group.


ARRIVAL AT DA NANG AIRPORT 

The first stop will be immigration. Ensure you, and your students, put away cell phones. Queue in the correct line and wait to be seen. Students should have their passport and visa ready to show immigration. 

Advise your students on what to say to the immigrations officer when asked:

What is the purpose of your trip?

I am a student attending a two week educational  program at Hue University of Medicine

How long will you be in the country?

Two weeks.

There will be long queues to get through immigration. Be patient, ensure your students go through first and there should be one chaperone at the very end. 

Then proceed to baggage claim, get luggage, exchange money or use the ATM. Ensure students do not exit the luggage hall until the program lead gives approval.

Once everyone has their bags, students may use the money exchange booth to exchange USD Cash to Dong. This will likely be their only opportunity in the country to do this.  

In the case of lost luggage, notify the program lead, who will submit a file for missing baggage before leaving baggage claim and will be responsible for tracking and receiving it.


CUSTOMS

Once everyone is ready and all students have their bags, the program lead will announce to move through customs as one large group. The program lead will lead the way. Customs is the last check and everyone will need to put their bags through the Scanner.  Once through customs, the program lead will meet you in the main area and lead you to transportation. 

DAILY SCHEDULE


Specific details regarding the program schedule will be accessible here closer to program liftoff!

REIMBURSEMENTS


In the period of time between leaving your home and arriving at your program’s destination, you may incur reimbursable expenses. A reimbursable expense means that The National Leadership Academies will pay you back for accruing it.

The National Leadership Academies will reimburse you expenses incurred for the following  charges: transportation via taxi, UberX, or public transportation to/from your home to the airport, and airline baggage fees. On travel days, you may expense up to $30 USD in meals incurred while at the airport. Any other type of expense is subject to approval by your program lead before being deemed a reimbursable expense.

After the program has been completed, you will receive an email that includes a copy of the reimbursement form. You must document each expense as an individual line item on the form, as shown below: 

In order to receive reimbursement, it is imperative that you save copies of receipts for transactions you wish to expense. Items listed on the expense form that do not have their corresponding receipt will not be eligible for reimbursement. Take a photo of each receipt, ensuring that the vendor,  date/time of the transaction, and total amount  is clearly visible. See below:

Completed expense reports and receipts should be emailed to Eli (elieller@allaccessmed.com) within 7 days of returning home from the program. Your submitted expense report will take between 3-5 days to be approved.  After reimbursable expenses have been properly submitted, checks will be sent via US postal service within 10 days of approval. 

Payment and reimbursement checks will be mailed to the address listed on your W-9 unless you notify us in writing of a change of address within 5 business days of completing the trip. Failure to do so will result in a $35 check cancellation fee.

EMERGENCY PROCEDURES


GENERAL EMERGENCY PROCEDURES

There are two types of general emergencies outlined below: 

Emergency Level 1: For the highest priority emergencies, such as missing students, or major illness or injury:

  1. Alert the program lead immediately via WhatsApp
  2. Check with others to establish when the student was last seen/ what happened
  3. Approach the hotel staff to retrieve footage if necessary
  4. Program lead will immediately establish the next steps with international rep 
  5. International rep will establish next steps to involve local police if necessary 
  6. At the appropriate time, the program lead will call the student’s emergency contact

 

Emergency Level 2: For secondary emergencies, such as an upset student, roommate disagreements, minor illnesses or injury:

  1. Gather information and get a clear picture of what’s going on
  2. Inform  program lead via WhatsApp reporting  the situation and a proposed plan of action
  3. Program lead will approve or revise the plan of action accordingly, and provide action items to the chaperone

 

In any situation where a student seeks your assistance on a private matter, have a second staff member present during discussions, or host your discussion in a public space (for example: in the common kitchen or lobby of the dorm). Do not ever speak to a student alone in a dorm room. 


EMERGENCY PROCEDURES DURING ROTATIONS

There are two types of emergency procedures during rotations:

Emergency 1 – For the highest priority emergencies, such as a serious medical emergency:

  1. Chaperone must alert the program lead immediately via WhatsApp
  2. Alert the physician in charge of the rotation. Follow the direction of the physician, they will direct you on where to take the student for medical treatment
  3. The Program Lead will triage and provide cover for the rest of the rotation
  4. Program Lead to contact International Rep to advise on next steps & translate if needed
  5. Program lead will call the student’s emergency contact and inform them of the situation

 

Emergency 2 – For secondary emergencies, such as a parent calling and saying they had a local incident to alert the student about, or minor illnesses or injuries, such as lightheadedness:

  1. Alert physician of rotation if necessary
  2. Inform  program lead via WhatsApp reporting  the situation and a proposed plan of action
  3. If the student simply needs a minute to calm down, take them away from the ward or into fresh air for a moment and provide compassionate communication
  4. If a student needs to be transported back to the dorms, the program lead will advise on how and when and arrange cover at your location.

EMERGENCY PROTOCOL


The safety and well-being of program participants and team members  is our highest priority. Emergencies may involve single, multiple, or all program participants, and may include the following types of events and incidents. 

Below is a case by case breakdown of what to do following such an event or incident.


Missing Person

Determine:

  • When & where was the missing person last seen or heard from 
  • If anyone knows or has an idea about where or why the person went
  • If the person left and was expected to return at a specific time, note the date and time of the expected return.

Record:

  • The person’s passport number 
  • A description of the student (height, weight, eye color, hair color, hair length, gender, race and other distinguishing factors)

Program Lead:

  • Notifies local missing persons officials and local police
  • Notifies university partners
  • Notifies the person’s emergency contact(s)
  • Contacts the US embassy

Political Emergency or Natural/ Man-made Disaster

Determine:

  • If the U. S. Embassy has advised its citizens to take any action
    • If yes: participants and their families/ emergency contacts will be made aware of these precautions in writing.
    • Plan of action will be established to ensure all participants and team members are  following necessary precautions
  • If any particular group or organization been threatened
    • Who or what is the target of the unrest
  • If military or other security or public safety personnel are present
  • If  travel in or out of the country restricted in any way
  • If the group is in danger
  • How the military is behaving with respect to the civilian population
  • If local authorities have imposed a curfew

Program Lead:

  • Contacts the U.S. Embassy to learn if airlifts are planned
  • Finds out what  forms of transportation are available 
  • What the cost will be

Serious Illness

Determine:

  • Location of the person
  • Who is present with the person
  • What should be done in the period of time spent responding
  • The nearest treatment facility and how to get the person there 

Gather:

  • The person’s FDA medical history form
  • The person’s international insurance card

Record:

  • What the diagnosis is
  • What the prognosis is
  • What medical treatment the person has received
  • Any prescribed medication or recommended treatment
  • Name of the attending physician
  • How the person’s emergency contact and/ or the person’s US physician can contact the physician or hospital

Program Lead:

  • Contacts the person’s emergency contact
  • Oversees the wellbeing of the student while undergoing medical treatment or observation

Serious Injury

Same as above, but additionally determine and record: 

  • Details of the accident
  • Were there witnesses to the accident 
    • If so, obtain a signed statement from each witness 

Death of a Student or Staff Member

Determine:

  • Details of the cause of death
  • What the on-site response has been
  • If other participants are at risk (physical or psychological).
  •  In the case of the death of a team member, what arrangements will have to be be made for the students who are still in the host country 

Program Lead:

  • Contacts “emergency contact person” or parent/guardian of person
  • Contacts the U.S. Embassy or Consulate
  • Contacts  insurance company to arrange for repatriation of remains
  • Finds out if the “emergency contact person” or parent/guardian has expressed concerns for performance of an autopsy due to religious reasons or otherwise
  • Ensures these requests been made known to the medical facility or morgue in Vietnam 
  • Makes arrangements to obtain a death certificate

Psychological or Psychiatric Health Concerns

Same as SERIOUS ILLNESS above, but in addition, determine: 

  • In what way(s) the person is upset and/or behaving inappropriately
  • If the person is prescribed medication(s) for emotional difficulties and/or any other medication(s)
  • What has already been done on site
  • If the person has been taking their prescribed medication(s) 
  • If the person is a danger to self and/or others
  • If there was an apparent precipitant for their distress/behavior
  • If  there is a history of previous counseling/therapy

Program Lead:

  • Notifies person’s emergency contact

Sexual Harassment

Determine

  • If the person feels physically threatened
  • What action is necessary to remedy the situation
  • If the situation be remedied on site

Assault or Rape

Same as SERIOUS ILLNESS above, but additionally, determine: 

  • The major details of the incident
  • If counseling is available to the person from their home practitioner, or in the country in English
  • If there were witnesses. If so, obtain a signed statement from each witness
  • If the student wishes to return home to the US

Program Lead:

  • Notifies local law enforcement
  • Notifies the person’s emergency contact

Arrests

Determine:

  • If the student been detained
    • If yes, where?
    • What the facts are
  • What charges have been filed
    • What are the charges? 
  • What agency made the arrest
  • What rights have been granted to the person
  • If the person is entitled to a phone call
  • The names, addresses and phone numbers of the arresting authorities 
  • The case number
  • If an attorney represents the person
    • Name, address, and phone number of attorney

Program Lead:

  • Notifies the U.S. Embassy 
  • Protocols the Embassy’s response and advice

Calendar Dates for Vietnam Session 1 2023

April 15 – Student Webinar #1 (TBD)

June 2 – Student Webinar #2 (TBD)

June 16 – Staff Training (7 PM – 8 PM EST)

July 1 – Program Liftoff!

July 16 – Program Return!

Calendar Dates for Vietnam Session 2 2023

April 15 – Student Webinar #1 (TBD)

June 2 – Student Webinar #2 (TBD)

June 16 – Staff Training (7 PM – 8 PM EST)

July 15 – Program Liftoff!

July 30 – Program Return!