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Info for Incoming Housestaff

 
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Info for Incoming Housestaff

  • Greetings Incoming Trainees!

Your credentialing is a multi-part process. The GME Office and your new program work in tandem to credential and prepare you for your new positions on our Housestaff. You will receive a mailing from the GME Office to include a drug screen kit, Form B and return envelopes. It will also contain this checklist which outlines the required forms and steps you must complete in order to be credentialed and begin work. The rest of the forms you are required to complete are listed below.

If you are an intern the packet will contain your contract. If you are an upper level (PGY2 and above including Fellows) your contract may have already been sent or might come with your packet. Packets for upper levels will be mailed by the end of January.

GME Office

UVAHS, P O Box 800136, Charlottesville, VA 22908
Phone: (434) 924-2047
Fax: (434)924-0401
Physical Address: Floor 2, Room 2461 Barringer Wing, West Complex, University Hospital (map)

Diane Farineau, Director - Orientation and ECFMG Questions (434) 924-2047

Joyce Adkins, Credentialing Coordinator (Notary) - Credentialing & Training License Questions (434) 924-8145

Joe Gullo, Project Coordinator (Notary) – IT, NPI and NetLearning Questions (434) 924-2315

Ranithra Chelliah, Business Coordinator – Benefits and Payroll Questions

 

GME OFFICE FORMS

Return the following forms to the GME Office in the WHITE envelope, unless otherwise indicated. UPPER LEVEL RETURN DEADLINE MARCH 15th, INTERN RETURN DEADLINE APRIL 15th

Credentialing Forms

  • Download and print the trainee checklist.
  • CONTRACT(included in your mailed packet)
  • MEDICAL LICENSE APPLICATION must be notarized with signature and thumb-print

    LICENSURE
    Your license will be issued in whatever name is listed on your social security card. We are required to credential you in your legal name. Your e-mail account, white coat, EMR profile, ID badge, etc. must all reflect your legal name. We cannot accommodate nicknames, or substitute middle names for first names, etc. If you plan to change your legal name before you begin work (ie, marriage) please alert our Credentials Coordinator so that we can assist you in completing the following paperwork appropriately.

    CREDENTIALS
    Please be aware that, per policy, we credential physicians according to the degree conferred by their medical school. For example, D.O. for Doctor of Osteopathy, M.D., Doctor of Medicine, M.B.B.S., Bachelor of Medicine, Bachelor of Surgery, etc. While all of these degrees use the prefix “Dr.” the credentials you earned are the ones that must be used for identification purposes. We will not substitute “MD” for a trainee who has earned an “MBBS” degree.

  • FORM B (included in your mailed packet) (Med students give to Dean’s office, Upperlevels give to your School of Medicine with the FedEx envelope) These forms are returned directly to the GME office.
  • VIRGINIA STATE BACKGROUND CHECK (complete the hilighted portion only) (must be signed and notarized) and STERLING BACKGROUND CHECK (everyone must do BOTH forms)
  • ELECTRONIC ACCESS AGREEMENT FORM
  • PERSONAL INFORMATION FORM
  • SUPPLEMENTAL APPLICATION FORM
  • RELEASE OF INFORMATION FORM
  • PARKING APPLICATION FORM - DO NOT contact parking, you will be given your parking assignment at orientation
  • PARKING INSTRUCTIONS
  • FAC FORM (Long Distance Authorization, only fill in hilighted portion)
  • NPI REGISTRATION INSTRUCTIONS ONLY IF YOU DO NOT ALREADY HAVE AN NPI NUMBER. IF YOU HAVE AN NPI , PLEASE SEND US THAT NUMBER.
  • PLEASE COMPLETE THE WHITE COAT & ORIENTATION INFORMATION WEBSURVEY

The following forms cannot be submitted prior to April 15th but must be returned before May 15th, unless you are off-cycle.

  • FINAL REFERENCE FORM (Med students give to Dean’s office. Current GME Trainees give to current Program Director.)
  • MALPRACTICE VERIFICATION (Malpractice verification must be provided for every year of training or clinical employment after graduating from medical school.)

 

EMPLOYEE HEALTH

Return these forms to Employee Health in the BLUE return envelope included in your mailer, unless otherwise indicated. UPPER LEVEL RETURN DEADLINE MARCH 15th, INTERN RETURN DEADLINE APRIL 15th

  • EMPLOYEE HEALTH SCREENING DIRECTIONS
  • DRUG SCREEN:

    Urine collection kit and instructions will arrive in your packet. Step 1:  Find a collection facility in your area.  Try your institution's Employee Health Department first.  If you have to use a PromptCare or LabCorp to perform the collection, please save the receipt for that service as you can be reimbursed once you’ve begun work here.  Step 2.  Mail the collection in the pre-addressed box.  Step 3.  Your results will be processed at our lab and results reported to the GME Office.  DO NOT have your sample processed at another facility.  If you are not able to find a collection facility in your area, you can wait until you arrive in Charlottesville to have it done at Employee Health, however, the results can take a week or more to process which may jeopardize your start date.  

  • HEALTH QUESTIONNAIRE
  • RESPIRATORY FIT QUESTIONNAIRE
  • COPY OF YOUR IMMUNIZATION RECORDS

Please call (434) 924-2013 to schedule an Employee Health intake appointment between April 1st and May 30th*. Identify yourself as an incoming trainee when you call. Please note, Employee Health cannot schedule your appointment until they have received your completed forms. Employee Health must have received your paperwork prior to your appointment. If you cannot schedule an appointment prior to orientation, please notify Joyce Adkins. Directions and hours here.

 

COMPLIANCE AND I.T. TRAINING

An essential component of your credentialing which will be assigned in two phases:

  1. Phase 1 Compliance - All modules must be completed by APRIL 30th.
  2. Phase 2 EPIC (electronic medical record) will be assigned after April 30th.

Failure complete modules by due dates will jeopardize your start date. You will be emailed login and password information to access the NetLearning system.

 

ORIENTATION 2012 INFORMATION

Intern Orientation June 14th & 15th (7:30 – 5:00 p.m.)
McKim Auditorium, West Complex, UVA Hospital (Directions)

Upper Level and Pharmacy Orientation June 28th & 29th (7:30 – 5:00 p.m.)
Please be aware that a number of upper level trainees will be scheduled for EMR training on June 30th.
Jordan Hall Auditorium, UVA Hospital (Directions)

If you cannot attend GME Orientation, you will be required to attend a make-up session which may affect your start date.

Because you will not have been assigned parking yet, you must park in the University Hall General Parking lot on Orientation days and take the University Transit Bus to the Hospital. Please allow at least 30 minutes for transport time. Bus Map

 

FAQ

The GME Office will pay for your Virginia State Training License. Do not send payment.

BLS is required of all GME trainees. Many programs also require additional advanced life support certification. Because we cannot accommodate all incoming trainees, you are strongly encouraged to obtain the required training at your current institution. The GME Office will reimburse the cost of any required training once your training has begun. Please check with your program coordinator about this.

PLEASE DO NOT STAPLE YOUR FORMS TOGETHER

Info For Foreign Medical Graduates

International Medical Graduates living abroad will not receive an Orientation Packet from our office. Everything will be done electronically prior to your physical arrival in the US.

The contract will be scanned by us and sent to you via e-mail. Please print this contract, sign it and return it to the GME Office with the other forms you will find here.

Form B - You will not complete Form B for your license. Instead, you must submit a notarized copy of your Medical School Diploma (plus a notarized copy of a translation if the Diploma is not in English) and a notarized copy of your ECFMG Certificate.

Employee Health Appointment - Please let us know when you plan to arrive in the United States, as you will need to make an appointment with our Office Of Employee Health for a drug screen and immunization review as soon as possible.

Verification of Malpractice - If your country does not provide malpractice insurance, please provide a statement to that effect, signed and dated. Otherwise, please provide this documentation.

Social Security – If you have never had a Social Security number, you must be in the US for 10 days before you can go the Social Security Office here in Charlottesville (on your 11th day) to apply for one. Because you will not have a SS number prior to arriving, you will be issued a temporary medical license that will then have to be updated when you receive your permanent SS number. You also will not be able to apply for an NPI number, or a UVA billing ID number. It is imperative that you come to the GME Office with your new SS card, and show it to the Credentialing Coordinator, as soon as you receive it.

Visas - H1-B visas are coordinated between your department and the University. Please contact your program coordinator for details. J-1 visas are coordinated between the GME Office and ECFMG. Please contact Diane Farineau at dwf4h@virginia.edu for details.

NPI Number - You cannot apply for your NPI number until you have a social security number.

SMS Number - Will not be issued until you have your NPI number.

 

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