Graduate Medical Education Trainee (GME) On-Boarding: Road to Standardization

1. Graduate Medical Education Trainee (GME) On-Boarding: Road to Standardization David Longhibler, GME Program Specialist Lisa Schmitz, GME Program Coordinator PSA Jennifer Griffin, GME Program Coordinator PSA Kenisha Smith-Webster, GME Program Coordinator PSA Todd Kliche, Research & Education Mgt Analyst

2. Onboarding Workflow

3. Step 1 – Fingerprinting • Fingerprinting must be completed at least 8 weeks prior to the trainee’s rotation start date. • Must present a valid form of photo ID with you when you arrive for fingerprinting. (List of valid forms of ID available). • Fingerprints are valid for 120 days. • Fingerprinting can be performed at the VA St. Louis, John Cochran Division or Jefferson Barracks. • can be scheduled by logging into it to the https://va-piv.com/SignInUserAccount.aspx website.  • Click on Create an account, enter your information, create a password, select the Organization-VHA; Applicant Type-Affiliate. • Trainee must inform GME when fingerprinting took place.

4. Step 2 – WOC Documentation • WOC documentation and instructions to fill out each form can be found on our website https://www.stlouis.va.gov/withoutcompensation-woc/without_compensation.asp • WOC packets are valid for up to 3 years. • Handwritten applications will not be accepted. • Submit completed documentation 8 weeks prior to start of rotation to stltraineeonboarding@va.gov

5. Step 3 - Training Management System (TMS) • Trainees self-enroll in TMS as Health Professions Trainees (HPT) • TMS User Guide is available on our website and assistance is provided by the VA Enterprise Service Desk (ESD) “the help desk”. • Trainees must complete VHA Mandatory Training for Trainees (MTT) (1st time) and MTT-Refresher annually thereafter. • MTT is the ONLY training to be completed by the HPTs • Trainee must send GME a copy of the certificate of completion.

6. Step 4 -PIV Process • When fingerprinting / background check is completed trainee must be sponsored for a PIV badge. • This process takes approximately 3 weeks. • GME Program monitors this process and will inform trainee who will sponsor them. • Once sponsored, the trainee will be notified they can make an appointment to have their picture taken for their PIV badge.

7. Responsibilities of Residents and Fellows • Submit WOC documents to stltraineeonboarding@va.gov • Complete initial TMS training. • Training will need to be updated annually for duration of WOC appointment. • Will need to visit VA up to 3 times during onboarding process • Fingerprinting • PIV photo • PIV badge pick up and computer account activation (first day of rotation)

8. Responsibilities of The University • Training Qualification and Credentials Verification Letter (TQCVL) • VA GME office will provide the TQCVL to each Program Coordinator after the match date. • All residents and fellows in the program should be listed. • TQCVL must be signed by the Program Director, and returned to VA GME office. • Rotation Schedules • Critical to ensure needs of trainees are addressed in order and are ready to start on first day of rotation.