Onboarding & Orientation

A welcome email template for your use on Match Day to collect and inform for onboarding purposes.

Brett Toensing sends an excel spreadsheet asking for legal names, social security numbers, medical school, graduation year, and citizenship status. Advise your incoming to call or secure email their SSN and any other missing details not found in ERAS applications. Due typically in December before Winter Close.

Note: for any incoming who will be higher than a PGY4, you will need to obtain their CV (not from the ERAS application) to get training-level confirmation from GME.

If any of your incoming fellows need a J-1 visa sponsorship, you must collect these items and send them as PDFs to Ann Dohn. Start this process early (typically in January after Winter Closure).

• Training Program Description (template)
• Signed program offer letter*
• ECFMG number
• Copy of medical school diploma (with English translation)
• Passport photo
• Copy of biographic page from passport
• Statement of educational objectives
• English proficiency statement (if there is no ECFMG certificate)

• i-644 Form (completed by former institution)
• i-94 Form

These can be found at ECFMG.org

*The offer letter must specify: start/end dates of training year (one year at a time for multi-year training—you will need to prepare a second letter next year for the visa renewal), specialty and subspecialty of the training program/pathway, training level, stipend, and must be signed by both program director and incoming.

Contact your corresponding coordinators at the Palo Alto VA and SCVMC to begin the credentialing process for new hires. This can be done in early spring (March/April).

Note for VA onboarding:

• You will need to send a secure email with a copy of your visa holders' DS-2019 alongside the TQCVL documents. You may email the fellow(s) for this or it can also be found in MedHub under the fellow's profile > Forms/Files.
• Additionally, all visa-sponsored males will need to request a Selective Service Status Information Letter just in case they are asked to prove registration exemption.

Request a New Messaging ID (SUNet login; PTA needed). You will need to submit a ticket for each of your incoming trainees. This can be completed in early June.

Contact Tim Brown if you have any questions.

Navigate to the GME webpage to find the licensure process for California medical licenses.

PTL (Postgraduate Training License):

Effective January 1, 2022, PTL holders are eligible to apply for a Physician and Surgeon license after completing 12 month (US or Canadian medical school graduates) or 24 months (international medical school graduates) of postgraduate training credit. Note: if already licensed in California, applicant will do the transition application from PTL to P&S.

P&S (Physician's & Surgeon's):

An applicant for a physician's and surgeon's license who has successfully completed 36 months of approved postgraduate training in another state or in Canada and who is accepted into an approved postgraduate training in another state or in Canada and who is accepted into an approved postgraduate training program in California shall obtain his or her physician and surgeon's license within 90 days after beginning that postgraduate training program or all privileges and exemptions under this section shall automatically cease.

New/incoming house staff with the following conditions must obtain their CA Physician’s & Surgeon’s (P&S) license:

• With a soon-to-expire Postgraduate Training License (PTL)
• Who have completed 12 months of US/Canadian training or if an International Medical Graduate (IMG) who have completed 24 months of accredited training
• Who are out of state with a P&S

DCA License Search

Use this PDF to prepopulate fellows' names and upload to MedHub in forms/files once signed by the fellows and PD.

You can use this YouTube video to signoff on "training."

Breakfast and/or Lunch
Gifts
Specialty's guides
White Coats (optional)
Card Reader for VA (purchase on Amazon Business)

Listservs in Mailman
Attendance Sheets
Internal Fellows Lists
ACGME Fellows List

Rooms/Outdoor spaces
EPIC training (email before start date). Note: GME has EPIC modules so this is an optional addition

• Collect your incomings' coat sizes and dietary preferences in your onboarding communications (a survey form is an efficient way to receive this info rather than lots of messages directed to the inbox).
• Reserve a bit of time in the orientation schedule to show the new class their administrative duties in MedHub (logging work hours, completing evaluations, etc.). This can also be delegated to chief fellows if applicable.