Graduate Medical Education Trainee (GME) On-Boarding: Road to Standardization One of the biggest challenges faced by the St Louis VAMC today is on-boarding, management and migration of our GME trainee workforce. By looking at a trainee’s VA “life cycle”, many of these challenges can be reduced. As it is with most bureaucracies and policies, interpretation and effective communication at each level paves the way. 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

Onboarding Workflow 1) Complete Fingerprint Form Necessary to prepare for fingerprinting process by Security Service 2) Complete Without Compensation (WOC) Packet Reviewed by VA Graduate Medical Education (GME) Program for accuracy 3) Complete Training Management System (TMS) module Completion of Mandatory Training for Health Professions Trainees needed to request creation of computer accounts. 4)Schedule PIV photo appointment Trainee will be informed by sponsor when appointment can be scheduled. Onboarding Workflow

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.

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

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.

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.

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)

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.