2008 New Trainee Appointment Policy Handbook Christopher Clarke, Ph.D. Office of Academic Affiliations VA Central Office, Washington, DC Field Education Leaders DEO Conference Salt Lake City, UTMay 7, 2008

O F F I C E O F A C A D E M I C A F F I L I A T I O N S 2 Handbook Status A long time in the making: shifting security regulations rulings on background checks agreement on primary source verification OMB approval of ‘single application form’ approval and inclusion of new ‘Trainee Credentials and Qualifications Letter’ in VA level staffing handbooks  Now ready for concurrence!

O F F I C E O F A C A D E M I C A F F I L I A T I O N S 3 Proper Trainee Appointments to VA are Essential 1.To ensure that trainees have personal liability protection as provided by the Federal Employees Liability Reform and Tort Compensation Act; 2.To ensure VA and its patients are protected from unethical or dangerous practitioners.

O F F I C E O F A C A D E M I C A F F I L I A T I O N S 4 Policy Highlights  Single Application Form for Health Professions Trainees (VA Form d) replaces VA Forms a, b and c  Trainee Qualifications and Credentials Verification Letter (TQCVL) for all trainees replaces RCVL for subset of trainees  Primary source verification of certain trainee qualifications and credentials  Security & Background screening requirements  Specific trainee orientation and health screening requirements

O F F I C E O F A C A D E M I C A F F I L I A T I O N S 5 What Forms? Forms required of all Trainees  NEW VA Form d, Application Form for Health Professions Trainees  SF 61, Appointment Affidavits  OF 306, Declaration for Federal Employment  Appointment Letter  TQCVL from the VA or non-VA program director

O F F I C E O F A C A D E M I C A F F I L I A T I O N S 6 3 Categories of Appointments  Trainees Paid Directly by VA  Appointed directly - paid from “PAID”  Require SF 50B and Official Personnel Folder  Residents Paid Indirectly by VA through a Disbursement Agreement  No OPF but Records must be maintained  Given intermittent Appointment  Trainees Not Paid (WOC)  No OPF but Records must be maintained  Appointed as WOC  May adapt WOC Appoint Letter for mass action (appointments “en masse”)

O F F I C E O F A C A D E M I C A F F I L I A T I O N S 7 Security Requirements Fingerprints All individuals who train at VA and have access to VA information systems or patient records must have AT MINIMUM a Special Agreement Check (SAC) for Fingerprints Only. Results must be adjudicated within 5 work days; Educational assignments may start pending results of the SAC report; Not required if a SAC was completed by any VA or Federal Agency within 5 years.

O F F I C E O F A C A D E M I C A F F I L I A T I O N S 8 Additional Checks For Longer Appointments  A National Agency Check with Written Inquiries (NACI) is required for all appointments > 180 days in either a single continuous or series of appointments. except for Physician Residents Also requires SF 85 Questionnaire for Non- sensitive Positions  Note: Trigger for a NACI for Physician Residents is > 1 year of continuous service at VA.

O F F I C E O F A C A D E M I C A F F I L I A T I O N S 9 Adverse Actions Screening  For past or currently licensed trainees National Practitioner Data Bank (NPDB) State Licensing Boards (SLB) and/or national certification agencies Health Integrity and Protection Databank (HIPDB)  VA Advanced Fellows and physician residents will also be screened through the Federation of State Medical Boards (FSMB)

O F F I C E O F A C A D E M I C A F F I L I A T I O N S 10 LEIE Screening  Performed at entry to program  Annually thereafter  Can be performed by VA or sponsoring institution  GME sponsors typically do this already for physician residents  Individuals listed on the LEIE are excluded from a training appointment at any VHA facility until the exclusion is eliminated

O F F I C E O F A C A D E M I C A F F I L I A T I O N S 11 New TQCVL Trainee Qualifications and Credentials Verification Letter  Replaces RCVL  Required by every VA or Non-VA training program  Confirms specific information has been verified by the sponsoring entity for each trainee  Requires Primary Source Verification

O F F I C E O F A C A D E M I C A F F I L I A T I O N S 12 Primary Source Verification Requirement For VA-sponsored programs VA Program Director is required to obtain primary source verification for all qualifications and credentials required for participation in the VA sponsored training program. For non-VA sponsored programs VA will accept the sponsoring entity’s TQCVL as attestation that primary source verification for all appropriate qualifications and credentials has been completed.

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