Appointments & Credentialing

2024 Onboarding Kickoff meeting information

February 6, 2024 8:30am-Noon

Event Recording (start times for individual presentations noted below)

Instructions and Guides

• AY25 Resident and Fellow Appointment and Credentialing Timeline (updated 1/31/24)
• Resident and Fellow Onboarding Handbook for Programs (updated 2/6/24)

Templates

• Template: Job Profile Change/Program Transfer (updated 2/5/24)
• Template: Acceptance Letter (updated 2/12/24)
• Template: Employment Verification Letter (updated 2/12/24)
  • Can be used to confirm UW appointment, if Trainee and Program Director have not e-signed the Residency and Fellowship Position Appointment (RFPA) Signature Page

Extensions of Training 

• Request for Training Extension

One-step Stipend Increase

• Request for One-Step Stipend Increase

Additional Resources

• R1 Rotation Start Dates

For Programs

• Offboarding Procedures for Resident and Fellow Appointments

For Trainees

• Offboarding Checklist for Residents and Fellows 

Instructions and Guides

• Resident and Fellow Appointments in Workday: GME Business Processes (updated 4/1/23)
• Data Requirements for Initiating GME Hires and Job Changes (updated 4/1/23)
• Resident & Fellow ACGME Stipend Titles: Background and Workday Process (updated 2/1/23)

Timelines

• AY25 Workday Actions/Timeline: GME Appointments (updated 1/31/24)

Other Resources

• Academic Appointments and Compensation (AAC)
• UW Integrated Service Center (ISC)

Extra Compensation for Orientation

Programs must compensate residents/fellows for any time spent at required program orientations that occur prior to appointment start dates. GME will compensate residents/fellows for GME orientation, EHR training and LMS modules that are completed prior to appointment start dates.

Orientation Compensation

• AY24 Orientation Daily Rates (updated 3/24/23)
• AY25 Orientation Daily Rates (coming soon)

See guidance for entering compensation in Workday in the Workday Guidelines section above.

Hospital Badges and Husky Card

• HMC Hospital Badge Request Form (requires amc login)
• Template: HMC Bulk Badge Access Request
• UWMC-Montlake Hospital Badge Request Form (requires amc login)
• Template: UWMC-Montlake Bulk Badge Access Request
• Husky Card ID Center Locations

Pagers

• Template: UW School of Medicine GME Resident and Fellow Pager Request Form
• Spok FAQs and Paging User Guides

UWMC-NW will continue to have separate provisioning requirements through the UWMC-NW Medical Director’s Office, including:

• Notifying the Medical Director’s office, four to six weeks in advance when a resident or fellow will be rotating at UWMC-NW
• Facility access and parking
• Network access

Questions regarding the provisioning process at UWMC-NW, please contact:

UWMC-NW Medical Director’s Office
nw-medstaffoffice@uw.edu

Questions regarding onboarding and credentialing at Seattle Children’s Hospital, please contact:

Seattle Children’s Graduate Medical Education
Office: 206-987-5093
gmetrainingandcredentialing@seattlechildrens.org (updated 8/1/23)

Resource: Seattle Children’s Onboarding (updated 2/6/2024)

Onboarding Resources

• VA Points of Contact (updated 3/15/23)

Onboarding Documents

• VA Form 10-2850D: Application for Health Professions Trainees (reviewed 2/6/23)
• VA Form OF-306: Declaration of Federal Employment (reviewed 2/6/23)
• VA Form: US Access Sponsor and EMR (updated 2/6/23)

VA Badging Information (for residents and fellows with a current VA badge) 

• Remote Certificate Renewal (updated 5/14/21)
  • Note: Eligible residents and fellows holding a valid VA badge, may keep their badge for use at the Seattle VA

Policy

• Visiting Resident Policy

Process

• UW GME Visiting Resident Appointment Process Instructions
• Visiting Resident Onboarding Flowchart – Major Sites
• Visiting Resident Onboarding Flowchart – Off-Cycle

Application Forms

• Visiting Resident and Fellow Application
• Visiting Resident and Fellow Rotation List (for recurring rotations)

Resources

• EHR Training Resources 
• Program Letters of Agreement (PLAs) for Visiting Trainees

For questions regarding visiting appointments, please contact Angela James at ang226@uw.edu.

Credentialing Policy

Roles and Responsibilities for Appointment/Credentialing of Non-ACGME Trainees (Under review)

New beginning 2024: GME is overseeing Fellow Non-ACGME and Fellow Non-ACGME Stipend appointments.  These titles were previously managed by AAC.  Programs/departments should continue to use the contract template posted on the AAC website and continue to load to Workday.  Contracts will not be depload in MedHub.  Any questions should be directed to Hayley Fisher, hfisher1@uw.edu.

AAC Intranet: Non-ACGME Fellow page