Appointments & Credentialing

2025 Onboarding Kickoff meeting information

February 4, 2025 8:30am-Noon

The event will be recorded and posted here following the live meeting.

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 11/25/24)
• Template: Acceptance Letter (updated 2/12/24)
• Template: Employment Verification Letter
  • 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

Training Change Request Forms

• Current Appointment Change Form
• Request for One-Step Stipend Increase

Additional Resources

• R1 Rotation Start Dates

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)

GME oversees Fellow Non-ACGME and Fellow Non-ACGME Stipend appointments for individuals in GME-approved Non-ACGME programs.  Programs/departments should continue to use the contract template posted on the AAC website and continue to load to Workday.  Contracts will not be deployed in MedHub for Non-ACGME appointments.  Any questions should be directed to Hayley Fisher, hfisher1@uw.edu.

AAC Intranet: Non-ACGME Fellow page

Credentialing Policy

For Programs

• Offboarding Procedures for Resident and Fellow Appointments

For Trainees

• Offboarding Checklist for Residents and Fellows

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; for reference only – use AY25)
• AY25 Orientation Daily Rates (updated 6/10/24)

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.