Fellowship Programs

Appointments & Credentialing 2024-2025

Please review ALL of the information provided on this page

Questions?

Sharon Whitson

UW GME Appointment Guides and Resources

UW GME Appointment Instructions, Guides, Forms and Templates

Important UW GME Due Dates:

Please note the dates and actions below to confirm a timely appointment and hiring process for your Program’s fellows and residents

February 28 deadline

  • Advanced current fellows and residents in MedHub
      • If there is a change in a fellow’s Trainee Type/Job Profile, complete the ‘Job Profile Change/Program Transfer’ form and submit to UW GME (e.g., Fellow (10439) to Fellow/ACGME Stipened (10439/21891)).
      • Some current R4 and R5 fellows have one-step stipend increases.  MedHub DOES NOT auto-advance the one-step increase.  After promoting them be sure to review their record(s) under the Training History tab and notify UW GME to make the update.
  • Entered new training records in MedHub (for trainees already selected/matched)
  • Emailed ‘Job Profile Change/Program Transfer’ form to UW GME for trainees transferring into program from another (Completed by receiving program)
  • Submitted ‘Request for Training Extension’ form for current AY

See the “Before you Begin” section of the UW GME Onboarding Handbook 

March 31 deadline

UW GME sends RFPA Contract Report to SCH based Programs and SCH GME for approval:

  • Reviewed and approved by Program Coordinator/Administrator
  • Reviewed and approved by SCH GME

RFPA signature pages are sent to current and incoming fellows and residents and Program Directors after Contract Report approval.

See the “Contract Report” section of the UW GME Onboarding Handbook

Post-RFPA Process

UW GME starts sending onboarding packages to new fellows and residents (MedHub Onboarding)

    • Monitor onboarding package completion under the “Orientation” tab at trainee’s record in MedHub

See the “MedHub Onboarding” section of the UW GME Onboarding Handbook 

April 7 deadline

Run UW Appointment Report from MedHub

    • SCH GME runs the Appointment Report for all the Department of Pediatrics Fellowship Programs and submits it to PedsHR (see the drop-down list of “Dept. of Peds.” programs)
    • Other pediatric surgical and medical programs (e.g., Pediatric Surgery, Pediatric Radiology, Child Psychiatry, Allergy & Immunology) complete an Appointment Report for their Department’s HR (see the “Preparing the UW Appointments Report” section of the UW GME Onboarding Handbook)

Dept. of Pediatrics Fellowship Programs
  • Adolescent Medicine
  • Child Abuse
  • Developmental-Behavioral Pediatrics
  • Medical Biochemical Genetics
  • Neonatal-Perinatal Medicine
  • Pediatric Advanced Inflammatory Bowel Disease
  • Pediatric Cardiology
  • Pediatric Craniofacial Medicine
  • Pediatric Critical Care
  • Pediatric Dermatology
  • Pediatric Emergency Medicine
  • Pediatric Endocrinology
  • Pediatric Gastroenterology
  • Pediatric Hematology/Oncology
  • Pediatric Hospital Medicine
  • Pediatric Infectious Disease
  • Pediatric Nephrology
  • Pediatric Pulmonology
  • Pediatric Rheumatology
  • Pediatric Transplant Hepatology

April 28 deadline

Run Termination/Graduation Wizard in MedHub

    • Note:  SCH GME (Sharon) runs the Termination Report for all the Department of Pediatrics Fellowship Programs and submits to PedsHR (see a drop-down list of “Dept. of Peds.” programs)

See the “Terminate Appointments” section of the UW GME Onboarding Handbook

Tasks Done by Program/Division

SCH GME Rotation Information Spreadsheet - April 26, 2024 deadline
  • You will have received the AY 2023-2024 SCH Rotation Information spreadsheet and instructions from SCH GME Training and Credentialing. If not, please email for a copy.
  • Please be complete and fill out all of the columns for new and returning trainees.
  • The information on this spreadsheet is required to initiate the on-boarding of your trainee(s) to Seattle Children’s.
  • NOTE: Programs need to confirm trainees’ UW email as soon as possible. They are a mandatory component for an active account at Seattle Children’s.
SCH GME Fellows’ Photos for Badges and Photo Roster – April 26, 2024 deadline

Upload photos to MedHub – The photos must meet the following format:

  • Photo taken within the last six months
  • Large and clear avoiding small scans of grainy images as the photo will be edited to fit the Seattle Children’s badge template
  • Taken from straight on; we should be able to see or approximate both ears if otherwise not obstructed by hair, etc.
  • The background needs to be a solid color; the actual color doesn’t matter but should not match the clothes (avoid a white lab coat on a white background, for example)
SCH AMS Connect Request for New Fellows – June 21, 2024 deadline

For new fellows and sub-specialty residents starting in July and August 2024, programs will submit a Service Now ticket to set up for new fellows.

Network IDs are required to set up AMS Connect.  These will not be available unitl after June 7, 2024.

COVID-19 and other Immunization Verifications

As a condition of employment all newly appointed/hired residents and fellows are required to provide proof of COVID-19 vaccination.

  • Proof of vaccination collected via MedHub onboarding package
  • Encourage new trainees to have proof of COVID-19 vaccination, and other immunization records (CHILD link), easily accessible for SCH GME onboarding tasks and processes.
Seattle Children’s Email

Email will be set up by SCH GME Training and Credentialing and Accounts Provisioning.

As indicated on the rotation spreadsheet referenced above, please use the column labeled “Does the trainee need a SCH Email?” to ensure that your NEW trainees have Seattle Children’s email addresses when they start.

Seattle Children’s emails will not be available unitl after June 7, 2024.

    Shared Account Requests (department drives, SharePoint, etc.)

    Complete a ServiceNow Request

    • Submit shared account requests for new fellows after their accounts have been activated by SCH Accounts Provisioning.
    • An on-boarding email from SCH GME Training and Credentialing with the subject “ACTION REQUIRED: Seattle Children’s – Rotations Starting …” will be sent to new fellows once their accounts are active – as coordinator, you will be cc’d on the email
    • The on-boarding email will be sent out after Friday, June 7, 2024

    NOTE: Dictation, Network and EMR access are set up by SCH GME/Accounts Provisioning

    SCH Epic Training – Arrangements made by Programs

    Seattle Children’s and the UW have separate EPIC systems and training requirements

    EPIC training for Seattle Children’s-based fellows is specific to each division

    SCH Epic training for new trainees is arranged by the Program, not by SCH GME

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