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1 | http://z.umn.edu/requirements | |||||||||||
2 | Trainee Statuses the Requirement Applies to | |||||||||||
3 | Responsibility for Managing | Requirement | Exceptions | New to UMN | Continuing / Changing program | Graduating / Offboarding | Information | Resources (linked in the RMS Checklist for GME-managed steps), informational for Program-managed steps, if applicable | Checklist Step Name | Item Due Date | Checklist Step Instructions (June 1 is the general checklist due date for Onboarding & Orientation checklist steps) | |
4 | Office of GME | (MyU Portal) Address/Info Update | X | Graduating trainees are asked to provide contact information for where they can be reached after leaving UMN. If not signed up for direct deposit this is where their final paycheck will be sent. | MyU Portal | MyU Address/Info Update [Offboarding] | Provide your contact information for where you can be reached after leaving UMN. This information will be used to send your last paycheck and send additional important communication. ACTION: • Click on the provided link to the MyU Portal [https://www.myu.umn.edu/]. • Sign in with your UMN internet ID and password. • Click on the pencil icon next to “Address” and provide a forwarding address. • Update your email and, if applicable, home phone. **Check the box to mark this step as complete after you have updated MyU. | 1 | ||||
5 | Office of GME | (MyU Portal) Update MyU Portal Address, W-4, Direct Deposit | EXCLUDED: FMED Duluth/Methodist/St. Cloud, Forensic Psych, TRIA, Dental Programs | X | The GME office informs trainees that the Direct deposit and W4 completion are NOT AVAILABLE until AFTER the start date on MyU portal. Instructions on completion post-start date are included, as well as info that they will work with their program to complete the I-9. *Save in Department folder | Instructions: Update MyU Portal Address, W-4, Direct Deposit | Update MyU Portal Address, W-4, Direct Deposit | MyU Address: You are required to keep your address updated in your MyU Portal. The address displayed in your MyU portal will be used to send your paycheck, as well as other broad UMN notices. You can log in to MyU now to provide your address. W-4 and Direct Deposit: After your official start date (first day at UMN), you will be able to go to your MyU portal and update W-4 and Direct Deposit information. This will not appear as an option in your MyU Portal until your first official day. Your program may also assist with your W-4 & Direct Deposit set-up. ACTION: • Click "Provided File" to review the instructions. • Provide your current address and update MyU with your MN address when known. Keep updated as necessary. • Set a reminder on your calendar to update MyU with your W-4 and Direct Deposit information on your start date. **Check the box to mark this step as complete after updating MyU. | ||||
6 | Office of GME | (VA) National Provider Data Bank (NPDB) Self Query | EXCLUDED: - Trainees who did not hold a previous healthcare license - Dental Programs | X | If an incoming trainee has ever held a healthcare practitioner license in any state they are required to submit a NPDB self-query. Programs can email gme@umn.edu to request the VA pre-onboarding checklist be waived for trainees who are not rotating to the VA. | Instructions: NPDB Self Query | NPDB Self Query | Residents/fellows who have held a license must provide a self query from the National Provider Data Bank (NPDB). There will be a $3 fee for a digital copy of this self query. ACTION: • Click on the "Self Query Instructions" link and follow the steps. • The NPDB will provide you with a "Self Query Response". FILENAME: NPDB.2024.Last Name, First Name EMPLID GME will review your documentation and mark this step as complete. | ||||
7 | Office of GME | (VA) Physical and Mental Fitness Self-Certification | EXCLUDED: - Dental Programs | X | Trainees must self-certify that they are physically and mentally fit to engage in program training. This is a request of the VA and must be completed by May or at least 6 weeks prior to their start date for offcycle starts. Programs can email gme@umn.edu to request the VA pre-onboarding checklist be waived for trainees who are not rotating to the VA. | Physical and Mental Fitness Self-Certification | Residents/fellows rotating to the VA must provide evidence or self-certification that they are physically and mentally fit to perform the essential functions of the training program. ACTION: Type your full name and the date into the text box provided to self-certify that you are physically and mentally fit to perform the essential functions of your training program. **Check the box to confirm you have completed this step. This will serve as your signature to your self-certification of physical and mental fitness. | |||||
8 | Office of GME | (VA) Selective Service Verification | EXCLUDED: - Dental Programs - Trainees on a J visa | X | Only for trainees rotating to the VA. This step is applicable to anyone whose sex assigned at birth is male. Step was issued in RMS to anyone who selected their gender as "Male" or "Other" in the Data Exchange. Programs can email gme@umn.edu to request the VA pre-onboarding checklist be waived for trainees who are not rotating to the VA. | Instructions: Selective Service Verification | Selective Service Verification | Any individual whose assigned sex at birth is male and rotates to the VA must provide documentation of their Selective Service Registration as a requirement of the Federal Office of Academic Affiliations. Anyone who selected “male” or “other” for their gender in the Data Exchange has been assigned this checklist. ACTION: • View the "Instructions: Selective Service Verification" link • Page 1 of the instructions lists anyone who might be exempt from this requirement and appropriate steps to take • Page 2 of the instructions on looking up your Selective Service verification letter using the online Selective Service System • Upload the requested documentation to this checklist step FILENAME: SS Verification.2024.Last, First EMPLID GME will review your documentation and mark this step as complete. If your assigned sex at birth is not "male" or you are training on a J-1 or H-1B visa, email gme@umn.edu to waive this step. | ||||
9 | Office of GME | BAA Google Accounts Deprovisioned & Deactivated after Graduation [New, Changing & Current] | X | X | In order to comply with federal law, the University Health Information Privacy & Compliance Office (HIPCO) has advised that people leaving the University must not retain access to PHI. This means that ALL email history, email contacts and documents stored within Google Drive for UMN residents/fellows must be wiped (deprovisioned) after graduation or leaving their program training. Additionally, all email accounts will now be deactivated for everyone who leaves the Unversity once they have departed. | RMS Checklist Information: UMN Accounts Post-Graduation | Notice About Email and Google Account Data | In order to comply with federal law, the University Health Information Privacy & Compliance Office (HIPCO) has advised that people leaving the University must not retain access to PHI. This means that ALL email history, email contacts and documents stored within Google Drive for UMN residents/fellows must be wiped (deprovisioned) after graduation or leaving their program training. Additionally, all UMN email accounts will now be deactivated for graduates, faculty and staff after their departure from the University. To prevent loss of information, residents/fellows are advised to not use their University of Minnesota email or Google applications for personal use. Writing and research done for programs and departments should either be owned by departmental Google accounts or on a shared network drive. Review the linked "UMN Accounts Information Post-Graduation" document. **Check the box to mark complete after reading the linked document. CONTACT: gme@umn.edu | ||||
10 | Office of GME | BAA Google Accounts Deprovisioned after Graduation | X | In order to comply with federal law, the University Health Information Privacy & Compliance Office (HIPCO) has advised that people leaving the University must not retain access to PHI. This means that ALL email history, email contacts and documents stored within Google Drive for UMN residents/fellows must be wiped (deprovisioned) after graduation or leaving their program training. Additionally, all email accounts will now be deactivated for everyone who leaves the Unversity once they have departed. | RMS Checklist Information: UMN Accounts Post-Graduation | Notice About Email and Google Account Data [Offboarding] | In order to comply with federal law, the University Health Information Privacy & Compliance Office (HIPCO) has advised that people leaving the University must not retain access to PHI. This means that ALL email history, email contacts and documents stored within Google Drive for UMN residents/fellows must be wiped (deprovisioned) after graduation or leaving their program training.
Additionally, UMN email accounts will be deactivated for all graduates, faculty or staff after their departure from the University. To prevent loss of information, residents/fellows are advised to save their Minnesota email and Google application data now. Writing and research done for programs and departments should be transferred to departmental Google accounts or moved to a shared network drive. Do NOT transfer any protected PHI data. Review the linked "UMN Accounts Information Post-Graduation" document. **Check the box to mark complete after reading the linked document. CONTACT: gme@umn.edu | 4 | ||||
11 | Office of GME | Background Study (NETStudy 2.0 via MN-DHS) - 1 of 3 | EXCLUDED: - Dental Programs | X | All new/incoming trainees are required to complete a background study, including instructors, trainees employed by other institutions and trainees who completed medical School at the UMN. The study is good for the entirety of their affiliation with GME at the University of MN, providing that there is no gap between training programs. R/F uploads a copy of acceptable form of ID to RMS and initiates background study online; GME verifies and sends fingerprint/photo instructions; R/F completes fingerprint/photo requirement during 14-day window; GME receives clearance form and uploads to RMS; R/F provides a fingerprint receipt. The background study MUST be initiated on or before the trainee's start date or they cannot start their training per State of MN regulation. | Trainee Instructions NETStudy 2.0 FAQ via the MN-DHS | Background Study (1) Photo ID | In order to participate in program training, residents/fellows must complete a 2-part background check: 1) Submit an online Background Study Application with the Minnesota Department of Human Services before their start date 2) Attend an in-person fingerprint/photograph appointment within 14 days of submitting the application STEP 1 of 3 Provide a copy of a government-issued photo ID to the GME office that you will show at your fingerprinting appointment to verify your identity. Complete this step before completing step 3. Provide the same ID to this step as you will use to complete your application and take to the appointment. ACTION: • Click on the provided link to view the list of acceptable IDs. • Check the expiration date. Your ID must be valid at the time of your fingerprint appointment. • Upload your ID to this RMS checklist step. FILENAME: NetStudy ID.2024.Last, First EMPLID GME will mark this step as complete after reviewing your ID. | ||||
12 | Office of GME | Background Study (NETStudy 2.0 via MN-DHS) - 2 of 3 | EXCLUDED: - Dental Programs | X | All new/incoming trainees are required to complete a background study, including instructors, trainees employed by other institutions and trainees who completed medical School at the UMN. The study is good for the entirety of their affiliation with GME at the University of MN, providing that there is no gap between training programs. R/F uploads a copy of acceptable form of ID to RMS and initiates background study online; GME verifies and sends fingerprint/photo instructions; R/F completes fingerprint/photo requirement during 14-day window; GME receives clearance form and uploads to RMS; R/F provides a fingerprint receipt. The background study MUST be initiated on or before the trainee's start date or they cannot start their training per State of MN regulation. | Background Study (2) Date Arriving to Minnesota | STEP 2 of 3
If you are not in Minnesota, tell us when you are arriving in Minnesota. You should not start the background study application unless you are in Minnesota or will arrive soon. ACTION: If you provided a Minnesota address in the Data Exchange, type "MN" in the text box. The GME office will process your background study application as it is submitted. If you provided a non-Minnesota address in the Data Exchange, use the text box to provide the date of when you expect to be in Minnesota and want your 14-day fingerprinting window to open. It will take the GME office 1-2 business days to process your application depending on the volume of applications submitted. NOTE: • Applications will expire after 90 days. Do NOT submit an application too soon. • All background study applications must be processed no later than 2 business days before the start date. GME will mark this step as complete. | |||||
13 | Office of GME | Background Study (NETStudy 2.0 via MN-DHS) - 3 of 3 | EXCLUDED: - Dental Programs | X | All new/incoming trainees are required to complete a background study, including instructors, trainees employed by other institutions and trainees who completed medical School at the UMN. The study is good for the entirety of their affiliation with GME at the University of MN, providing that there is no gap between training programs. R/F uploads a copy of acceptable form of ID to RMS and initiates background study online; GME verifies and sends fingerprint/photo instructions; R/F completes fingerprint/photo requirement during 14-day window; GME receives clearance form and uploads to RMS; R/F provides a fingerprint receipt. The background study MUST be initiated on or before the trainee's start date or they cannot start their training per State of MN regulation. | Background Study (3) Application | STEP 3 of 3 If you ARE IN Minnesota, you can submit an online Background Study Application. Once processed, you will be notified to schedule a fingerprint/photograph requirement. IF YOU ARE NOT IN MINNESOTA, **WAIT** to submit this online application until at least 2-7 business days before you arrive. Once GME processes your application, you will only have 14 days to go in person to a fingerprint appointment at a Minnesota location. ACTION: • Download the provided file and use the instructions to initiate your application in the NetStudy platform. • Use the photo ID you provided to GME. Email gme@umn.edu with a copy if you use a different ID. • Complete your online application 1-2 business days before you want your 14-day fingerprint/photo window to open. *You MUST complete this step BEFORE your program start date.* • Upload a screenshot of your application number. GME will mark this step complete after you are fingerprinted and GME receives a clearance letter from NetStudy. | |||||
14 | Office of GME | Benefits Enrollment [New] *Managed by the Office of Student Health Benefits in partnership with the Office of GME | EXCLUDED: - FMED Duluth - FMED Methodist - FMED St. Cloud - Forensic Psych - TRIA - Military Trainees - Dental Programs | X | New trainees are required to sign up for, or opt out of benefits. | Stipends & Benefits Benefits Enrollment Presentation | Benefits: Office of Student Health Benefits (OSHB) | INFORMATION
Click "BENEFITS INFORMATION" linked next to this step to learn more about your benefits. The Office of Student Health Benefits (OSHB) sends a benefit open enrollment notice via email, directing you to the OSHB website for benefit materials. If you do not receive the notice from OSHB, please e-mail umshbo@umn.edu. If you wish to opt out of the OSHB insurance you must send OSHB a waiver request form. Click on “Provided File” above these instructions, also available online. *PLEASE NOTE: If you are new to UMN, you can submit your benefit elections now through 30 days after your start date. OSHB will have a resource table at the in-person Graduate Medical Education Orientation on June 18 and July 1 to answer any questions. They will not be present at the July 8 or August 1 Orientation. **Check the box to mark complete after reviewing the linked resources. CONTACT: Office of Student Health Benefits, umshbo@umn.edu | ||||
15 | Office of GME | Benefits Open Enrollment [Continuing] | EXCLUDED: - FMED Duluth - FMED Methodist - FMED St. Cloud - Forensic Psych - TRIA - Military Trainees - Dental Programs | X | Continuing/changing program trainees are provided information on updating/Open enrollment period for benefits. | 2024-2025 GME RFI Health Insurance Waiver Form.pdf | Open Enrollment with OSHB [Current] | Medical & dental benefit open enrollment will take place May 1 through June 15. Premium and benefit changes are effective July 1. During open enrollment you may enroll or make changes to your medical, dental and life benefits.
If you do not submit changes to your benefits by June 15, coverage for you and your dependents will remain at the same level of benefits as the previous plan year. Enrollment forms and details can be found on the Office of Student Health Benefits website https://shb.umn.edu/health-plans/rfi. Their website will be updated with the upcoming academic year information on or around May 1. ACTION: • Review additional benefits information found at the link “Open Enrollment Information” to the right of these instructions. • Check the box to mark as complete after reviewing the information. CONTACT: Office of Student Health Benefits, umshbo@umn.edu | ||||
16 | Office of GME | Benefits Cobra [Graduating] | EXCLUDED: - FMED Duluth - FMED Methodist - FMED St. Cloud - Forensic Psych - TRIA - Military Trainees - Dental Programs | X | Graduating trainees are provided COBRA information. | 2023-2024 RFI COBRA Coverage | Office of Student Health Benefits | COBRA Benefits with OSHB | Medical School residents, fellows and their dependents who enroll in the Blue Cross and Blue Shield, Delta Dental or Minnesota Life benefit plans are automatically eligible for continuation of coverage through COBRA at the end of their residency or fellowship. COBRA enrollment must be completed within 60 days following your completion date. COBRA enrollment forms and details can be found on the Office of Student Health Benefits website (see link provided). The Office of Student Health Benefits (OSHB) will work with you on this process. IMPORTANT: Verify the end date listed in your RMS profile is correct to ensure there is not a lapse in coverage. **Check the box to mark as complete after you have reviewed the provided information. CONTACT: Office of Student Health Benefits, umshbo@umn.edu | 2 | |||
17 | Office of GME | Bloodborne Pathogen Exposure (BBPE) Training | X | X | All residents/fellows are required to complete this yearly. The BBPE training modules have been combined into 1 training. R/F must upload proof of completion. | BBPE Training for NEW Residents/Fellows BBPE Training for CONTINUING Residents/Fellows | Bloodborne Pathogen Exposure Online Course [New] | All residents and fellows must complete an annual Bloodborne Pathogen Exposure (BBPE) training as required by the University of Minnesota Biosafety Occupational Health and Safety Department (BOHD or UOHS). ALL Medical and Dentistry residents and fellows, even if have previously held a different role as a UMN student or employee, are required to complete this training. ACTION: • Click on the provided link to view instructions on completing the annually required course. • Complete the BBPE course. • Bookmark the GME Workers' Compensation page (z.umn.edu/workcomp - not applicable to Dentistry). • Upload a screenshot or PDF from Training Hub showing completion of the requirement. Be sure the documentation includes your name, course name/number and completion date. FILENAME: BBPE.2024.Last, First EMPLID GME will review your documentation and mark this step as complete. CONTACT: Biosafety and Occupational Health, uohs@umn.edu | ||||
18 | Office of GME | CLER Survey | EXCLUDED: - Dental Programs | X | X | Provides the trainee with advanced notice of the CLER Survey and describes the purpose. | CLER Survey | In early April, you will receive an email from Dr. Susan Culican, the Associate Dean for Graduate Medical Education, asking you to complete an important survey regarding your perceptions of the clinical learning environment during the past year. You will receive directions on how to complete this survey at this time. If you do not receive this email and survey link by mid-April, please contact the GME Research and Data Analyst, Ben Seltzer, at seltz044@umn.edu. **Check the box to mark this step as complete once you have read these instructions. | ||||
19 | Office of GME | Clinical & Educational Work Hours Learning Module | EXCLUDED: - Dental Programs | X | Trainees are asked to complete a Qualtrics module about resident clinical & educational work hours (duty hours). | Clinical & Educational Work Hours Learning Module | Clinical & Educational Work Hours Learning Module | Complete this Qualtrics module about resident clinical & educational work hours (duty hours). The resident work hours limit was established by the ACGME to protect both residents and patients. This training covers the ACGME requirement, why it's important to record work hours accurately and report violations. An example from the Department of Medicine shows how work hour reports can change the structure of a rotation. More information about recording work hours will be covered in program-specific training. This module will take approximately 15 minutes. ACTION: • Click on the "Clinical & Educational Work Hours Learning Module" link. • You will need your University of Minnesota internet ID to access the material. • After completion, enter the date you finished the module in the text box provided in this step. Allow 2-3 days for GME to review and mark this step as complete. | ||||
20 | Office of GME | Completion Certificate(s) from prior GME program(s) *MMCGME managed | X | X | *Managed by MMCGME Services and distributed via the Office of GME RMS Checklists. Distributed to all new to UMN and changing program residents/fellows. Step waived if there are no prior completion certificates and for trainees who are just graduating from medical school. | N/A | *2024-2025 MMCGME-Program Completion Certificates | Program completion certificates are required for any completed training programs in the United States.
If a trainee does not have the program completion certificate a letter signed by the Program Director that indicates the dates of training is also acceptable. Please upload all completion certificates for ALL previous programs. There is a limit of 5 documents per upload Naming Standard: Comp Cert YYYY-YYYY_Last Name. | ||||
21 | Office of GME | Connecting to eduroam WiFi | X | *NEW for 2022: Provides the trianee with information about how to access the “eduroam” WiFi network on the UMN campus using their UMN email account. The Office of GME has received questions about this in the past. | How to Connect to eduroam | Connecting to eduroam WiFi | University of Minnesota accounts can access the University of Minnesota WiFi “eduroam” WiFi network on the UMN campus using their UMN email account. Once your devices are connected to the UMN eduroam network, you can also use your UMN email and password to log on to the eduroam network at other eduroam-participating institutions. ACTION: Click the “How to Connect to eduroam” link for instructions on how to connect your devices. **Check the box to mark complete after reading the instructions. | |||||
22 | Office of GME | CV *MMCGME managed | X | *Managed by MMCGME Services and distributed via the Office of GME RMS Checklists. Distributed to all new to UMN residents/fellows. | N/A | *2024-2025 MMCGME Curriculum Vitae | Please upload a copy of your most recent Curriculum Vitae/Resume or your CV from your ERAS application.
Naming Standard: CV_Last Name | |||||
23 | Office of GME | Donning & Doffing PPE | X | Guidance on how to don (put on) and doff (take off) personal protective equipment (PPE). | Donning & Doffing PPE | Donning & Doffing PPE | Residents should become familiar with how to don (put on) and doff (take off) personal protective equipment (PPE). ACTION: Click on the “Donning and Doffing PPE” link to the right and review the two videos and the illustrated chart linked in the instructions. The content will take approximately 25 minutes to review. CHECK the box to mark this step as complete after reviewing. | |||||
24 | Office of GME | DS-2019 Form (if applicable) | Only issued to trainees w/: - J-1 visa - J-2 visa EXCLUDED: - Dental Programs | X | X | The GME office’s ECFMG Training Program Liaison & Visa Manager (Christy Illig) has more detailed information. Requirement issued via checklist. Continuing trainees only who are J-1 or J-2 receive this step, reminding them that they need a new DS-2019 yearly, and that they work with the ECFMG Training Program Liaison to complete. | ECFMG Website | DS-2019 Form | DUE: As soon as possible If you do NOT require J-1/J-2 sponsorship for training, disregard this step. If you DO require J-1/J-2 visa sponsorship for training, read below: • Contact the ECFMG Training Program Liaison (Christy Illig - gme@umn.edu, or another designated TPL) to complete the application now. • Your DS-2019 must be received BEFORE the program start date. • J-1/J-2 visa holders must apply for a new Form DS-2019 ANNUALLY and provide a copy to central payroll every year for Form I-9 Verification. The annual visa renewal process has a fee associated with it that is the responsibility of the trainee to pay. If you have another qualifying visa type and do not need J-1 sponsorship you can disregard this step. (Example: H4 w/EAD). **Check the box to mark as complete if you do not require visa sponsorship or once you received your DS-2019. CONTACT: Christy Illig, gme@umn.edu | |||
25 | Office of GME | ECFMG Certificate (if applicable) *MMCGME managed | Only issued to International Medical School Graduates | X | The GME office ECFMG Training Program Liaison & Visa Manager (Christy Illig) has more detailed information. Requirement issued via checklist. | N/A | *2024-2025 MMCGME ECFMG Certificate | Any foreign trained doctor needs to have a valid ECFMG certificate. The ECFMG Status Report does not replace this requirement.
Naming Standard: ECFMG_Last Name | ||||
26 | Office of GME | Employment/Training Agreement (Signed Agreement Upload) | EXCLUDED: - Dental Programs | X | X | Sent directly from the Office of GME to the trainee. Coordinator and ed. mgr. cc’ed on email to trainee with unsigned contract, and again on return email with the complete contract. Trainee uploads a copy of the contract with their signature to RMS > OGME team member executes with DIO's signature > uploads to RMS Personnel Record and returns copy via email. An Immunization Authorization is incorporated into the agreement in addendum B. | Sample UMN GME Training Agreement (unchanged since 2021) Tips for Signing Agreements | Training Agreement | A Training Agreement was emailed to you from the UMN GME Office (gme@umn.edu). The Training Agreement requires your signature in two locations: at the end of the main agreement AND on addendum B (page numbers will vary based on agreement type). Your agreement will be returned as incomplete if you do not sign and date at both locations.
IMPORTANT: You cannot engage in any program activities until your signed agreement has been returned to GME. ACTION: • Sign the agreement. Click the link for tips on how to digitally sign your agreement. • Name the file as listed below and upload the signed agreement to this checklist step. FILENAME: Agreement.2024.Last, First EMPLID The GME office will obtain the Associate Dean’s signature, email a fully signed copy to you, save a copy in the "Contracts" section of your RMS personnel record, and mark this step as complete. CONTACT: gme@umn.edu | |||
27 | Office of GME | Engagement Opportunities | EXCLUDED: - Dental Programs | X | X | Trainees are asked to select possible areas of engagement across GME at the University of Minnesota and affiliate site partners. This does not commit trainees to anything but if opportunities arise in the identified areas, we will email the appropriate trainees seeking participation. | Engagement Opportunities Survey | Engagement Opportunities | Click on the linked “Engagement Opportunities Survey” to indicate your interest in areas you would like to potential engage in with the GME office and other departments across the medical school. Completing this survey does not commit you to participating in anything. You will be added to an interest list and contacted if opportunities arise in the areas for which you express interest. Access requires your University of Minnesota login and password. You will be provided this survey annually and can update your responses if your interests change over the course of your training. ACTION: • Click on the "Engagement Opportunities Survey" link. • Complete the survey. **Check the box to mark complete after completing the survey. CONTACT: gme@umn.edu | |||
28 | Office of GME | Extension of Disability Insurance Coverage | EXCLUDED: - Dental Programs | X | Graduating trainees are provided info on extending disability insurance coverage via OSHB. | Extension of Disability Insurance Coverage (Foster Klima) | Extension of Disability Insurance Coverage | Your UMN-sponsored Guardian long-term group disability policy ends on the last day of the month you complete your training program. • As a UMN trainee, you can convert to an individual disability insurance policy that you own and take with you. • Converting to a Guardian Guaranteed Standard Issue (GSI) policy allows you to enroll in an individual disability policy regardless of pre-existing medical conditions. • You will receive a 10-30% discount on your policy, depending on policy design and medical specialty. This discount is permanent and for all future benefit increases. You can apply for this individual long-term policy now and up to 90 days after your graduation date. • You also have the option to go through medical underwriting to obtain a policy. Residents/fellows in Family Medicine-St. Cloud/Methodist/Duluth, TRIA and Forensic Psychiatry receive disability benefits through your health systems. ACTION: Click on “Provided File” for more information. Mark the step as complete. | 7 | |||
29 | Office of GME | Fit Testing 1 of 3: Respiratory Protection Course | X | X | Fit test clearance requires completion of the Respirator Protection Course through Training Hub during onboarding and annually throughout program training. The online portion (respiratory protection course and medical clearance) is distributed via checklists. The GME-organized in-person mask fittings will occur during the full day orientation sessions. If trainees miss the GME orientation for any reason, they should obtain a fit test at HPOEM. | Fit Testing Information Instructions: Complete Respiratory Protection Course in Training Hub | Fit Testing (1) Respiratory Protection Course [New] | 1 of 3 FIT TESTING STEPS Respirator mask fit testing is required for all new trainees in GME & Dentistry programs. The Biosafety & Occupational Health Department (BOHD or UOHS) states that "Employees will be fit tested at their time of initial assignment" (section 4.2). Fit testing has 3 components: • Online Respiratory Protection Course • Online Medical Clearance Evaluation • In-Person Mask Fitting An individual must have medical clearance to be fit tested. Medical clearance requires the Respiratory Protection Course and a Medical Clearance Evaluation. Instructions for completing the Respiratory Protection Course are provided in this step. ACTION: Respiratory Protection Course • Click on the provided link for instructions. • Complete the Respiratory Protection Course. • Upload a screenshot or PDF confirming completion. FILENAME: Respiratory Protection.2024.Last, First EMPLID GME will mark this step as complete after reviewing the documentation. CONTACT: gme@umn.edu | ||||
30 | Office of GME | Fit Testing 2 of 3: Medical Clearance Evaluation | X | X | Fit test clearance requires completion of a Medical Clearance Evaluation during initial onboarding, renewable based on individual clearance dates. The online portion (respiratory protection course and medical clearance) is distributed via checklists. The GME-organized in-person mask fittings will occur during the full day orientation sessions. If trainees miss the GME orientation for any reason, they should obtain a fit test at HPOEM. | Fit Testing Information Instructions: Completing Your Medical Clearance | Fit Testing (2) Medical Clearance Evaluation [New] | 2 of 3 FIT TESTING STEPS An individual must have medical clearance to be fit tested. Medical clearance requires the Respiratory Protection Course AND a Medical Clearance Evaluation. Complete the Respiratory Protection Course first. Instructions for completing the Medical Clearance Evaluation are linked. ACTION: Medical Clearance Evaluation • Click on the link for instructions to complete the evaluation. • Complete the Medical Clearance Evaluation. • Upload the email/letter sent from uohs@umn.edu. FILENAME: Medical Clearance.2024.Last, First EMPLID GME will mark this step as complete after reviewing the documentation. IMPORTANT: Begin this step at least a few weeks before your in-person fit testing. There are multiple steps that can take up to a week to finish, and some individuals may be asked to see a physician for an in-person evaluation. CONTACT: gme@umn.edu | ||||
31 | Office of GME | Fit Testing 3 of 3: Respirator Mask Fitting - *New Trainees | Trainees can obtain fit testing at the hospitals they are based out of, or training at. If they do, the fit test clearance form should be emailed to gme@umn.edu. | X | X | New Residents/Fellows: The OGME offers fit testing for new residents/fellows as part of central onboarding. Alternatively, trainees can schedule individual fit test appointmets with HPOEM or obtain a fit test through a hospital/clinic. If obtaining a fit test oustide of the GME sessions or HPOEM, the fit test clearance form must be emailed to gme@umn.edu in order to be considered compliant with this requirement. | Fit Testing Information Scheduling an In-Person Mask Fitting with HPOEM | Fit Testing (3) Respirator Mask Fitting [New] | 3 of 3 FIT TESTING STEPS Incoming residents/fellows must be fitted for a respirator mask at the start of their program and annually renew their mask fitting. All residents/fellows must complete steps 1 and 2 of the associated fit testing steps before getting fit tested. ACTION: Review the linked information on fit testing. 3 ways to get an in-person fit test: • Attend GME fit testing sessions offered during Central Orientation or check if this will be offered by your program. • Click on “Provided File” to download directions to make an in-person appointment (limited availability) with HealthPartners (HPOEM). • Residents/fellows with documentation of a fit test completed elsewhere after 6/1/2024 can upload the file to this step. Individuals with beards see "Individuals Not using a Respirator Mask" on the linked site. FILENAME: Fit Test.2024.Last, First EMPLID **Check the box to mark complete after reviewing the linked site. DO NOT mark this step complete if you provide a file. | |||
32 | Office of GME | Fit Testing 3 of 3: Respirator Mask Fitting - Annual Renewal | Trainees can obtain fit testing at the hospitals they are based out of, or training at. If they do, the fit test clearance form should be emailed to gme@umn.edu. | X | Continuing resident/fellows: Drop-in fit testing sessions will be scheduled on campus in August/September. Alternatively, trainees can schedule individual fit test appointmets with HPOEM or obtain a fit test through a hospital/clinic. If obtaining a fit test oustide of the GME sessions or HPOEM, the fit test clearance form must be emailed to gme@umn.edu in order to be considered compliant with this requirement. | Fit Testing Information Scheduling an In-Person Mask Fitting with HPOEM | Fit Testing (3) Respirator Mask Fit Test Renewal [Current] | 3 of 3 FIT TESTING STEPS Respirator mask fit testing renewal is required annually for all residents/fellows. ACTION: Review the linked information on fit testing opportunities for current and continuing residents/fellows. 3 ways to get an in-person fit test: • Attend the drop-in GME fit testing sessions offered on the four GME Orientation dates or check if this will be offered by your program. • Click on “Provided File” to download directions to make an in-person appointment (limited availability) with HealthPartners (HPOEM). • (Optional) Upload your fit test clearance form to this step. It must include your name, that you cleared the fit test, and the mask type tested. Individuals with beards see "Individuals Not using a Respirator Mask" on the linked site. **Check the box to mark this step as complete unless you upload new fit test documentation. | ||||
33 | Office of GME | Flu Shot Documentation Notice | EXCLUDED: - Dental Programs | X | X | Notice to trainees that they will be required to submit flu shot documentation to the GME office in the fall. No action required, this is meant to serve as advanced notice that they should keep a copy of their flu shot documentation so that it can be reported to the Universtiy. | Flu Shot Info | Annual Flu Shot Reporting Requirement | INFORMATION FOR FUTURE ACTION All residents and fellows will be required to submit documentation of receiving a flu shot between August-October. Anyone who cannot receive a flu shot for medical reasons must provide documentation from a health provider stating why. In late July, the GME Compliance Team will email all residents and fellows details about where to receive a flu shot and how to report their documentation. See and bookmark the linked site for detailed information about this requirement. IMPORTANT: • Wait to get your flu shot until August 1; vaccines received earlier may not be accepted by Boynton Health • You must provide documentation by October 24, 2024 • Failure to provide documentation will result in removal from clinical duties starting November 1 • SAVE YOUR OWN DOCUMENTATION - GME CANNOT access to flu information in any system, including M Health Fairview, Boynton, University of MN Physicians **Check the box to mark complete after reviewing the linked site. | |||
34 | Office of GME | GME Photo & Video Release | X | X | Informs incoming trainees that there will be a photographer present at GME orientation and potentially other GME-hosted events. Some of the images captured may be posted on the GME website or used in various GME communications. | Optional: Photo Use Declination | GME Photo & Video Release | GME may take photos and/or videos of instructors and learners during the course of program training which might appear in GME and/or the University of Minnesota’s marketing and promotional materials (e.g. brochures, posters, social media, websites, etc.). Your attendance at GME events constitutes your permission and consent for photography and subsequent video usage. Photo Upload: The photo you upload for your badge may occasionally be used in GME promotional materials. If you do not wish for the GME office to use your badge photo in promotional materials, click the “Optional: Photo Use Declination” link and complete the form to inform the GME office. **Check the box to mark complete after reading the information provided. CONTACT: gme@umn.edu | ||||
35 | Office of GME | HIPAA 1 of 2: Privacy and Data SecurityTraining | X | Per the Privacy & Security office, all new residents/fellows are required to complete the online HIPAA training. | HIPAA & Information Security Training | Health Information Privacy (HIPAA) Training | All residents and fellows must complete the University of Minnesota HIPAA training during their initial onboarding and all annual courses assigned by the Health Privacy office throughout your program training. NOTE: • In fall 2024, a new UMN course may be assigned and must also be completed. • Additionally, some affiliate sites may require their own HIPAA training during rotation onboarding. ACTION: • Click the provided link for instructions to complete the required HIPAA course. • Complete the HIPAA Training. • Print or take a screenshot of the completion page. Ensure the screenshot/printout includes your name, the name of the course, the course code, and the completed date. • Upload the completion page(s). FILENAME: HIPAA.2024.Last, First EMPLID GME will mark this step as complete after reviewing the documentation. CONTACT: privacy@umn.edu | |||||
36 | Office of GME | HIPAA 2 of 2: Additional HIPAA Training | X | This training has been developed as a supplement to the UMN HIPAA training for residents and fellows. It uses four cases to cover more HIPAA details. This does not replace the UMN HIPAA training. The Privacy & Security office hopes to incorporate this additional HIPAA training into their core training module in future years. | Link to Training Module | Extended HIPAA Training for UMN Residents/Fellows | All residents and fellows must complete this additional HIPAA training. This training has been developed as a supplement to the University of Minnesota HIPAA Training with four cases that cover more HIPAA issues relevant to residents and fellows. This does not replace the UMN HIPAA training. ACTION: • Click on the "UMN Resident and Fellow Extended HIPAA Training" link to the right of these instructions. • Complete the training module. • Enter the date of when you complete the module in the provided text box. GME will mark this step as complete after verifying your completion of the module. Contact: gme@umn.edu | |||||
37 | Office of GME | I-9 Update (Foreign Nationals) | Only issued to Trainees with Visa EXCLUDED: - Dental Programs | X | X | Reminder to complete I-9 update for foreign nationals. Contact is the ECFMG Training Program Liaison & Visa Manager. Programs will track. | I-9 Employment Authorization Requirements | I-9 Update [Foreign Nationals] | DUE: As soon as possible after you receive your new Form DS-2019. If you are a foreign national with a visa status which requires annual renewal (i.e. J-1 visa), you must update your Form I-9 annually to maintain work authorization. I-9 Verification information is provided as an attachment to this step. **Check the box to mark as complete once you have read and understood this information. CONTACT: Christy Illig, gme@umn.edu | |||
38 | Office of GME | Immunization Record | EXCLUDED: - Dental Programs | X | X | Step 1: Incoming trainees are provided information on how to submit their immunization form directly to Boynton Health (trainees can mark this step as complete). {see instructions in column J} Step 2: Boynton Health Services will review, and update the trainees UMN immunization record. Boynton will contact the R/F directly if immunization data is incomplete or complete. Trainees must upload their Boynton immunization record or email of compliance to their checklist (GME marks as complete after reviewing the email). UMN medical school graduates can provide their Boynton Patient Portal immunization printout to show they are compliant. Immunization record MUST be reported to Boynton Health Services and kept updated throughout training. | Immunization Instructions | Immunization Record (1) Sent to Boynton Health | All residents/fellows must provide their immunization information to Boynton Health for review to ensure compliance to immunization requirements established for any students and trainees in the Academic Health Sciences. ACTION (current UMN medical students): • Upload your current record from Boynton in the next step. ALL OTHERS: • Click on the provided link for instructions on how to complete the immunization form (form provided in linked instructions). • Your healthcare provider must complete and sign the immunization form. You cannot sign your own form. • Email your immunization form to Boynton (see linked instructions. Allow 7-10 working days for processing. Use the filename: GME Immunization_Last, First EMPLID • Boynton will contact you directly about missing immunizations. Complete the missing requirements prior to your program start date. **Mark this step as complete after sending your immunization form to Boynton. CONTACT: Boynton Health, 612-626-5571, immunizations@umn.edu | |||
39 | Office of GME | Information & Resources for New Residents & Fellows | EXCLUDED: - Dental Programs | X | Informs the trainees of the GME Resident/Fellow website that contains many topics of interest ranging from support & financial resources to employment information. | http://z.umn.edu/residentfellowinfo GME Info & Resources | Information and Resources | Click the "GME Info & Resources" link to the right of these instructions.
This link will take you to a document which displays several topics of interest with links to further information. The topics range from support & financial resources, to employment related topics (stipends, pay, policies, etc.) to education, development, and more. We suggest bookmarking this document for future reference. ACTION: • Click on the provided link. • Save the resource page for future reference. **Check the box to mark complete after bookmarking the resources. CONTACT: gme@umn.edu | ||||
40 | Office of GME | Institutional Program Evaluation | EXCLUDED: - Dental Programs | X | X | Provides the trainee with advanced notice of the Institutional Program Evaluation and describes the purpose. | N/A | Institutional Program Evaluation | In early April, you will receive an email from Dr. Susan Culican, the Associate Dean for Graduate Medical Education, asking you to complete an important survey regarding your perceptions of the quality of the education in your residency/fellowship program and your interactions with program faculty during the past year. You will receive directions on how to complete this survey at this time. If you do not receive this email and survey link by late April, please contact the GME Research and Data Analyst, Ben Seltzer, at seltz044@umn.edu. **Check the box to mark this step as complete once you have read these instructions. | |||
41 | Office of GME | International Medical Graduate (IMG) Orientation & Resources | Only issued to International Medical School Graduates EXCLUDED: - Dental Programs | X | Provides general information to IMG trainees on general resources as well as information on the IMG orientation/event. | IMG Orientation and Resource Information | International Medical Graduate (IMG) Orientation | Step #1: Resources: If you are new to the University of Minnesota residency or fellowship programs, visit the linked website to review the University of Minnesota specific instructions on how to stay in good standing with your visa requirements. ECFMG’s website has a depth of knowledge for J-1 Visa holders. Information on pre-arrival, and international travel while on a J-1 visa are important web browser bookmarks to have available to you. Follow the instructions in the attached resource to bookmark the University of Minnesota and ECFMG resources. Open the resource by clicking on “Resources” to the right of this step. Step #2: IMG Orientation Event: You will be contacted by the Office of Graduate Medical Education at a later date with information on your attendance at an IMG event. **Check the box to mark step complete once you have read and understood the information. CONTACT: Christy Illig, gme@umn.edu | ||||
42 | Office of GME | Introduction to New Innovations RMS | Only issued to new trainees | X | Directs trainees to a New Innovations introductory webinar specific to residents/fellows. | Intro to RMS Webinar | Intro to New Innovations RMS | If you have not used the New Innovations Residency Management Suite (RMS) before, click "Introduction to RMS Video" to view an informative introduction video for faculty and residents/fellows.
**Check the box to mark this step as complete after you have viewed the video. CONTACT: gme@umn.edu | ||||
43 | Office of GME | Mandated Reporter Training | X | This training is designed to help trainees understand the mandated reporter laws and requirements, including the actions they need to take if they know or suspect a child is being maltreated | Mandated Reporter Training Link | Mandated Reporter Training | The “Mandated Reporter Training” from the Minnesota Department of Human Services (MN DHS) is designed to help you understand the state’s mandated reporter laws and requirements, including actions you need to take if you know or suspect a child is being maltreated. ACTION: • Click on the link provided. Click on the blue box titled "Mandated Reporter Training" to access the 3-part video series. View all 3 videos in the series: 1) Overview of Mandated Reporting, 2) Types of Maltreatment, 3) Making a Report • Save the certificate you receive at the end in the event in case you are asked to provide proof of completion. **Check the box to mark the step as complete. CONTACT: gme@umn.edu | |||||
44 | Office of GME | MedEd To Go App | EXCLUDED: - Dental Programs | X | MedEd To Go, (powered by Guidebook) is an informational app for residents and fellows to use as they rotate to sites throughout the Twin Cities. The app contains information about our major affiliate hospital sites, such as: where to park, how to access call room, how to access the EMR, what to do in the event of a needlestick, etc. | MedEd To Go Info | MedEd To Go App | MedEd To Go (powered by Guidebook) is an informational app for residents and fellows to use as they rotate to sites throughout the Twin Cities. The app contains information about our major affiliate hospital sites, such as: where to park, how to access call rooms, how to access the EMR, what to do in the event of a needlestick, etc. ACTION: • Click on the provided link for information about the MedEd To Go app. • Click on the button "GET MEDED TO GO!" for a QR code to download the app. **Check the box to mark complete after downloading the app. CONTACT: MMCGME Services, mmcgmehelp@umn.edu | ||||
45 | Office of GME | Medical Malpractice Credentialing & Insurance Verification | EXCLUDED: - Dental Programs | X | Provides graduating trainees information on Medical Malpractice Credentialing / Insurance Verification. | Medical Malpractice / Insurance Verification | Medical Malpractice Credentialing & Insurance Verification | Future employers may require the certificate as part of their onboarding/credentialing process. Saving a link to the University’s Certificate of Professional Liability Insurance is recommended in the event that a future employer requires it. ACTION: See link to the right of this text for information on Medical Malpractice Credentialing / Insurance Verification. **Check the box to mark this step as complete after reading the information. CONTACT: Pam Ubel Assistant to Director Risk Management and Insurance Phone: 612-624-5884 E-mail: ORM@umn.edu ******* The following programs should refer to their program manual to verify which company covers professional liability/malpractice insurance (https://z.umn.edu/gmeprogrammanuals): • Family Medicine: Methodist Hospital, St. Cloud, & Duluth • Forensic Psychiatry • TRIA Orthopedic Sports Medicine | 6 | |||
46 | Office of GME | Medical or Dental School Diploma *MMCGME managed | X | MMCGME requirement issued by GME in RMS checklist. Trainee uploads a copy of their medical school diploma which is saved in their RMS Personnel Record. RMS Checklist: This requirement is issued in a separate checklist so that the due date can be Aug. 31 as many medical schools don’t send diplomas until later in the summer. | N/A | *2024-2025-MMCGME Medical/Dental/Podiatry School Diploma | A copy of the actual diploma is needed. Matriculation letters are not acceptable.
If diploma is in another language an Official English Translation must be obtained. If the school does not provide them a translation the trainee will have to obtain it on their own. Naming Standard: Diploma_Last Name If the diploma is in another language the translation should be named: Eng Translation_Last Name. Please upload both documents | |||||
47 | Office of GME | MMA Release Information | EXCLUDED: - Dental Programs | X | R/Fs can either opt-in OR opt-out of Minnesota Medical Association membership. The membership is free, and R/F membership in MMA does not limit them to join other associations. The GME Office shares a report of all trainees who opt-in with the MMA. | MMA Information for Residents & Fellows | MMA Release Information | The Resident and Fellow Section of the Minnesota Medical Association is open at no cost to any physician in an accredited residency or postgraduate fellow program in Minnesota. The purpose of this section is to give resident physicians a greater opportunity to participate in the Minnesota Medical Association and a more direct role in MMA policy deliberations. A variety of member benefits are available and include: free or low cost programming, access to the MMA’s transition to practice videos and resources, mentoring opportunities, leadership and committee appointments, networking and more! All members receive a free monthly e-newsletter and a digital copy of Minnesota Medicine, the award winning magazine of the MMA. Click on the "MMA Information for Residents & Fellows" or download the provided file for more information. ACTION: Type YES or NO in the text box to join MMA. **Check the box to mark the step as complete. CONTACT: Carol Patterson, cpatterson@mnmed.org | ||||
48 | Office of GME | MMCGME Personal Information Form *MMCGME managed | X | This form collects additional information from each trainee, not alredy collected via the Data Exchange. It is an MMCGME process, required for all new residents/fellows, and distributed on a MMCGME checklist. | N/A | *2024-2025 MMCGME Personal Information Form (UMN) | Please complete all of the fields on this form. Do not leave the social security field blank. The form cannot be accepted unless the social security number is entered.
If you currently do not have a social security number do not submit the form until it has been obtained and added to the form. | |||||
49 | Office of GME | MN Address Update & Emergency Contact Update Form | X | X | This step is issued to new to UMN, changing program and continuing R/Fs and asks them to confirm/edit their contact information so their correct MN address and updated emergency contacts are displayed in RMS. Continuing and changing program trainees are also asked to notify the office of student health benefits if their address has changed. | N/A | MN Address & Emergency Contact [New] | All residents/fellows must have a current local Minnesota (MN) address and emergency contact information listed in New Innovations RMS for affiliate sites to access.
ACTION: • Click “Complete Form”, provide your information, and click submit. • Nearby Wisconsin addresses that will be your permanent residence during program training are also accepted. • If you had a previous record in RMS with a local address and/or emergency contacts, verify the information is accurate and make updates as necessary. GME will review the form and the step will be marked complete once the information is accepted. CONTACT: gme@umn.edu | ||||
50 | Office of GME | National Provider Identification (NPI) Application Instructions | EXCLUDED: - Dental Programs | X | Provides the trainee with instructions for applying for an NPI number with guidance to start the process ASAP, no later than May 15. IF the trainee already has an NPI number, they can enter the # in the NPI Entry Form step and, once approved by a GME taeam member, the application step will automatically dissapear. | NPI Directory NPI Update Instructions | NPI (National Provider Identifier) Application | **IMMEDIATE ACTION RECOMMENDED** If you HAVE an NPI number: • Proceed to the next step to provide your NPI number. • Make a note on your calendar to update the practice and business address within 30 days after your UMN program start date. • Bookmark this link for instructions on how to update your NPI listing the UMN program address directory: https://z.umn.edu/npiupdate If you DO NOT HAVE an NPI number: • Click on “NPI Application Instructions” to the right and submit your NPI application ASAP. Applications can take up to 20 days to process and delays can extend the time longer, and all healthcare providers will need an NPI before beginning clinical service. • When your NPI number arrives, provide your NPI number in the step “UMN-GME-24/25 NPI Number Entry Form”. **Check the box to mark as complete after sending your application. CONTACT: gme@umn.edu | ||||
51 | Office of GME | National Provider Identification (NPI) Entry | X | Provides the trainee with a spot to enter their NPI number. When approved by a GME team member, the NPI number is automatically saved in the trainee's RMS Personnel Record. | N/A | NPI Number Entry Form | If you obtained a NEW NPI number: • Verify your NPI listing is accurate and does not list your personal address: https://npiregistry.cms.hhs.gov/ • Click on the "Review Form" button. Enter your NPI number in the box provided. Click "Submit." If you have an EXISTING NPI number: • Click on the "Review Form" button. Enter your NPI number in the box provided. Click "Submit." • Mark your calendar to update your business address within 30 days after you start your program. • Bookmark the provided “NPI Directory Update” link for instructions on how to update your profile and a list of the business addresses and contact information for all University of Minnesota Residency & Fellowship programs. Once an NPI number is entered, the step will change to "Pending". The GME office will review and mark the step as complete. CONTACT: gme@umn.edu | |||||
52 | Office of GME | National Provider Identification (NPI) Info Update [Changing] | EXCLUDED: - Dental Programs | X | Changing program trainees provided information on how to update NPI System (NPPES) with changes on their provider (UMN) information within 30 days of the program change or graduation. | NPI Directory NPI Update Instructions | NPI Directory Update [Changing] | All healthcare providers with NPI numbers are required to update the National Plan and Provider Enumeration System (NPPES) with any changes to their provider information within 30 days of when the change occurs. Because you are changing programs, you will need to update your business address in your NPI directory listing when you change programs. ACTION: • View the linked file to the right and carefully review instructions to update your business address to your new business address. • Add a reminder to your calendar to update your NPI directory listing within 30 days of starting your new program. **Check the box to mark this step as complete. | ||||
53 | Office of GME | National Provider Identification (NPI) Info Update [Changing] | EXCLUDED: - Dental Programs | X | Graduating program trainees provided information on how to update NPI System (NPPES) with changes on their provider (UMN) information within 30 days of the program change or graduation. | NPI Instructions to Update/Correct Directory Listing | NPI Directory Update [Offboarding] | All healthcare providers with NPI numbers are required to update the National Plan and Provider Enumeration System (NPPES) with any changes to their provider information within 30 days of when the change occurs. When you complete or depart your UMN GME training, you need to update your business address in your NPI directory listing. ACTION: • View the linked file to the right and carefully review instructions to update your business address to your new business address. • Add a reminder to your calendar to update your NPI directory listing within 30 days of your end date. **Check the box to mark this step as complete. | 5 | |||
54 | Office of GME | New Innovations RMS ID/Password *In partnership with MMCGME | X | MMCGME Services creates New Innovations RMS Personnel Records for every new resident/fellow. The GME office then pulls a report detailing RMS usernames and determines passwords. The username and password information is shared with the resident/fellow in a welcome email that also instructs them on how to access and start working through their central GME onboarding requirements, provides them with their training agreement for signature and informs them of their UMN ID and email address. | N/A | N/A | N/A | N/A | ||||
55 | Office of GME | Opioid Primer | X | Asks the trainee to view the “Chronic Pain, Opioids and Opioid Use Disorder - An Ultra Rapid Primer” recording. | Opioid Primer Video Slides | Opioid Primer | Please view the “Chronic Pain, Opioids and Opioid Use Disorder - An Ultra Rapid Primer” recording by clicking on the link.
The slide deck is also attached (click "Provided File") for your reference. CHECK the box to mark this step as complete once viewed. | |||||
56 | Office of GME | Permit or License Information | X | X | Provides incoming trainees and changing program trainees with information about obtaining a permit or license. Clarifies that the responsibility is theirs for ensuring that they have an active permit or licese for the entirity of their participation in a GME program, highlights the process for requesting a permit extention if training extends, explains the renewal process for licensure. | Permit & License Information for Trainees | Permit or License Information [New/Changing] | Residents/fellows must maintain either an active residency permit or medical license from the Minnesota Board of Medical Practice (MBMP). Failure to obtain and maintain an active permit/license will result in being pulled from all clinical services. Any residents/fellows who change from a permit to a license must notify their program and provide to GME a copy of their paper license showing the expiration date. IMPORTANT: • MBMP sends permits/licenses to you, NOT to GME or your program. • You cannot start your program training until you provide a permit/license. • License applications will have longer processing times. • Changing program trainees DO need a new permit. ACTION: • Click on the “Permit/License Information” link for general information about MBMP permits/licenses. Start your application now. • Go to the checklist “UMN GME Onboarding Due @ Program Start” to upload a copy of your permit/license. **Check box to mark as complete. CONTACT: Program Administrator | ||||
57 | Office of GME | Permit or License Information [Current] | X | X | Provides continuing trainee with general information about the permit or license. This step is informational only with the goal of clarifying expectations and to avoid potential lapses in coverage. | Permit & License Information for Trainees | Permit or License Information [Current] | Residents/fellows must maintain either an active residency permit or medical license from the Minnesota Board of Medical Practice (MBMP). Failure to maintain an active permit/license will result in being pulled from all clinical services.
Any residents/fellows who change from a permit to a license must notify their program and provide to GME a copy of their paper license showing the expiration date. Trainees with expiring licenses will be contacted by the GME office to provide a renewed license the month prior to the renewal date. ACTION: • Review the information in the provided link. • Any residents/fellows extending training must extend their permit or license to cover the completion date and email a copy to the GME office. **Check the box to mark this step complete after you have reviewed the information. IMPORTANT: MBMP only sends a copy of your permit/license to you. You must provide a copy to your program and GME. CONTACT: Program Coordinator | ||||
58 | Office of GME | Permit or License Upload | EXCLUDED: - Dental Programs | X | X | This is a step for the trainee to upload a copy of their permit or medical license to RMS so that the GME office has a copy for CMS audit purposes. Reminder: the process for applying for a permit or license is the responsibility of the program in partnership with the trainee. RMS Checklist: This requirement is issued in a separate checklist w/ the background study so that the due date can be each individual trainee’s program start date. | Permit & License Information for Trainees | Permit or License Upload | DUE BY OR BEFORE YOUR PROGRAM START DATE You must either apply for a permit or a license through the Minnesota Board of Medical Practice (MBMP) in order to begin program training. Questions about which you are eligible for should be routed to your Program Coordinator. An active permit or license is required and it must remain active during your entire training program. MBMP sends permits/licenses to you and does NOT provide a copy to GME or to your program. Note that medical license applications have had longer processing times. IMPORTANT: You CANNOT start your training until you provide your permit/license to this checklist step. A new permit IS required if you change programs. ACTION: • Upload a copy of your permit/license to this step as soon as you receive it. • Filename: Permit.2024.Last, First EMPLID or • Filename: License.2024.Last, First EMPLID GME will review your permit/license and mark the step as complete. CONTACT: Program Coordinator | |||
59 | Office of GME | Photo Upload | X | Trainees are asked to upload a photo that the Office of GME team then saves to the trainees individual RMS Personnel Record as their profile photo. This is a request of hospitals who utilize RMS for identification of rotating UMN trainees. Photos are also shared with Fairview so that badge ID’s can be created in advance of the program start date. Fairview cannot guarentee that any photos submitted after the deadline will be ready in time for the program start date. | Photo Guidelines | Photo Upload | Upload a photo of yourself to this step following the requirements detailed in the "Photo Guidelines" document linked to the right of these instructions. This photo will be used to update your RMS profile picture. For trainees rotating to M Health Fairview, the photo will also be used to create your M Health Fairview hospital badge which you will receive directly from your Program Administrator. IMPORTANT: If your photo is not uploaded to this step by the May 13 deadline, your badge ID is not guaranteed to be available by your start date. Contact the M Health Fairview Education Office with questions regarding your Fairview badge ID: jennifer.janacek@fairview.org. FILENAME: Last, First, Program Name The GME office will mark this step as complete after reviewing your photo. CONTACTS: Jennifer Janacek, jennifer.janacek@fairview.org | gme@umn.edu | |||||
60 | Office of GME | Professional Liability Coverage | X | X | Provides information about professional liability insurance. Certificates for the University’s Professional Liability Insurance may be required for visiting rotations to other institutions or future employers. | Medical Malpractice Credentialing and Insurance Verification | Professional Liability Coverage | Review and bookmark the linked webpage “Medical Malpractice / Insurance Verification'' to access information about professional liability. Certificates for the University’s Professional Liability Insurance may be required for visiting rotations to other institutions or future employers.
ACTION: Bookmark the provided link for information on Medical Malpractice Credentialing / Insurance Verification. **Check the box to mark complete after bookmarking the information. CONTACT: Pam Ubel Assistant to Director Risk Management and Insurance Phone: 612-624-5884 E-mail: ORM@umn.edu | ||||
61 | Office of GME | Residents as Teachers: Assessing Medical Students | X | This training prepares residents in their role as teachers to assess and evaluate medical students. In May 2021, the University of Minnesota Medical School transitioned its clerkship assessment method to using competency-based medical education. Residents should be familiar with this process as they will be asked to complete evaluations on students. | Residents as Teachers: Assessing Medical Students | Residents as Teachers: Assessing Medical Students | This training prepares residents/fellows in their role as teachers to assess and evaluate medical students. In May 2021, the University of Minnesota Medical School transitioned its clerkship assessment method to using competency-based medical education. Residents/fellows should be familiar with this process as they will be asked to complete evaluations on students. Review of this module will take approximately 30 minutes. ACTION: • Click on the "Residents as Teachers: Assessing Medical Students" link to the right. • Your University of Minnesota internet ID is needed to access this content. • After completion, enter the date you finished the module in the text box provided. Allow 2-3 days for GME to review and mark this step as complete. | |||||
62 | Office of GME | Residents as Teachers: Curriculum Attestation | X | Responsibilities of new residents/fellows will include interacting with medical students.The Residents as Teachers curriculum contains information to empower trainees in the transition from student to trainer and develop a better working relationship with students. Components of the Residents as Teachers include:
- Mistreatment podcasts (15 minutes) - Feedback podcast (15 minutes) - Assessment presentation (10 minutes) - Medical student duty hours (5 minutes) | Residents as Teachers Curriculum Attestation Quiz | Residents as Teachers: Curriculum Quiz & Attestation | As new residents/fellows, part of your responsibilities will include interacting with medical students coming behind you. The transition from trainee to trainer can feel daunting, particularly with all your other clinical duties. The Residents as Teachers curriculum contains information to empower you in this transition and develop a better working relationship with your trainees. Components of the Residents as Teachers include: • Mistreatment • Coaching & Feedback • Assessing Medical Students • Medical Student Duty ACTION: • Click on the “Residents as Teachers Curriculum” link to the right. Review the podcasts and handouts for the four topics • Under the “Complete the Curriculum Quiz & Attestation” section, click on the provided link to complete the quiz and attestation. Your University of Minnesota internet ID may be needed to access the attestation. • In the text box provided, enter the date of completion. Allow 2-3 days for GME to review and mark as complete. | |||||
63 | Office of GME | Residents as Teachers: LCME Clerkship Learning Objectives | X | The LCME (UME accrediting body) requires residents in the impacted specialties to review course objectives for medical students. Only trainees in the below specialties complete this step: - Family Medicine - Internal Medicine - Med/Peds - Neurology - OBGYN - Pediatrics - Psychiatry - Surgery | Residents as Teachers Attestation Link | Residents as Teachers: LCME Clerkship Learning Objectives | The LCME requires residents to review course objectives for medical students you will be teaching during your residency program.
ACTION: • Click on the linked instructions “LCME Clerkship Learning Objectives”. • Review the listed content required for your program. • Under the “Submit Attestation of Completion” section, click on the link to attest that you have reviewed the content. • Enter the date of completion in the text box provided in the checklist step. Allow 2-3 days for GME to review and mark this step as complete. | |||||
64 | Office of GME | Sleep Deprivation and Fatigue Mitigation | X | Many residents/fellows may be concerned about the impact their new schedule will have on their sleep, or lack thereof. Dr. Michael Howell, neurologist and sleep expert, shares information about underlying sleep disorders, circadian rhythms, recognizing signs of fatigue, and how to optimize the sleep you do get. | Sleep Deprivation and Fatigue Mitigation Instructions Sleep Deprivation Quiz/Attestation | Sleep Deprivation and Fatigue Mitigation | Many residents may be concerned about the impact their new schedule will have on their sleep, or lack thereof. Listen along as Dr. Michael Howell, neurologist and sleep expert, shares information about underlying sleep disorders, circadian rhythms, recognizing signs of fatigue, and how to optimize the sleep you do get.
Review of this module will take approximately 30 minutes. ACTION: • Click on the "Sleep Deprivation and Fatigue Mitigation" link to the right. • Listen to the two podcasts provided on the instructions. • Under the “Complete the Quiz & Attestation” section in the instructions, click on the provided link to complete the quiz and attestation. Your University of Minnesota internet ID is needed to access the attestation. • In the text box provided in this checklist step, enter the date of completion. Allow 2-3 days for GME to review and mark this step as complete. | |||||
65 | Office of GME | Suppress Personal Information in UMN Directory | X | Suppressing personal information from public view is an important (and not obvious step) to take when onboarding to the UMN. This step provides instruction on how to “hide” all personal info provided to UMN from the public view. | Guide to Suppress Personal Info | Suppress Personal Information in UMN Directory | Ensure your personal information is suppressed from the public view in the University's Directory (such as home phone number and home address). ACTION: • Click the linked "Set Directory Suppression Instructions" to view the directory suppression information provided by One Stop. • You will need your UMN username/password. **Check the box to mark complete once you have read these instructions. CONTACT: gme@umn.edu | |||||
66 | Office of GME | Transition to Practice Resources | X | A collection of resources for graduates on navigating the transition into practice. Includes information on topics such as interviewing, managing medical school debt, where to find help with your employment contract, and templates for developing a CV. | Transition to Practice Resources | Transition to Practice Resources | The Office of Graduate Medical Education has gathered some resources for graduates on navigating the transition into practice. The "Transition to Practice Resources" link has information on topics such as interviewing, managing medical school debt, where to find help with your employment contract, and templates for developing your CV.
**Check the box to mark this step as complete after reviewing the information. | |||||
67 | Office of GME | UCard Application | X | Instructions for R/Fs to upload their photo to the U-Card office. R/Fs will then be able to pick up their pre-made cards by showing a photo ID at the U-Card office. Some programs will incorporate a trip to the UCard Office to pick up the cards as part of their program orientation whereas other programs do not incoporporate a stop at the UCard office as part of orientation. Programs that do not incorporate a trip to the UCard Office as part of program orientation may want to remind their trainees to pick up their UCard on their own time. We let the trainees know that they will be provided information on picking up your UCard from your program coordinator since processes vary across programs. | UCard Photo Upload Instructions | UCard Application | Students and employees of the University of Minnesota can obtain a UCard to access secured buildings on the University campus, campus transportation, and other special discounts. If you already have a UCard, no action is necessary. You are not required to update your UCard and can continue using your current UCard. New cards can be obtained every five years at no additional cost, replacement cards within 5 years are $30. If you are new to UMN and don’t have a UCard: • Click the "UCard" link to learn more about the benefits of the UCard and to upload a photo for your UCard. Activate your UMN email account if you have not done so yet. • Download the attached file if you need directions for uploading a photo. **Check the box to mark complete after reviewing this information. | |||||
68 | Office of GME | UMN Email Address and Employee ID | X | The Office of Graduate Medical Education generates UMN email addresses and employee ID's by enrolling trainee's into their respective programs in PeopleSoft. This information is shared with the trainees via a welcome email. The email also provides them with instructions for activating their UMN account / UMN email, instructs them on how to access and start working through their central GME onboarding requirements, and provides them with their training agreement for signature. | N/A | N/A | N/A | N/A | ||||
69 | Office of GME | Understanding Structural Racism in MN | X | Minneapolis was witness to the killing of George Floyd at the hands of the police. There are many difficult conversations that we as caregivers must have to advocate for our patients and for our colleagues affected by the structural racism that decimates our communities of color.
The PBS documentary provided in this checklist step features work done by the "Mapping Prejudice" Project at the University of Minnesota (https://www.mappingprejudice.org/) that explores the origins of housing segregation in the Minneapolis area and how the racial divides that we experience today were perpetrated with laws that promoted and supported discrimination. | Jim Crow of the North | Understanding Structural Racism in MN | Minneapolis was witness to the killing of George Floyd at the hands of the police. There are many difficult conversations that we as caregivers must have to advocate for our patients and for our colleagues affected by the structural racism that decimates our communities of color. The PBS documentary provided in this checklist step features work done by the "Mapping Prejudice" Project at the University of Minnesota (https://www.mappingprejudice.org/) that explores the origins of housing segregation in the Minneapolis area and how the racial divides that we experience today were perpetrated with laws that promoted and supported discrimination. Click on the “Jim Crow of the North” link provided to access the documentary. The video takes 58 minutes to view. Mark the step as complete after viewing the video. | |||||
70 | Office of GME | Vulnerable Patient Training | X | The Vulnerable Adult Training from the Minnesota Department of Human Services (DHS) provides case studies for training purposes. Residents/fellows must complete the training and provide certification that it has been completed by uploading the certificate to the step. | Vulnerable Adult Training | Vulnerable Adult Training | The “Vulnerable Adult Training” from the Minnesota Department of Human Services (MN DHS) provides case studies for training purposes. Residents/fellows must complete the training and provide certification that it has been completed. ACTION: • Click the provided link to access the training. • Click Next and complete the training as instructed. • Take the certification assessment as directed. If you are asked to provide a license number, you should be able to enter “N/A” in the field. • Provide an email address to receive your certificate. • Upon passing, you will receive the certificate by email. Save this certificate as an image file or PDF and upload to this checklist step. FILENAME: Vulnerable Adult Training.2024.Last, First EMPLID GME will review your certificate and mark this step as complete. CONTACT: GME, gme@umn.edu | |||||
71 | Office of GME | Welcome Message | X | The letter from Dr. Culican welcomes the GME trainees to the University of MN and highlights the importance of completing onboarding requirements. This welcome letter is emailed to incoming residents/fellows with their training agreement and information documentation attached. Dental programs have a similar letter from Dr. Larson. | Welcome Letter GME Welcome Letter Dentistry | |||||||
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73 | Program | I-9 Employment Eligibility Verification | X | Work with your HR/payroll office to create requirement instructions. *Save in Department folder | ||||||||
74 | Program | Life Support Certification | X | X | What certifications are required for your specific program? BLS, ALS, etc? Provide info/instructions to complete.
*MUST BE REPORTED IN RMS (Certifications Section) *Program’s responsibility to schedule life support training | |||||||
75 | Program | Minnesota Residency Permit | X | X | Begin working with trainees ASAP to complete applications. For PERMITS - please follow the process detailed in the UMN GME Permit/License Guide. High Level Process Overview: 1) program completes application with trainee 2) program sends completed application and check(s) to MBMP. 3) Trainee receives permit and uploads to central GME onboarding / changing program checklist. 4) GME saves permits in RMS: Personnel Record, Demographics tab, Other section, Permits. PROGRAM RESPONSIBILITY TO COMPLETE PERMIT EXTENSIONS / TERMINATIONS. | UMN GME Permit/License Guide | ||||||
76 | Program | MN Medical Licenses | X | X | See Minnesota Board of Medical Practice License Application site. GME is not involved in gaining licensure. The license MUST be stored in RMS (licenses section of Personnel Record).
Individual license holders are responsible to maintain licensure in partnership with the programs (annual renewal required during birth month) and programs are responsible to ensure this is done. RMS Checklists: GME is requesting that licenses for new/incoming trainees be uploaded to the GME onboarding checklist; this remains a program responsibility to obtain and maintain. | UMN GME Permit/License Guide | ||||||
77 | Program | Pager Numbers | X | X | REQUIRED- Ensure pager numbers that are entered into RMS have an extension! Hospital sites rely on this pager number AND extension to reach residents and fellows. | |||||||
78 | Program | PECOS Enrollment | X | X | PECOS stands for the “Provider Enrollment Chain and Ownership System.” *Enrollment in PECOS required only once. **The Fairview Education Office DISTRIBUTES the PECOS enrollment process instructions for all programs that rotate there. *The program needs to make sure the resident/fellow completes the enrollment process for PECOS and they get approved. The coordinator needs to update the pecos selection in RMS. Fairview will then update the resident/fellows EPIC access so they can eprescribe. | |||||||
79 | Program | UCard Pickup | X | |||||||||
80 | Program | Other program-specific requirements | Examples include, but are not limited to: • White Coat Order • Vacation Request Form • Parking Information • OTHER program specific needs that can be managed on a checklist • DEA *Program specific documents should be directed to your “Department” folder in the Files & Notes section of RMS if collecting via the checklists. | |||||||||