Instructions and Forms

You will receive and submit a lot of paperwork from now until the end of your medical career. To help you start to keep track of everything, we strongly recommend you create a "Docs Docs" folder on your computer. You can, of course, name this however you please, but we strongly encourage you to create a folder that has all of the important documents you'll need to reference throughout your residency training in one place.

We suggest you start this by including all the following documents you'll receive/complete during onboarding and orientation:

• Medical School Diploma
• CO Training License
• ACLS/BLS Wallet Cards
• Copy of NPI Number from NPI Enumerator
• I9 Documents
• Copies of VA documents
• VA Talent Management System (TMS) Certificate
  • This is an annual requirement so will need to keep hold of the most up-to-date certificate
• W-9 Form
• Malpractice Letter
• Medicare (PECOS) Enrollment Letter
• Medicaid Enrollment Letter
• CU Account Information
• W4
• Benefits Information
• Immunization Record
• Mask Fit Size

Throughout onboarding, you will need to send us copies of your onboarding documents. For any of those not completed online and if you don't have access to a scanner, we recommend downloading the CamScanner App which seamlessly converts images to PDFs.

These are additional resources you should save and keep handy throughout your residency training:

• Payroll FAQs - for information regarding pay, CU account updates, etc. throughout your training.

• UCH Trainee Badge + Access FAQs - for information regarding UCH badges, parking, scrub access, etc.

• CU SOM Badging Info - for information regarding your GME badge

• How to Access MedHub - you will be able to fully access MedHub by June.

• How to Maintain Access at the VA- for information on keeping your VA badge and account active throughout training

• CU Email Forwarding Instructions
  • We will begin communicating with you via your CU email address instead of your preferred email starting June 1st.
  • GME will begin utilizing your CU email instead of your personal / non-institutional email shortly before your start date (you will be notified exactly when the switch occurs). 

• Medicaid Revalidation Instructions
  • This is required every 5 years after initial enrollment
  
  

CU Parking:

• GME nor the residency program pay for parking at CU SOM garages/lots.

• You can park in the UCH employee parking lot you have access to when on campus.

• If you want to park in CU SOM garages/lots, you will need to visit the parking office's website to request a permit that does come at a cost. You will then have access to park in CU SOM garages/lots using your GME badge.  

• As part of the first MedHub onboarding package, you will submit a parking registration form for the VA and UCH. If you have any vehicle changes after you submit that form, please make updates using GME Update Parking form.

Address Changes:

• Whenever you have an address change, make sure you update this in your CU Portal:
  • Login to https://passport.ucdenver.edu
  • Select "CU Resources Home" at top left of page:
  • Select the drop-down "My Info and Pay"
  • Select tile "My Info"
  • Make sure BOTH Home and Mailing addresses are updated

Colorado Voter Registration:

The Colorado Secretary of State’s website with voter registration information and general information on voting – including in person and drop off locations. This will be helpful regardless of where you live in the area.

You can register to vote up to and on Election Day. Ballots are mailed out usually by mid October so that is something to keep in mind if you prefer to drop it off.

Due: April 6th, 2026

• Let's Get to Know You Form

• We will be using the information you provide to create intros for each of you to share with the entire program.

• This will also be included on our social medias!

Due: April 6th, 2026

Once you review the CU SOM Bring Your Own Device information and guidance below, please complete our Cellular Communication Preference Form.

• The University of Colorado no longer utilizes pagers and instead has clinicians use their personal cell phones for communications.

• To input information in on-call directories, residents and faculty will need to provide their phone numbers. This can be either a personal cell phone number or an alternate number (outlined below).

• Included in your salary is an annual $150 stipend towards the use of your cell phone (as long as you sign the 'BYOD attestation form' delivered as part of the first MedHub package). 

• While most communication will be through Epic secure chat and is device agnostic, you will need to supply a phone number for emergencies for which you previously would have been paged. 

• BYOD Frequently Asked Questions

CUSOM Bring Your Own Device Information:

The below information can also be viewed on the CU SOM BYOD Handout and Flyer.

Faculty and Resident: BYOD Smartphone Information:

• Starting July 2023, all clinical faculty and residents must have a smartphone device.

• Smartphones are necessary for communication in the hospitals and clinics affiliated with the school of medicine.

BYOD = Bring Your Own Device

• Residents and faculty will need to furnish their own compatible device including the cellular and data plan of their choosing.

• Residents will be provided a $150 stipend annually.

CUSOM BYOD Policy

• All faculty and residents must comply with the CU SOM Bring Your Own Device (BYOD) Policy

• HIPAA standards must be followed which include not sending PHI by text message or other un-encrypted methods.

Cell Phone Numbers are Required

• To input information in on-call directories, residents and faculty will need to provide their phone numbers. This can be either a personal cell phone number or an alternate number (outlined below).

• These will be stored on password protected websites; however, other residents, faculty, and staff will have access to these numbers.

Alternate Options for Phone Numbers

• Option 1: Residents and faculty who want a separate work device may purchase a separate line or e-sim.

• Option 2: Alternatively, providers may elect to create a digital phone number (such as Google voice). Be aware this may affect some functionality. 

CUSOM or the affiliate partners are NOT responsible for any PHI or HIPAA violations as a result of use of alternate phone numbers.

EPIC Haiku Mobile Application

• UCH, Denver Health, and Children's Hospital use the EPIC EHR system.

• Residents and faculty assigned to these institutions must have the EPIC Haiku application downloaded to their smartphones. 

Rocky Mountain VA Medical Center

• The VA will continue to use Vocera badges and VA distributed pagers.

• Personal pagers distributed by CUSOM will be replaced by BYOD devices.

Due: April 10th, 2026

Email a PDF copy to [email protected] with the naming convention: “Lastname_FirstName_COTrainingLicense”

• Before you apply, review the Colorado Medical Board Training License Checklist. You are applying for a Physician Training License (TL), not a Full Physician (DR) License. 

• To apply for your training license, open the link to the Training License Application and select "Register" in the top left corner.
  • Fill out the application as if you are already a resident (you are employed as a physician by the University of Colorado/University of Colorado Hospital)

• You will receive your CO Training License wallet cards from [email protected] or [email protected]. Scroll to the bottom for tips on what to do if you haven't received your wallet cards by April 8th.. 

Important instructions for submitting your application based on your track/program:

1) For Categorical, Hospitalist, Physician Scientist, Preliminary (not including Categorical Neurology at CU), or Primary Care track interns, please follow these instructions:

• Training Program Statement Form
  • We will submit the Program Statement Form for you.
  • This form will be submitted on Wednesday, March 25th, 2026.
  • If you do not identify the program correctly (see below), your application will say "missing training program statement form" as they can't link your application with our form. Please let Elle know if you still see this on April 8th, 2026. 

• Identifying the Program:
  • You will be asked on the application to, "Enter the name of the program into which you have been accepted" . You must list "University of Colorado Internal Medicine Residency Program".
  • DO NOT put just 'University of Colorado' as CU has several dozen training programs all applying for licensure so specific program information is needed.
  • Select "Categorical" for training license.
  • If asked to identify your Program Director: enter Dr. Julia Limes.

• For the “Public Address” and “Mailing Address” sections, please use the University of Colorado Internal Medicine Residency Program address:
  • 12631 E. 17^th Ave., Mail Stop B177
  • Aurora, CO 80045

• Be sure you check the box for the following question:  “SECURITY OF PATIENT MEDICAL RECORDS – By checking this box, I attest that I have developed a written plan to ensure the security of patient medical records in compliance with C.R.S. 12-36-140.”
  • The CMB is aware you do not develop this, but you follow the security plans of the hospital. Make sure you check this box.

• For the HealthCare Profile Questions, select the following answers to these questions:
  • Are you currently practicing in the healthcare profession associated with your profile? - YES
  • Location of Practice:
    • 12631 E. 17th Ave., B177
    • Aurora, CO 80045
    • 303-724-1784
  • Do you have a current affiliation or clinical privileges with any Colorado Hospital? - "YES"
  • Colorado hospital affiliations:
    • University of Colorado Hospital
    • Affiliation = other
    • Aurora
  • Do you have a current affiliation with any healthcare facility or a non-Colorado hospital? - "NO"
  • Do you have a current business ownership interest in any healthcare-related business? - "NO"
  • Do you have a contract with any business whose mission relates to healthcare services or products where the value is greater than $5000 annually - "NO"
  • Do you have an employer in the profession in which you are licensed or are applying for a license? - "YES"
    • Employer:
      • University of Colorado / University of Colorado Hospital
      • 12631 E. 17th Ave., B177
      • Aurora, CO, 80045
      • 303-724-1784

2) For Preliminary interns who matched into the University of Colorado's Neurology Residency Program, please follow the below instructions:

• Training Program Statement Form
  • The Neurology Program Coordinator will submit your Training Program Statement Form on Wednesday, March 25th, 2026.
  • If you do not identify the program correctly (see below), your application will say "missing training program statement form" as they can't link your application with Neurology's form. Please let Elle know if you still see this on April 8th, 2026. 

• Identifying the Program:
  • You will be asked on the application to, "Enter the name of the program into which you have been accepted". Please list "University of Colorado Neurology Residency Program". 
  • Select the appropriate corresponding license for your Neurology training license.
  • If asked to identify your Program Director: enter Dr. Elizabeth Matthews.

• For the “Public Address” and “Mailing Address” sections, please use the University of Colorado Neurology Residency Program address:
  • 12700 E. 19th Avenue, Mailstop B182
  • Aurora, CO 80045

• Be sure you check the box for the following question:  “SECURITY OF PATIENT MEDICAL RECORDS – By checking this box, I attest that I have developed a written plan to ensure the security of patient medical records in compliance with C.R.S. 12-36-140.”
  • The CMB is aware you do not develop this, but you follow the security plans of the hospital. Make sure you check this box.
  
  
• For the HealthCare Profile Questions, select the following answers to these questions:
  • Are you currently practicing in the healthcare profession associated with your profile? - YES
    • Location of Practice:
      • 12700 E. 19th Ave., B182
      • Aurora, CO 80045
      • 303-724-4330
  • Do you have a current affiliation or clinical privileges with any Colorado Hospital? - "YES"
  • Colorado hospital affiliations:
    • University of Colorado Hospital
    • Affiliation = other
    • Aurora
  • Do you have a current affiliation with any healthcare facility or a non-Colorado hospital? - "NO"
  • Do you have a current business ownership interest in any healthcare-related business? - "NO"
  • Do you have a contract with any business whose mission relates to healthcare services or products where the value is greater than $5000 annually - "NO"
  • Do you have an employer in the profession in which you are licensed or are applying for a license? - "YES"
    • Employer:
      • University of Colorado / University of Colorado Hospital
      • 12700 E. 19th Ave., B182
      • Aurora, CO, 80045
      • 303-724-4330

       

A couple notes:

• If you answer 'yes' to any of the self-screening questions, your application will likely be flagged for review by the Colorado Medical Board and may be asked for further information.

• Every residency and fellowship program in Colorado is applying for licenses at the same time, on top of new physicians applying for licenses who have completed residency. As a state government-funded entity, they do not have the staff to keep up with the high volume of requests. Please be patient as you wait for your wallet cards.
  

Haven't Received Your Wallet Cards?

If you have not received an email with your wallet cards, you can check if your Training License has been issued at the DORA TL Lookup Tool.

If your TL has not been issued, you will see “No records found for the criteria entered”. You’ll need to continue waiting until DORA approves your application.

If your TL has been issued, you will see your information populate. From here you have two options:

• Option 1: Stay in the pop-up and click on 'Detail'. You can then click on the “Printable View” button. Save that as a PDF and send to Elle.

• Option 2: Go to https://dpo.colorado.gov/PrintLicense and follow the instructions for “Returning Online Services Users” to login to your account and select the “Print your license” option to get your actual wallet cards. Save them as a PDF and to Elle.

Due: April 10th, 2026

If you do not already have an NPI number:

• Please follow the Instructions for Creating an NPI Number.

• A copy of your NPI confirmation will be sent to Jennifer. Once we receive it, we will send it to you.

• Please keep a copy of your NPI confirmation and the final NPI Number documentation for your records. You will need this for the rest of your career as a physician.

If you already have an NPI number, please read the following carefully:

Your NPI number needs to reflect the location and specialty of where you are currently practicing medicine. Please read the below depending on your situation and when ready to update your NPI, follow these Instructions for Updating an NPI Number.

• If you have already practiced medicine outside of medical school, but are no longer actively engaged in clinical activities - you can transition your NPI to our program immediately. 

• If you are actively engaged in clinical activities outside of medical school - you cannot transition your NPI to our program until you are no longer practicing. Please reach out to Elle at [email protected] if this pertains to you.

• If you are currently practicing medicine in a different residency program, but are transferring to our program - you must update your NPI once you reach your current residency program's agreed-upon end date. 
  • By April 10th: send Elle the original email you received from the NPI Enumerator at  [email protected]
  • By June 23rd: Once you reach your current residency program end date, update your NPI location to our program.

• Once you submit your NPI updates, a copy of your NPI confirmation will be sent to Jennifer. Once we receive it, we will send it to you.

• Please keep a copy of your updated NPI enumeration confirmation for your records. You will need this for the rest of your career as a physician.

Due Dates:

• Online Document Completion in IAM Invitation Service: 7 days after receiving the welcome email from the VA
  • Complete the VA IAM Step Completion Form so we know you have completed this part. 

• TMS Training: 7 days after receiving the information to complete the initial course or the refresher
  • Send a PDF copy of your completion certificate to Elle at [email protected].

• Fingerprints: Due May 15th
  • Make sure you complete the Fingerprint Scheduling Form so we know you have scheduled your appointment

• Security Questionnaire: 7 days after receiving the email to complete

• Swear-In Ceremony: Due June 8th
  • When you receive the email to schedule your virtual swear-in ceremony, please do so ASAP.
  • The email will instruct you how and when to schedule this.
  • Complete the VA Swear-In Ceremony Scheduling Form letting us know when your swear-in ceremony is.

VA Contact Info:

• Email: [email protected]
• Phone: 720-723-4026

VA Onboarding Process:

Step 1: The Initial Invitation

• You will receive a welcome and invitation email from [email protected] initiating the VA onboarding process to your personal / non-institutional email (keep an eye on your spam/junk folders)! 

• On the same day this invite email is sent, the VA will send a separate email to you and Elle with instructions. This email will come from [email protected]. If you received this email but not the auto-generated one from [email protected], please respond to the VA letting us know! 
  

• Before following the instructions in the emails you receive, email [email protected] if any of the following apply to you:
  • About to undergo a name change
  • Are a foreign citizen
  • Your first, middle, or last name contains 2 names separated by a space of hyphen
  • Are about to travel outside the USA for an extended period of time

Step 2: Logging-In to the IAM Invitation Service:

• The invite email will contain an access link and your unique invitation code. Once clicking on the access link, you will be directed to create your login account through ID.me, which verifies your identity. 

• Triple check to make sure your information appears correct in ID.me! The goal is to have the account exactly match your identifying documents (passport, drivers license, etc.).

• Once the ID.me account is created, you will use your invitation code to sign in to the IAM Invitation Service and complete the documents apart of your Without Compensation (WOC) packet.

Step 3: Completing the Paperwork

Non-US Citizens may get stuck at this part if you do not have all of your immigration paperwork yet. In order to submit some of the forms, you will need a SSN and your immigration papers. If you are unable to submit due to a lack of either, please keep the VA updated on your status. Let Elle know if you have questions!

There are 6 forms you will need to fill out (typically takes about an hour to complete):

• Initial Worksheet
• Health Professions Trainee Data Collection Form (VA FORM 10-2850D)
• Random Drug Testing Notification and Acknowledgement
• Declaration of Federal Employment (OF 306)
• Appointment Affidavits (SF 61)
• Without Compensation Agreement (FL-10-294)

Information you may need when completing these forms:

• Affiliate Number: University of Colorado School of Medicine
• Program:
  • CAT, HTP, PC, PSTP Trainees: Internal Medicine
  • Prelims (Ophthalmology, PM&R, and other specialties): Internal Medicine
  • Categorical Neurology Prelims at CU: Internal Medicine / Neurology
• Program Start Date: 06/23/2026
• Program End Date:
  • CAT, HTP, PC, and PSTP Trainees: 06/22/2029
  • Prelims (Ophthalmology, PM&R and other specialties): 06/22/2027
  • Categorical Neurology Prelims at CU: 06/30/2030

Detailed information for each form:

If you need to change something on a completed form, click "reset form". If you reset the initial worksheet, this will reset all the completed documents after it.

• Initial Worksheet - It is vital that you make sure your information looks correct on the Initial Worksheet
  • Check spelling, spaces, hyphens, full middle name vs initial, etc.).
  • If your name matches and everything looks correct, digitally sign this document.
  • If you notice ANY errors, stop and utilize the "Notify VA of Identity Changes".
  • When you do this, the form will be locked until the changes are approved by a VA staff member. If you need to take this step, email [email protected] and [email protected] to alert us.

• Health Professions Trainee Data Collection Form (VA FORM 10-2850D)
  • Leave your NPI number blank if you do not have it by the time you are completing this. If you submit without your NPI number, email [email protected] letting them know what your NPI number is when you receive it.
  • Complete all applicable questions and sign digitally.

• Random Drug Testing Notification and Acknowledgement
  • Read document, digitally sign, and date electronically

• Declaration of Federal Employment (OF 306)
  • Your middle name MUST be completely spelled out or say "no middle name". The form cannot be accepted if the middle name is left blank.
  • Complete the questions on the form
  • Digitally sign as an APPLICANT.
  • After your swear-in ceremony, you will be re-sent this form to sign as an appointee.

• Appointment Affidavits (SF 61)
  • Enter your information in the top half of this document only:
    • Appointment Position: Internal Medicine
      • If you are a preliminary intern who matched into Ophthalmology, Neurology or Categorical PM&R, your position might say your PGY2 program rather than Internal Medicine.
    • Department: Department of Veterans Affairs
    • Bureau/Division: Veterans Health Administration
    • Place of Employment: VA Eastern Colorado Health
  • Confirm information and submit document
  • You will sign after your swear-in ceremony as an appointee

• Without Compensation Agreement
  • Confirm information and submit document
  • You will sign after your swear-in ceremony as an appointee

Once you have finished all your forms, you must click SUBMIT!

• If you have completed all your forms, your progress will show as 100%, but until you hit submit, the VA is unable to process your application.

• Complete the VA IAM Step Completion Form so we know you have completed this part. 

Step 4: Account Creation

• Within 1 week of submitting your completed documents, the VA will review your application for account creation.

• If everything checks out, the VA will approve your account for creation which generates your VA email, system access, and TMS account for mandatory online training.

• If there are any problems, the VA will reach out to you.

• You will also get 2 additional emails regarding a security background check and scheduling your swear-in ceremony
  • Your swear-in will be done prior to orientation and will be short and virtual so it shouldn't take much time at all.
  • See Steps 7 and 8 for more details on these two pieces!

Step 5: Required TMS Training

• Once your account has been approved for creation, you will get an email from [email protected] informing you of required training to complete (VHA Mandatory Training for Trainees) or the refresher version to complete in the VA Talent Management System (TMS). 
  • If you have not received an email about how to access TMS within 10 days of submitting your documents, please email [email protected]

• You should also receive a separate email with instructions for how to logon to TMS.

• FYI - if you have ever created a TMS account before, this email will go to whichever email you used to register initially. If you get an email at your med school email, for example, please don't ignore it!

• Scroll down to review more information about logging into TMS and how to download your completion certificate.

• When you have completed your training, please make sure you send Elle a copy of your completion certificate: "Last Name_First Name_TMS"

Step 6: Fingerprints

• Once your account has been approved for creation, the VA will sponsor you for a badge which requires security enrollment and fingerprints.
  • If you have not received an email about fingerprint scheduling (or not required for you) within 15 days of submitting your documents, please email [email protected]

• The VA will send you an email letting you know when you can schedule your fingerprints and how to do so.

• What if you have already done fingerprints?
  • If you have been onboarded at a VA within the past 10 years without a break in service greater than 2 years, you may not need to be re-fingerprinted. The VA will email you if fingerprints are not required. 

• When you get the scheduling link and instructions from the VA:
  • You do not have to complete this in Denver.
  • Make sure you schedule yourself at an approved VA Medical Center location as not all federal facilities can collect and send fingerprints!

• Once you've scheduled your appointment, complete the Fingerprint Scheduling Form so we know you have scheduled your appointment.

• For your fingerprint appointment, bring this information with you:
  • 2 forms of ID – see PIV Acceptable Forms of ID
    • Your two forms of ID must match in how your name appears – i.e. if your middle name is included on one, it must be included on the other
  • SOI Number - VAK7
  • SON Number - 1821
  • Sub-Agency Number - 104535
  • IMPORTANT: If you go to your enrollment/fingerprint appointment and are told your sponsorship is incomplete, call the VA right away! 720-723-4026. If they don’t pick up, call again in 5 minutes. We want to prevent you needing to come back at a future date.

Step 7: Background Investigation

• After Step 4 when your account is approved for creation, you will be sent an electronic invitation from [email protected] to complete a security questionnaire through the National Background Investigation Services electronic application (NBIS eApp).

• It is VITAL that you complete the security questionnaire within 7 days of getting the email! You must also respond to any follow-up questions from VA Personnel Security Staff in a timely manner to move the process forward.

• Please use this Common eApp Error and Mistakes resource to help avoid any errors in completing the questionnaire.

• The depth of background investigation will vary depending on your personal circumstances

Step 8: Swear-In Ceremony

• After Step 4 when your account is approved for creation, you will be sent an email with instructions on how to schedule this short, virtual swear-in ceremony.
  • Please complete theVA Swear-In Ceremony Scheduling Form when you have scheduled this.

• After completing your swear-in ceremony, you will get another email from  [email protected] telling you to log back in to the IAM Invitation Service to sign the OF 306 (Declaration of Federal Appointment), SF 61 (Appointment Affidavits), and the FL-10 294 (Without Compensation Agreement). 

• IMPORTANT: After signing these forms as an “Appointee” (your previous signatures were as a “Applicant”), you must click “Finalize Appointee.”

VHA Mandatory Training for Trainees Course in TMS:

• Once you receive the email from [email protected] to complete the initial or refresher VHA Mandatory Training for Trainees course in TMS, you'll need to either create an account following the instructions sent to you or login to your pre-existing account.

• FYI - if you have ever created a TMS account before, this email will go to whichever email you used to register initially. If you get an email at your med school email, for example, please don't ignore it! You can only have one TMS account (regardless of where the VA you initially were onboarding at is located), so any TMS emails you are getting for onboarding with us regardless of which email they are going to apply. 

• If you do not already have a TMS account:
  • Follow the instructions sent to you to set up an account
  • Once you have created an account, you are to complete the training titled, “VHA Mandatory Training for Trainees (MTT) (VA 3185966)”
  • Upon completion, save a copy of the training certificate. The online system will record that the MTT has been completed

• If you have previously created a TMS account:
  • Log in to your account
  • You’ll receive a message that your SSN already exists in TMS if you try to create an account.
  • You should see an option to complete the "VHA Mandatory Training for Trainees - Refresher" course under the "My Learning Tab" > "To-Do" widget.
  • This is an annual requirement. If you already completed the refresher course this academic year (25-26), download that certificate as you won't be able to retake it until next academic year.
  • Upon completion of the refresher course, save a copy of the training certificate. The online system will record that the MTT has been completed.

• How to Download Your Completion Certificate:
  • Option 1:
    • Log in to TMS
    • Select the User icon next to your name in the upper right
    • Select View Completed Trainings from the dropdown menu
    • Select Completed Work in the lower right side of the page
    • Hover over the Title of the class you would like a certificate printed for
    • Select Print Certificate from the pop-up box
  • Option 2:
    • Log in to TMS
    • From your dashboard select "My Learning"
    • Under the "Learning History" tile, select "View All"
    • Select the course you are looking for and you should be given the option to download your certificate

Non-US Citizens:

• Non-US Citizens are only eligible for PIV-I badges, which are only good for 6 months.

• While you will do a full onboarding at this time, every 6 months you will be re-issued a new badge without going through the full onboarding process.

• The VA will keep track of this and keep you updated in real time about when your badge needs to be renewed.

A few FYIs:

• Do not share your invitation code. Each code is specific to you. Sharing invitation codes will cause incorrect data to populate and will significantly delay your onboarding process.

• Your badging appointment will take place during intern orientation. You do not need to schedule a badge appointment.

• During your badging appointment, you will:
  • Receive your VA badge - immediately after obtaining your badge, go to the Facility Access Office immediately next door to get physical access to the facility added to your badge
  • Access VA system, email and setup outlook and teams
  • Brief CPRS walkthrough
  • Set up signature code
  • Connect to VA trainee landing page for resources during future rotations
  • Set up remote access and be given a secure card reader

Due: April 15th, 2026

Email a PDF screenshot of your parking registration confirmation to [email protected] titled "Last Name_First Name_ DH Parking". Everything else will be submitted in DocuSign.

All of your Denver Health onboarding forms, except for the parking registration (see below) will be sent to you via DocuSign on April 10th, 2026.

• Step 1: Parking Registration 
• Complete parking registration here following these instructions.

• When registering for parking, use your current car information, even if you will be getting new plates, car, etc. after 4/15/2026. Similarly, submit your registration without car information if you will be getting a car later on. You can easily change this during orientation with the parking office.

• Make sure you provide your:
  • CU Employee ID number
  • CU Email

• DO NOT include a personal email address. You need to provide your CU email as personal emails will not be accepted.
  
  
• Please take a screenshot of your registration confirmation (it will look like the below but with your info included) so we have a record. Send to Elle per the instructions above. 

• After registering for parking, you may receive a message from Denver Health noting a space has become available and requesting you respond within 72 hours. This is an automated message set up for any person working at Denver Health. Please DISREGARD and DO NOT RESPOND. You will receive your permit during orientation. 

• Step 2: DocuSign
  • Elle will deliver a DocuSign to your preferred email with the remaining forms you need to complete for Denver Health on April 10th, 2026.

• Complete the designated fields throughout the DocuSign. Two sections require you to review additional forms before signing.
• DocuSign Pages 3 & 4: 
  • Review the Visiting Learner Handbook and DH Code of Conduct
  • Then sign the acknowledgment on page 3 and 4 in DocuSign
• DocuSign Page 5:
  • Review the DH VPN Policy
  • Then sign page 5 in DocuSign

FYIs for You:

• DH VPN and DUO Registration:
  • You won't be able to complete the VPN/DUO steps until your Denver Health account has been created.
  • The DH VPN and DUO Registration Instructions and Citrix Navigation Instructions are for your reference at this time and will be applicable when you are fully onboarded and presenting for rotations.
  • The DH IT team will send an additional email with the same instructions when your VPN access has been granted.

• During Orientation:
  • Denver Health badges and parking tags will be distributed.
  • You'll arrange computer access, complete EPIC training, and complete any required immunizations remaining and drug testing.
  • You will be required to sign a Badge and Parking Permit Acknowledgement Form on-site.
  • Optional - visit language services to register for a language proficiency exam

• Prepare for Upcoming DH Rotations:
  • DH accounts automatically disable after 90 days of no use.
  • You'll need to reactive your DH account 1-2 weeks prior to any rotation.
  • Save the DH Access and Badge Activation Instructions so you can reactive your DH account and access 2 weeks prior to any DH rotations!

Due: April 22nd, 2026

Please complete the below Individualized Learning Plan (based on a modifiable template created by the Alliance for Academic Internal Medicine (AAIM) Learner Handoff Standards Task Force) to help bridge the transition from medical school to residency training. Your answers will in no way affect your clinical schedule or experiences, but rather be utilized to get to know you and to determine ways to best support you during your transition into residency.

• Individualized Learner Plan

• A PDF copy of your ILP will be emailed to you shortly after you submit.

Due: April 22nd, 2026

We recommend that you purchase a white coat. Though you are not required to and you are not required to wear one on rotation, most residents wish to have one for clinic or certain occasions (for example, the housestaff photo we take during orientation) and some wear them frequently. Please know we will not reimburse the purchase of a white coat. 

To order a white coat:

• Complete the White Coat Order Form and send it to [email protected]. 

• After sending your order form, click on the associated link below for the type of coat your ordered to submit payment. 
  • Men's Coat Order Link
  • Women's Coat Order Link

• Make sure you:
  • Choose the same size as what you put on your order form.
  • Choose "FAST In-Store Pickup" and enter "Elle Contreras" as the pick-up person.

• Once you submit your form and complete payment online, your order cannot be cancelled.

Sizing FYIs:

• For women's coats - order a coat size similar to your dress size

• For men's coats - order a coat size similar to your suit size and/or chest size

Naming convention we typically use for white coats:

• First Name, Last Name, Credentials

• Ex: Jane Doe, MD or John Do, DO or Jane Doe MD, PhD

• If you will be undergoing a name change after starting intern year, you may put your current and future last name. For example, "Jane Doe Smith, MD"

Due: April 22nd, 2026

• Coach Preference Form

• By submitting this form, we will be able to set you up with a residency coach. 

Due: April 27th, 2026

Items in this package take a lot of time. Please start early!

This package will be delivered to your personal / non-institutional email address on Tuesday, April 14th from the Graduate Medical Education (GME) office at the following email: [email protected]. 

In order to ensure that this email is received, we recommend you add the MedHub email listed above to your safe sender's list and/or make sure to check your spam/junk mailbox on April 14th.

All instructions, links, and attachments will be included in the online MedHub package.

Once your training agreement has been signed by all parties, you will be able to download in MedHub:

• Login to MedHub » myHome » myProfile » Review Records » Scroll lower left to Training History section  » a link to the "Signed Contract" will populate under each training history instance.

• In the meantime, here is a 2025-26 SOM SAMPLE Training Agreement.

Some FYIs:

• You will be asked to upload USMLE / COMLEX score reports. While you will be asked for both, you only need to upload the score reports for the test you took. GME will waive the other score report request depending on what you upload.

• You won't have access to MedHub when the package is delivered. You can access the package using the link provided in the email from [email protected].

• The canvas modules can take approximately 12 hours to complete. Get started on these early!

• The package has a mix of required actions to complete each section:
  • Completion button: Must review the document and use the completion button to acknowledge you have reviewed and completed the item.
  • Dynamic form: Form you will fill out in the package directly and will be routed for approval.
  • Electronic signature: you will sign directly in MedHub by typing your name exactly as it appears.
  • File upload: Must upload the completed, requested document.

Due: April 27th, 2026

This due date is a recommendation, not a hard deadline.

If you are unable to obtain the Denver Health required immunizations by April 27th (First MedHub Onboarding Package Due) or June 8th (start of intern orientation), that's okay. Denver Health will administer any immunizations you are missing at your intake appointment.

As a resident with the University of Colorado, there are certain immunizations you are required to show proof of having. There are 2 places you will be asked to show proof of immunization:

1. First MedHub Onboarding Package
2. Denver Health Intake Appointment

MedHub Onboarding Package

• You will be asked to provide proof for as many immunizations as you can from a provided list.

• You are not required to provide proof of immunization for all of these.

• This list will include:
  • TB Screening (or prior positive documentation)
  • Hepatitis B S Ab Titer
  • Hepatitis B Vaccine
  • Measles, Mumps, Rubella (MMR) Titer
  • MMR Vaccine
  • Tdap Vaccine
  • Varicella/Zoster Titer
  • Varicella Vaccine/Illness
  • Mask Fit
  • COVID-19 and Boosters
  • Any Other Immunizations

• The first MedHub package is due on April 27th, so we recommend obtaining the required Denver Health immunizations by then (see below)

Denver Health Intake Appointment

• The following immunizations are required in order for you to rotate at Denver Health.

• We highly recommend you obtain these immunizations prior to the start of intern orientation, June 8th, if not by April 27th. 

• If you do not obtain these by then, Denver Health will administer any you are missing during your intake appointment.

• Required immunizations include:

**Titers are okay, you just need to show proof they don't expire**

Due: May 15th, 2026

Do not submit your PDMP enrollment until you have your CO Training License!

After you have submitted your enrollment and been able to successfully login and verify access, complete the PDMP Enrollment Attestation Form so we are aware.

In addition to the materials provided to you regarding the PDMP in the 1st MedHub package, please review the below instructions how to enroll in the PDMP. 

• Visit the official PDMP portal: Colorado PDMP Homepage.

• Register for an account using your license number and other required credentials.
  • PDMP Enrollment Instructions

• Complete any required training or tutorials, these are often linked on the PDMP site under user guides or onboarding materials (you will also received a PDMP overview during orientation):
  • PDMP Trainings Homepage 
  • PDMP Registration and Data Submission Requirements

• Log in and verify access once registration is approved. Submit the enrollment attestation form provided above!
  

Due: June 3rd, 2026

PDF copies of your BLS and ACLS wallet cards should be sent to [email protected] with the following naming conventions:

• Last Name_First Name_BLS
• Last Name_First Name_ACLS

Instructions:

You must have BOTH of your AHA accredited, in-person ACLS and BLS certifications valid through June 2027.

If your certification for either is going to expire before June 2027, then you need to get re-certified now.

• We do NOT provide ACLS/BLS re-certification for you prior to your residency starting, so you will have to pay for your recertification. We do not reimburse for these certifications.

• Please work with your institution or local course offerings to secure in-person BLS and ACLS certification courses.

• If you are unable to secure in-person training from your institution or current location, please email Elle at [email protected]. The University Hospital and Denver Health provide courses and we can send you the course schedule to try and arrange accordingly around housing hunting trips, etc.

What needs to be in-person:

• Many AHA courses run on a hybrid model meaning they do some of the course virtual and then some in-person.

• Hybrid models are okay as long as the skills portion / assessment is in-person!

Due:  June 3rd, 2026

You must submit this with a Colorado address!

Send your completed form to [email protected] titled "Last Name_First Name_W9"

• Once you have a current Colorado address, complete the W-9 Form

• Follow the instructions that begin on page 3.

• Make sure you sign and date at the designated spot on page 1 before sending it to Elle! This is under "Part II - Certification".

• Save this in your Docs Docs folder as you'll need this when you submit for your Colorado Medicaid enrollment on June 23rd.

For questions regarding the W-9 Form, we suggest looking at the IRS About Form W-9 webpage.

Due: June 8th, 2026

This package will be delivered to your personal / non-institutional email address on Tuesday, May 26th from [email protected].

Instructions will be included in the MedHub package directly.

A Few FYIs:

• This package is smaller than the first and requires you to complete 3 items:
  • 2026 Colorado Medical Licensure Information
  • Upload your Colorado Training License Wallet Card
  • Upload your Medical School Diploma (PGY1 only)

• If you will not receive your diploma by June 8th, upload it as soon as you receive it. GME is aware that some Medical Schools release their diplomas at a later date. Please let Elle know if this is the case for you!

• When logging into MedHub, it automatically navigates to the package you were most recently completing. You will need to use the dropdown menu at the top of the page to navigate to the different packages to complete requirements.

Due: June 22nd, 2026

**You won't be able to install this on your personal laptop until you have your CU account information**

In order to access certain applications throughout residency training, you will need remote access to CU's Virtual Private Network (VPN).

FYIs before getting started:

• You will need both your phone and personal laptop to complete

• You will need to be off-campus to set this up!
  

• To avoid getting an error message that you don't have access when trying to open the Access Request Form, you need to either do this in an incognito/private window in your browser or log out of any other Microsoft 365 account you may be automatically logged into on your computer (i.e. a school email) and log in to your CU account.

Instructions:

• First, request access to the VPN by completing the University's Access Request Form
  • Question 1 - select 'personal'
  • Question 2 - select 'Departmental Servers and on-site applications'
  • Hit 'Next'
  • Agree to the Acknowledgement and Submit

• Once you have been given permission to access the VPN, follow these instructions to Download and Install DUO Multifactor Authentication

• After downloading DUO on your mobile device, download and Install GlobalProtect VPN on your personal laptop
  • Scroll down to "GlobalProtect VPN Installation Clients" and choose the link for your laptop operating system)
  • CU Anschutz VPN portal is: amc-vpn.ucdenver.edu

• Once you have installed both DUO and the GlobalProtect VPN, you will be able to access CU resources and applications off-campus. 

• If you are having any trouble with the installation, please review these Training Resources (scroll to the bottom). You can find documents and videos for:
  • Guide to using GlobalProtect with MFA
  • Installation Guides for Windows and Mac users
  • Instructional videos

• To ensure your installation was successful, follow the How to Use VPN when Off-Campus instructions. If it doesn't work immediately for you, please try again in 24-hours.

Due: June 23rd, 2026

Malpractice Letter

This will be needed when you apply for Colorado Medicaid Enrollment in June.

Your malpractice letter will be available in MedHub on May 4th, 2026 if you have a fully signed training contract.

• If your contract has not been signed by all parties before then, GME will upload your malpractice letter as soon as your contract has been approved.

Instructions for how to access your letter:

1. Login to MedHub Home Page: 
   1. https://cuanschutz.medhub.com/ - select "Click here to login with your CUAnschtuz Account"
   2. If you are unable to log in to MedHub, you may not have access yet. You will have access by June if not before.
2. From your MedHub Home Page, select "Review Records" from the Tasks channel. 
3. Scroll down to the Shared Files section and open the Malpractice Confirmation PDF to download.
4. If you have any questions, please contact [email protected]

Due: June 24th, 2026

The final MedHub package will be sent to your CU email address on June 23rd from the following email: [email protected].

You will need to complete 3 items as part of this package:

1. Medicare (PECOS) Enrollment
2. Colorado Medicaid Enrollment
3. GME Cell Phone Form

Because providers are unable to apply for Medicare and Medicaid enrollment until their official start date (June 23rd) the turnaround for this package is very quick (24 hours).

For the Medicaid and Medicare portions, you will need to submit proof of application SUBMISSION for each, NOT proof of enrollment. 

On June 23rd:

• You will receive access to the 3rd MedHub Package. This is also your official first day of internship and the start of basecamp. 

• You will start and submit both your Medicaid and Medicare (PECOS) applications on 6/23. It should take you approximately 15 minutes to start and submit both applications.

• You will also submit GME's cell phone form so they know your cellular communication preference to input into the GME system.

• Elle will send you specific, step-by-step instructions for completing your CO Medicaid enrollment in the morning on 6/23. Please follow these instead of the ones included in the MedHub package. Our instructions contain important information we need you to include for Internal Medicine.

• Once you've submitted both of your applications, upload your proof of application SUBMISSION for each to MedHub and you're done!

One FYI:

• When logging into MedHub, it automatically navigates to the package you were most recently completing. You will need to use the dropdown menu at the top of the page to navigate to the different packages to complete requirements.

You will receive PDF copies of your official enrollment approval letters for each application about 10-14 days after. When you receive them, please send each to Elle with the following naming conventions:

• Medicaid Letter - "Last Name_First Name_Medicaid"
• Medicare Letter - "Last Name_First Name_Medicare