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 "Doctors 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
• VA Without Compensation (WOC) letter
• VA Talent Management System (TMS) Certificate
  • Tthis is an annual requirement so will need to keep hold of the most up-to-date certificate*
• COVID-19 Vaccine Card
• 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 TinyScanner App which seamlessly converts images to PDFs.

GME Forms:

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

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

Malpractice Letter

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

You won't have full access to MedHub until June, at which point you can download your letter.

• Instructions for how to access your letter:

1. Login to MedHub Home Page: https://passport.ucdenver.edu/login.php
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.

Maps:

• Anschutz Medical Campus
  • The University of Colorado Hospital is located on the Anschutz Medical Campus

• Denver Health Medical Center

• Rocky Mountain Regional VA Medical Center

• Interactive Map of the Anschutz Medical Campus
  • You can specifically tailor the map to look and move in certain ways depending on how you'd like to view campus. 

Additional Resources:

• UCH Scrub Retrieval and Return Instructions

• CU SOM Helpful Badging Information
  

CU Account Info (Email, Username, etc.)

• GME will send you information regarding your CU Anschutz account (employee ID, Username, CU Anschutz email address, and instructions for how to claim your account) to your personal email address.
• This should be sent to you by April 15th.
  

Benefits Enrollment

• You will be able to enroll in benefits on your start date, 6/23/2023. 
• Any benefits you enroll in will begin on 7/1.
• You must enroll within 31 days or your coverage will default to "Medical Coverage for Resident" which is a High Deductible Health Plan.

Paychecks

• As an employee with the University of Colorado, you will be paid monthly (on the last business day of the month.
• You will receive your first full paycheck on 7/28/2023.
• During orientation, you will be paid $50 per day.
• You will receive an 'off-cycle' payment in July for 6/12 - 6/30 which includes orientation time and the official start of training.

Due: April 7th, 2023

• 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 media!

Due: April 14th, 2023

Email a PDF copy to IMRP-Recruitment@ucdenver.edu with the naming convention: “Lastname_FirstName_COTrainingLicense”

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

• To apply for your training license, open the link to the Training License Application
  • 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 no-reply@www.colorado.gov. 

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 22nd, 2023.
  • 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 12th, 2023. 

• Identifying the Program:
  • In the "Enter the name of the program into which you have been accepted" portion, please list "University of Colorado Internal Medicine Residency Program".
  • Select "Categorical" for training license

• 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 22nd, 2023.
  • 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 12th, 2023. 

• Identifying the Program:
  • In the "Enter the name of the program into which you have been accepted" portion, please list "University of Colorado Neurology Residency Program". 
  • Select the appropriate corresponding license for your Neurology training license

• 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

NOTE: 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.

Due: April 14th, 2023

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 to add to MedHub.

• 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 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 IMRP-Recruitment@ucdenver.eduif 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 14th: send us the original email you received from the NPI Enumerator at  customerservice@npienumerator.com
  • 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 to add to MedHub.

• 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: April 14th, 2023

The VA Without Compensation (WOC) Packet will be sent to your personal email as a DocuSign from Elle on March 23rd.  

Please review the below documents and have them readily available when you work on your WOC Packet. 

Talent Management System (TMS) Account Set-Up and Training Completion:

• You must complete the TMS training prior to starting your WOC packet and will need to upload the pdf training certificate you receive before you can proceed further.
  • Make sure you upload the most up-to-date certificate!

• To set up an account, follow the Talent Management System Instructions
  • Put down today's date for “start date” if you are setting up a TMS account for the first time.

• After successfully setting up your account complete the required "VHA Mandatory Training for Trainees" course.

• If you already have an active TMS account:
  • Log in to your account and 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, download that certificate as you won't be able to retake it until next academic year.
  • TMS Help Desk
    • If you need help logging in, transferring account, etc., please contact VHAECHTMSHelpDesk@va.gov with the subject line - "Help with TMS Account"

WOC Packet Completion in DocuSign

• WOC Packet Completion instructions will be uploaded as soon as they are available. 

• You don't need to include your training license info but must include your NPI number. Do not submit without an NPI number. 

• Even if you have an active VA Badge, please still complete the verification of certificate of naturalization if it applies.

• When you get to the Local Policy Acknowledgement section in the WOC Packet, please review the Local Policies 2023 document before signing.

• When you complete, you will be issued a PDF copy of your WOC Packet. Your WOC Appointment Letter is the last two pages of the packet and an electronic copy must be brought with you to your badging appointment during orientation. Please save an electronic copy or take a picture with your phone.

Due: May 12th, 2023 (schedule your appointment early!)

Important Details on Scheduling Fingerprint Appointments:

• Fingerprints must be completed at a VAMC facility by Friday, May 12th, 2023.

• Fingerprints must be collected prior to your VA badging appointment which will take place during orientation.

• You do not need to schedule a fingerprint appointment if you have an active VA badge with an expiration date anytime after 6/23/2023.

How to Schedule an Appointment: 

Follow these VA Fingerprint Scheduling Instructions to schedule an appointment either in Denver or out of state.

• Once you have scheduled your appointment, complete this scheduling confirmation form letting us know when your appointment is.

• If you are completing your appointment out of state, you must complete the Courtesy Fingerprint Request Form and take it with you to give to the VA office that will process your fingerprints.
  • Send a copy of your form to IMRP-Recruitment@ucdenver.edu titled "Last Name_First Name_Courtesy Form"
  • The SOI Code is VAK7, and SON Code is 1821. These codes identify our facility so that fingerprints can be transmitted correctly to us.

• Once you have completed your appointment:
  • Email VHAECHAcademicAffiliations@va.gov and copy in IMRP-Recruitment@ucdenver.edu with the subject line "Fingerprints Complete"
  • Include your name, CU program, and date of fingerprint appointment. 

Preparing For Your Fingerprint Appointment:

• You will need to bring 2 forms of ID - see PIV Acceptable Forms of ID

• Your two forms of ID must match in regards to how your name appears - i.e. if your middle name is included on one, it must be included on the other. 

• If your appointment is in Denver, please see the Rocky Mountain Regional VAMC Map for office location and parking directions.

Due: April 23rd, 2023

Per our institution's requirements, all trainees will be required to be fully vaccinated prior to starting residency training and orientation.

Instructions:

• Review the CU COVID-19 Vaccination Policy

• In the New Resident Onboarding and Modules Package in Medhub, you'll be asked to complete the University's vaccine verification online.

• In the meantime, please complete our attestation form letting us know your vaccination status.

Due: April 23rd, 2023

The Individualized Learner Plan (ILP) was designed and implemented by the Alliance for Academic Internal Medicine (AAIM) Learner Handoff Standards Task Force to help bridge the transition from medical school to residency training. We participated in their pilot study last year and found the information provided useful in making sure we provide helpful mentorship and curricular experiences to our trainees. 

Your answers will in no way affect your clinical schedule or experiences. This will be used to help us make sure we are best helping you become the doctor you want to be.

• Complete the ILP online
  • We recommend you complete this with a faculty mentor, but it is okay to submit on your own

Due: April 23rd, 2023

We recommend that you purchase a white coat by orientation. 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 so we encourage everyone to get one before orientation. 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 sm8135@bncollege.com. 

• After sending your order form, you will be sent a link to complete payment. Make sure you choose "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 canceled.

Please note the 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, you may put your current and future last name. For example, "Jane Doe Smith, MD"

Due: April 23rd, 2023

Please complete the online mentoring form so we can set you up with a residency coach. 

Due: April 23rd, 2023

Email a PDF screenshot of your parking registration confirmation to IMRP-Recruitment@ucdenver.edu titled "Last Name_First Name_ DH Parking". Everything else will be submitted in DocuSign.

All of your Denver Health onboarding forms will be sent to you via DocuSign on April 14th, 2023. Should your CU account information become available sooner than this date, we will release the Denver Health DocuSign earlier.

Once we send you the DocuSign to complete, we will upload all of the instructions here.

During Orientation:

• Denver Health badges and parking tags will be distributed.

• Computer access will be arranged.

• You will be required to sign a Badge and Parking Permit Acknowledgement Form on-site.

DUE: May 1st, 2023

**Items in this package take a lot of time. Please keep this in mind and start early!**

This package will be delivered to your personal email address on Tuesday, April 18th from the Graduate Medical Education (GME) office at the following email: do-not-reply@medhub.com. 

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 junk mailbox on April 18th.

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

Due: June 2nd, 2023

PDF copies of your BLS and ACLS wallet cards should be sent to IMRP-Recruitment@ucdenver.edu 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 2024.

If your certification for either is going to expire before June 2024, then you need to get re-certified now.

• We do NOT provide ACLS/BLS re-certification for you, 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 let Elle know at IMRP-Recruitment@ucdenver.edu. 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.

Due: June 2nd, 2023

Send your completed form to IMRP-Recruitment@ucdenver.edu titled "Last Name_First Name_W9"

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

• Follow the instructions on page 3.

• Make sure you sign at the designated spot on page 1 before sending it to us!

Due: June 11th, 2023

This package will be delivered to your personal email address on Tuesday, May 30th from the GME office at the following email: do-not-reply@medhub.com.

Instructions will be included in the MedHub package directly.

DUE: June 22nd, 2023

**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).

You will need both your phone and personal laptop to complete the following instructions:

• Download and Install DUO Multifactor Authentication

• Download and Install GlobalProtect VPN on your personal laptop (choose the instructions depending on your type of laptop):
  • Linux Users - VPN Installation Instructions
  • Mac Users - VPN Installation Instructions
  • Windows Users - VPN Installation Instructions

   

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

• 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.

• If you are having any trouble with the installation, please email Elle at IMRP-Recruitment@ucdenver.edu. 

DUE: June 23rd, 2022

The final MedHub package will be sent to your CU email address on June 22nd from the following email: do-not-reply@medhub.com.

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 (about 48 hours).

On Thursday, June 22nd:

• You will receive access to the Medicaid and Medicare Enrollment package in MedHub.
  • You'll only start your CO Medicaid enrollment application on 6/22. You won't submit until 6/23. 
  • You'll start and submit your Medicare (PECOS) enrollment on 6/23.

• Elle will send you specific, step-by-step instructions for completing your CO Medicaid enrollment that morning. 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. 

• You will start the CO Medicaid enrollment application in-person with Elle and Jennifer on June 22nd after a mandatory orientation training.

• Save all of the tracking information you receive when saving your application progress (this will allow you to easily resume on 6/23).

• DO NOT SUBMIT YOUR APPLICATION.

On Friday, June 23rd:

• This is your official first day of internship and the start of basecamp. We know the day will be very busy for you, but due to the pre-work you did on June 22nd, the final submission of each application should only take a total of 15-20 minutes. 

• At some point during the day, you will need to:
  • Start and submit your Medicare (PECOS) enrollment following the instructions provided in the MedHub package.
  • Resume and submit your application for Medicaid following the instructions Elle will send you that include changing your start dates in the appropriate sections and uploading applicable documents.

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

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"