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
• VA Without Compensation (WOC) letter
• 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.

• CU SOM Badging Information - 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 2nd.
  • 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). 

CU Parking:

• GME nor the residency program pays 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.  

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 7th, 2025

• 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 7th, 2025

Once you receive your alternate number, please submit the Alternate Phone Number Creation Form.

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

• 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.

• We are recommending everyone get a second number that is not your personal cell number (please know you are welcome to use your personal number if that is your preference)

• There are multiple ways to do this, but our recommendation is to get a Google Voice number.

Our recommendations are:

• #1 recommended option - install Google Voice on your phone 
  • The advantages are many but it is free, it is easy to do, and is very controllable on the back end…easy to silence alerts to separate life from work, easy to modify alerts based on urgency.
  • Also, the number can be changed one per year per Gmail address you are associated with to help with privacy.

• #2 recommended option - activate the eSim functionality on your phone.
  • This will allow you to get a second number on your phone – like having “two phones” but they ring to one device.
  • We are not sure of any/many advantages over Google Voice (other than not having to go through Google…depending how you feel about them) but it is basically like having another line on your existing phone.
  • This is not free (you have to activate another line on your phone…about $10-15/month, depending on your carrier) but then you can use it just like you use your current line.

Tips Sheet/How to Make this Happen:

To set up a Google Voice number as your primary contact number,

• Go to the App Store on your phone and download Google Voice
• Sign in to your Google Account (any of your Google accounts will work; you can get one number per account)
• Review the Terms of Service and Privacy Policy. Click Continue
• You can search for available numbers by city or area code
• Next to the number you want, click Select.
• Follow the on-screen instructions from there.
• For general help, click here

To activate an embedded sim card (eSim) on your phone:

• First, check to make sure your phone is eSim capable - google search "eSim capable (insert your phone type)" to find out. Almost all smartphones are capable of this technology. 

• Click on the link that pertains for your phone/service type for instructions. If your phone and/or service type are not listed below, please google instructions for your specific phone/servicer
  • iPhone
  • Samsung
  • Google Pixel
  • Verizon
  • AT&T
  • T-Mobile

   

For your review if interested:

• CU SOM Bring Your Own Device (BYOD) Policy

• BYOD Frequently Asked Questions

Due: April 11th, 2025

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 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 and select 'Don't Have an Account - Register".
  • 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 26th, 2025.
  • 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 9th, 2025. 

• 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 26th, 2025.
  • 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 9th, 2025. 

• 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. Please let Elle know if this applies for you.

• 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 11th, 2025

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 IMRP-Recruitment@ucdenver.edu 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 11th: send Elle 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.

• 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

• Fingerprints: May 9th
  • 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

VA Onboarding Process:

Step 1: The Initial Invitation and Logging-In to the IAM Invitation Service:

• You will receive a welcome and invitation email from MVI.System@va.gov 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 mass email out to all of the IM incoming class with instructions. If you receive this email but not the welcome and invitation email from MVI.System@va.gov,please let Elle know ASAP!
  

• The invite email will contain an access link and your unique invitation code.

• You will use the access link 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 2: Completing the Paperwork

There are 6 forms you will need to fill out:

• 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

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 and other specialties): Internal Medicine
  • Categorical Neurology Prelims at CU: Internal Medicine / Neurology
• Program Start Date: 06/23/2025
• Program End Date:
  • CAT, HTP, PC, and PSTP Trainees: 06/22/2028
  • Prelims (Ophthalmology and other specialties): 06/22/2026
  • Categorical Neurology Prelims at CU: 06/30/2029

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 VHAECHAcademicAffiliations@va.govand IMRP-Recruitment@ucdenver.edu 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.
  • 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 during orientation, 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: Resident
    • Department: Department of Veterans Affairs
    • Bureau/Division: Veterans Health Administration
    • Place of Employment: Rocky Mtn. Regional VA
  • 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 3: 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.

Step 4: Required TMS Training and Fingerprints

Talent Management System (TMS) Training

• Once your account has been approved for creation, you will get an email from MVI.System@va.gov informing you of required training to complete (VHA Mandatory Training for Trainees) or the refresher version in TMS. 

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

• When you receive this email regarding completing TMS training, this is your sign to go ahead and schedule your fingerprint appointment. 

• 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"

Fingerprints

• Once your account has been approved for creation, the VA will sponsor you for fingerprints.

• DO NOT schedule until you have received the email regarding TMS training or otherwise received communication from the VA.

• Scheduling Link and Fingerprint Scheduling Instructions
  • Make sure you use an approved VA Medical Center location from the scheduling link above 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 - 182
  • Sub-Agency Number - 104535

Step 5: Background Investigation

• After Step 3 when your account is approved for creation, you will be sent an electronic invitation to complete a security questionnaire through the National Background Investigation Services electronic application (NBIS eApp).

• 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

• 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.
  

VHA Mandatory Training for Trainees Course in TMS:

• Once you receive the email from MVI.Systems@va.gov 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.

• Remember, this email, whether it be to set up an account or login to your pre-existing account, is your official go-ahead to schedule a fingerprint appointment as well!

• 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 (24-25), 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 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 20th, 2025

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 20th, 2025

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. 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 "Jennifer Weber" 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, you may put your current and future last name. For example, "Jane Doe Smith, MD"

Due: April 20th, 2025

• Coach Preference Form

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

Due: April 20th, 2025

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, except for the parking registration (see below) will be sent to you via DocuSign on April 11th, 2025.

• 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 4/20/2025. 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 add in your CU Employee ID number provided to you when you received your CU email address.

• 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 11th.

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

• 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 28th, 2025

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 Friday, 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 spam/unk mailbox on April 18th.

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 do-not-reply@medhub.com.

• 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 28th, 2025

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

If you are unable to obtain the Denver Health required immunizations by April 28th (First MedHub Onboarding Package Due) or June 9th (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 28th, 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 9th, if not by April 28th. 
• 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: June 2nd, 2025

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 2026.

If your certification for either is going to expire before June 2026, 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 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.

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 2nd, 2025

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 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.

Due: June 9th, 2025

This package will be delivered to your personal / non-institutional email address on Tuesday, May 27th from do-not-reply@medhub.com.

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:
  • 2025 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 9th, please 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, 2025

**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:

• 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
  • CU Anschutz Medical Campus VPN portal is amc-vpn.ucdenver.edu 

• 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, 2025

Malpractice Letter

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

Your malpractice letter will be available on May 5th, 2025 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.

Due: June 24th, 2025

The final MedHub package will be sent to your CU email address on June 23rd 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 (24 hours).

You will need to submit proof of application SUBMISSION for each, NOT proof of enrollment. 

On June 23rd:

• You will receive access to the Medicaid and Medicare Enrollment 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.

• 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