Requirements for Initial Housestaff Appointment
- Checklist for Initial Housestaff Appointment
- Checklist for Initial Clinical Psychology Appointment
- Supplemental Application for New Housestaff
Clinical Department Responsibilities
1. Letter from clinical department chair requesting appointment of new housestaff member, including:
- Specific housestaff staff title (resident, fellow, etc.)
- For fellows, division/subspecialty designation
- Dates of appointment -- limited to one year only
- Statement regarding the applicant's physical and mental health
2. Housestaff application form, completed by the applicant:
- Responses to all sections must be complete
- Must include picture
3. Curriculum Vitae:
- All periods from graduation to present must be specified
- For any periods not accounted for on the CV, the applicant is responsible for providing details. If, during any of this time, the applicant was not in training or employed, he/she must document his/her activities in writing. (This is often true for foreign medical graduates who take time off to study for board exams or to secure ECFMG certification.)
4. Documentation of medical education:
- Original Dean's letter (now titled Medical Student Performance Evaluation - MSPE). Note that 'Dean's letters' often are written prior to graduation and, therefore, do not contain the date of graduation.
- Original Transcript
- Document a. or b. above must specify date of graduation (exception - see #10 below)
- Foreign medical graduates often are unable to secure original documents in a timely manner for credentialing purposes. Therefore, if necessary, notorized copies of original Dean's Letter and Transcript will be accepted.
5. Documentation of all periods of graduate medical education (residencies and fellowships). Acceptable documentation includes:
- Notarized copy of training certificate, or
- Letter of recommendation from program director specifying inclusive dates of training.
6. Verification of all non-training clinical activities:
- Original documentation from locations of non-training employment/practices (hospitals, practices, etc.). The General Reference Form may be used to secure this information.
- Statement from applicant for any period since medical school graduation not covered under #5 or #6a
7. Two letters of recommendation:
- Must be originals
- At least one statement of the applicant's physical and mental health
- At least one must be provided by person with/for whom applicant has worked during past year. Must be from program director if applicant is coming from another training program.
Note: The GME Office will send a recommendation form in the employment packet which, if returned, will provide one letter meeting both the health statement and the program director/supervisor requirements.
8. Proof of Virginia licensure, temporary or permanent, if applicable: must be copy of the valid license indicating expiration date.
9. Original documentation from all residency training programs of liability coverage and claims history for applicants beyond the PGY 1 level:
- Statement from all past carriers on past claims/actions occurring during the past ten years, must include inclusive dates of coverage. Practitioners who are or have been defendants in medical malpractice actions must submit a letter from the attorneys who are/were assigned to represent the practitioner in the malpractice actions. The letter must address:
- current status of malpractice case
- practitioner's role in alleged negligent actions
- whether expert reviews of the practitioner's care have been obtained and the general substance of those reviews
- anticipated trial date or expection of settlement
- Certificate of insurance for current liability insurance coverage, including inclusive dates of coverage
- Certificate of insurance for future liability coverage if applicant will be covered by non-Uva Health Systems carrier during appointment
10. Copy of USMLE transcripts.
11. For foreign medical graduates: Copy of valid ECFMG certificate. Pay particular attention to English test date. See Guidelines for Appointment of Foreign Medical Graduates.
Graduate Medical Education Office Responsibilities
12. For June/July intern (PGY 1) appointments:
- Proof of graduation directly from the medical school.
- Original documentation of liability insurance coverage and claims history.
13. Secure Supplemental Application (confidential questions) and Release Statement from applicants.
14. Secure Recommendation Form (sent with employment packet), signed by program director/supervisor and containing health statement, from applicant.
15. Secure temporary Virginia medical training licenses.
16. Query the National Practitioner Data Bank (NPDB and the Healthcare Integrity and Protection Data Bank (HIPDB), for non-PGY 1 applicants only.
17. Query the Department of Health and Human Services Office of Inspector General (OIG) website.
18. Query the General Services Administration (GSA) website.
Prior to authorizing that applicant may begin working, the GME Office will:
19. Secure results of pre-employment drug screening from Occupational Health.
20. Secure results of Criminal Background Check from Medical Center Human Resources.
21. Secure transcript reflecting completion of required training modules (completed on-line through NetLearning Web Education) and proof of completion of other required instruction (Universal Precautions, Health System Compliance). See Mandatory Training Requirements.