Transitioning to Clinical Training

For students who are about to finish or have just finished Phase 1 of the curriculum.

Congratulations on completing Phase 1 of medical school! You’ve successfully completed your pre-clinical training. To date, you have felt like a traditional student, going to class and practicums–that all changes now. You are part of the clinical team now, a professional who comes to work each day, trying to make a difference in the lives of your patients while you learn about medicine on the job. Your clerkships will expose you to key areas of medicine that are critical to know, regardless of your ultimate career choice. It is a great time in your careers and each day will be filled with something new.

This page will connect you with mandatory logistical information to make sure you’re prepared for Phase 2. Please review all areas to ensure you’re ready for Orientation to Clerkships (OTC), Transitions 2 (T2) and Phase 2 overall.

“When I look back at what I loved most about medical school it was the clerkship years. This was the first time I felt like I was doing work that moved me closer to my goal: Becoming a physician.”

avatar

Esteban Ramirez, DO

Clinical Assistant Professor of Medicine, IU School of Medicine-West Lafayette

Mandatory Compliance Tasks to Complete Before Phase 2

Students must complete various credentialing tasks before beginning clinical duties in Phase 2. It is critical that students review requirements for each component to ensure they schedule adequate time to complete all tasks before deadlines. Completing credentialing requirements is an important part of clinical duties that will continue during residency and as an attending physician.

Timeline Overview

Students should prioritize VA and BLS onboarding completion prior to Transitions 2. The other compliance tasks are due before clerkships begin; these tasks can be completed during built-in Transitions 2 time or prior to the start of Transitions 2. Please see each task’s details to determine an appropriate timeline for your schedule. Some appointments may need to be made in advance to fulfill health testing requirements etc.

VA Onboarding

Mandatory: Review Important Overview Information before beginning the steps.

Important Overview Information
  1. Timeline: Students must start this process a minimum of 25 days, but no more than 45 days before the start date of a clerkship/elective for which you are scheduled to rotate at the VA. Steps 1-8 must be completed before the start of your rotation.

Notes:

  • If you do not complete the entire VA onboarding process before you are scheduled to begin a rotation for any of the clerkships or electives that utilize the VA (listed below), the completion of your clerkships or electives may be delayed.
  • Please work with the Indianapolis VA Education Office to complete the Onboarding process. The Education Office should be your primary point of contact, not the VA IT Department or VA Personnel in other departments.
  1. Who needs to complete onboarding and when:
    • Students who will be in Indianapolis during Phase 2 or 3 for any of the following rotations:
      • Phase 2: Anesthesia, Surgery, Neurology, Psychiatry, Internal Medicine
      • Phase 3: Medicine Sub-Internship, Emergency Medicine and Electives in Anesthesia, Surgery, Neurology, Psychiatry, Internal Medicine, and Emergency Medicine
Step 1: Email the VA
  1. Email the VA at INDVAAffiliateGroup@va.gov and provide them the following information so they are aware you are starting the process and can guide you through the steps: :
    • Class year
    • Phone number
    • Have you rotated through and/or established an account at a VA facility before? If yes, where was this facility located?
    • When does your rotation start?
      • You will need to complete the onboarding process even if you are only working at an outpatient clinic on occasion during your rotation.
Step 2: Complete the TMS Training Module
  1. Complete the online TMS training module
  2. Print all three certificates (listed below) to verify completion of the module. You will need to save these documents for Steps 4-6. Make note of the completion date of these modules, as you will need this information following Step 8.
    • VHA Mandatory Training for Trainees
    • Privacy and HIPAA Training
    • VHA Mandatory Training for Trainees Refresher
Step 3: Complete the following forms:

Complete the documents listed below. You are required to fill out all pages; if there is a section that does not apply to you, simply leave it blank. You will need to save these documents for Steps 4 – 6.

  1. Demographics and In-Process Checklist
  2. Declaration for Federal Employment
  3. Drug-Free Workplace Random Testing Acknowledgment for HPTs
  4. VA Form 10-2850D: Application for Health Professions Trainees
  5. Fingerprint Request Form
Step 4: Complete the following, in order to complete steps 5 &6:

Fingerprinting in Indianapolis: 

  1. If you are completing Step 5 & 6 (fingerprinting and background check) in Indianapolis, please skip to Step 5.
    • Note: You will bring the forms and certificates from Step 2 and 3 with you in-person to that appointment.
  2. Fingerprinting outside of Indianapolis:
    • If you are completing Step 5 & 6  (fingerprinting and background check) outside of Indianapolis, you will need to mail the forms and certificates from Step 2 and 3 to the Indianapolis VA at least 10 days BEFORE fingerprinting in order to ensure your documents are received before scheduling your appointment (step 5).
      • Indianapolis VA mailing address: Richard L. Roudebush VA Medical Center, 1481 West 10th Street, Indianapolis, IN 46202, ATTN: EDUCATION DEPARTMENT
    • Note: Documents must be mailed to the Indianapolis VA at least 10 days BEFORE fingerprinting, even if you are completing the fingerprinting and background check at a VA facility outside of Indianapolis.
    • IMPORTANT: If mailing in documents, please use an 8×11 envelope. DO NOT FOLD DOCUMENTS.
Step 5: Schedule an appointment for fingerprinting and a background check:

Note: It takes 15 days for an account to be created after fingerprints have been adjudicated (following Step 6). Please plan accordingly in scheduling the fingerprinting appointment. Trainees will not be allowed to begin their VA rotation until all steps of the onboarding process are complete. Failure to complete all steps of the Onboarding process may delay the start of your clerkships.

  1. For students coming to the Indianapolis VA:
    • Please email INDVAAffiliateGroup@va.gov to set up an appointment. 
      • Appointments are scheduled Monday-Friday 7:30 am-3:30 pm.
      • To make the scheduling process more efficient, please note on this scheduling email the days that you are unavailable.
  1. For students outside of Indianapolis:
    • Students outside of Indianapolis may go to another VA Facility.
      • Please refer to this document that includes a list of VA facilities that offer fingerprinting services.
      • Students must provide the SOI and SON codes below to the VA facility to ensure prints are digitally sent to the VA in Indianapolis.
        • SOI #VAB8
        • SON #1315
      • After fingerprinting, students should email the VA at INDVAAffiliateGroup@va.gov and provide the following information:
        • Full Name (first, middle, last)
        • Fingerprinting date
        • Where you completed the fingerprinting
        • Phone number for the VA to reach you.
Step 6: Fingerprinting and background check:

This step will take approximately 30 minutes. Consider bringing phones/study material in case the system is running late.

  1. You must bring the following documents to the appointment: 
  2. Location for fingerprinting appointment at the VA:
    • Indianapolis: Education Department located in the basement of the C-wing; Room C-B094 in the Richard L. Roudebush VA Medical Center, 1481 West 10th Street, Indianapolis, IN 46202
    • Outside of Indianapolis: See Step 5 for location recommendations.
  3. After appointments in Indianapolis, students receive instructions for the next steps, along with a list of sponsors.
Step 7: Receive email notification confirming background check is clear:

Once you receive an email notification from the VA confirming that your background check is clear, you may proceed with Step 8. You should have already received instructions for Step 8, as well as a list of sponsors, at your “Fingerprinting and Background Check” appointment.

Note: This verification only applies to the individual student receiving it, and cannot be used by other students completing the VA Onboarding process. All students must start with Step 1 and complete all steps.

Step 8: Obtain PIV badge and computer access
  1. Timing and location considerations:
    • This step must be completed within 90 days of fingerprinting. Otherwise, the fingerprinting step must be repeated. However, DO NOT pick up your badge more than 30 days before the start of your rotation.
    • This step must be completed at the VA in Indianapolis.
    • This step takes approximately 1-3 hours to complete.
    • Recommended hours to visit the VA are between 8 AM – 3:30 PM.
  2. You must bring two forms of unexpired government-issued ID with you to this appointment. (School-issued ID’s are no longer a valid form of ID)
  3. Instructions for completing Step 8 (must be done in this order):
    • Go to the IT Help Desk to set up your VA computer account (Room C-B056).
    • Contact your sponsor (email or phone) via Sponsor list provided by VA.  It is recommended that you contact a Sponsor the day before you are planning to go to the VA to complete the final steps.  Inform the Sponsor that you will be in the building tomorrow to complete your final steps and would like to meet for sponsorship.
    • Take two forms of unexpired government-issued ID when you meet your sponsor (School-issued ID’s are no longer a valid form of ID).
    • Report to Police Services to take your picture for your VA PIV badge (Building 21 behind the main building). The PIV representative will inform you when to return to pick up the badge.  You must pick up your badge to be at the VA. IMPORTANT: Please do not pick up your badge more than 30 days prior to your rotation start date at the VA.

Note: Once all steps are completed your access will be valid for one year from the date of the completion of the TMS modules; however, if you complete a rotation, but are returning later within that 365-day window, YOU MUST CONTACT THE VA EDUCATION DEPARTMENT 20 DAYS PRIOR TO RETURNING TO ENSURE ACCOUNT ACCESS. Students must take note of the completion date of their TMS Training modules because they will complete these modules every year, otherwise, their VA access will be terminated until modules are completed.


Basic Life Support

Details

Students are encouraged to keep their Basic Life Support certification active and can complete this task at any time. Students do not need to wait to receive AY 19-20 compliance notifications from MedHub to go ahead and get it taken care of.

BLS certification typically lasts two years. Because many students first complete BLS training at the beginning of medical school, many students’ certifications will be expiring around the start of Phase 2.


TB Test

Details

Coordinate getting a TB test by contacting Campus Health.

TB tests are typically valid for one year.


Fit Test

Details

FIT-testing is a procedure that determines what respirator model and size is appropriate to provide protection from tuberculosis (TB). Trainees should get annual fit tests when working in clinical environments.

Set up an appointment: Contact Campus Health to set up a time for test time. Fit-testing typically takes about 15 minutes.

Fit tests are typically valid for one year.


OSHA

Details

Complete the OSHA training.

Training is typically valid for one year.


HIPAA

Details

Complete the 2019 HIPAA training.

Training is typically valid for one year.


IU Health Modules (Including Cerner)

Details

Complete the modules on IU Health’s website.

Training is typically valid for one year.


FAQs

Will I have to complete additional requirements to the mandatory requirements above?

Yes. You may have to complete additional EMR modules for any clinical sites you work in. Additionally, each clinical site may have unique requirements. The clerkship coordinator will provide all students this information prior to the start of rotation.

How will I know who my clerkship coordinator is?

This information can be found in the syllabus for the clerkship.  This document is located on the home page of the Canvas site.