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 complete all seven steps; this can take up to eight weeks to complete. If you do not complete this process in a timely manner, the completion of your clerkships may be delayed.
  2. 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 and Electives in Anesthesia, Surgery, Neurology, Psychiatry, and Internal Medicine
Step 1: Email the VA
  1. Email the VA at INDVAAffiliateGroup@va.gov to let them know that you are starting the process of onboarding. Please provide them the following information so they may guide you through the process:
    • 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 and/or will you be assigned to an Outpatient Clinic(s)?
      • 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 and Forms
  1.  Visit the TMS training module
    (Please make note of the completion date of these modules).
  2. Print all three certificates listed below for TMS online training completion. You will need to save these documents for Step 3.
    • VHA Mandatory Training for Trainees
    • Privacy and HIPAA Training
    • VHA Mandatory Training for Trainees Refresher
  3. Fill out 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 Step 3.
Step 3: Share Printed Copies of all Forms From Step 2 with the VA
  1. If you are completing Step 4 (fingerprinting and background check) in Indianapolis, you will bring the forms and certificates from Step 2 with you in person to that appointment.
  2. If you are completing Step 4 (fingerprinting and background check) outside of Indianapolis, you will need to mail the forms and certificates from Step 2 to the VA.
    • Indianapolis VA Address: Richard L. Roudebush VA Medical Center, 1481 West 10th Street Indianapolis, IN 46202, ATTN:  EDUCATION DEPARTMENT
    • Note: Documents must be mailed at least 10 days BEFORE fingerprinting.
Step 4: Schedule an Appointment for Fingerprinting and a Background Check

If you have mailed your documents to the VA, please wait 10 days after mailing to reach out to the VA for scheduling an appointment. This will ensure that the VA receives your documents.

  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.
  2. Students outside of Indianapolis may go to another VA Facility. If there is no VA in the area, then students can go to a local Federal facility that offers fingerprinting services (check with local federal buildings or post offices.). 
    • Students must provide the SOI and SON codes below to the federal facility to ensure prints are digitally sent to the VA.
      • For VA facilities outside of Indianapolis:
        1. SOI #VAB8
        2. SON #1315
      • Other federal facilities:
        1. SOI #VAB8
        2. SON #1315
        3. OPAC #36001200
    • After fingerprinting, students should email the VA at INDVAAffiliateGroup@va.gov the following information:
      • Full Name (first, middle, last)
      • Fingerprinting date
      • Where you completed the fingerprinting
      • Best phone number for the VA to reach you at
Step 5: Fingerprinting and Background Check

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

  1. Documents that you must bring with you to your appointment:
    1. Two forms of unexpired government-issued ID. (School-issued ID’s are no longer a valid form of ID). 
    2. Copies of your TMS training certificates (completed in Step 2)
      • VHA Mandatory Training for Trainees
      • Privacy and HIPAA Training
      • VHA Mandatory Training for Trainees Refresher
    1. The following completed documents. You are required to fill out all pages; if there is a section that does not apply to you, simply leave it blank. **COMPLETE THESE BEFORE YOU GO TO YOUR APPOINTMENT**
  1. 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
      1. Parking instructions for the Indianapolis VA
    • Outside of Indianapolis: See part two of Step 4 for location recommendations.
  2. After appointments in Indianapolis, students receive instructions for the next steps along with a list of sponsors.
Step 6: Receive Email Notification Confirming Background Check is Clear

Students should refer to the instruction sheet received at fingerprinting appointment to complete any additional onboarding processes.

Note: please do not share this document with other students.  We want to ensure that all students start from Step 1 and complete all steps before coming to the VA for the final step.

Step 7: Get PIC Badge and Computer Access

Timing and location considerations:

  • Step 7 must be done within 100 days of fingerprinting. Otherwise, the fingerprinting step must be repeated.
  • This step must be completed at the VA in Indianapolis.
  • Step 7 does not require an appointment and takes approximately 1-3 hours.
  • Recommended hours to visit the VA are between 8 am – 3:30 pm

What to bring:

Steps (must be done in order:)

  1. IT Help Desk: to receive your Computer login sheet and signature block instructions. Room C-B056 (Basement) 8:00 am to 3:30 pm.
  2. Contact a sponsor (email or phone) either the day before or the morning of coming to the VA. Take two forms of government-issued IDs when you meet the sponsor.
  3. Report to Police Services to take picture for VA PIV Badge.  (Building 21 behind the main building – hours are 7:00 am – 4:00 pm).  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 starting at the VA.

Note: Once all steps are completed your access will be valid for one year from the date of the completion of their TMS modules. Take note of your completion date in the TMS Training module.


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.