GRADUATE MEDICAL EDUCATION TRAINEE (GME)
ON-BOARDING: ROAD TO STANDARDIZATION
David Longhibler, GME Program Specialist
Lisa Schmitz, GME Program Coordinator PSA
Jennifer Griffin, GME Program Coordinator PSA
Kenisha Smith-Webster, GME Program Coordinator PSA
Todd Kliche, Research & Education Mgt Analyst
ONBOARDING WORKFLOW
1) Complete
Fingerprint Form
• Necessary to
prepare for
fingerprinting
process by
Security
Service
2) Complete
Without
Compensation
(WOC) Packet
• Reviewed by
VA Graduate
Medical
Education
(GME)
Program for
accuracy
3) Complete
Training
Management
System (TMS)
module
• Completion of
Mandatory
Training for
Health
Professions
Trainees
needed to
request
creation of
computer
accounts.
4)Schedule PIV
photo
appointment
• Trainee will be
informed by
sponsor when
appointment
can be
scheduled.
STEP 1 – FINGERPRINTING
• Fingerprinting must be completed at least 8 weeks prior to the trainee’s rotation start date.
• Must present a valid form of photo ID with you when you arrive for fingerprinting. (List of valid forms
of ID available).
• Fingerprints are valid for 120 days.
• Fingerprinting can be performed at the VA St. Louis, John Cochran Division or Jefferson Barracks.
• can be scheduled by logging into it to the https://va-piv.com/SignInUserAccount.aspx website.
• Click on Create an account, enter your information, create a password, select the Organization-VHA;
Applicant Type-Affiliate.
• Trainee must inform GME when fingerprinting took place.
STEP 2 – WOC DOCUMENTATION
• WOC documentation and instructions to fill out each form can be found on our website
https://www.stlouis.va.gov/withoutcompensation-woc/without_compensation.asp
• WOC packets are valid for up to 3 years.
• Handwritten applications will not be accepted.
• Submit completed documentation 8 weeks prior to start of rotation to
stltraineeonboarding@va.gov
STEP 3 - TRAINING MANAGEMENT SYSTEM (TMS)
• Trainees self-enroll in TMS as Health Professions Trainees (HPT)
• TMS User Guide is available on our website and assistance is provided by the VA Enterprise
Service Desk (ESD) “the help desk”.
• Trainees must complete VHA Mandatory Training for Trainees (MTT) (1st time) and MTTRefresher annually thereafter.
• MTT is the ONLY training to be completed by the HPTs
• Trainee must send GME a copy of the certificate of completion.
STEP 4 -PIV PROCESS
• When fingerprinting / background check is completed trainee must be sponsored for a PIV badge.
• This process takes approximately 3 weeks.
• GME Program monitors this process and will inform trainee who will sponsor them.
• Once sponsored, the trainee will be notified they can make an appointment to have their picture
taken for their PIV badge.
RESPONSIBILITIES OF RESIDENTS AND FELLOWS
• Submit WOC documents to stltraineeonboarding@va.gov
• Complete initial TMS training.
• Training will need to be updated annually for duration of WOC appointment.
• Will need to visit VA up to 3 times during onboarding process
• Fingerprinting
• PIV photo
• PIV badge pick up and computer account activation (first day of rotation)
RESPONSIBILITIES OF THE UNIVERSITY
• Training Qualification and Credentials Verification Letter (TQCVL)
• VA GME office will provide the TQCVL to each Program Coordinator after the match date.
• All residents and fellows in the program should be listed.
• TQCVL must be signed by the Program Director, and returned to VA GME office.
• Rotation Schedules
• Critical to ensure needs of trainees are addressed in order and are ready to start on first day
of rotation.