VA Health Professions Trainee (HPT)
Efficiently onboard VA Health Professions Trainees using a comprehensive solution tool with key elements like TQCVL, questionnaire submissions, invitations, and dashboard access. Facilitate a seamless process from rotation requests to mandatory form completion for trainees." (Total characters: 250)
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Presentation Transcript
VA Health Professions Trainee (HPT) Onboarding Solution Tool January 30, 2024 Associate Chief of Staff, Education Office
TQCVL Affiliate requests VA rotation for HPT(s) VA training director approves rotation request Affiliate sends TQCVL to HPT Coordinators (Education Techs) Key elements from Trainee list
QUESTIONNAIRE in place of TQCVL FIRST NAME: LAST NAME: MIDDLE NAME: PREFERRED PRONOUNS: SS#: DATE OF BIRTH: NON VA E-MAIL ADDRESS: NON VA PHONE NUMBER: ARE YOU a US CITIZEN?: IF NOT US - COUNTRY OF BIRTH: BIRTH CITY: BIRTH STATE: YEAR/ LEVEL OF TRAINING: EDUCATIONAL INSTITUTION: PROGRAM: EXPECTED ROTATION START DATE: EXPECTED ROTATION END DATE: EXPECTED GRADUATION DATE: HAVE YOU EVER WORKED AT A VA FACILITY: Yes No IF SO, WHICH VA FACILITY:__________________________ WHAT IS THE LAST DAY YOU WILL BE AT THE VA FACILITY:___________________ HAVE YOU BEEN FINGERPRINTED AT ANY VA?: YES NO IF SO, WHERE WERE YOU FINGERPRINTED? _______________________________ IF SO, PLEASE PROVIDE THE DATE YOU WERE FINGERPRINTED: _______________ If you have any questions email Terra.Thomas2@va.gov or Megan.Munger@va.gov
Invitation HPT Coordinator initiates invitation to HPT(s) with information from TQCVL Data Entry Screen Name Email Citizenship Affiliate Program Start/End Dates
Trainee Receives Invitation HPT receives email from: MVI.system@va.gov (sample shown) o CHECK JUNK FOLDER! Contains FOUR parts: 1. HPT s point of contact at VA 2. ID.me account link 3. Dashboard link 4. Invitation Code
Trainee Dashboard Trainee clicks https://eauth.va.gov/accessva from the invitation email First screen: Second screen: Third screen: HPT selects I am a VA Employee or Authorized Contractor Select IAM Invitation Service Select ID.me (most frequent) or most applicable
1. Complete ID.me account creation 2. Click MVI Dashboard link from initial email i. Then enter invitation code to get mandatory forms ii. Complete mandatory forms HPT Dashboard View
Trainee clicks + to view forms Forms will have a Red X until they are completed Green check appears when form is done once all have green checks then trainee hits Submit Invitation Direct Messaging feature has been added Forms are linked to HPT Account After submitting invitation, click each document and click submit until all forms Are uploaded and submitted reads 100%
HPT Coordinator Mandatory Training 1. HPT receives email from MVI.system when mandatory training (TMS) has been assigned 2. HPT will receive additional email from TMS i. Login to TMS per email instructions ii. Complete Mandatory Training for Trainees (will be assigned automatically)
Fingerprints & Badge HPT will be in direct communication with the HPT coordinator to set up a fingerprint and PIV badge appointment HPT can self schedule fingerprinting appointment using this link https://portal.usaccess.gsa.gov/scheduler/select-agency?v=20803 and will need these codes if not at Baltimore VA: SON: 1216 SOI: VAS3 OPAC: 36001200 TWO Appointments are needed to receive PIV badge! 1st fingerprints taken for a background check PIV-I badge = background investigation complete in ~ 2 days PIV badge = background investigation complete in ~7 days 2nd HPT will return to HR office for badge printing and pick-up NOTE: Appointments are offered by the VA PIV Office, availability is limited to staff hours and appointment type often booked out 1-2 weeks TWO Identity Source Documents required at BOTH appointments!
Submit the completed TQCVL 2-3 months in advance of rotation start Alert trainees to look for email from MVI.system@va.gov Remind HPTs to complete tasks in a timely manner HPT must communicate with HPT coordinators for fingerprint and badge appointments. Due to limited availability, HPT should make all efforts to attend PIV appointments. Rescheduling will delay receipt of badge Terra Thomas (Terra.Thomas2@va.gov) Last Name A-M Megan Munger (Megan.Munger@va.gov) Last Name N-Z Reach out to Director Academic Affairs or DEO if needed: Linda Keldsen, Ph.D., Director Academic Affairs (Linda.Keldsen@va.gov) Nikkita.Southall, MD, DEO(Nikkita.Southall@va.gov) How to assist your trainees for timely onboarding?
Selective Service Registration Selective Service Registration All Males born after 1959 between the ages of 18-25 must register for selective service. This includes US and non-US citizens training in the US. There are exceptions, but they must attempt registration and get a status letter from the Selective Service. All males under age 26 should use this link to verify registration: Verify Registration | Selective Service System : Selective Service System (sss.gov) If registration is not verified they should request a status letter through the website and provide documentation as to why registration was not required using the form on the site: Status.pdf (sss.gov) If you have questions contact Dr. Keldsen at Linda.Keldsen@va.gov
