Attn: Interns, Residents and Fellows: Steps 1-4 (see below) must be completed for your Dallas VA appointment BEFORE your codes can be requested (it takes 7-9 business days to get codes from I.T.). HR processing (Step 3) can be done from around mid-April and May but no later than two weeks before July 1st or your codes will not be ready. Step 3 can only be done at the Dallas VA and HR will only let you process in on either a Tuesday or Thursday between 9-11am or 1-3pm. Please take this into consideration as these deadlines are non-negotiable. A good time to accomplish this may be when you are visiting Dallas looking for housing.
Download Forms from Dallas VA website (http://www.northtexas.va.gov/educ_affil/Resident_Fellow.asp)
Courtesy Fingerprinting at your local VA Facility must be done BEFORE you process in at the Dallas VA (please follow the steps below). Be sure and take with you the Other VA Affiliates-Memo Request and Other VA Affiliates-SAC Form AND two matching government-issued ID Forms (state issued driver’s license, SSN, U.S. Passport, etc. – originals only). If you are already living in Dallas, please go to the Dallas VA HR dept (Bldg. TT-49) to be fingerprinted.
This step must be done at the Dallas VA HR Office (Bldg. TT-51) from around mid-April, May but NO LATER than two weeks before July 1st. PLEASE NOTE THAT IT TAKES 7-9 BUSINESS DAYS TO GET YOUR VA CODES FROM THE IT DEPARTMENT. The allowed times to go to HR are on Tuesdays and Thursdays between 9-11 a.m. and 1-3 p.m. Go directly to the Dallas VA HR Office for processing and bring your ORIGINAL VA FORMS and two matching government-issued ID Forms (state issued driver’s license, SSN, U.S. Passport, etc. – originals only). After processing, if you have not been fingerprinted at another VA, immediately go next door (Bldg. TT-49) and do the fingerprinting.
You must complete the VA mandatory course entitled “VHA Mandatory Training for Trainees.” Go to www.tms.va.gov and self-enroll, complete course and print certificate. Please mail/scan/fax the TMS Certificate to your point of contact in your Service (see below link). If you have self-enrolled at another VA, please let your point of contact know this and they can have your tms account moved to the Dallas VA. Please note: If you do not complete this course and provide a certificate, VA computer codes cannot be requested for you.
After you start at the Dallas VA for a rotation and have been issued your VA computer access, you will be contacted to have your picture taken in the HR PIV Office (Bldg. TT-49). This card will be used as your VA Name Badge and also as a Non-PIV Card. A Non-PIV Card is used for dual purposes: 1) VA name badge and 2) to log into the patient record (CPRS) in order to write narcotic/controlled substances. You will need to take the Non-PIV Form (0711) that you will complete in Orientation AND two forms of matching government ID when you go over to get your picture taken. HR will notify us when your card is ready to be picked up and we will email you for pickup. Please note: Your UT Southwestern/Parkland name badge can be used as your name badge until you receive your VA name badge/Non-PIV Card.
If you should have any further questions or concerns trainee’s application process, please contact your service education program coordinator. If they are unable to assist you, questions regarding trainee’s application process may be directed to the VANTHCS Education Office at 214-857-1161. Unless otherwise directed by your program training coordinator, the trainee’s application packet must be completed and submitted to your education program coordinator at least six (6) weeks prior to the trainee's first rotation date.
After your completion of clinical rotation at VANTHCS, please complete the Learners' Perception Survey registration at OAA Website (http://www.va.gov/oaa/surveys/ ).