VA North Texas Health Care System
Instructions to Complete Application Process for Resident or Fellow
VA North Texas Health Care System Requirements
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.
STEP 1: VA Human Resources Forms
Download Forms from Dallas VA website (http://www.northtexas.va.gov/educ_affil/Resident_Fellow.asp)
- Appointment Letter (make dates from July 1 to completion date)
- Form 10-2850D-Application for Health Professions Trainees
- Form SF-61-Appointment Affidavits (can be notarized at Dallas HR Office)
- Form OF-306-Declaration of Federal Employment
- OFI Form 86C-Special Agreement Check (SAC)
- Form I-9 Employment and Eligibility Verification
- Other VA Affiliates-Memo Request (used for courtesy fingerprinting)
- Other VA Affiliates-SAC Form (used for courtesy fingerprinting)
STEP 2: VA Fingerprinting
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.
- You should first call the Veteran Administration (if not Dallas VA) where you want to have the “courtesy fingerprinting” done and obtain a name/number of their HR fingerprinting contact person.
- You then call the Dallas VA HR Staff Teal Carden 214-857-1693; Antronelle Jenkins 214-857-1699; or Don Yeater 214-857-1702 with the other VA contact information to coordinate between the two VA’s.
- You then take the Courtesy Fingerprint Memo Request Form plus the SAC Form and two forms of matching government ID to the other VA and be fingerprinted. Both forms are in your original packet of VA Forms.
STEP: 3 Dallas VA Appointment Processing
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.
STEP 4: Mandatory TMS Training
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.
STEP 5: Dallas VA Name Badge/Non-PIV Card
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.
Clinical Service Contact Information
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/ ).