Academic Year Changeover

July

Post Program Completion Packet

License Verification

    • All House Officers must have a valid Louisiana State License
    • Licenses can be verified online at Resident License Check

 House Officer Responsibilities

Post Program Completion Packet

    • Provided by coordinator

    • Post Program Completion Packet

      • Update GME Data Sheet (Must include all training/jobs/LOA from Medical School thru Residency/fellow training including training completed or leaving if not completed.)
      • Beeper returned to Program Office
      • Copy of Personal Data Change Form (original should be sent directly to Human Resources).  If no address change, put NA on the form and include in packet.
      • Copy of CV
    • Due to Coordinator by specified date

License Verification

    • All House Officers must have a valid Louisiana State License
    • Licenses can be verified online at Resident License Check
January - February

Medical Permit Renewal

 House Officer Responsibilities

Medical Permit / License Renewal

  • If in second Post Graduate Year, take Step 3 if not yet taken
    • Have Step 3 Scores sent to LSBME
  • If wishing to renew permit, pay $100 to Program Coordinator for permit renewal
  • If wishing to transition to full license, begin full licensure process (see Medical Licenses)


April

Drug Testing for Incoming House Officers

Program Completion Certificate Orders

    • Completion certificate / diplomas should be ordered by May 1st to ensure delivery for graduation banquets.
    • See Certificate / Diploma Orders for details.

 House Officer Responsibilities

Drug Testing for Incoming House Officers

    • Schedule Drug Testing with Program Coordinator

New Hire Paperwork

    • Provided by Coordinator
    • Start filling out paper work 
    • Collect all supporting documents
    • Due to Coordinator by specified date

May

Appointment Packets

Malpractice Form and Malpractice Spreadsheet

New Hire Packets

    • Due to coordinators by May 1st
    • Due to GME office by May 31st.

Hospital Credentialing Packets

    • Returning Resident Packets for residents returning to facilities for the new academic year (if necessary)
    • New Resident Packets for residents rotating to new facilities for the new academic year (if necessary)

New Innovations

    • Enter House Officer rotation schedules

Pagers

    • Make request to Ashley Walker for additional pagers or pager transfers as appropriate
    • Update pager assignments for incoming House Officers at Pager Management

Separation Packet

 House Officer Responsibilities

Appointment Packet (Incoming and Continuing House Officers)

New Hire Packets

    • Provided to House Officer by Coordinator
    • Due to coordinators by specified date.

Separation Packet

    • Distributed by Coordinator
    • Complete the appropriate documents

Hospital Credentialing Packets

    • Complete and return packets to Program Coordinator

Foreign Medical Graduates

    • DS 2019 
      • DS 2019 is needed for every year in training program

August - December
 Off-Cycle House Officers

New Innovations Updates

    • Input New Residents (residents accepted thru ERAS will be handled by the GME Office).
    • Ensure transfers are set for residents transferring between programs
    • Ensure residents transitioning to faculty are set up
    • Make other adjustments needed to resident appointment info.

Begin preparation for new House Officers

    • Make necessary website updates
    • Begin assembling materials for incoming House Officer onboarding
    • Distribute login information for incoming House Officers to fill out their LSU new hire paperwork online.  Logins, PIN codes, and the link to the system are available from the Newhire Documents Tab in the GME Online Appointment Forms system.  Additional instructions for House Officers are available at Newhire Documents.

PER 3s (if necessary)

    • Off-cycle promotions/transfers/terminations happening close to July 1st
    • Changes to Gratis House Officers
    • Other atypical actions

Spreadsheets (if necessary)

Non-US Citizens

Appointment Forms

LSBME

    • Submit signed Program Director Letters to LSBME for incoming House Officers
    • Ensure incoming House Officers submit License/Permit application, fingerprints, and appropriate fees to LSBME (may be done earlier if position offered or matched before March).  See Medical Licenses for additional information.

Transferring House Officer Documentation (between LSU programs)

    • Ensure House Officer transfer is set up properly in New Innovations (contact Chris Callac for assistance).
    • Complete Internal Transfer Checklist - due March 31st.

Transferring House Officer Documentation (from outside institution)

Other Documentation

    • Submit updated GME Data Sheet for house officers who were on LOA or had changes to their appointment dates during the previous academic.

 House Officer Responsibilities

Continuing House Officers - Non-US Citizens

    • Updated DS-2019

    • J-1 Continuation Status

LSBME

    • Incoming House Officers must submit License/Permit application, fingerprints, and appropriate fees to LSBME (may be done earlier if position offered or matched before March).  See Medical Licenses for additional information.
    • Continuing House officers should continue to check their license status.

March

New Innovations Updates

    • Input New Residents (residents accepted thru ERAS will be handled by the GME Office).
    • Ensure transfers are set for residents transferring between programs
    • Ensure residents transitioning to faculty are set up
    • Make other adjustments needed to resident appointment info.

Begin preparation for new House Officers

    • Make necessary website updates
    • Begin assembling materials for incoming House Officer onboarding
    • Distribute login information for incoming House Officers to fill out their LSU new hire paperwork online.  Logins, PIN codes, and the link to the system are available from the Newhire Documents Tab in the GME Online Appointment Forms system.  Additional instructions for House Officers are available at Newhire Documents.

PER 3s (if necessary)

Due by March 31st

    • Off-cycle promotions/transfers/terminations happening close to July 1st
    • Changes to Gratis House Officers
    • Other atypical actions

Spreadsheets (if necessary)

Due by March 31st

Non-US Citizens

Appointment Forms

LSBME

    • Submit signed Program Director Letters to LSBME for incoming House Officers
    • Ensure incoming House Officers submit License/Permit application, fingerprints, and appropriate fees to LSBME (may be done earlier if position offered or matched before March).  See Medical Licenses for additional information.

Transferring House Officer Documentation (between LSU programs)

    • Ensure House Officer transfer is set up properly in New Innovations (contact Chris Callac for assistance).
    • Complete Internal Transfer Checklist - due March 31st.

Transferring House Officer Documentation (from outside institution)

Other Documentation

    • Submit updated GME Data Sheet for house officers who were on LOA or had changes to their appointment dates during the previous academic.

 House Officer Responsibilities

Continuing House Officers - Non-US Citizens

    • Updated DS-2019

    • J-1 Continuation Status

LSBME

    • Incoming House Officers must submit License/Permit application, fingerprints, and appropriate fees to LSBME (may be done earlier if position offered or matched before March).  See Medical Licenses for additional information.
    • Continuing House officers should continue to check their license status.

June

Orientations

New Innovations

    • Create new evaluation sessions 

Outgoing House Officers

 House Officer Responsibilities

Orientations (Incoming House Officers)

Attend all Orientations required 

Licensure

    • Continue to check on license status