Academic Year Changeover

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)

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

Appointment Packet (Incoming and Continuing House Officers)

• • Provided to House Officer by Coordinator
  • Take TB Test
  • If an out-of-state driver's license, obtain driving record from home state DMV
  • Sign all documents and return to Program Coordinator
    • Agreement of Appointment (Contract)
    • House Officer Manual Acknowledgement Form
    • Driver Safety Form (if needed)
    • TB Form
    • Health Requirements Form (if needed)
  • Due to Coordinator by specified date

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

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)

• • Promotion Spreadsheet
  • Promote & Transfer Spreadsheet
  • Transfer Without Promotion Spreadsheet
  • Termination Spreadsheet
  • Off-Cycle Spreadsheet (House Officers Not Promoting / Not terminating) Spreadsheet
  • House Officers Becoming Faculty Spreadsheet

Non-US Citizens

• • Updated DS-2019

  • J-1 Continuation Status - Programs must initiate process with ECFMG.  Contact Yolanda Lundsgaard for more details
  • I-9 Reverification.  Programs must send the I-9 Recertification form to Human Resources.  Contact Yolanda Lundsgaard for more details.

Appointment Forms

• • Submit Appointment Form to the GME office by March 31

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)

• • DIO Transfer Approval Packet is required
  • Ensure House Officer is set up properly in New Innovations
  • Newhire Packet should be completed

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.

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.

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.

Orientations (Incoming House Officers)

Attend all Orientations required 

• EPIC Training
• LCMC Hospitals Orientation
• Department/other orientation
• GME Onboarding Day

Licensure

• • Continue to check on license status