LSBME Permit Renewal

The LSBME Permit Renewal includes:

1. The LSBME Permit Renewal Spreadsheet.  All Active House Officers with permits who will be continuing next year are listed on the spreadsheet automatically.
2. The Signed Program Director letters
3. The 3-hour CDSCME Course (Opioid Training).  Only required for first time renewal
   1. The House Officers are responsible for completing this course.  The LSU GME Office no longer has access to house officer CDS/Opioid training completion certificates.
      1. House Officers can elect to have the completion certificate also emailed to the Program Administrator 
   2. House Officers renewing a Permit do not create a CE Broker account.  The CE Broker account requires a License number and Permit numbers are NOT license numbers.  
   3. House Officers renewing a License for the first time may have to create an account with CE Broker
      1. House Officer should confirm with Matthew Cook or the house officer's LSBME Analyst
   4. LSBME will NOT renew the permit if the house officer has not compelted the 3-hour course, or if the course is not documented as completed
   5. All residents (PGY & GETP permits) must comply with the 3-hour CDSCME requirement and cannot apply for an exemption;   https://www.lsbme.la.gov/content/board-approved-cme-courses-cds-requirements
   6. Contact the LSBME, or the House Officer's LSBME Analyst for questions regarding the 3-hour course. 
4. Renewal Fee, House Officers pay the renewal fee online through their LAMed Dashboard account on the LSBME website.
   1. LSBME Will NOT renew the permit if the fee has not been paid by the house officer

If the House officer sees this message when logged into LaMed Dashboard:  "They are not eligible to renew because they are not within 56 days (8 weeks) of the next expiration date;" they should ignore the message, select "Pay Invoice" and they should be directed to make the payment.  If they are still experiencing a problem paying the invoice, they should contact their LSBME analyst for assistance.

NOTE:  All house officer inforamtion on the spreadsheet and in the letters populates form the house officer data in New innovations

INSTRUCTIONS:

1. LSBME Permit Renewal Spreadsheet: 
   1. Program Administrators download the LSBME Permit Renewal Spreadsheet  from the GME Online Appointment Forms System
   2. Print the spreadsheet (only the portion that needs to be submitted will print, the instructions that appear on the screen will not print). 
      1. The spreadsheet will provide the LSBME a list of the House Officers renewing permits and the program director letters attached. 
      2.  House Officers should be listed on the spreadsheet only if their program director letter will be mailed to the LSBME.  If a program director letter will not be submitted to the LSBME for a house officer, remove his/her name from the spreadsheet.
         1. If a house officer's name is NOT included on the spreadshet, and should be included, add his/her name
         2. if a house offier is transferring to another LSU training program effective July 1, and the house officer is renewing their permit, the house officer should be included on the spreadsheet. If not, the program administrator adds the house officer name(s) to their spreadsheet and the house officer(s) would be removed from the current program's spreadsheet if he/she appears on that spreadsheet.
         3. if a house officer is NOT renewing their permit (he/she is leaving the program), delete their name from the spreadsheet
            1. if the house officer is not renewing their permit because they are applying for full license, document this in the "Notes" couum. 
               1. The house officer must follow the instrutions on the LSBME website for applying for Initial License.
            2. if it is possble their full license will be delayed and not issued by July 1, the house officer should renew their permit, but note the LSBME will not refund the permit renewal fee or issue a credit towards the full license.
            3. a program director letter may be requested by the LSBME analyst for the full license application.
      3. Complete the information, if blank, on the Permit Renewal Spreadsheet:
         1. Step 3 sent to LSBME: 
            1. Put a check mark in the colunm once confirmed with the house officer that he/she has taken Step 3 and their scores were sent to LSBME. 
               1. House Officers that will be PGY 3s July 1 MUST take and pass step 3 before July 1
                  1. PGY level may not be the same as HO level, LSBME uses PGY level to determine if the house officer must have a passing Step 3 score for the permit to be renewed
            2. The house officers do not have to have taken Step 3 at the time the spreadsheet and letters are being mailed to the LSBME in January and February, however, the LSBME will not issue the renewal permit until Step 3 scores have been received
               1. Step 3 must be taken and passed before the house officer continues in their PGY 3 year.  This is not always their HO 3 year.
               2. USMLE Step 3 applications are available from the Federation of State Medical Boards, Inc. (FSMB). Do Not contact the LSBME for applications for USMLE packets. Applicants who are required to take USMLE must complete the examination and Board Action History Report (EBAHR) form and arrange to have scores forwarded to the LSBME.  EBAHR forms are available by contacting the FSMB:  www.fsmb.org; (817) 868-4000.  Fees may apply.
         2. PD Leter attached:
            1. Put a Check mark in the colum for each house officer if the signed Program Director letter is attached to the spreadsheet
         3. Opioid Training:
            1. Confirm with House Officer if he/she competed the CDSCME 3-hour course, or if their certificate was emailed to the program administrator
               1. if yes, put a check mark in the column
               2. if no, the house officer must complete the course.  See the LSBME Website for course information
         4. Coordinator/Program Administrator Initials
            1. Program Administrator initials that the program director letter is attached and all other requested inforamtion has been confirmed with the house officer
         5. Notes 
            1.  If a note or explanation is needed, enter it in the Notes column.
            2. if house officer will be applying for full license, enter this information
      4. Keep a copy of the spreadsheet that is being mailed to the LSBME and forward a copy to the GME office and include the date the spreadsheet and letters were mailed to the LSBME. 
2. LSBME Program Director Letters:  Program Administrators download the House Officer LSBME Program Director Letters, for each house officer that will be renewing their LSBME Permit, from the GME Online Appointment Forms System
   1. Print the letters
   2. Review the letters
      1. Note:  the letters will include the House Officer's PGY level, wich may not be the same number as their House Officer Level.  Contact the GME Office for questions regarding PGY Levels.
   3. Program Director Signs all letters that will be sent to the LSBME. 
      1. Wet signatures only, no electronic signature, per LSBME
   4. Program Administrators attach the signed Program Director Letters to the completed LSBME Permit Renewal Spreadsheet 
   5. Program Administrators can hand deliver or mail, using FedEx,  the LSBME permit renewal spreadsheet and signed program director letters to the LSBME office,
      1. Address FedEx mailingsto:  LSBME Licensing Departmment, 630 Camp Street - New Orleans, LA 70130
         1. Keep a copy of confirmation the mailing was delivered and received by the LSBME
      2. If package will be hand delivered, have the LSBME receptionist sign a copy of the permit renewal spreadsheet confrming receipt and date of the spreadsheet and signed letters.  
      3. The LSBME permit renewal preadsheet and program director letters must be mailed or hand delivered to the LSBME  on or before the last working day in January; or on or before the last working day in February
         1. IMPORTANT:  check for LSBME Office hours and closing times and days due to Mardi Gras Parades and Mardi Gras before mailing or bringing the letters to the LSBME.

If the House officer sees this message when logged into LaMed Dashboard:  "They are not eligible to renew because they are not within 56 days (8 weeks) of the next expiration date;" they should ignore the message, select "Pay Invoice" and they should be directed to make the payment.  If they are still experiencing a problem paying the invoice, they should contact their LSBME analyst for assistance.

It is essential that House Officers keep their contact information updated in the LSBME system LaMED Dashboard. 

If a House Officer is unsure about renewing a permit, (will be applying for full license), or if a program anticipates a House Officer being terminated, that House Officer's name must be removed from the spreadsheet.  The spreadsheet with the house officer's name and the signed program director letter can be sent to the LSBME after the House Officer's continuation in the program has been decided..  Communicate to the house officers, if they are not sure if they will renew the permit or apply for full license, that it is their responsibility to notify the program administrator if a Program Director Letter should be sent to the LSBME and they are responsible for paying the renewal fee invoice in LaMed Dashboard.   Do Not give a Program Director Letter to a House Officer and Do Not send a Program Director letter to the LSBME for a house officer that will not be in the Program.  Full license applications can take months to be approved, House Officers with a permit may want to renew their permit while their full license application is pending.  They will not be reimbursed or credited the fee paid for the permit, but they should have a valid permit to continue in the program July 1 pending approval of their full license.

If it is determined that a House Officer will not be continuing in a program after submission of the spreadsheet and Program Director Letter to the LSBME, the Program Director must submit a letter to the LSBME stating the house officer will not be continuing in the program and include the effective date.  If the House Officer paid the fee to renew his/her permit, the LSBME does not refund payments, The house officer can contact his/her LSBME license analyst if they have questions.