Notice: Change in hospital policy on badges
The Photo ID office will no longer allow access cards without a photo attached.
We need a jpeg of every Visiting Resident so we can issue a temporary ID Badge. The PHOTO ID office will issue the badges but only with a photo.
The Visiting Resident will not be able to start the rotation without the Photo ID that the GME orders prior to the rotation.
GME is currently revising forms and files relating to visiting residents regarding this hospital policy change.
Marcy Kulakow, BA
Last Revised 12/7/2018
Stanford Health Care (SHC) welcomes and offers Visiting Resident (VR) electives from other institutions for short-term (2-4 weeks) rotations in a broad array of elective rotations that foster growth of medical knowledge through patient care.
All required paperwork must be submitted to the department/division in which the training will take place at least sixty (60) days in advance of the rotation start date. Approval is at the discretion of the department/division. Completed application packet is sent to Graduate Medical Education (GME) office by the department/division no later than thirty days prior to rotation start date to avoid late fees.
Stanford GME accepts VR from Accreditation Council of Graduate Medical Education (ACGME) accredited residency and fellowship programs in the United States. The Medical Board of CA recognizes graduates of Canadian medical schools for a full unrestricted CA Medical License.
However, GME office is unable to sponsor Canadians on Educational Commission for Foreign Medical Graduates (ECFMG) on J-1 visas for short-term electives (less than one (1) year). If such an individual continues to wish to experience Stanford, they will need to submit the appropriate paperwork but will be limited to only non-patient care status.
US/Canadian Medical Graduates
- One (1) year residency(internship)/fellowship
International Medical Graduates
- ECFMG certificate (if attended a foreign medical school)
- Two (2) years of training (internship + one (1) year residency) at a US ACGME accredited institution.
During the Visit and Required Items
During your visit at Stanford, please bring and have the following on you at all times:
- Home institution's photo ID badge
- Stanford issued photo ID badge
Documentations Required (except Santa Clara Valley Medical Center and Kaiser Permanente Santa Clara)
*File Updated for December 2018
|a. Applicants to provide three (3) elective date options to the department/division administrator along with a copy of their CV||Once the department/division has approved a date, then the following materials need to be submitted to the department/division for consideration.|
|b. A letter of Good Standing||Letter from applicant’s home institution program director to Stanford stating salary/benefits will be covered in full during VR’s visit at SHC; that VR is in good standing position with their program and provide the approved elective dates.|
|c. Acceptance letter||This letter is generated by the Stanford department/division once elective rotation date is approved and application material is received.|
|d. Program Letter of Agreement (PLA)||Generated by Stanford department/division after elective dates have been approved by department/division.|
|e. Copy of current Immunizations||Measles, Rubella, Chickenpox, Hepatitis B, Influenza, & TB Surveillance.|
|f. Copy of Curriculum Vitae (CV)||-|
|g. Copy of Medical School Diploma||-|
|h. Copy of Medical License||CA or other states. Approved VRs without a Medical License are allowed as "guest physicians" for a total of ninety (90) days within CA.|
|i. Copy of ECFMG certificate||If international medical graduate.|
|j. Documentation of completed HIPAA training||-|
|k. Copy of home institution ID badge||-|
Documentation Required for Santa Clara Valley Medical Center (SCVMC), Valley Children's and Kaiser Permanente Santa Clara Applicants
*File Updated for December 2018
Due to an existing contract between SHC with SCVMC and Kaiser Permanente Santa Clara, VR applicants from these sites need only:
- Approval of their rotation dates
- A copy of their California Medical License
- Copy of ECFMG certificate (if a foreign medical graduate)
Applications submitted to the GME office less than thirty (30) days prior to the VR’s start date will incur a late fee charge of $350.00 to the GME office by providing a Stanford Project, Task, Award (PTA) number
Completed application packets are sent electronically in a “secure” email by the Stanford department/division to Marcy Kulakow (firstname.lastname@example.org), GME Registrar thirty (30) days in advance of the VR’s elective start date.
Once the application packet has been reviewed and approved by the GME, VR will be electronically assigned the appropriate HealthStream and Electronic Patient Information Center (EPIC) training courses that must be completed a minimum of three (3) days prior to VR’s start date.
After the training is assigned, VR and Stanford Program Coordinator will receive an email from the GME office containing further instructions.
It is important that VRs complete their assigned training. Please do so no sooner than twenty (20) days but no later than three (3) days prior to arrival. It can take up to two (2) days after completion of training to gain access to the Stanford systems.
Two (2) weeks prior to VR’s start date the department/division is to send a welcome email to VR identifying their tentative schedule, reporting time, list of recommended conferences, appropriate reading and other pertinent rotation information.
The VR is required to stop by the GME office, 300 Pasteur Dr., HC435, Stanford, CA 94305 between the hours of 8am-12pm for a five (5) minute check in the first day of their rotation, VR’s not reporting to the GME office on their start date will have their access revoked.
VRs will be requested via email to review, complete, and bring with them the following three (3) documents to the GME office:
- Confidentiality Statement
- VR Information Form
- Medical Board of California Postgraduate Training Registration
Visiting Residents do not obtain a Stanford Photo ID badge.
Visiting residents should create visitor accounts on the Parking and Transportation website (https://stanford.nupark.com/v2/Portal/Login) and request sponsorship from a Stanford staff member in their program in order to purchase a permit. If they have a SUNet ID, they can purchase a permit without sponsorship in many cases.