New Faculty Information

Academic Appointment

Please begin this step well ahead of your planned start date (5-6 months prior to target start date for Clinician Educator faculty and 9-12 months prior to target start date for Professoriate faculty).

You will receive an email from us with specific instructions for the items needed for your appointment, but in general, please be prepared to provide:

• Updated CV
• Candidate’s statement (specific requirements will be included)
• List of potential references who may be contacted for a letter (at a commensurate or higher rank than you are applying for)
• Trainee evaluations
• List of colleagues who can complete an evaluation your clinical skills (via an online survey)

Contacts for this process and future actions related to your academic appointment (reappointments, promotions, FTE changes, etc.) are:

Contacts

Credentialing and Privileging

Please begin this step well ahead of your planned starte date (120-180 days prior). If you are not yet licensed in the state of California, please note this process cannot be completed until you are, and will likely take additional time in order to complete.

You will receive an email from the Medical Staff Office with instructions for the online application process.  You will have 10 days to complete the credentialing application - the process will be terminated if no application is received. In addition to the online application, trainings, Occupational Health Clearance, and other requirements, please be prepared to provide:

• Updated CV with your most recent information and including the last five years; dates need to be in a MM/YYYY format
• Copy of License(s), including (paid) DEA
• 2x2 photo (headshot) – photos taken with a camera phone (selfies) are acceptable
• Malpractice Insurance Certificate and names of any other insurance carriers during the last five years
• Prepare for Occupational Health Clearance: Verify immunity, update shots, TB screen, OSHA N95 Fit testing

Contact

Sheila Gill, CPCS
sgill@stanfordhealthcare.org
650- 946-8851
Medical Staff Coordinator

Medical Staff Office Website

Provider Enrollment

Please begin this step 60-90 days before your planned start date.

A designated Provider Enrollment coordinator will email your billing packet, including instructions. If you are already a MediCal, MediCare, or CCS provider, you may have a different or additional application to fill out. If you have not received the packet, please don’t hesitate to reach out to your clinic manager or Provider Enrollment to do this ahead of time.  Please be prepared to provide the following, which all must be in the same name:

• Copy of current CA State medical licensing (wallet size)
• Copy of Driver’s License or state issued ID.
• Copy of Social Security Card and/or U.S. Passport
• Copy of NPI confirmation or login info 
• Copy of Board Certificate (if board certified)
• Copy of Residency Certificate or Letter of Completion
• Copy of CV
• Copy of DEA (optional)

Contact

DL-ProviderEnrollmentTeam@stanfordhealthcare.org

As your start date approaches…

• Verify with the Medical Staff Office and Provider Enrollment that all paperwork is complete and that you have the green light to start billing as soon as approvals are issued for your start date
• Make sure all your addresses are updated (NPI, DEA, Medical Board of California, Psychology Board)

• If you were or are a Stanford resident, please check that the required additional steps have been taken to grant you “Attending” level access

Employment/Benefits

Before your planned start date, you will receive an email from a member of our Human Resources team with department onboarding information. In addition to department onboarding, Clinician Educators and Instructors will be scheduled to attend the University’s Welcome Center orientation.  You can schedule a time with a member of our HR team to go over any questions you may have. Most of the steps below are done on (or soon after) your start date because you are not an “active employee” in the systems until then.

Request an I-9 Verification Appointment 
(must be completed within 3 days of your start date)

In order to complete this step in the hire process, you will need to schedule an in-person I-9 appointment to meet with a Stanford HR representative within the first three days of your hire during your first week of work.  When meeting with the representative, you will need to present specific and original documents that will satisfy the I-9 requirement. For a list of acceptable documents, please visit: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents. 

Once you have created your SUNet ID, you will be able to use this secure online form to request an appointment: https://i9appointment.stanford.edu

Set up a SUNet ID

Log in to Axess

• Sign up for all appropriate required training (completion dates vary per training, most are required within first month)
• Read and sign the Patent and Copyright Agreement
• Set up your Direct Deposit
• Elect Your Federal and State Withholdings
  
  

Sign up for Benefits
(you must sign up or opt out within thirty-one days of your start date)

• You will have an opportunity to attend a Benefit orientation session during your first week of employment.
  
  

Login to StanfordYou

• Set up how your contact info will be listed in Stanford Who directory
• Enter your emergency contact information
  
  

Update your Stanford Profile

• Add degree(s) to your display name, adjust publication import settings, add a bio, add a picture
  Please note that it can take a week or two from your appointment start date for your profile to be fully operational. 
  
  

Review options from Parking and Transportation Services including campus parking permits, free shuttle services, maps, and local and regional transportation options. 

Ask about when you can pick up your IDs 
(not available until your employment start date):

• Stanford University ID
• Hospital badge
  (You’ll need a signed form from Denise Knab to give to the Hospital Security Office located in the basement of the hospital, Room B06 HC021.)

Contact

Linda Vargas
linda.vargas@stanford.edu
Human Resources Manager

Computer Purchasing

Discuss your computing needs with your supervisor/clinic manager and submit an order for a computer

Contact for questions

For any questions or additional information about the ordering form, please reach out to Psych-Procurement@stanford.edu

Clinic Orientation

Please work with your Clinic Manager, Division Chief/Clinic Chief, and Clinical Finance team on the following:

• Verify your planned clinical start date (Division Chief)
• Verify that your dictation number and Stanford ID (SID) has been set up through the SHC IT Department. (You should have received an email with this information.  Please note that your SID, which is needed for access to EPIC at the hospital/clinics, is separate from the SUNet ID that you should have received from HR on the University side.)
• Complete EPIC training (this can take place ahead of time or on your start date).  Verify that EPIC access and security is set up and appropriate for billing and correct bill areas are loaded into EPIC master profile
• Verify clinic days and schedule have been secured, and review planned absence procedure (no less than 30 days (SHC) or 4 weeks (LPCH) weeks notice for planned absences to be in compliance with hospital cancellation policies)  **As an employee of the University, you will observe the policies related to leave and paid time off, however as a member of the Medical Staff of the hospital(s), you will also be expected to work with your Clinic team to plan ahead for absences and coverage according to the hospital bylaws.**
• Tour of clinic site, exam rooms, emergency areas (Clinic Manager)
• Identify Universal Numbers: Cost Center, Tax ID #
• Order Triplicates (please provide your credentials, DEA #, NPI #, and Medical License # to clinic manager to order on your behalf) (Clinic Manager)
• Business Cards (Clinic Manager)
• Clinic phone list (Clinic Manager)
• Office supplies (Clinic Manager)
• Tour of hospital/clinic and introductions (Clinic Manager)
• Copy of the call schedule (Division Chief)
• 5150 training  (Faculty schedule themselves)
• Precepting charts
• Telehealth options
• Clinical Group offerings across the clinics (SUNet required)
• Clinic Staff Introductions
  
• JCAHO orientation packet
• Dictation Orientation handout
• Take or schedule a provider portrait 
  • You can access the hospital's Portrait Guidelines here.
  • You can reserve a time slot for an upcoming photo session here.
• HIPAA Training
• Meet with Director of Clinical Finance and Operations: Brett Kelly (brett.kelly@stanford.edu) to review clinical productivity expectations and reporting, CPT codes/wRVU values
  

Contacts

Division Chiefs

Facilities Setup

Please work with the Department Facilities Team on tasks related to phone setup, key requests, and other facilities related issues by submitting the details via the Facility Request Form.

Contact

Chia-Yu Cardell
Director of Facilities and Operations
ccardell@stanford.edu