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New Associated Health Trainees on Stipend

The Birmingham VA Health Care System has implemented a new system for onboarding Health Professions Trainees (HPTs) titled Account Provisioning and Deprovisioning System (APDS)

What is the process for provisioning trainees? 

  1. An HPT coordinator logs into IAM Account Provisioning/Deprovisioning (APD) System and sends an Invite to the HPT Invitee.
  2. The HPT Invitee receives an Invitation email with a link to Access VA and an invitation code.
  3. The HPT Invitee uses the Access VA link to navigate to the IAM Invitation Service.
  4. The HPT Invitee enters in their invitation code from the invitation email and fills out the required forms within IAM Invitation Service (starting with the Initial Worksheet).
  5. The HPT Invitee submits the forms, populating the Profile Creation page of their provision within the IAM Account Provisioning/Deprovisioning (APD) System.
  6. The Profile Creation page is now unlocked for the HPT coordinator, allowing them to fill out the remaining fields and submit the profile.
  7. The HPT Coordinator selects a VA Active Directory email for the HPT Invitee and submits the profile.
  8. The HPT Invitee must complete their Special Agency Check (SAC) Adjudication and required Training courses so they can become active.

Application Forms/Training

All forms/certificates below must be returned with your packet. A list of required forms to submit, the recommended timing, and individual responsible for initiating the steps is included in the Associated Health Paid Trainee Checklist. 

**Forms are not viewable on MAC computers. Please use a PC** 

Please include the Associated Health Paid Trainee checklist below with your packet and place the forms in the same order as the checklist. It will take approximately 2 hours to complete the forms and training. Retain a copy of all completed forms for your records.

Forms, Mandatory Training, Contacts, Fingerprinting and Photo IDs (PIV Badges)

A. Forms

Listed below are the forms that will need to be completed.

  1. VA Form 10-2850D – Health Professions Trainee Application
    1. Make sure that numbers 16 and 17 are checked.
  2. OF 306 – Declaration for Federal Employment
    1. OF 306 should be typed or handwritten and must not be altered. Form will be returned if completed or submitted incorrectly. Sign only on line 17A with two digit month, two digit day and four digit year. Do not sign on line 17B.
  3. Random Drug Testing Notification and Acknowledgement
    1. Only digital or handwritten signatures will be accepted. Typed names will not be accepted.

B. Mandatory Training

New Trainees

A mandatory training module containing 14 courses will be accessible on the TMS 2.0 website (https://www.tms.va.gov/SecureAuth35/) after application is processed by HR. This must be completed prior to rotations.

Returning Trainees

If you have not logged in to TMS since August 2018, there are numerous changes as part of the system upgrade. On the main login page is video tutorial “Take a Tour of TMS 2.0" (https://www.tms.va.gov/SecureAuth35/). Watching this will answer many of your questions.

Residents who have already completed the “Mandatory Training for Trainees” course in TMS are eligible to take the course titled "VHA Mandatory Training for Trainees – Refresher Course." Log into the TMS website using your new “username” which should be the email address you self-registered with in TMS. Try using the “Forgot Username” option on the main TMS login page to get this information if you don’t know it. If that doesn’t work, you’ll need to contact the help desk (ext 33-6235) to get your “username” for TMS login and request they add a direct phone number to your TMS account. 

Once you are in TMS, complete the refresher training, print your certificate, and save it digitally.  Certificates should be turned in to your service contact once you complete the course.

If your TMS account is inactive, reach out to your service contact. They will get more information from you to request account reactivation through the TMS Domain Manager in Birmingham. Account reactivations normally occur within 72 hours.

C. Contacts

Unless otherwise directed by your program training coordinator, please mail completed forms and training certificates to the VA service secretary on the Associated Health Contact Information form below in advance of your rotation. 

Your completed application with all signatures must be received at least 60 days before the start date of your training program.

D. Fingerprinting and Photo IDs (PIV Badges)

The HR Staffing/Employee Specialist will contact trainees on stipend in regards to all pre-employment requirements. Fingerprinting can be done at the Birmingham VA Health Care System or at any VA Medical Center. Call ahead to check for hours of operation. 

Please ensure the following identifiers are used so we receive the results: SOI=VAA8-SON=1260

The Fingerprint Request Form is only needed if fingerprinting will be done at another VA Medical Center. 

E.  Selective Service 

If you were required to register with Selective Service, access the verification page on the Selective Service website. Enter your information, print the letter, provide a copy to your school, and include copy in your HPT application package. Registration requirements are below.

F.  Requirements at the Conclusion of VA Training

For trainees completing a program and leaving the VA:

  1. Verify that you have completed and signed all progress notes, orders, and patient requests.
  2. Turn in your PIV card to the PIV Office in Human Resources rooms 1926 - 1929.
  3. Check out with your service or department.
  4. Computer Clearance.
  5. Complete the VA Trainee Satisfaction Survey: https://www.va.gov/OAA/surveys/.
  6. Consider VA Employment. 

Patient privacy at the BVAHCS is not only governed by the HIPAA regulations, but also the Privacy Act. Patient information may not be taken out of the BVAHCS building in paper or electronic form under any circumstances. Maintenance of any type of “log book” with patient information is strictly prohibited. Please contact the Privacy Officer for release of information or privacy concerns at ext. 33-3162.

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