Student Internships

Affiliates, Medical Residents, and Health Professional Trainee Students

The VA Black Hills Health Care System works with hundreds of students, interns, and residents each year.  We ask that all student questions or concerns not addressed by instructions on this website be directed to your Clinical Program Coordinator or Instructor at your Institution. If your Clinical Program Coordinator or Instructor at your Institution cannot answer or address your concerns then they (not individual students) may contact the Black Hills Health Care System Department of Education at .

To be completed by institution:

IMPORTANT: Due to Federal Regulations, The Black Hills Health Care System is unable to support individuals observing, shadowing, volunteering or assisting as a volunteer in any type of facility administrative, business or clinical experience or capacity. All individuals seeking practical experience must be sponsored by an existing affiliate and have completed all required trainings and forms.

Instructions to apply for practical experience and/or clinical rotation:

Before you can begin your clinical experience, your school's clinical coordinator must ensure that our facility can support your desired rotation dates and is able to provide an educational experience that meets your school's requirements. This is extremely important particularly when coordinating large groups of students. Your school’s clinical coordinator should contact the appropriate trainee placement coordinator/s at our facility to get approval and to determine if the department has any unique or special requirements that must be accomplished.

The next step is to ensure that there is an affiliation agreement between your school's specific program and the VA Black Hills Health Care System. Please note no one will be allowed to conduct a practical/clinical experience without an affiliation agreement in place (No Exceptions). Check to ensure your program has a current affiliation agreement in place. If your specific school program is not listed, complete the blank affiliation agreement and email: john.wells8@va.gov or fax to the Department of Education at 605-720-7188. 

To get a Blank Affiliation Agreement form emailed to you, contact John.Wells8@va.gov.

After an affiliation agreement is in place, there are several required trainings and forms.

To be completed by students/residents:

1. Initial Forms

At least 8- weeks prior to your requested Clinical Rotation please email the following forms to John Wells at: john.wells8@va.gov               

VA Form 10230 COVID-19 Vaccination Form

• Please provide support documentation for the selection you choose. If vaccinated, please include a copy of your vaccination card.
• Important: Ensure you provide your full legal name as it appears on your legal Identification, that it is legible, and sign the document.          
• Failure to do this could result in delays or cancellation of your clinical experience.  

2.  VHA Mandatory Training for VA Health Professions

To allow students to interact with patients and have access to our information systems you are required to  complete a mandatory training item using the VA Talent Management System (TMS).  The item is titled VHA Mandatory Training for Trainees (MTT) and if you are in a multi-year program,  is training must be completed every 365 days to remain compliant. (MTT Refresher)

TMS can be found at https://www.tms.va.gov/SecureAuth35/.  You will follow the steps in the document  below to create your profile, launch the mandatory training items and complete the content prior to beginning your clinical training.

Facility-specific information to complete the TMS self-enrollment process:

• VA Location: BHH
• Trainee Type: Health Professions Trainee
• VA Point of Contact First Name: (John)
• VA Point of Contact Last Name: (Wells)
• VA Point of Contact Email Address: (john.wells8@va.gov)
• VA Point of Contact Phone Number: (VA Fort Meade is without hyphens)

Instructions to print the TMS MTT certificate:

On the main page select learning status pod.  Hover over the completed course title. Select ” Print Certificate link”.  Students will include the certificate when they fax, email or hand carry the rest of the paperwork.     

3. Fingerprints

You will need to obtain fingerprints no earlier than 120 days and no later than 60 days prior to your scheduled Clinical Rotation start date.

• Once you submit the required documents via email to john.wells@va.gov you will receive an automated email stating you are sponsored for fingerprinting and may make an appointment via the website link listed in that email. 
• Please enter “Department of Veteran Affairs” for Agency/Organization. Please then select “Enrollment-Take photo and fingerprints, present ID documents.”
• Enter your zip code, select find locations and then select a “location restricted to agency”, as these are VA locations.
• Please do not schedule a date and time until after you have emailed me all the required documents, as this is a prerequisite for fingerprinting. When you arrive for fingerprinting please provide them with the below SOI and SON codes and inform them you need fingerprinting and to start the process for a “VA PIV-I card.”
• Timing is very important in this process. You must be fingerprinted between 120 and 60 days before your rotation start date. Please ensure to bring 2 forms of ID from the attached list. Failure to do so will result in your inability to be fingerprinted and will delay or inhibit your ability to have computer access during your rotation and could result in cancelation of your rotation.
•  

Acceptable Forms of ID Guide (PDF)

• You will need to provide the following code to the VA staff who does the fingerprints to ensure the successful coordination and electronic transfer to our facility. SOI: VAK1 and SON: 1763 for Fort Meade.
• Please email John Wells at john.wells8@va.gov once your fingerprinting is completed with the date they were taken.

• You will need to provide the following code to the VA staff who does the fingerprints to ensure the successful coordination and electronic transfer to our facility. SOI: VAK1 and SON: 1763 for Fort Meade.
• Please email John Wells at john.wells8@va.gov once your fingerprinting is completed with the date they were taken.

4.  Schedule Orientation

Please email john.wells8@va.gov to schedule a student orientation prior to your clinical experience.    

5. Orientation Day

On the scheduled date of your Student Orientation at the Black Hills Health Care System YOU are REQUIRED to bring the Following Forms and Documents:

• Two forms of Government ID (i.e. Driver’s License, Social Security Card, or Passport).

NOTE TO TRAINEES: You will receive an email from the VA Black Hills student placement coordinator with instructions on where and when to report for student orientation and instructions for your first day; please ensure to bring your student school name badge with you.

Download: Map of Fort Meade

• Computerized Patient Record (CPRS) training is offered during orientation.

6. Post training

• Please complete the “Evaluation of VA Learning Experience” following your clinical experience: https://www.va.gov/oaa/surveys
• Students interested in applying for employment at VA Black Hills: www.usajobs.gov (Narrow your search by Geographical location and Position). The phone number to Human Resources is 605-720-7090 (Fort Meade) or 605-745-2018 (Hot Springs).
• Returning Badges:  It is vital that trainees return name badges to the PIV card department following your clinical experience.

Questions: 

If you have questions, contact VA Black Hills Student Placement Coordinator or the Education Department at .