Graduate Medical Education

Step 1: Pre-Onboarding Questionnaire

• Deadline: 3/27/26
• Time commitment: 5 minutes
• You will get a completion link from DocuSign
   

Step 2: Apply to Onboard

• Deadline: Within 1 business week of receiving the invite
• Time commitment: 30-45 minutes
• Submit within Portal (APDS)
• Guide to using the portal, with screenshots
• Detailed instructions: Your invitation will come from MVI.Systems@va.gov.
• Plan for 30-45 minutes for this step which involves setting up an ID.me or login.gov account for dual-factor authentication and providing basic demographic information.
• Materials: Ensure you  have the two forms of ID you plan on using to get your VA identification (acceptable forms of ID) and any citizen or name-change paperwork that apply to you. The names on these must match exactly. If you plan to use a driver license it must be real ID compliant, and NOT a temporary paper card.

Application Tips:

• Use PC if possible
• The name you enter into the system MUST match the name on the two pieces of ID EXACTLY, including hyphens
• Review the middle name field carefully
• Enter your upcoming residency and fellowship training with future anticipated graduation date and number of months completed as “0”
• When you are done with the forms, click the green “SUBMIT” button, otherwise the application WILL NOT release to us for further processing. 
  
   

Step 3: Training

There are TWO mandatory training modules that must be completed for your VA accounts to be created. The sooner these are done, the more smoothly account set-ups will go. The training account is generated after the application from Step 2 is received.
 

Note: The MTT must be completed more than 30 days prior to your start date in order for your accounts to be generated

Deadline: Complete trainings within 1 week of notification.

Materials: A computer and approximately 4 hours of time.
 

Training Tips:

• Complete TWO required Mandatory trainings:
  • Mandatory Training for Trainees (MTT)
  • CPRS Tab-by-Tab
• An email will be sent from MVI.System@va.gov stating a training has been assigned. The email will state the training is not required before reporting for duty but is “recommended to expedite your onboarding process”- This is an inaccurate statement; please note delaying training WILL DELAY your ability to provide care for Veterans on day one
• Plan to take the training within a week of receipt of the email.
• If you are new to the VA, you will get a follow up email from “TMS” with instructions.
• If you have been at a VA before, you may not get the follow up email as the training account is not marked as new. Instead:
  • Search VA TMS 2.0 in your web browser.
  • You will need your username
    • If you cannot find your username, please contact your VA POC and ask for your TMS username
  • If you forgot your password, call 855-673-4357 and supply your cell phone number so you can receive a text to reset your password.
  • Both trainings will be in your Learning Plan.
• Mandatory Training for Trainees (MTT) covers HIPAA and VA Rules of Behavior, and replaces the multitude of modules that staff take.  A refresher course must be completed annually for the duration of your training.
• CPRS Tab-by-Tab teaches how to use the electronic health record. You can NOT be granted access to the chart until this is completed.
• Contact us: Let your VA POC know when the CPRS training has been completed so access to the record can be granted.
  
   

Step 4: Enroll for your PIV Badge (Federal ID)

• Deadline: Schedule an enrollment appointment within 3 days of receiving notification of sponsorship. The appointment itself should be a minimum of 30 days prior to your first day to ensure your badge is ready.
• Time Commitment: 5 minutes to make the appointment; variable for the appointment itself
• Enrollment Tips:
  • The sponsorship email notification is sent from USAccess. DO NOT schedule an appointment until you receive an email confirming sponsorship. It will contain instructions.
  • Your VA POC also will send instructions
  • Use this link to schedule an enrollment appointment: https://www.gsa.gov/technology/it-contract-vehicles-and-purchasing-programs/federal-credentialing-services?gsaredirect=federal-credentialing-services
  • This does not have to be completed at a VA; many Federal Agencies can complete enrollment.
    • Sponsoring Agency: Department of Veterans Affairs.
    • Site Type: Shared. Select a location, date, and time that works for you.
    • Pro-tip: Complete this step before you move to Portland if possible.
• At the Appointment
  • Bring: Two forms of ID. The names MUST MATCH EXACTLY to what you entered in your application. If using a Driver License it must be REAL-ID compliant, and not a temporary paper card.
  • If completing enrollment somewhere other than the Portland VA, provide the following information to the enrollment team (this lets them route the information to Portland):
  • Site Organizational Identifier (SOI): VA79 VAPORHCS
  • Site Organizational Number (SON): 1141
  • Do not show teeth when they take your picture. If you do, you will have to retake the photo.
  • Contact us: Let your VA POC know your enrollment date so we can complete additional actions on our end.
     

Step 5: The Background Investigation

• Deadline: Complete the “eAPP” within 3 days of receiving the email from NBIS
• Time Commitment: Can be lengthy to assemble your references and prior addresses. There may be follow-up required.
• Materials: Gather up all your identifying information and citizenship documents. Additionally, the last five years of your mailing addresses and professional references must be provided.
• Background Investigation Tips:
  • Correspondence regarding the background investigation will come from donotreply@nbis.mil.
  • The user information and temporary password are contained in two separate emails for security.
  • The application MUST BE COMPLETED prior to attending your enrollment appointment.
  • Contact information CANNOT be left blank or answered with “I don’t know.”
  • Let your references know that you are using them; they will be contacted
  • Concerns about the process or questions being asked? Reach out to your VA Point-of-Contact. 
     

Step 6: PIV Badge Pick-up

Your printed badge must be picked up and activated at the PIV Office

• Deadline: Prior to or as part of in-person check in
• Materials: Bring two forms of ID that match exactly
• Time commitment: ~30 minutes. Schedule an appointment for faster service; walkins welcome but subject to wait
   

Step 7: In-Person Check-In

You MUST arrange to meet with us face-to-face to ensure all the steps have been completed to provide you with tort (malpractice) coverage. 

During the Check-In you will:

• Complete the Signing Ceremony.
  • Bring your laptop for this step: You will be accessing the original application system to sign documents, and reviewing documents on a phone can be difficult
• Complete the Oath of office.
• Receive some brief orientation materials and meet members of your VA team.
• Receive the “code sheets” with your access code and temporary verify code for VISTA.
   

Step 8: Prior to seeing Veterans

Before your first clinical assignment it is critical to log in to all your accounts and ensure that everything is working smoothly. There will be several drop-in sessions with IT support, or you can stop at the Education office. Please come see us within the first month of the academic year even if your first rotation at the VA isn’t for several months.

• Log into computer systems to ensure that all accounts work, update passwords, set your signature block and signature code.
• Request Microsoft 365 license (required for MS Teams and email).
• Register your mobile number with the yourIT helpdesk.