University of California San Francisco

Faculty Onboarding

After signing the offer letter

☐ Apply for the California Medical License ASAP (6 months process time) or Section 2113 Permit  (2113 Permit will require sponsorship from the Department of Surgery/ Dean’s Office)

☐ Work with HR with the ISSO office for Visas if needed

☐  Apply for a Society Security Number

☐ Apply for a National Provider Identifier (NPI)

☐ Apply for the DEA application (Fees Waived)

☐ Apply for a fluoroscopy License - Form

☐ HR to generate UCID, Email, Campus Login

☐ Fill out Surgery Intake Form and Signature Authorization Form - Carrie Triplet, DOS Credentialing Analyst will be reaching out to you and your Administrative Analyst.

☐ Apply for Medical Staff Privileges / Credentialing at UCSF

    • Go to UCME to fill out the credentialing application
    • Upload documents (California License, DEA License, BLS, PALS/ACLS/NRP Certification)
    • Enroll as a provider to Health Plans /Medi-Cal /Medi-Care
    • Request for e-prescription

☐ Prepare your CV and upload it to the Advance 

☐ Apply for a Certificate of Insurance if you need to work at any outreach hospitals - for questions, ask your Administrative Analyst / Carrie Triplett, DOS Credentialing Analyst

☐ Apply clinical privileges at other outreach hospitals – contact Carrie Triplett, DOS Credentialing Analyst

☐ Relocation Arrangement with Eleanor Fiege, DOS HR Liaison 

Note: Your relocation package is listed on your offer letter. The Department of Surgery does not cover everything listed on the UCSF relocation matrix. 

1-2 Months prior to your start date

Please work with your assigned Academic Analyst to complete the following tasks.

☐ Reserve a flight with UC Travel Center (in the most economical way)

    • Eunji Hwang at [email protected]
    • Funding: MSURECRUIT
    • Approval: Manager>Annie To>Mike Panion

☐ Submit a Campus ARF ticket and route it to the Manager for approval

    • Login/ Active Directory (if not done by HR)
    • Email (if not done by HR)
    • Add to IT Premium Service (if not done by the chair's office)

☐ Submit an IT ticket to request a new computer and route it to Manager for approval

  • Option: Dell laptop or MacBook Pro
  • Order 2 monitors/ 1 keyboard/ 1 mouse/ 1 docking stations/ 1 printer (if needed) 
  • Printer model: HP Color LaserJet Pro M454dn)/  Any computer device must be ordered via IT and encrypted by IT
  • Your personal computer and phone must be encrypted to prevent data loss via IT.
  • The Department will pay for the 1st computer
    • Funding: MSUADMIN03:  5014-148202-1111111-45
    • Approval Flow: Manager>Annie To>Mike Panion
    • For finance questions: contact Annie To, DOS Finance Analyst 
    • For IT questions: contact IT at 415-514-4100

☐ Submit an IT ticket to purchase a 2-way pager with IT (if needed)

☐ Submit an IT ticket to forward to your pager to your cell phone (if needed)

☐ Submit an IT ticket to add your pager number in Pager Box (if needed)

☐ Submit an IT ticket for a Cisco phone and map it to your email for your office (if needed)

    • Request IT to mask the phone number (For external interface, mask it with our clinic number phone number

☐ Submit an IT ticket to set up the computer to come on the 1st day or work

    • Set up the computer
    • Map the printer 
    • Set up Apex printing
    • Print a Dymo sticker and stick it on the new printer (IP address & Computer Name)
    • Let your academic analyst know about the new laptop ID (SURG-XXXXX-LT)

☐ Place an order for 2 lab coats – Order from UCSF Davis Bookstore / Labwear.com. contact <[email protected]>

    • Brand
    • Style Number
    • Size
    • Example: Fashion Seal 423 with knot buttons, Size 42

☐ Send a copy of the following documents to your academic analyst

    • CITI Training Certificate
      • CITI Good Clinical Practice
      • Human Subjects Protection Training 
    • CA Driver’s license
    • CA Medical License
    • CME Records for the last 2 years
    • DEA License
    • Fluoroscopy License
    • E-signature
    • Blurb /Professional Summary
    • Medical School Certificate
    • Residency Certificate
    • Fellowship Certificate
    • Professional Portrait
    • Immunization/Covid /Flu Shot/TB Surveillance Record

☐ Create an E-letterhead

☐ Place a name placard with Documents and Media

☐ Place an office Key order with Campus Facilities or Medical Center Help Desk

☐ Request Hitachi Door Access

☐ Request Assistant information to be added to Hitachi 

☐ Update Division distribution lists -such as Grand Rounds, Faculty list, etc.

☐ Extend invites to Faculty Meetings/Grand Rounds/Related meeting series

☐ Submit a Biography to the Department of Surgery Website

☐ Update the Division's website

☐ Update UC Profile

☐ Create a profile in AMION (add pager/cell and email information)

    • Send a link to faculty to reset the password
    • AMION login: ucsf 

☐ Order Academic Business Cards

☐ Request Clinical Name Placard HVC/Cancer Center if needed – Contact practice manager 

☐ Request Clinic Rooms to see patients if needed – Contact practice manager 

☐  Complete Apex Training Online.

    • Ambulatory + Inpatient
    • If you are unable to pass the online tests, in-person classes will be needed.
    • Training Hotline 415-514-8797
    • Self-Coding
    • Confirm with Apex trainers that  all training are completed

☐ Await Medical Affair’s Office to create UC Provider ID – check with Carrie Triplett (The Provider ID will be generated when credentialing request has been initiated but will not work until it is approved.)

☐ Submit a Medical Center ARF and route it to a Manager for approval. This form can only be submitted after credential committee's approval and signoffs by the DOS Chair/ Dr. Hirose. 

    • Active Directory, Apex Ambulatory, Inpatient, OR templates for surgeons
    • E-Unity
    • Case view
    • Life Image
    • Mirror: XXX, MD
    • Syngo
    • After submitting an ARF ticket for Syngo, email HVC IT support for Syngo access
    • For any other applications, please add them to the ARF request form.

☐ Submit an IT ticket to add a surgeon to the specific “Department” in Apex- Fill out the form -  Check with Practice Manager 

☐ Add the Surgeon’s name to the phone tree – check with Practice Manager 

☐ Build /Share Templates / Smart Set in Apex –- check with Practice Manager 

☐ Clinical Coordinator Assignment – Check with Practice Manager 

1-2 Weeks prior to your start date

☐  Schedule a Pre-employment Clearance appointment with Occupational Health

    • Tel: 415‐885‐7580 / fax 415‐514.5614
    • Immunization records (measles, mumps, rubella, varicella, hepatitis B) or titers
    • Copies of any TB skin tests done within the last 12 months
    • Copies of any chest X-ray reports done within the last 12 months
    • Copies of any QuantiFERON test results within the last 12 months
    • Copy of Covid vaccine record
    • Proof of TDAP vaccine
    • Fill out the forms before your appointment
    • https://occupationalhealthprogram.ucsf.edu/pre-employment-clearance

☐ Understand the latest COVID 19 policy- https://coronavirus.ucsf.edu/

☐  Sign I-9 Form with HR generalist (Two Forms of ID) with HR Academic Generalist -Bellamie Stark

☐  New Employee Orientation

☐ Newly Eligible Benefits Orientation (NEBO). UC Welcome kit: This booklet offers a comprehensive overview of your health and welfare benefits options, including details about eligibility and enrollment plans available to you.

    • Visit the UCPath portal at ucpath.universityofcalifornia.edu to enroll in benefits by following these Enrollment Instructions.
    • Note: If you miss the 30-day deadline, you may be able to enroll at the next Open Enrollment period or if you experience a life event (such as marriage, new baby, etc.); however, some plans are only available now.
    • Should you have any other questions, please visit UCPath (ucpath.universityofcalifornia.edu) and click on “Ask UCPath Center” to submit an inquiry. You may also contact the UCPath Center to speak with an associate Monday – Friday 8:00 a.m. – 5:00 p.m. (PST) at 855-982-7284.

☐  Schedule a WEID appointment with UC Police

☐ Fill out the E-Prescribe form, and email it back to Medical Affair’s Office- Email to practice manager/academic manager for approval. This form needs to be submitted by supervisors/managers only.

☐ Submit a UCSF Heath Marketing ticket to add a surgeon to UCSF Health Website

☐ Complete the following online training at the UCSF Learning Center. 

    • Annual Safety Training
    • COVID 19 Prevention
    • Cyber Security Awareness Fundamentals
    • General Compliance Briefing: University of California Ethical Values and Conduct
    • HIPPA 101 – Privacy & Security for New UCSF Faculty, Staff, and Trainees
    • Students, Volunteers
    • Infection Control Training
    • Office Ergonomics
    • Professionalism in Health Care
    • UC Preventing Harassment & Discrimination for Faculty
    • UCSF Foundations of Diversity, Equity, and Inclusion
    • Workplace Violence Prevention in Health Care

☐ Coordinate with IT to help the surgeon on the first day

☐ Draft introduction summary and send it to Alex for Division Announcement

☐ Draft a welcome announcement/news for the Division Website (if needed)

☐ Request Parking Spot via PayByPhone

    • Visit PayByPhone (download the app for the best mobile experience)
    • Enter UCSF code: 401608 (for calendar month pass) or 401619 (for 30-day pass)
    • Select “Months” or “Days” (drop-down menu)
    • Enter parking duration (1 month, or 1 day)
    • Click “Continue” and complete the credit card payment 

First Day of Work

☐ Meet with your academic analyst 

☐ Find your office

☐ Go to your WEID Appointment to pick up your badge

☐ Meet with IT to ensure all your access is set up

  • Ask IT to create short cuts pages to carelinks, amion, caseview, hbs, ucpath, myaccess etc.

☐ Delegate Access to your academic analyst

    • Zoom Portal
    • Profile
    • Advance
    • My Expense
    • Calendar Access (Please share this with the manager as well.)
    • HBS – set password to hbs123

☐ Submit the online scrub request form or paper form

☐ Clinic/Ward/OR Tour with Fellows/NPs

☐ Add contacts to cell phone

☐ Meeting with the Chief (if needed)

The first week of work

☐ Schedule photo portrait session with UCSF Health – Email Nora Abayani

☐ Schedule Diversity, Equity, and Inclusion Champion Training 1& 2

☐ Schedule Communication Training

☐ Schedule an N95 Respirator Fit Testing

☐ Schedule Onboarding meeting with Dr. Adnan Alseidi - Contact Assistant: Elbert Brooks

☐ Schedule Onboarding meeting with Dr. Emily Finlayson-Contact: Julie Carrasco

☐ Schedule an introduction meeting to meet with Julie Ann Sosa, MD, the Chair (if needed)

☐ Schedule an introduction meeting to meet with Mike Panion, Vice-Chair of Admin and Finances (if needed)

☐ Check allocation funding/balance, contact Annie To

☐ Plan to complete CITI Training (if needed / for research faculty)