Welcome to Wake Forest School of Medicine! We are looking forward to your first day in Winston-Salem. Before you arrive, please read through the information below. It will help you get started on the required documentation as well as provide you with other information you need to begin your training here.
Please review the following checklist for required on-boarding activities. Some items are to be completed and returned 90 days before your start date; other items are within 30 days. We encourage you to start as soon as possible.
Your contract and several other documents will be sent to you for processing by MedHub, our resident and fellow management system. The MedHub notification email you receive (from email@example.com) is unique to you. You will need the link in the email several times to access the Wake Forest Medical Center Electronic Enrollment Portal before you begin training. Please do not delete this email. The MedHub portal contains your Enrollment Actions list, which lists all the essential items you need to complete your enrollment in Graduate Medical Education (GME). Although you may not be able to finish all items in the list right away, everything is due prior to your start date.
A) Sign your Contract
Your Wake Forest contract will be issued by MedHub for electronic signing. You will be emailed a link via MedHub (to the non-school email address you confirmed in an earlier email) that you will need to open. You will create a password and then follow instructions to view and sign your contract.
B) Complete the New House Staff Officer Information Form
This demographic form, along with other important onboarding forms, is issued through MedHub.
C) Obtain a North Carolina Medical License
This process takes time. You must receive a valid license before you begin your training. Having a state license is a condition of employment.
North Carolina only requires a Resident Training License (RTL) to participate in a residency or fellowship program. The RTL application is usually a less expensive and a faster process compared to getting a full unrestricted medical license. Please check with your program or the GME office if you have questions about whether to apply for an RTL or a full unrestricted medical license.
You must obtain a full unrestricted North Carolina medical license if you plan to moonlight as a physician while in your residency or fellowship.
The RTL is only valid at your sponsoring institution and cannot be used for moonlighting purposes. All moonlighting requests must be approved by your program director and the GME office. Some extra duties for pay that are often referred to as “internal moonlighting” can be performed with a RTL since a supervision model is used.
Resident Training License:
Complete the online Resident Training License (RTL) Application. Follow the NC Board RTL Checklist to help with the process. The cost is $138, payable by credit card only. Mail the required GME documents, listed on the RTL checklist to the GME Office as we coordinate this process.
Full Unrestricted Medical License:
Please notify the GME office if you are applying for a full North Carolina Medical License. This involved process can take 5 to 6 months to obtain, and you will need to start early. The North Carolina Medical Board will assign you a contact who will help coordinate this process instead of the GME office. You will need to email a copy of your license to the GME office at GME@wakehealth.edu once this process has been completed.
To obtain a full license for moonlighting purposes, you also need to apply for an independent Drug Enforcement Agency (DEA) number. The DEA number assigned to you from Wake Forest is exclusively for training purposes.
Regardless of which license you apply for, you will need to obtain your fingerprints. Instructions for the fingerprinting process will be mailed to you. Once you receive your welcome packet (which will be mailed to the address that is submitted in the New House Staff Officer Information Form), please obtain your fingerprints and return to the GME office. If you are applying for a full license, you will need to send these directly to the North Carolina Medical Board. Fingerprinting requirements have been waived for 2021 due to COVID-19.
D) Apply for Your National Provider Identifier (NPI)
You are required to have a documented NPI before beginning work and can apply for one at the National Plan and Provider Enumeration System. Please use the following step-by-step NPI instructions for private providers.
- Your name must be in exactly the same format as your medical license
- If you do not have a full North Carolina Medical License, you cannot enter a specialty taxonomy code. Applicants who are applying for an NPI under a Residency Training License must use the student taxonomy code (390200000X).
- Select "individual" rather than "institution."
- List your home address and phone number as your contact information.
- Check with your program coordinator and list your clinic phone number as your work contact information.
- Enter your completed information into your MedHub enrollment portal.
E) Obtain J-1 Visa (for International Medical Graduates Only)
International Medical Graduates must hold a valid Educational Commission for Foreign Medical Graduates (ECFMG) certificate and obtain a J-1 visa.
F) Download your American Heart Association Certificate, or Sign-up for Re-certification
Your American Heart Association Certification must be current before your first clinical day. Please check the list of requirements for your specialty and upload your certificates through MedHub. Sign up for re-certification here.
G) Complete Human Resources Requirements
You will receive several emails from Human Resources Department of Wake Forest Baptist Health prompting you to complete documentation prior to orientation. Please complete the following items within 72 hours of receipt of the email:
- Background check (separate from the medical board background check) sent from firstname.lastname@example.org
- Electronic I-9 Employment Eligibility Form sent from Form I-9 Compliance (email@example.com)
- Unexpired, official documents (no photocopies) for employment verification brought to orientation to complete your I-9 eligibility
- DocuSign new hire paperwork sent from the talent coordinator (firstname.lastname@example.org)
Please check your spam/junk mail folders if you have not received any of these emails, and contact email@example.com with any questions or concerns.
H) Schedule an Employee Health Appointment
Schedule your initial health screening by emailing firstname.lastname@example.org. Please identify yourself as an incoming resident or fellow and include the GME department number (500090). You will need to bring copies of your immunization records and expect to complete a drug screen. The drug test is administered on-site, or remote drug screening is available.
I) Obtain a Wake Forest Baptist Health Identification Badge
Please email a photo headshot (passport photo with white background, in jpeg format) to email@example.com. Include in the email:
- Full name
- Make/Model, Color of Car
- License plate
Please state that you are an incoming House Officer. Your badge will be issued during orientation.
Session I– June 21 – 23 – Internal Medicine, General Surgery and Neurology PGY 1Residents:
- June 21 –
- AM –Virtual Orientation followed by packet pick up in the Spine Gallery
- 1:00 – 5:00 pm – Wake Wings (General Surgery)
- June 22 – Wake One On-Line Training
- June 23 – AM - Patient Safety and Quality Training
- June 24 – First Clinical Work Day
Session IIJune 28 – 30 – All other programs except Orthopaedic Hand and SportsFellowships, Surgical Critical Care, Surgical Oncology and CTAnesthesia Programs:
- June 28 – Virtual Orientation followed by packet pick up in the Spine Gallery
- June 29 – Wake One On-Line Training
- June 30 –
- AM - Patient Safety and Quality Training
- 1:00 – 5:00 pm – Wake Wings Training
- July 1 – First Clinical Work Day
Session III July 6-9 – Any House Staff unable to attend Session II
- July 1 – First Contract Work Day – Departmental Orientation
- July 6 – General Hospital Orientation – Commons
- July 7 and 8 – Wake One Training
- July 9 – Frist Clinical Work Day
- July 13 – 8:00 am – 12:00 noon – Wake Wings Training
Session IV August 2 – Fellowships in Orthopaedic Surgery Hand andSports Medicine, Surgical Critical Care, Surgical Oncology and CTAnesthesia Programs:
- July 26 – General Hospital Orientation – Commons
- July 27/28 – Wake One Training
- July 29 – Patient Safety and Quality Training
- August 2 – First Clinical Work Day
- August 10 – 8:00 am – 12:00 noon – Wake Wings Training
If you are not able to attend, please notify the GME office at firstname.lastname@example.org and your individual program immediately. You will not be allowed to start training until you have completed orientation.
Beepers are assigned by program. For more information, contact your individual program.
Please email the badge office a head shot photo (passport photo with white background). In the email, include your full name, degree, the make, model and color of your car and license plate number. Badges and parking decals will be available on the first day of orientation.
If you are on campus you are welcome to visit the badge office to process these items. The office is located in the Ambulatory Services Building, between Meads Hall and Reynolds Tower on the ground floor. They are open from 7am – 12 noon and 1pm – 4 pm, Monday to Friday.
Lab coats may be provided to you by your department. Please check with your program to determine the process for obtaining lab coats if they are offered. If your program does not provide lab coats, they can be purchased in the gift shop, located on the main floor of Ardmore Tower. Lab coat cleaning services are also available through your department or the gift shop.
MedHub is a web-based residency/fellowship management system designed to track and document program activities including scheduling, curriculum and objective goal delivery, evaluations, procedures and duty hours.
Download the MedHub Welcome document (PDF) and discover how this delivery system will also provide your programs’ demographic data and files, Graduate Medical Education Office announcements and urgent tasks.
All incoming residents and fellows will have a Medical Center email account set up prior to arrival. Particular information about email addresses is provided at orientation.
You will get information on employee parking when you obtain your ID badge and parking decals. After orientation, please use your assigned parking area. Because you will not receive your badge until orientation, please park in parking deck A, B or C for the first day of your orientation.