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/fellow management system. The MedHub notification email you receive from (do-not-reply@medhub.com) is unique to you. The link within is needed several times to access the Wake Forest Medical Center Electronic Enrollment Portal before you begin training (please do not delete this email). The Enrollment Actions list within the MedHub portal contains all the essential items needed to complete your enrollment into 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 medical center 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, create a password and then follow instructions to view and sign your Wake Forest Medical Center 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 NC Medical License

This process takes time. You must receive a valid license before you begin your training (I.e., 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 less expensive and a more expedited process as compared to a full unrestricted medical license. Please check with your program or the GME office if you have questions regarding whether you should apply for an RTL or a full unrestricted medical license.

You must obtain a full unrestricted NC medical license if you plan to moonlight as a physician. 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 (including fingerprint cards), listed on the RTL checklist to the GME Office as we coordinate this process. 

Full Unrestricted Medical License:

Please notify the Graduate Medical Education Office if you are applying for a full NC Medical License. This involved process can take 5 – 6 months to obtain and you will need to start early. The NC Medical Board will assign you a ‘contact’ who will help coordinate this process and not 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. 

Obtaining a full license for moonlighting purposes also requires you to apply for an independent DEA number. The DEA number assigned to you from the medical center is exclusively for training purposes. 

Obtain your Fingerprints – Once you receive your welcome packet in the mail (this will be mailed to the address that is submitted in the New House Staff Officer Information Form), please obtain fingerprints and return to the GME Office. If you are applying for a full license you will need to send these directly to the NC Medical Board. 

D) NPI Number

You are required to have a documented NPI before commencing work and can apply for one at the National Plan and Provider Enumeration System. Please follow 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 NC 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. 
• Once completed, enter this information into your MedHub enrollment portal.

E) International Medical Graduates

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) WFBMC Human Resources Requirements 

You will receive several emails from human resources prompting you to complete the following prior to orientation (please complete within 72 hours of receipt):

• Background check sent from wfbh@acheckglobal.com (this is separate from the medical board background check)
• Electronic I-9 Employment Eligibility Form sent from Form I-9 Compliance (services@formsi9.com)
• Present unexpired, official documents (no photocopies) for employment verification at orientation to complete your I-9 eligibility
• DocuSign new hire paperwork sent from the talent coordinator (newhires@wakehealth.edu)

Please check your spam/junk mail folders if you have not received any of these emails, and contact newhires@wakehealth.edu with any questions or concerns.

H) Schedule an Employee Health Appointment

Schedule your initial health screening by emailing employeehealth@wakehealth.edu. Please identify yourself as an incoming resident or fellow. The GME department number is 500090. Please be advised that you will need to bring copies of your immunization records. A drug screen is part of the process and are administered on-site at the medical center, or remote drug screening is available. 

I) Obtain a Wake Forest Medical Center Identification Badge

Please email a photo headshot (passport photo with white background, in jpeg format) to security@wakehealth.edu. Include in the email:

• Full name
• Degree
• 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 19-23 – Internal Medicine and Neurology PGY -1 Residents

June 19 - registration opens 7:30 am, Babcock Auditorium

• AM – General Orientation
• PM – Departmental Orientation

June 22 – Wake One Training

June 23

• AM – Wake One Training
• PM – Wake Wings Training

June 24 – First Clinical Work Day

Session II

June 26-30 – All other programs except Orthopaedic Hand and Sports Fellowships, Surgical Critical Care, Surgical Oncology, and CT Anesthesia Programs

June 26 - registration opens 7:30 am, Babcock Auditorium

• AM – General Orientation
• PM – Wake One Fast Track for persons with prior EPIC experience as a resident or fellow
  Or
• PM – Departmental Orientation

June 29 – Wake One Training for persons without EPIC experience as a resident or fellow

June 30

• AM – Patient Safety and Quality Training
• PM – Wake Wings Training

July 1 – First Clinical Work Day

Session III 

July 6-8 – Any House Staff unable to attend Session II

July 6 

• AM – General Hospital Orientation
• PM – Patient Safety and Quality Training

July 7 – Wake One Fast Track for individuals with prior EPIC experience as a resident or fellow

Or

July 7 and 8 – Wake One Training for individuals without EPIC experience

July TBD – Wake Wings Training (Schedule will depend upon program, start date and required Wake One Training.)

Session IV

July 27- 29 – Fellowships in Orthopaedic Surgery Hand and Sports Medicine, Surgical Critical Care, Surgical Oncology and CT Anesthesia Programs 

July 27

• AM – General Hospital Orientation
• PM – Patient Safety and Quality Training

July 28

• AM – Wake One Fast Track for individuals with prior EPIC experience
• PM – Departmental Orientation

Or

July 28 and 29 – Full Wake One Training for individuals without prior EPIC experience

August 1 – First Clinical Work Day

August TBD – Wake Wings

Orientation Conflicts

If you are not able to attend, please notify the GME office at gme@wakehealth.edu and your individual program immediately. You will not be allowed to start training until you have completed orientation.

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.

Please email the badge office a head shot photo (passport photo with while background). Please include in the email your full name, degree, make/model, color of car and license plate. 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.

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.

All residents and fellows are assigned a mailbox in the Medical Center’s mailroom as of July 1. On or after July 1, please go to the mailroom’s service window and request your mailbox assignment and combination. Please do not inquire about your mailbox prior to July 1.

Beepers are assigned by the program to which you have been appointed.

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.

Check with your department for details about getting lab coats cleaned. Cleaning services are also available via the gift shop.

Employee parking information will be provided when you obtain your ID badge and parking decals. Please use your assigned parking area. Note: You will not receive your badge until the first day of orientation, so for that day please park in parking deck A, B or C.