Welcome to Wake Forest University 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 firstname.lastname@example.org) 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 checklist provided in your MedHub onboarding package to help with the 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.
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 Atrium Health Wake Forest Baptist 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 email@example.com
- Electronic I-9 Employment Eligibility Form sent from Form I-9 Compliance (firstname.lastname@example.org)
- 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 (email@example.com)
Please check your spam/junk mail folders if you have not received any of these emails, and contact firstname.lastname@example.org with any questions or concerns.
H) Schedule an Employee Health Appointment
Schedule your initial health screening by emailing email@example.com. Please identify yourself as an incoming resident or fellow and include the GME department number (43404). 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 Parking Decal
Email firstname.lastname@example.org to request your parking decal.
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.
J) Obtain a Wake Forest Baptist Identification Badge
An email will be sent from “Card Access” with the title “Please Submit your ID Photo” and will contain details of how to submit your photograph through an application called “Cloud Card”. Your badge will be issued during orientation. Please check your junk email box for this message if it is not in your inbox and let us know if you have not received it within four weeks of being onboarded.
Session I – Internal Medicine, General Surgery and Neurology PGY 1 Residents
- Monday, June 20
- AM – Virtual Orientation followed by packet pick up
- PM – Wake Wings – Babcock Auditorium (Surgery only)
- Tuesday, June 21 – Wake One online training modules
- Wednesday, June 22 – Online modules (Patient safety, PPE, etc.)
- Thursday, June 23 – Department specific orientation
- Friday, June 24 – First clinical work day
Session II – All other programs except Orthopaedic Hand and Sports Fellowships, Surgical Critical Care, Surgical Oncology and CT Anesthesia Programs
- Monday, June 27
- AM – Virtual Orientation followed by packet pick up
- PM – Department orientation
- Tuesday, June 28 – Wake One online training modules
- Wednesday, June 29 – Online modules (Patient safety, PPE, etc.)
- Thursday, June 30
- AM – Wake Wings – Babcock Auditorium
- PM – Department orientation
- Friday, July 1 – First clinical work day
Session III – Any House Staff unable to attend Session II (first clinical work day directed by program)
- Friday, July 1 – First contract work day – departmental orientation
- Tuesday, July 5 – General hospital orientation – virtual
- Wednesday, July 6 – Wake One online training modules
- Thursday, July 7 – Online modules (Patient safety, PPE, etc.)
- Tuesday, July 12 – 8 a.m. to noon – Wake Wings training - Commons
Session IV – Fellowships in Orthopaedic Surgery, Hand and Sports Medicine, Surgical Critical Care, Surgical Oncology and CT Anesthesia Programs (first clinical work day directed by program)
- Monday, August 1 – General hospital orientation – virtual
- Tuesday, August 2 – Wake One online training modules
- Wednesday, August 3 – Online modules (Patient safety, PPE, etc.)
- Tuesday, August 4 – First Clinical Work Day
- August 9 – 8 a.m. to noon – Wake Wings training - Commons
If you are not able to attend, please notify the GME office at email@example.com 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.
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 or C for the first day of your orientation.