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 will be sent to you for processing by MedHub, our resident and fellow management system. The MedHub notification email you receive (from do-not-reply@medhub.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 with your program coordinator) 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 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.
We have created a NC Medical License Rubric to help you understand what needs to be completed for either a training license or a full license. Completing this will give you specific personal instructions for each step of the application process and the ability to print out a pdf of those instructions.
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 the Human Resources Department of Atrium Health Wake Forest Baptist prompting you to complete several processes with their office.
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.
In preparation for your upcoming start, You will be required to complete the following onboarding items:
- Background check via Sterling
- I-9 verification for Employment Authorization via Certiphi
- Journeys tasks via Core Connect
*** Tax forms, direct deposit, and benefits if applicable are completed after your start date***
H) 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.
Orientation for residents and fellows is divided into four sessions. Check the calendar below to find your specific session and then read through our Orientation FAQs that answer many other questions about your orientation.
Session I
Internal Medicine, General Surgery, Neurology PGY 1 and Ophthalmology PGY 1 Residents
Tuesday, June 18
- AM General Orientation (virtual) and Packet Pick Up (Spine)
- PM Wake Wings IN-PERSON or Departmental Orientation
Wednesday, June 19
- AM Encompass on-line training modules (Wake One)
- PM Encompass IN-PERSON training modules (location TBD)
Thursday, June 20
- AM – Patient Promise – IN-PERSON
- PM – Online Modules (New Employee Bundle, etc.)
Friday, June 21 Departmental Specific Orientation
Session II
All other programs except Orthopaedic Hand and Sports Fellowships, Surgical Critical Care, Surgical Oncology and CT Anesthesia Programs
Tuesday, June 25
- AM General Orientation (virtual) and Packet Pick Up (Spine)
- PM Departmental Orientation
Wednesday, June 26
- AM Encompass on-line training modules (Wake One)
- PM Encompass IN-PERSON training modules (location TBD)
Thursday, June 27
- AM Patient Promise – IN PERSON
- PM Online Modules (New Employee Bundle, etc.)
Friday, June 28
- AM Wake Wings IN-PERSON
- PM Departmental Orientation
Session III
Any other House Staff unable to attend Session II
Monday, July 1 General Hospital Orientation IN-PERSON
Tuesday, July 2
- AM Encompass on-line training modules (Wake One)
- PM Encompass IN-PERSON training modules (location TBD)
Wednesday, July 3 Online Modules (New Employee Bundle etc.)
Thursday, July 4 Independence Day
Tuesday, July 9 Wake Wings IN-PERSON
Session IV
Fellowships in Orthopaedic Surgery Hand and Sports Medicine, Surgical Critical Care, Surgical Oncology, CT Anesthesia Programs and Female Pelvic Medicine and Reconstructive Surgery Program
Monday, July 29 General Hospital Orientation IN-PERSON
Tuesday, July 30
- AM Encompass on-line training modules (Wake One)
- PM Encompass IN-PERSON training modules (location TBD)
Wednesday, July 31 Online Modules (New Employee Bundle, etc.)
Tuesday, August 6 Wake Wings IN-PERSON
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.
Below are some important email addresses you need to mark within your email box as important, so they are not lost or sent to your spam folder. Please keep an eye out for the emails below as they will be requesting important information required for your onboarding.
- HR/Talent Acquisition background check: noreply@sterling.app
- Security Department (badge request): cardacss@wakehealth.edu
- Veteran Affairs: MVI.system@va.gov (Not all house staff rotate here)
- Teammate Health: TeammateHealthPortal@atriumhealth.org
- Provider Enrollment (Medicaid/Medicare): donotreply@cms.gov / jpender@wakehealth.edu
For more information on benefits for residents and fellows, download the 2021 Benefits Summary and the 2021 Benefits Guide. You can also visit the Benefits page.
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.
Check with your program coordinator whether you will be assigned a mailbox in the Medical Center’s mailroom or if you will receive mail through a different process.
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.
To access your Medical Center Outlook account, you will need to enable two-factor authentication. Download the guide for how to use Outlook with two-factor authentication.