We hope that you find these answers to frequently asked questions helpful in your planning for orientation and the first couple of days here at Wake Forest University School of Medicine. Once again, welcome to our medical center.
Is there anything I need to make sure I have organized before orientation?
You are welcome to schedule the following items ahead of orientation:
- Email Employee Health at teammatehealth@wakehealth.edu to schedule an Employee Health Screening. Appointments are available in person or virtually
- Present I-9 required documents to the Human Resources Department for employment verification. It is helpful if you make this appointment for the same day as your employee health screening.
- Place a white coat order at the gift shop. This is organized through your department, please check with your program coordinator for details.
What are the dates of the 2024 orientation sessions?
- June 18 – Internal Medicine, General Surgery Neurology PGY 1 Residents and Ophthalmology PGY 1 Residents
- June 25 – All other programs except Orthopaedic Hand and Sports Fellowships, Surgical Critical Care, Surgical Oncology and CT Anesthesia Programs
- July 1 – Any House Staff unable to attend Session II
- July 29 – Fellowships in Orthopedic Surgery Hand and Sports medicine, Surgical Critical Care, Surgical Oncology, CT Anesthesia Programs and Female Pelvic Medicine and Reconstructive Surgery Program
Will Orientation be in person or virtual?
We will make that determination a little closer to the event to allow for Covid considerations. Orientation will start at 9 a.m. in either case. If orientation is held virtually, a calendar invite will be emailed to the personal email address that you have provided the GME Office with.
Do I have to attend?
It is a Wake Forest University School of Medicine policy that all new hires attend orientation and receive required training before they can start work within the medical center; we require full participation.
Do I have to stay for the full session?
Yes! Every new hire must attend orientation (please see above question). Attending the entire program is necessary and required. Please be prepared to give your full attention to our presenters. They are excited that you are joining us and have a lot of information to convey to you that will make signing up for benefits or understanding medical center requirements easier for you to understand. You will be asked to sign a statement verifying your attendance.
What will be discussed during orientation?
You will receive a warm welcome and introduction to our medical center’s mission and vision as well as an overview of corporate compliance, policies and benefits.
Where will Packet Pick Up be located?
Packet pick up will be located in “The Spine”. This is the hallway outside Employee Health on the ground floor of Reynolds Tower.
What should I bring with me to Packet Pick up?
- I-9 required documents for employment verification (2nd step of the I-9 process) if you have not already visited HR.
- Year, make, model and license tag # for parking registration (if you have not already completed).
Where will I find the program specific schedule for all orientation activities?
A copy of your orientation schedule can be found in the welcome packet that you will receive after orientation, and on the Graduate Medical Education Office web site under Incoming Residents and Fellows.
How do I access the Encompass Training?
You must have logged onto the Medical Center network and have changed your temporary password in order to access the Encompass Training. This training is issued through an email link sent to your @WakeHealth.edu email address. This training is issued through an email link to Epic University training, and other training modules will be completed in HealthStream. Encompass Training must be completed by 5 p.m. on the second day of orientation – please note that this training will require approximately 5 hours to complete.
There is a test-out option for those who have previously used Epic as a resident in the same role at a previous organization. If you wish to attest to the test out option, please fill out this attestation form and allow 24 business hours for the training team to get your test-out option set up with Epic University. Do not start your test-out until you have been emailed that your test-out option has been set-up, otherwise you will need to complete the full training.
What is Wake Wings Training?
Wake Wings is our in-house surgical training module for surgical programs. Residents/fellows from the following departments need to complete this training:
|
|
Where do I pick up my Badge?
Your employee badge will be available at packet pick up which will take place opposite Employee Health in Reynolds Tower Space.
How/where do I park for my first day at the medical center and will I need to pay for parking?
On your first day you can park in the visitor/patient parking decks (A or C). The entrance to these parking decks are located off Medical Center Blvd and Cloverdale Avenue. Currently parking is free. Once you have received your employee badge you may park in the employee decks.
What do I do directly after orientation ends/Will I have the chance to speak to my new Program Coordinator, Program Director or visit my new department?
Your new Program Director and Program Coordinator are excitedly preparing for your arrival within their departments. Some departments are expecting you after your orientation session has come to an end, others are expecting you once you have completed all your training requirements. Please contact your program coordinator directly to find out what plans they have for you.
Will I have the chance to speak to representatives about benefits and HR issues at orientation/What is the best way to find out information about my benefits?
COVID regulations allowing – we will have a resource center set up in an area close to packet pick up with representatives from the following areas who will be available to discuss any questions you might have:
- Benefits
- Financial Services
- Information Technology Services
- Fitness Centers
- Payroll
- Resident Spouse Association
- Telecommunications/mobile communications
- Underrepresented Minorities
Although we will have a representative from benefits available to answer questions in the resource center, we understand that you might still have questions which the People-Link team will be happy to assist with. The People-Link team will be available from 7:30 a.m. to 5 p.m., Monday through Friday to answer questions and provide assistance via 336-716-6464 or benefits@wakehealth.edu.
How/when do I get my usernames and password/what is included in my orientation information packet?
At Packet Pick Up you will receive a folder that contains the following:
- A welcome letter
- A copy of your orientation schedule
- A map of the medical center campus
- Your med center username and password
- Your DEA and MD Number
- Your Benefits Package
- Coupons for local company services
When will I get my first paycheck?
Paychecks are issued bi-weekly, and you will have an opportunity to sign up for direct deposit at Orientation.
- June 18 start date will receive a full paycheck on July 7.
- June 25 start date will receive a partial paycheck on July 7, first full paycheck on July 21.
- July 1 start date will receive a full paycheck on July 21.
- July 29 start date will receive a full paycheck on August 18.
Why is there not one centralized checklist that covers all onboarding requirements?
We have tried very hard to create several checklists to help you understand what you will need to complete before you join us as a physician at Atrium Health Wake Forest Baptist Medical Center. However, there are just so many processes that all have very specific requests that we just cannot cover all eventualities. Your four main sources of information are the Graduate Medical Education Website, the Medhub onboarding modules, the NC Medical license checklist and the WFBH checklist that we issued with your fingerprint cards. Please consider starting all applications early, which will allow time for processing.
Please keep an eye out for multiple requests from other departments within the medical center (Human Resources, Employee Health) as they all have important onboarding requirements for you to complete before you can join your training programs.
When will my health insurance go into effect?
You are considered an employee of Wake Forest University School of Medicine on your first day of orientation, and as such, your health insurance will start on this day.
Where do I show up on my first day of work?
Your Program Director and Program Coordinator have been excitedly preparing for your arrival; please check with them for details of where you should report for your first day of work.
Is my spouse eligible for a tuition discount?
No, there are no tuition discounts or reimbursements for spouses
Are House Staff eligible for complementary gym membership?
Yes, you will receive an email during your first week of employment with details and a registration link.
What is:
- The Intranet – The Intranet is the internal Atrium Health Wake Forest Baptist Web network which you will receive access to once you have completed orientation.
- MedHub – Medhub is our residency management software system. During onboarding you are given access via a portal to complete and download onboarding documents and requirements. Once you have completed orientation you will be able to access your rotation schedules and educational profile.
- HealthStream – HealthStream is the Atrium Health Wake Forest Baptist delivery platform for required online training modules. Wake One training will be delivered through HealthStream.
- EMR – is the Atrium Health Wake Forest Baptist Electronic Medical Record system and can be accessed from the desktop of a MedCenter computer once you have logged on using your MedCenter username and password.
- Email Access – Outlook can be accessed from the desktop of any computer once you have logged on using your MedCenter username and password.
- Core Connect – Core Connect is our Human Resources Management platform. You will receive access once you have completed orientation and can be accessed from the intranet.
How do I set up Remote Access and Two-Factor Authentication?
Once you have completed orientation remote access accounts must be requested, approved and set up by ITS before being utilized. Two-Factor Authentication is required in order to obtain remote access to the Atrium Health Wake Forest Baptist Network and should be requested at the same time as remote access.
How can I easily navigate around the Medical Center?
By downloading the WakeHealth Wayfinder App on your smartphone. Just search for “WakeHealth-Wayfinder” in the app store.
Badge Office:
The Badge Office is located in the Ambulatory Services Building, between Meads Hall and Reynolds Tower on the ground floor. They are open from 8 a.m. to noon and 1 to 4 p.m., Tuesday through Thursday.
Directions to the Badge Office:
- Park in A or C Visitor Parking Areas.
- Enter Reynolds Tower from the main driveway area.
- Turn sharp right after the entrance door.
- Follow the hallway past Bed Storage and Clinical Engineering to the Security and Badge Offices.
Where are the Employee Heath and the Graduate Medical Education Offices located?
Reynolds Tower Spine is located on the ground floor of Meads Hall. Employee Health is located towards the end of the Spine (open 7 a.m. to 5 p.m., Monday through Friday 336-716-4801).
The GME Office is located just around the corner from Employee Health in ‘suite B’ and is open from 8 a.m. to 5 p.m., Monday through Friday.
2024 Orientation Details
Session I: June 18 through 21 – Internal Medicine, General Surgery, Neurology PGY 1 Residents and Ophthalmology PGY 1 Residents:
- Tuesday, June 18
Morning – General Orientation and Packet Pick Up
Afternoon – Wake Wings or Departmental Orientation - Wednesday, June 19
Morning – Encompass – Online Modules
Afternoon – Encompass – In-person Training - Thursday, June 20
Morning – Patient Promise – In-person Event
Afternoon – Online Modules (PPE, New Employee Bundle) - Friday, June 21 – Department specific orientation
Session II: June 25 through 28 – All other programs except Orthopedic Hand and Sports Fellowships, Surgical Critical Care, Surgical Oncology and CT Anesthesia Programs:
- Tuesday, June 25
Morning – General Orientation and Packet Pick Up
Afternoon – Departmental Orientation - Wednesday, June 26
Morning – Encompass – Online Modules
Afternoon – Encompass – In-person Training - Thursday, June 27
Morning – Patient Promise – In-person Event
Afternoon – Online Modules (PPE, New Employee Bundle) - Friday, June 28
Morning – Wake Wings – In-person Event
Afternoon – Department Specific Orientation
Session III: July 1 through 9 – Any House Staff unable to attend Session II:
- Monday, July 1 – General Hospital Orientation
- Tuesday, July 2
Morning – Encompass – Online Modules
Afternoon – Encompass – In-person Training - Wednesday, July 3 – Online Modules (Patient safety, PPE, New Employee Bundle)
- Thursday, July 4 – Independence Day
- Tuesday, July 9 – Wake Wings – In-person Event
Session IV: July 29 through August 6 – 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
- Tuesday, July 30
Morning – Encompass – Online Modules
Afternoon – Encompass – In-person Training - Wednesday, July 31 – Online Modules (Patient safety, PPE, New Employee Bundle)
- Tuesday, August 6 – Wake Wings – In-person Event