VA Clearance and Security

Beginning in January of 2010 all trainees who are working or scheduled to work at the VA must complete a security clearance procedure prior to engaging in patient care on clinical rotations. The ruling was made in the Department of Homeland Security and applies to all VA hospitals and federal facilities nationwide.

The process requires the completion of 5 forms (now online), fingerprinting and a criminal background check. The forms are now online and you will receive an email invite to access the system. We have students rotating at the VA in Internal Medicine, Neurology, Psychiatry, Radiology and Surgery clerkships, so all of you will likely have contact with the VA in at least one of these rotations. Please note, the aforementioned process is usually completed prior to your orientation to the M3 Year for your graduating class.

If you did not complete the VA Clearance and Security process prior to M3 orientation

1. Begin the process no later than 4 weeks prior to your first day on one of these rotations as it takes 2 weeks to be completed.
2. Request an application system invite from Ms. Kimberlee Norwood at knorwood@uthsc.edu.  Once all of this is complete and you are cleared to work, you will be given access to the electronic medical record (EMR) and a temporary VA photo ID. You should wear your UT ID as well.

If you completed the VA Clearance and Security process prior to M3 orientation

1. Email the clerkship-specific coordinator for your rotation to confirm your VA system access is current. Their names and phone numbers are listed on this site. The coordinators have set aside specific times to process your documents. Communication with the respective clerkship-specific coordinator will save you a trip to the VA. They will help you with the forms and submit them to the VA’s Trainee Onboarding Team if necessary.
2. The process should be initiated at least 2-3 weeks prior to beginning your clerkship or elective. Once all of this is complete and you are cleared to work, you will be given access to the electronic medical record (EMR) and a temporary VA photo ID. You should wear your UT ID as well.

Required VA Forms (available online with invitation) Instructions for Online Application Application Declaration Drug Testing Form Fingerprint Request PIV Information Worksheet

Instructions for Training Mandatory Online VAMC Training Guidelines Acceptable Identification VAMC Drug Free Guidelines

TB skin tests

The VA requires that all trainees have 2 negative TB skin tests within the last year. University Health Services will conduct this test free of charge with an appointment. Remember, the skin test must be read in 48-72 hours. It can be placed on any weekday except Thursday. Be sure to get documentation to upload to Qualified First Verified Credentials and use the read date for the date.

Service	Contact Person	Phone #	E-mail
Education/Medicine	Elizabeth Brown Genesis Chase Colette Hayes	901.577.7207	vhamemtraineeonboarding@va.gov
Pulmonary	Marion Wilkins	901.523.8990 ext 2052	Marion.Wilkins@va.gov
Radiology	Tanya Terry	901.523.8990 ext 7260	tanya.terry@va.gov
Nephrology, Neurology, Internal Medicine, Surgery, and Psychiatry rotations	Elizabeth Brown  Genesis Chase Colette Hayes	901.577.7207	vhamemtraineeonboarding@va.gov

Any rotation or department not listed may contact Education/Medicine with the above contact information.