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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, fingerprinting and a criminal background check. 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.

  1. Begin the process no later than 2-4 weeks prior to your first day on one of these rotations as it takes 2 weeks to be completed.
  2. Download the 5 compliance documents found below under "Required VA Forms" and complete the information requested.
  3. Call the clerkship-specific coordinator for your rotation to make an appointment to bring your documents and schedule finger printing or re-fingerprinting. Their names and phone numbers are listed on this site. The coordinators have set aside specific times to process your documents. A phone call and appointment will save you a trip to the VA. They will help you with the forms and submit them to Dr Jim Lewis’s office in the VA Department of Education.
  4. The VA Department of Education will then forward your application to Human Resources for initiation of the background check.
  5. The process should be initiated at least 2-4 weeks prior to beginning your clerkship or elective. You will need to download and complete the documents found on the links listed on this web-page and take the documents to the appropriate department.
  6. 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

Instructions for Training


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
Educational  Elston Howard
Carolean Bolden
Sylvia Flowers
Kara Ivy
Medicine Bobbie Morton 523-8990 ext 6659  
Medicine Lisa Malone 523-8990 ext 6660
Medicine Valerie Shields 523-8990 ext 6670
Neurology Debra Huddleston 523-8990 ext 7016
Pathology Brenda Hamilton 523-8990 ext 7390
Psychiatry Valerie Tunstall-Ernest 523-8990 ext 2376
Radiology Tanya Terry 523-8990 ext 7260
Surgery  Collette Scott 523-8990 ext 2123

Last Published: Nov 6, 2019