Transcript New Trainee Appointment Policy Handbook

New Trainee Appointment
Policy Handbook
Christopher Clarke, Ph.D.
Office of Academic Affiliations
VA Central Office, Washington, DC
Field Education Leaders DEO Conference
Salt Lake City, UT
May 7, 2008
Handbook Status
A long time in the making:
•
•
•
•
•
shifting security regulations
rulings on background checks
agreement on primary source verification
OMB approval of ‘single application form’
approval and inclusion of new ‘Trainee
Credentials and Qualifications Letter’ in VA
level staffing handbooks
 Now ready for concurrence!
O F F I C E
O F
A C A D E M I C
A F F I L I A T I O N S
2
Proper Trainee Appointments to VA
are Essential
1. To ensure that trainees have
personal liability protection as
provided by the Federal Employees
Liability Reform and Tort
Compensation Act;
2. To ensure VA and its patients are
protected from unethical or
dangerous practitioners.
O F F I C E
O F
A C A D E M I C
A F F I L I A T I O N S
3
Policy Highlights
 Single Application Form for Health Professions
Trainees (VA Form 10-2850d)
• replaces VA Forms 10-2850a, 10-2850b and
10-2850c
 Trainee Qualifications and Credentials
Verification Letter (TQCVL) for all trainees
• replaces RCVL for subset of trainees
 Primary source verification of certain trainee
qualifications and credentials
 Security & Background screening requirements
 Specific trainee orientation and health
screening requirements
O F F I C E
O F
A C A D E M I C
A F F I L I A T I O N S
4
What Forms?
Forms required of all Trainees
 NEW VA Form 10-2850d, Application
Form for Health Professions Trainees
 SF 61, Appointment Affidavits
 OF 306, Declaration for Federal
Employment
 Appointment Letter
 TQCVL from the VA or non-VA
program director
O F F I C E
O F
A C A D E M I C
A F F I L I A T I O N S
5
3 Categories of Appointments
 Trainees Paid Directly by VA
Appointed directly - paid from “PAID”
Require SF 50B and Official Personnel Folder
 Residents Paid Indirectly by VA through
a Disbursement Agreement
No OPF but Records must be maintained
Given intermittent Appointment
 Trainees Not Paid (WOC)
No OPF but Records must be maintained
Appointed as WOC
May adapt WOC Appoint Letter for mass action
(appointments “en masse”)
O F F I C E
O F
A C A D E M I C
A F F I L I A T I O N S
6
Security Requirements
Fingerprints
All individuals who train at VA and have access to
VA information systems or patient records must
have AT MINIMUM a Special Agreement Check
(SAC) for Fingerprints Only.
• Results must be adjudicated within 5 work days;
• Educational assignments may start pending results
of the SAC report;
• Not required if a SAC was completed by any VA or
Federal Agency within 5 years.
O F F I C E
O F
A C A D E M I C
A F F I L I A T I O N S
7
Additional Checks
For Longer Appointments
 A National Agency Check with Written
Inquiries (NACI) is required for all
appointments > 180 days in either a single
continuous or series of appointments.
• except for Physician Residents
• Also requires SF 85 Questionnaire for Non-
sensitive Positions
 Note: Trigger for a NACI for Physician
Residents is > 1 year of continuous service
at VA.
O F F I C E
O F
A C A D E M I C
A F F I L I A T I O N S
8
Adverse Actions Screening
 For past or currently licensed trainees
• National Practitioner Data Bank (NPDB)
• State Licensing Boards (SLB) and/or
national certification agencies
• Health Integrity and Protection Databank
(HIPDB)
 VA Advanced Fellows and physician
residents will also be screened through
the Federation of State Medical Boards
(FSMB)
O F F I C E
O F
A C A D E M I C
A F F I L I A T I O N S
9
LEIE Screening
 Performed at entry to program
 Annually thereafter
 Can be performed by VA or sponsoring
institution
 GME sponsors typically do this already
for physician residents
 Individuals listed on the LEIE are
excluded from a training appointment
at any VHA facility until the exclusion is
eliminated
O F F I C E
O F
A C A D E M I C
A F F I L I A T I O N S
10
New TQCVL




Trainee Qualifications and Credentials
Verification Letter
Replaces RCVL
Required by every VA or Non-VA training
program
Confirms specific information has been
verified by the sponsoring entity for each
trainee
Requires Primary Source Verification
O F F I C E
O F
A C A D E M I C
A F F I L I A T I O N S
11
Primary Source Verification
Requirement
For VA-sponsored programs
• VA Program Director is required to obtain primary
source verification for all qualifications and
credentials required for participation in the VA
sponsored training program.
For non-VA sponsored programs
• VA will accept the sponsoring entity’s TQCVL as
attestation that primary source verification for all
appropriate qualifications and credentials has
been completed.
O F F I C E
O F
A C A D E M I C
A F F I L I A T I O N S
12
QUESTIONS ?
VETERANS HEALTH ADMINISTRATION
EDUCATION MISSION