Faculty onboarding

New faculty onboarding

▢ Send the following to your HR liaison via email:
     ▢ Signed Important Points of Discussion form
     ▢ OMAG Signature Form
     ▢ Date of Birth and Social Security Number (via voicemail or include “SECURE” in subject of email)
     ▢ Headshot photo and personal details/hobbies for welcome announcement
▢ Apply for your CA medical license if you do not already hold one 
▢ Apply for your DEA certificate if you do not already hold one – instructions here
▢ (Optional) Submit white coat order – details here 

4-6 Months Before Start Date

→You will be prompted to complete the following:

▢ UC Me application for credentialing/privileges

  • Office of Medical Affairs and Governance (OMAG) will provide your login
  • After you submit your application, you will receive a confirmation email where a credentialing analyst will be assigned to review/process your application.  
  • Your credentialing analyst will update you regarding the status of your application, and let you know if it is missing any items or if there are any parts that need further attention.

▢ MyAccess login and Advance packet for academic appointment

  • Annamie Reclusado, HR Generalist, will create your UCSF active directory profile which triggers an auto-generated email to you with your username and temporary login to MyAccess.
  • Note: You will have 72 hours to change your password once you receive this notice. If you miss this deadline, you will need to contact UCSF IT Service Desk at (415) 524-4100 to reset password.
  • Annamie will then reach out to you with instructions on how to complete your Advance appointment packet.
  • Ensure CV and references are added into packet (if applicable)
  • It is critical that you meet all deadlines in this process in order to start on time.

1-2 Months Before Start Date

▢ Schedule a health clearance appointment to be completed at least 2 weeks before start date by calling the Occupational Health Service office at (415) 885-7580

Bring the following immunization records to your appointment: 

  • Measles/Mumps/Rubella (MMR) or titer
  • Varicella (Chicken Pox) or titer
  • Hepatitis B vaccines or (preferred) Hepatitis B surface antibodies test results
  • TDAP (Tetanus, Diptheria, and Pertussis)
  • Most recent flu vaccination
  • COVID-19 vaccine
  • UCSF requires two-step TB testing. Bring any TB tests including Quantiferon, taken within twelve months of your start date.

1-2 Weeks Before Start Date

▢ Complete APeX trainings

  • Ed Alatorre or Ed Mathews, Anesthesia IT, will provide your login

▢ Complete POC Training for Hemochron Signature Elite LR/Plus, Hemocue and Nova Statstrip glucometer.

  • If you will be part of the cardiac or liver team, please also complete training for ABL90 blood gas instrument.
  • Once completed, please sign up for additional in-person observation.

▢ Sign Pyxis form – this will be sent to you via DocuSign. Pyxis is the medication dispensing system. 

▢ Complete assigned/required UC Learning trainings – if not listed under your required training, please search for it within UC Learning

▢ Annual Safety Training
▢ HIPAA 101 – Privacy and Security for New UCSF Faculty, Staff, Trainees, Students and Volunteers
▢ UC Cyber Security Awareness Fundamentals
▢ UC Sexual Violence and Sexual Harassment Prevention Training
▢ UCSF Foundations of Diversity, Equity, and Inclusion
▢ Infection Prevention Training
▢ Restraint Use Training
▢ Professionalism in Healthcare
▢ Safe Patient Handling Training
▢ Workplace Violence Prevention in Healthcare
▢ COVID-19 Prevention Training
▢ UCSF Level II MRI Personnel Safety Module

▢ Paty Vu, HR Coordinator, will schedule onboarding meetings for your first day

UCSF FIRST DAY!

Welcome to your first day at UCSF! You will meet with various leaders within the department and receive a clinical orientation with a member of our faculty. This day will be reserved for ensuring you are ready to begin your first clinical day.

▢ Attend onboarding meetings with HR, IT, and departmental leadership
▢ Ensure you can sign in to APeX and walk through basic charting
▢ Review Voalte Training Information and Tip Sheets
▢ Review ERAS pathways on the C8 Health website
▢ Pick up ID badge from WeID office
▢ Receive pager (Oakland only), badge lanyard, and white coat
▢ Clinical Tour: locker room, scrub machines, Pyxis substations, workroom, PACU, Preop, and ORs
▢ Verify badge access at OR entry, Anesthesia Lounge, and NORA sites during tour
▢ Register for scrubs account using ScrubEx link
▢ Request OR locker by contacting the site-specific individuals

CLINICAL START DATE

Welcome to your first clinical days at UCSF! This checklist is created to help identify some of the important takeaway points during your orientation and proctoring period.

General information:

  • At all sites, we have an E1 attending who is in charge of scheduling, OR management, and always available for questions or clinical support. If you have a question, start there.
  • The C8 Health website houses all of the Departments clinical resources including ERAS pathways and protocols. Please take some time to go through these.
  • Make sure you can sign on to APeX and walk through basic charting.
  • Continuous quality improvement is the standard at UCSF. Any adverse event or near-miss should be reported via the QI reporting tool on the UCSF Department of Anesthesia website.
  • Each site has a location dedicated for streaming of Grand Rounds, QI, and faculty meetings on Wednesday mornings.
  • Case assignments can be reviewed on CaseView.

Parnassus (Site Director: Helge Eilers)

▢ Introduce yourself to the E1am. They can always be found at 353-1581 (x31581)
▢ Find the appropriate locker room and scrub machines.
▢ Tour Preop, PACU, workroom, and ORs on the 4th floor
▢ Find the Pain Office in PACU where you can meet the Regional attending/PACU attending and know who to call when you need support in either of those areas.
▢ Identify the many NORA physical locations: Endo, ERCP, NeurIR, Body IR, MRI, EP, cath
▢ Please make sure you identify your proctoring attending during your first two weeks and provide them with the evaluation forms you received during on-boarding.

Mission Bay (Site Director: Lee-lynn Chen)

▢ Introduce yourself to the E1am. They can always be found at 502-0447 (x20447)
▢ Find the appropriate locker room and scrub machine
▢ Tour the 2nd floor Preop, PACU, workroom, and ORs
▢ Identify the NORA locations: ERCP, MRI, IR, REI clinic 
▢ Make sure you review the ERAS pathways for Colorectal, Gyn Onc, and Total Mastectomies

Mount Zion (Site Director: Christy Inglis-Arkell)

▢ Introduce yourself to the E1am.  They can be reached at 514-2309 (x42309)
▢ Find the locker rooms and scrub machines
▢ Tour the 3rd floor Preop, PACU, workroom, and ORs
▢ Identify the NORA locations: Endo and Body IR
▢ Make sure to review the ERAS pathways for Total Mastectomy

After Start Date

▢ Review and update UCSF Directory profile
▢ Review PagerBox web site – your name should appear within a few days of receiving your pager.
▢ Submit request for provider page on UCSF Health website – instructions here
▢ Confirm all onboarding meetings have taken place
▢ UCPath actions:

  • Enroll in benefits within 31 days of start date
  • Enroll in direct deposit
  • Review Retirement Choice Modeling and select retirement plan

▢ Join UCSF Anesthesia on Slack for wellness and fun!
▢ Attend academic affairs orientation and identify career mentor (for Assistant rank faculty only)
▢ Attend annual Faculty Development Day (usually in September)

For a printable version of the checklist, click here

Prior to your clinical start date, please complete all relevant APeX trainings on the UC Learning Center website (MyAccess login required).  

The complete list of required APeX trainings for Anesthesia Providers can be found HERE.

You may be eligible to test out of the trainings if you have used Epic in an Anesthesia Provider capacity in the last year AND pass a pre-assessment exam.  To search for other APeX Training Plans, click here.

The APeX Knowledge Bank is another valuable resource that contains APeX news/updates and Anesthesia-specific reference/quick start guides.

  • To find Anesthesia-specific information – On the homepage, select “Anesthesia” in the “Filter by Audience” dropdown menu or search by Title or Topic.

APEX Training Instructions

▢  Apply for Social Security Number

  • You must wait at least ten days after your arrival in the U.S. before you visit the Social Security Office to obtain a Social Security Number. This will give the U.S. Port of Entry enough time to transfer your arrival information. 
  • The International Students and Scholars Office (ISSO) will provide you with a current list of documents needed and locations of where you can apply. 
  • Your social security card can take anywhere from a few days to several weeks to arrive. If it has been over a month and you still have not received your card, please contact the Social Security Office where you applied or contact ISSO. 

▢  Obtain a State-Issued ID Card

  • To obtain a California Driver’s License or State ID card, you will need to visit a local Department of Motor Vehicles (DMV) Office.  You can make an appointment online for faster service.
  • You will need to bring the following:
    • Cash or check to pay DMV fee ($33-38). No credit or debit cards accepted.
    • Passport (Birth Certificate is acceptable for Canadians) 
    • Valid I-94 Printout
    • Visa Documents (Form DS-2019 for J-1's; Form I-797 for H-1’s)
    • Social Security Card (If you have applied for a Social Security number but have not yet received your card, the DMV will need a receipt from the Social Security Office that proves you have already applied.)

▢  Complete 2113 Requirements

  • Once you receive your Social Security Card, please sign and send a copy to Vanessa Cheng.
  • When the 2113 is approved, you can find the verification and license number on CA Breeze.

Note that the license type is Special Programs – Individual.

▢  Create Identity & Access Management System Account

  • Once you receive your SSN and 2113, you will need to create a log-in with the Centers for Medicare & Medicaid Services(CMS).  
  • You will use this log-in to access multiple systems, NPPES, PECOS, etc.

▢  Register for NPI

  • Once you receive your 2113 license approval, you will need to register for a National Provider Identifier (NPI).
  • The NPI is a unique identification number for health care providers which will identify you in administrative and financial transactions. 
  • Use your Identity & Access Management log-in to sign into the National Plan and Provider Enumeration System (NPPES) to apply for your NPI.

▢  Register for DEA Certificate

  • Employment at UCSF qualifies you for a Fee-Waived DEA (Drug Enforcement Agency) Certificate, also called Exempt or Restricted.  Register once you receive your 2113 license approval – step-by-step instructions here.

To get assigned a locker at each of the following locations, please contact the respective site-specific individuals:

Parnassus

Cy Cosper
Email: [email protected]
Phone: (415)353-1627
Office: S-458A

Mission Bay

Pediatrics – Lilyan Dunlop
Email: [email protected]
Phone: (415)476-1018
Office: C-2476

Adult – Jessica Collins and Kalani Oatis
Email: [email protected]
[email protected]

Assigned lockers at Mission Bay are for faculty who are primarily based at Mission Bay only. If not based as MB, please request to use a floater locker.

Mount Zion

Visit the OR front desk to ask about locker assignments or contact:

Delma Guevarra
Email:  [email protected]
Phone:  (415) 885-7359

ZSFG

Cheryl Salmon will assign lockers and notify all incoming new hires of their locker numbers.

Cheryl Salmon – [email protected] / (628)206-3033
 

Locker Room Locations:      
Parnassus  Mission Bay Mount Zion ZSFG

Men’s

L-423(b)
M-535
S-468

Women’s
L-535
M-423(a)

 Adult Men’s – A-2522
Adult Women’s – A-2525
Pediatric Men’s – C-2712
Pediatric Women’s – C-2710		 MZ OR Room – B-402 Building 25, Ground Floor
Men’s – HG712
Women’s – HG711

Due to the University’s ongoing COVID-19 recovery efforts, temporary monthly parking permits are available for purchase via PayByPhone.com.

Regular monthly parking permits, which were paid via payroll deductions, will resume at a later time. Please visit the Parking webpage for more information on:

  • Monthly Parking Permit Rates
  • Instructions on how to purchase a monthly parking permit
  • Daily Parking Rates
  • Parking locations and hours

UCSF Health Locations

Scrubs can be retrieved and returned via scrubEx machines using your UCSF ID badge. Once you are issued your UCSF ID, please register for scrubs access by filling out the online form on the scrubEx website.

Scrub machine locations

Parnassus Mission Bay Mount Zion
M-287 (Shared location) M1385C (Shared location) B-402
S-468 (Men’s locker room) A2525 (Women’s locker room)  
L-535 (Women’s locker room) A2522 (Men’s locker room)  
L-575 (Men’s locker room) C2914 (Shared PEDI Scrub/Jacket Dispenser)  
  C2710 (Women’s PEDI locker/Scrub return)  
  C2712 (Men’s PEDI locker/Scrub return)  
  A3630 (Shared location)  

For any questions or issues regarding scrubs or access to the scrub machines, please contact Jonathan Todd ([email protected]). 

ZSFG

New hires are assigned scrubs after they provide the ZSFG Anesthesia Business Office (ABO) the 5-digit number on the back of their ZSFG badge.  The ABO will then work with DPH management to assign them scrub credits to get access and receive their scrubs from the scrub dispenser machines.

Scrub machine locations:

Building 25, Ground Floor Level

  • Men’s Locker Room – HG712
  • Women’s Locker Room – HG711

*For any issues regarding scrubs, please contact the ZSFG ABO through their ServiceNow email – [email protected]

After meeting with HR and completing your I9 form, you can pick up your badge at WeID. Please bring at least one valid government photo identification with you when you go to pick up your UCSF ID badge.

Drop-in service for ID Cards only is available at the WeID offices noted below during the hours listed.  Priority will be given to customers with appointments and drop-in service will be completed on first-come, first-served basis.

ID Card, Notary, and Fingerprinting appointments are available at the following locations: UCSF Identity cards

Parnassus Campus
Millberry Union, 500 Parnassus Ave, P-7, Rm. MU18
Monday through Friday - 7:15am-11:00am and 12:00pm-4:00pm.
Last ID appointment must be in the office by 3:45pm.
Tel: (415) 476-2088
WeID: https://police.ucsf.edu/weid-services
Appointments are required for all fingerprinting and notary services

Mission Bay Campus
600 16th St, Genentech Hall 124
Monday through Friday - 7:15am-11:00am and 12:00pm-4:00pm.
Last ID appointment must be in the office by 3:45pm.
Tel: (415) 476-2088
WeID: https://police.ucsf.edu/weid-services
Appointments are required for all fingerprinting and notary services

For Zuckerberg San Francisco General (ZSFG) Campus badge, please go here.

After meeting with HR and completing onboarding paperwork, the ABO (Anesthesia Business Office) will reach out via email to the incoming faculty or staff member with badge instructions. Emailed Instructions will also include an IT meeting location and time for badge programming. 

SFGH ID Badges are processed and distributed from the ZSFG HR location located 2 blocks south of the Main Campus. Faculty/Staff must receive an approval document from the ABO (Anesthesia Business Office) prior to arriving during drop-in hours or scheduled appointments. 

ZSFG Human Resources
2789 25th Street @Potrero, Suite 2028 , San Francisco, CA. 94110
Drop-in hours: Mon/Wed/Friday (10:00am-10:30am) & Tue/Thurs (2:30pm-3:00pm)              
Tel: 415-206-4478

SFGH Badge Web ID Link: Click Here

Faculty/Staff must bring the ABO Approval Document and a Valid ID to complete the badging process as required by ZSFG Human Resources. 

Please feel free to reach out to the ABO Office for further assistance. Our contact information is below.

ABO (Anesthesia Business office)
1001 Potrero Avenue, Bldg. 5, 3rd Floor, 3C Unit San Francisco, CA. 94110                 
Tel: 628-206-8145                                                                                                                                

ABO Contact Email:  [email protected]

The department will provide one white coat to all new faculty members.

CLICK HERE to fill out the order form for your department white coat.

Embroidery on all white coats will follow the same format and use the same fonts to comply with the UCSF branding strategy.

Three styles are being offered.  Details and photos of each style can be found by visiting the below links.
Style 762 – Men’s
Style 763 – Women’s
Style 6116 - Unisex

doctor's coat with arrows pointing to where logos would go

Sizing Charts:

Meta Mens                     
Alpha Size XXS XS S M L XL 2XL 3XL 4XL 5XL
Numeric Size 26-28 30-32 34-36 38-40 42-44 46-48 50-52 54-56 58-60 62-64
Chest  26-28 30-32 34-36 38-40 42-44 46-48 50-52 54-56 58-60 62-64

 

 Meta Women                    
Alpha Size XXS XS S M L XL 2XL 3XL 4XL 5XL
Numeric Size 0-2 4-6 8-10 12-14 16-18 20-40 42-44 46-48 50-52 54-56
Bust/Chest  31-32 33-34 35-36 37-39 40-42 44-46 48-50 52-54 56-58 60-62

 

Meta Unisex                    
Size XXS XS S M L XL 2XL 3XL 4XL 5XL
Mens 26-28 30-32 34-36 38-40 42-44 46-48 50-52 54-56 58-60 62-64
Ladies 0-2 4-6 8-10 12-14 16-18 20w 22-24w 26-28w 30-32w 34-36w