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UH Cleveland Incoming Residents & Fellows
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Next Steps

Steps to complete prior to starting your residency or fellowship

As the next step in the process, incoming residents and fellows should download and complete the following documents, which must be reviewed and/or completed PRIOR to starting a residency or fellowship at University Hospitals.

After completion, please return forms to the GME office using one of the following methods:

Fax to: 216-844-1949

Email to:

Please complete the following steps:

  1. Please submit a copy of government-issued identification such as a passport, driver's license or state identification.
    This is for the sole purpose of obtaining an identification badge. Email a copy to gme@uhhospitals.org or fax to 216-844-1949. IMPORTANT: You are still required to bring ORIGINAL identification to orientation (See step 11 below).
  2. Contracts: You should receive your contract by the end of April.
    Your contract will be emailed by your program coordinator to you. A sample contract is provided for your reference. Please sign your contract and email back to your program coordinator. Policies mentioned on the contract can be found in the Resident Manual. Please visit www.myuhhr.org for information about benefit plans.
  3. State Medical Board of Ohio Training Certificate 
    Residents and fellows must obtain an Ohio State Medical Board training certificate to participate in a residency or fellowship program. Please review the instructions on how to obtain the application and apply for the State Medical Board of Ohio Training Certificate. It is the trainee’s responsibility to provide proof of application as well as to maintain licensure throughout the duration of training. Failure to submit documentation that you applied for a training certificate (or maintain an unrestricted Ohio license) will result in automatic suspension. Documentation must be submitted by email to the GME Office. We have already sent in the Certification of Hospital form that informs the Board that you will be training here. Please submit your application for a training certificate as soon as possible as there is no need to wait for graduation from medical school. The completed application with payment goes directly to the Ohio State Medical Board. The Board will email you directly and you can always verify the status of your license on their website. Residents and fellows may not begin participation until their training certificate license status on the Board’s website indicates ACTIVE.
  4. Apply for a National Provider Identifier (NPI) – INDIVIDUAL who renders healthcare services
    Please review the instructions on how to apply for a NPI. Once you have obtained your NPI please provide it to your program coordinator. Only those who do not already have a NPI need apply. If you are not certain if you have been issued a NPI visit the NPI Registry’s website. Please remember to keep your NPPES login information. You will need your login credentials to apply for Medicare Part D/PECOS at a later date.
  5. Resident Acknowledgement Form
    Please sign and return the acknowledgement form confirming that you have read and reviewed the Resident Manual.
  6. Employee Health Assessment Forms
    Please download your Welcome Letter along with the Employee Health Forms. Complete the items as referenced in the letter and email your forms to EHRecords@uhhospitals.org. Your letter also explains how to schedule an appointment with Employee Health. Please start this process ASAP as appointments fill up quickly.
  7. Complete Background Request and Waiver Form
    Complete the request and waiver form and return to Graduate Medical Education. If you don’t have a social security number or driver's license please enter “Not issued yet”. Enter your current address.
  8. Lab Coat Ordering 
    Please contact your residency or fellowship program coordinator to order lab coats. You must place your order by the end of April to ensure having coats by your start date in June/July.
  9. VA Application (only for those whose program rotates to the VA)
    Please read the VA Resident Processing instructions for those who are rotating at the Louis Stokes Cleveland Department of Veterans Affairs Medical Center.
  10. I-9 Acceptable Documents
    Please review the list of acceptable documents to complete an I-9 form. Make certain you bring the appropriate ORIGINAL identification to the orientation so we may complete an I-9. Copies will not be accepted. If you have any questions, please call 216-844-3887 or email gme@uhhospitals.org .