Leaving Housestaff Resources

Congratulations on the completion of your educational objectives at the Virginia Commonwealth University Health System.

As you prepare to leave your Virginia Commonwealth University Health System training program, you are required to complete an Exit Procedure. (This applies to everyone, including Housestaff members who will become Faculty at VCU.)

Please read this information carefully – it will save you time. If you have received this information and you are not leaving, or if you have any questions about this information, please call the GME Office at 828-9783.

General Instructions and Requirements for Exit

• Clearance Forms
• Forwarding Address Form
• Exit Survey
• Release of Information Form

Payroll and Benefits

• Last Paycheck
• Medical and Dental Insurance
• Long Term Care Plan
• Life Insurance and Disability Plans
• Flexible Spending Accounts
• Retirement Plan
• Legal Resources Plan

Other Information You May Need

• National Provider Identifiers (NPI)
• Proof of Malpractice Insurance
• Immunization/PPD Records
• Verification of Training
• Verification of Licensure

If You Are Becoming A VCU Faculty Member

Employment Opportunities

Other Resources

• Federation of State Medical Boards
• Loan Repayment Programs
  
  • 2012 Faculty Loan Repayment Program (HHS-HRSA)
  • 2012 National Health Service Corps Loan Repayment Program
• Career Resources
  • Articles: Are You Prepared for Dramatic Shifts Post-Residency? (Part 1 & Part 2)

 

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General Instructions and Requirements for Exit

All housestaff members who are completing training at VCUHS, including those who will become VCU faculty members, are required to complete the exit procedure prior to the end of their training on 6/30/2012 or their off-cycle completion date.

• Please print the appropriate Clearance Form below (based upon your termination date). This form must be presented to and signed by each area listed to confirm that you have no outstanding obligations. The completed form must be returned to the GME Office, West Hospital, 6th Floor South.
  • Clearance Form for Housestaff Leaving June 1 – July 15 [PDF]
  • Clearance Form for Housestaff Leaving before June 1 or after July 15 [PDF]
  • VPN RSA SecurID Access Card

• Please complete the on-line Forwarding Address Form. This will provide us with information related to your activities following completion of your training at VCUHS. Your forwarding address is necessary in the event we need to contact you in the future and for mailing your W-2 at the end of the year. Please fill out the form and click “Finish” when done.
• Please complete the on-line Exit Survey (will be available 04/01/2012) to provide us with an evaluation of your training experience at VCUHS. Your responses are anonymous and will be combined with those of other housestaff completing training. Please fill out the form and click “Finish” when done.
• Please complete the Release of Information [PDF] form. This form will be used to request information from your future training programs and/or employers. The information collected will be used to determine the success of VCUHS training programs in producing practitioners who are competent to practice independently, to provide feedback to programs, and to facilitate quality improvement. If we are aware of them, we can enhance the strengths of and resolve the weaknesses in the quality of training we are providing. The data collected will be used in aggregate, not individually.

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Payroll and Benefit Information

The following information is primarily for Housestaff whose termination date is 6/30/2012. The basic information applies to those leaving after 6/30/2011 but dates noted may be different.

• Last Paycheck: The last paychecks for the month of June will be issued on Friday, July 6th, for the pay period 6/10/2012 – 6/23/2012 (a full two-week paycheck) and on Friday, July 20th, which will cover pay for 6/24/2012 - 6/30/2012 (a one-week paycheck). If you are leaving after 6/30/2012, see the VCUHS Bi-Weekly Payday Schedule – 2012 [PDF] for appropriate pay dates. You may:
• Have this check directly deposited into your current bank account (no action necessary),
• Have this check directly deposited into a new account (Direct Deposit Authorization [PDF] required), or
• Cancel your current direct deposit (Direct Deposit Authorization [PDF] required) and have this check mailed to your home or office.

• Medical and Dental Insurance: If you were enrolled in any VCUHS medical or dental plans, they will continue until the last day of the month in which you terminate employment. If enrolled in the medical or dental plans, you and your covered dependents will be offered the opportunity to continue your current coverage under the Consolidated Omnibus Budget Reconciliation Act (COBRA). You and your eligible dependents will receive a COBRA packet at your home address with more information about continuing your coverage. You should receive this by the end of June. The COBRA company is Cobrasev/Ceridian.

COBRA Subsidy Rates for Plan Period January 1, 2012 - December 31, 2012

COBRA - Medical & Dental - Packets mailed the week of 6/18 should be received by 6/25. You will have no insurance effective 07/01/2012. However, Federal Law allows for 60 days to relent and purchase/apply to elect for COBRA (very expensive). This packet will be coming from Seridia Co. out of Florida.

If you have any questions concerning your COBRA, please contact Cathy Kercheval at 628-3724.

• John Hancock Long Term Care: If you are enrolled in the Long Term Care policy with John Hancock, please call them at 877-224-2796 for your options to convert to a private individual plan.

• Life Insurance and Disability Plans: Your life insurance and disability plans terminate on your last day worked. If you want to convert your Life and/or Long Term Disability, contact Rosa Brown at 628-0054 or email vcuhs.benefits@mcvh-vcu.edu.
• Your Life Insurance that was provided by VCUHS along with any supplemental life that you may have enrolled in may be converted to a personal policy. UNUM will send you information on your life conversion options shortly.
• Your Short Term Disability policy, if enrolled, ends on last day worked and is not eligible for conversion.
• Your Long Term Disability policy that was provided by VCUHS is eligible to convert to a personal policy.
• In certain states, it is difficult, if not impossible, for practicing physicians to obtain disability insurance. You should check with your future employer to determine whether this will be a problem.
• Flexible Spending Accounts: If you are enrolled in the Health and/or Dependent Care Flexible Spending Accounts (FSA), your participation in these accounts ends when you terminate your employment with VCUHS. Claims incurred prior to your termination date may be submitted for reimbursement no later than 90 days from your termination date.
• Retirement Plan: If you were enrolled in the VCUHS Savings Plan (457b), you are 100 percent vested. You may leave your account with your current vendor or take a cash distribution or possibly roll it over to another retirement plan. Call your retirement vendor directly for any distribution forms.
  • Fidelity: 1-800-343-0860, VALIC: 1-800-448-2542, TIAA-CREF: 1-800-842-2776
• Legal Resources: If you are enrolled in the prepaid legal plan, Legal Resources, you are eligible to convert to a private plan once you leave VCUHS. Please call Legal Resources directly at 800-728-5768.

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Other Information You May Need

• National Provider Identifier: The Administrative Simplification provisions of the Health Insurance Portability and Accountability Act of 1996 (HIPAA) mandated the adoption of a standard unique identifier for health care providers. The National Plan and Provider Enumeration System (NPPES) collects identifying information on health care providers and assigns each a unique National Provider Identifier (NPI). You will need your NPI if you are going into practice or into another training program. If you did not already have one, the GME Office obtained an NPI for you last year. The number, user ID, and password were forwarded to your residency coordinator. Please contact that person to secure this information before you leave. With this information, you can access your NPI record on-line at: https://nppes.cms.hhs.gov/NPPES/Welcome.do, click on National Provider Identifier (NPI).

• Proof of Malpractice Coverage may be needed for licensure and/or credentialing and may be requested from the Professional Liability Office, 804-648-5200. You may print the VCUHS Professional Liability Fact Sheet [PDF] to use in completing application forms and/or the Request for Documentation of Liability Coverage [Fill-in PDF] to obtain an official verification of your coverage from the Professional Liability Office.
• Immunization/PPD Records are not maintained in the GME Office. You may need these for credentialing at other institutions. You can obtain your records by contacting Employee Health, West Hospital, 1st Floor, 804-828-1356. Such records should be requested within six weeks of your termination date. After that time period, a cost of $30.00 - $45.00 will be assessed to obtain them.
• Requests for Verification of Training, needed for credentialing at other institutions, should be sent directly to the office of your training program director. When completing forms for credentialing, give your director’s correct address, including Medical Center box number.
• Requests for Verification of Licensure, needed for credentialing at other institutions, can be obtained using the Virginia Department of Health Professions on-line License Lookup system.

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If You are Becoming a Faculty Member Here at VCU

Payroll and Benefits: The Medical Center (under which you are currently employed) and the University (under which you will be employed as faculty) are for this purpose considered two independent entities. Therefore, you should contact your department administrator as soon as possible to determine the process for enrolling in the faculty benefits plans and to insure a smooth transition. You will be required to attend an orientation which will address these issues. However, please be aware that:

• Although the health insurance provider will continue to be Anthem, it is a different plan. You will need to re-enroll within 31 days of your employment as a new faculty member.
• Faculty payroll is processed on a bi-monthly cycle, with paydays usually on the first (pay period 25th – 9th) and the sixteenth (pay period 10th – 24th) of each month. As a faculty member with a starting date of July 1st, you will receive your first paycheck on July 16th. (Your last two-week Housestaff paycheck will be July 8th.)
• In addition, you will need to re-establish your direct deposit as this will not transfer from Medical Center to University payroll.
• Your Housestaff parking privileges will end on the last day of your training. To secure parking as a faculty member, either in your current lot or in another lot, you will need to contact the VCU Parking Office online or at 804-828-0501.
• If you will remain at VCUHS as a faculty member, you must return your Housestaff pager and have your department assign you a new pager.

If you have any questions regarding the above, please call the GME Office at 804-828-9783. We will do our best to make your departure as easy as possible.

other resources

Federation of State Medical Boards: The FSMB Website provides a wealth of information regarding medical licensure in the United States. It includes a Directory with contact information and web addresses for all State licensing Boards.

Loan Repayment Programs

2012 Faculty Loan Repayment Program: The Faculty Loan Repayment Program, administered by Health Resources and Services Administration (US Dept of Health and Human Services), supports health professions educators who are from disadvantaged backgrounds and serve a vital role in preparing the next generation of healthcare professionals. Prospective Applicants Should Know:

• The FLRP will provide a lump sum, up to a maximum of $40,000, for a two year service commitment.  In addition, FLRP requires a funding match from the applicant’s health professions school, which helps program participants further reduce their educational debt.
  
• FLRP participants who have additional qualifying loans once their service commitment is complete may re-apply for another two-year contract in exchange for additional years of service.
  
• The financial assistance offered through FLRP decreases the economic barriers associated with pursuing a career as a health professions educator preparing the next generation of health professionals.

Applications for FLRP are due by 5:00 pm ET on June 12, 2012. As in previous years, the FLRP is expected to be competitive. If there are more qualified applicants than available funding, preference will be based upon:  the amount of financial match from the applicant’s school; full-time faculty status; and faculty who demonstrate a commitment to promoting healthcare careers. Additional information can be found on the website and in the FLRP Fiscal Year 2012 Application & Program Guidance [PDF] document.

2012 National Health Service Corps Loan Repayment Program: Pay off your student loans while serving communities in need. The 2012 NHSC Loan Repayment Program (LRP) application cycle is now open. The program offers primary care medical, dental, and mental and behavioral health providers the opportunity to have their student loans repaid for serving communities in need.

Applications for NHSC are due by 5:00 pm ET on May 15, 2012. Additional information can be found on the website and in the NHSC Fiscal Year 2012 Application & Program Guidance [PDF] document.

Career Resources

Articles:

Are You Prepared for Dramatic Shifts Post-Residency? (Part 1)
Are You Prepared for Dramatic Shifts Post-Residency? (Part 2)

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