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Institutional Policy for the Credentialing of Resident Physicians
PREAMBLE
After recruitment and selection of candidates for hire it is necessary to verify critical information on new hire candidates before training begins. Primary source verification is the process by which an individual’s specific credential is authenticated directly from the original source or issuing agent of the credential. It removes the applicant from the process which is thought minimize the opportunity for falsifications or misrepresentation. This form of verification is thought to be the most genuine and valid.
POLICY
The Graduate Medical Education Department (GME) and training programs will jointly verify primary sources of information on all applicants accepted into training programs at Harbor-UCLA Medical Center.
Items requiring verification include but are not limited to those listed in Table 1, below. The attached Primary Source Verification Form must be used to document verifications. The completed Primary Source Verification form will be kept in the trainee’s file in the GME office. Verifications must be complete prior to the beginning of training.
Table 1.
Credential |
Explanation |
Responsibility |
References |
There must be three letters of reference. These letters should be thoroughly reviewed. Letters should be provided through the Electronic Residency Application Service (ERAS) or an original letter received directly from the reference. |
X Program
__GME Office |
CV |
The curriculum vitae must be thoroughly reviewed. Any gaps in time should be explained. |
X Program
__GME Office |
Medical School Graduation |
The GME office will mail requests to medical schools for verification of graduation. If the applicant is a graduate of an International Medical School, a status report from the Educational Commission for Foreign Medical Graduates (ECFMG) will be requested. A faxed verification will be accepted, but must be followed by the mailed original. |
__Program
X GME Office |
Prior Training |
The Harbor training programs will mail Harbor’s verification form to all of the candidate’s previous program directors. Once complete the form must be mailed or faxed back directly to Harbor from the previous program. A copy will be kept in the trainee’s departmental file and given to the GME Office for the GME file. |
X Program
X GME Office |
ECFMG |
ECFMG status report will be requested via the ECFMG’s online Certification Verification Service (CVS) for all foreign medical graduates. |
__Program
X GME Office |
Licensure |
If a license in a healthcare field was held by applicant, an inquiry must be made though the board’s internet website or a telephone call to determine the status of the license and any pertinent history. |
__Program
X GME Office |
NPDB Query |
If an MD or DO license was held, a query of the National Practitioner Data Bank must be performed. The NPDB is primarily an alert or flagging system intended to facilitate a comprehensive review of health care practitioners' professional credentials. |
__Program
X GME Office |
Adopted March 2007; Revised Sept. 2007
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