LGBTQ+ Care Improvement Committee Info for Applicants

1. Harbor-UCLA Medical Center has been designated a Healthcare Equality Leader by the Human Rights Campaign Foundation every year since 2018.
2. Our Equity, Diversity, Inclusiveness, and Anti-racism (EDIA) program has a designated LGBTQ+ affinity group which is working on an inclusive workplace throughout our system.
3. Harbor has an active LGBTQ+ Care Improvement Committee, and housestaff are welcome to participate.
4. Harbor participates in our DHS-wide gender-affirming care program.  We make gender-affirming medical and surgical care available to our patients or make appropriate referrals.

If you would like to speak confidentially with an LGBTQ+ identified physician about their experiences at Harbor email us at HarborLGBTQ@dhs.lacounty.gov. Information about this contact will not be shared with the program(s) to which you are applying.

Visiting/Rotating Residents & Fellows–Check In Procedures

Program Approval & Clearance:

Approved visiting/rotating residents & fellows will be contacted by their Harbor service rotation Program Coordinator via email. Detailed instructions must be followed to activate an authorized contractor profile online with a “Los Angeles County Department of Health Services Information Sheet” for every rotation. Once the online information sheet is complete, the rotation Program Coordinator will review upon submission. After HR review and approval, the rotation Coordinator will provide instructions for the HR Live scan/fingerprinting process.

1- Harbor-UCLA Human Resources Registration Process:

Per the Harbor-UCLA hospital policy, all personnel must wear a valid Harbor-UCLA Medical Center hospital badge for identification purposes. After GME office registration is complete, the visiting resident will receive an email confirmation to visit onsite Human Resources to retrieve a badge on the first day of service. The ID badge enables the trainee to;

1. receive meals at no charge in the Doctor’s Dining Room
2. bypass security at all hospital entrances
3. gain access through physician-only areas via elevator/door activation
4. acquire assistance at the site’s Information Systems office
5. check out Harbor-UCLA scrubs

Required BLS Certification:

Per hospital policy, all visiting residents will be required to present a valid BLS certification card in order to obtain their Harbor ID badge. BLS certification must be registered with the American Heart Association (AHA)

Activation of badges takes effect within 72 hours of issuance or less. Please contact the site coordinator before reaching Human Resources at 424-306-4900 with concerns regarding faulty badges.

NOTE: Live Scan background clearance is required at least 2 weeks prior to start of the rotation.

2- Employee Health Clearance Process:

For Visiting Residents & Fellows who are County employees (with an e number), please log into your My Persinda to complete your form. This should be followed up with a visit to employee health to ensure you have cleared.

For Visiting Residents/Fellows who are Non-County workforce members (with an c number), please submit a Non-County Employee Health Clearance form to the Employee Health office to obtain the required health clearance. Questions regarding the form may be answered by sending an email to Employee Health or calling 424-306-4050.

COVID Vaccination and Booster Requirement

DHS requires all workers in a healthcare facility to be fully vaccinated with the SARS-CoV-2 (COVID-19) vaccine and Booster. This includes County employees – residents and fellows; and trainees rotating from outside – visiting medical students and visiting residents.

Medical Schools and Affiliate Institutions are responsible for ensuring that their Workforce entering a DHS facility are fully vaccinated against COVID-19. Therefore, we are requesting that all medical schools and affiliate institutions begin sending COVID-19 vaccination status for all your rotators currently on our campuses and making sure each Workforce member’s COVID-19 vaccination status is included in the onboarding requirements prior to beginning their rotation in the near future.

How to Submit Proof of Vaccination:
Employee Health Services is collecting proof of vaccination for all employees and contractors who received vaccine outside of DHS. Please note that contractors are still required to submit proof directly to DHS, even if they have already provided to their sponsoring organization.

Steps

1. Make a pdf or jpg copy of your vaccine card
2. Email the image to your Employee Health representative (see email addresses below)
3. Or drop off a copy in person at your local Employee Health Services.

Employee Health Services Contact Information
Harbor-UCLA Medical Center: humc-ehs@dhs.lacounty.gov
Office: (424) 306-4050

You may read more regarding LA County’s COVID-19 Vaccination Policy

3- GME Office Registration Process:

All visiting residents & fellows are required to register with the GME Office at Harbor-UCLA Medical Center prior to start of their rotation. This registration facilitates Non-County employee malpractice coverage (if applicable) and other site-specific amenities. The following documentation must be emailed to the site coordinator for forwarding to the GME office;

1. Affiliation Resident/Fellow Questionnaire REV. 3/2025
2. Proof of current California Medical License* (photographic images will not be accepted).
3. Proof of current DEA Certificate (if applicable), (photographic images will not be accepted).
4. Copy of Valid ECFMG Certificate (for International Medical Graduates), (photographic images will not be accepted).
5. Copy of Medical School Diploma.
6. Copy of Current CV (must include your training history).

ORCHID Training:

Visiting Residents will need to watch the YouTube ORCHID Training videos (2 videos) and complete the ORCHID Provider Test (1 test).

The YouTube ORCHID Training videos and ORCHID Provider Test are accessible via links located in the following PDF: ORCHID Training Videos & Tests

Please note, for those who are rotating in the Emergency Department Service (including Psychiatry) and Urgent Care, there are additional training videos and a test for you to complete (all are listed in the PDF above).

Once you have completed the required training, please make sure to email a copy of the test and email it to your Department/Rotation Coordinator.

Doctor’s Dining Room (DDR) Registration:

Visiting Residents & Fellows are eligible for meals, provided for the duration of the clerkship in the (DDR). Meals are accessed by using your Harbor ID badge. Please allow 24-48 hours from receipt of your Harbor ID badge for meal access.

Unprofessional behavior will not be tolerated in the DDR.

Harbor-UCLA-Issued Scrubs:

Please report to the Linen Department located on the Basement floor, Room B303 of the main hospital to check out scrubs.

**You will be required to return your Harbor-issued scrubs directly to the Linen department at the end of your scheduled rotation.

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* California state law requires that all Medical School graduates obtain a training license within 180 days of program enrollment. Postgraduates having completed 36 months of training must obtain full licensure within 180 days of advanced program training enrollment or by the expiration of their PTL (whichever comes first). Postgraduates wishing to rotate at Harbor from outside the state, and who do not have a CA license, may be eligible to do so if they meet the Medical Board of California requirements.

Medical Student Application Process

Thank you for your interest in pursuing an elective at Harbor-UCLA Medical Center. You can download application materials and instructions from the UCLA Visiting Student webpage

For full consideration, applications must be received in the course department at least 60 days prior to the start of the requested elective and must be properly completed. All incomplete applications will be returned.

Upon Live Scan clearance and Employee Health clearance, all medical  students must register with Harbor Human Resources office (Building 3-South) on the first day of their assigned clerkship to obtain a Harbor ID badge. Medical Students must register/orient with their respective program/department. Students must provide HR with a copy of their most current BLS certification. Prior to the start of your clerkship/rotation, please review the Harbor-UCLA Medical Student Info Sheet

Students must provide a copy of the following documents to their Harbor Clerkship Coordinator before beginning the rotation. These forms can be found on the left menu bar of the online “Los Angeles County Department of Health Services Information Sheet”.

1. DHS Code of Conduct Acknowledgement
2. DHS Compliance Awareness Training Assessment Answer Sheet
3. DHS Privacy & Security Survival Training Answer Sheet

HARBOR CLERKSHIP – Onboarding & Check In Procedures

1- Human Resources Registration Process:

Medical students will be contacted by their Harbor clerkship Coordinator via email. Medical students will be required to follow the detailed instructions to activate the contractor online “Los Angeles County Department of Health Services Information Sheet” for every rotation. Once the online information sheet is complete the clerkship coordinator will review upon submission. Once reviewed and approved/claimed the clerkship coordinator will then provide instructions for Live Scan (LiveScan is required at least 2 weeks prior to start of the rotation).

All live scanning should be done at a Los Angeles County. Students that have been live scanned at another LA County site for a previous clerkship rotation may not have to be live scanned again. Please contact Human Resources to verify live scan status prior to obtaining live scan.

Human Resources Location and Hours of Operation

Harbor-UCLA Human Resource Office
1000 W. Carson St.
Building 3 South
Torrance, CA 90502

Live Scan: Monday through Friday 8:00 a.m. – 4:00 p.m.

Photo & Badging: Monday through Friday 8:00 a.m. – 4:30 p.m.
Phone: (424) 306-4900

Extern students must provide a copy of their UCLA Clerkship approval on the day of their live scan.

Required BLS Certification:

Per hospital policy, all medical students will be required to present a valid BLS certification card in order to obtain their Harbor ID badge. BLS certification must be registered with the American Heart Association (AHA).

Activation of badges takes effect within 72 hours of issuance or less. Please contact the Rotation coordinator before reaching Human Resources at 424-306-4900 with concerns regarding faulty badges.

NOTE: There is a $25 fee for a lost ID badge card.

2- Employee Health Clearance Process:

 Students must review and complete the most current E2 form/packet.

*UCLA students must email the completed E2 form to Employee Health (Contact: Employee Health).

*All non-UCLA students (i.e. Visiting Students/Externs) must submit the completed E2 form along with the UCLA clerkship application to the Harbor Clerkship Coordinator at least two months prior to the rotation. The Harbor Clerkship Coordinator will then submit the E2 Form to Employee Health Services.

Employee Health Location and Hours of Operation

Harbor-UCLA Employee Health
1000 W. Carson St., 1^st Floor, Rm E.H.3
Torrance, CA 90502

Live Scan: Monday through Friday 7:00 a.m. – 5:00 p.m.
Phone: (424) 306-4050

New COVID Vaccination Requirement

Effective immediately, DHS has required all workers in a healthcare facility to be full vaccinated with the SARS-CoV-2 (COVID-19) vaccine. This includes County employees – residents and fellows; and trainees rotating from outside – visiting medical students and visiting residents.

Medical Schools and Affiliate Institutions are responsible for ensuring that their Workforce entering a DHS facility are fully vaccinated against COVID-19. Therefore, we are requesting that all medical schools and affiliate institutions begin sending COVID-19 vaccination status for all your rotators currently on our campuses and making sure each Workforce member’s COVID-19 vaccination status is included in the onboarding requirements prior to beginning their rotation in the near future.

How to Submit Proof of Vaccination:
Employee Health Services is collecting proof of vaccination for all employees and contractors who received vaccine outside of DHS. Please note that contractors are still required to submit proof directly to DHS, even if they have already provided to their sponsoring organization.

Steps

1. Make a pdf or jpg copy of your vaccine card
2. Email the image to your Employee Health representative (see email addresses below)
3. Or drop off a copy in person at your local Employee Health Services.

Employee Health Services Contact Information
Harbor-UCLA Medical Center: humc-ehs@dhs.lacounty.gov
Office: (424) 306-4050

You may read more regarding LA County’s COVID-19 Vaccination Policy

ORCHID Training:

Medical Students will need to watch the YouTube ORCHID Training videos (2 videos) and complete the ORCHID Provider Test (1 test).

The YouTube ORCHID Training videos and ORCHID Provider Test are accessible via links located in the following PDF: ORCHID Training Videos & Tests

Please note, for those who are rotating in the Emergency Department Service (including Psychiatry) and Urgent Care, there are additional training videos and a test for you to complete (all are listed in the PDF above).

Once you have completed the required training, please make sure to email a copy of the test and email it to your Department/Rotation Coordinator.

Doctor’s Dining Room (DDR) Eligibility for Meals:

Medical Students (MS2, MS3, and MS4s) enrolled in an active/current course/rotation are eligible for two meals per day, provided for the duration of the clerkship in the (DDR). Meals are accessed by using your Harbor ID badge. Please allow 24-48 hours from receipt of your Harbor ID badge for meal access.

Unprofessional behavior will not be tolerated in the DDR.

Harbor-UCLA-Issued Scrubs:

Please report to the Linen Department located on the Basement floor, Room B303 of the main hospital to check out scrubs.

**You will be required to return your Harbor-issued scrubs directly to the Linen department at the end of your scheduled rotation.

Housestaff Exit Procedures (Checking Out)

Housestaff confirmed as culminating their training from their program at Harbor-UCLA Medical Center will be instructed to follow through with these procedures via the GME office.

Before receiving a Training Physician Clearance Form*, housestaff who are terminating (also includes LA County employed trainees becoming Lundquist and Lundquist employed trainees becoming LA County) must complete the following:

1. “Confidential Institutional Housestaff Survey” evaluation in MedHub – assigned by the GME Office (access available upon notice from GME toward the end of the year). This will be in the queue of urgent tasks on the upper left-hand box within Incomplete Evaluations.
2. American Medical Association (AMA GCEP) GME Competency Education Program modules Grade A (new interns/residents), Grade B (existing interns/residents), Grade AF (new fellows) and/or Grade BF (existing fellows) institutional requirements. Please contact your program coordinator if your courses are locked or you have log-in issues. Save a pdf of the transcript listing all completed modules to be submitted to the GME office when prompted.

AMA GCEP Log In Page: www.AMAGMEOnline.org

Issues with your Log in? Please call AMA Member Relations at (800) 262-3211 or direct an email to msc@ama-assn.org. They are available Monday – Friday from 8:00 AM to 5:00 PM CT

Locked out of a course? Please contact your Program Coordinator.

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*Only until the GME office confirms completion of the survey and has received a transcript listing all required courses are taken with a passing grade of at least 80% each, may you receive instructions to obtain a form from 8E-21. A single form will be released to the individual, not in someone else’s stead.

**IMPORTANT DISCLAIMER: CHECK OUT PROCEDURE**

You will automatically lose access to all systems on your effective date of termination. Health Information Management (HIM) staff will not sign off on your clearance form if there are any pending histories, notes, etc.

1. If you are leaving Harbor early: At least 1 week prior to your last day, be sure you have logged into ORCHID and completed all pending histories, notes, etc. 

2. If your last day of employment is 6/30: At least 1 week prior to your last day, be sure you have logged into ORCHID and completed all pending histories, notes, etc.