LGBTQ+ Care Improvement Committee Information for Prospective 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 (or Rotating) Physicians– Check In Procedures

Program Approval & Background Clearance:

Approved rotating/visiting physicians will be contacted by their Harbor service rotation program coordinator via email only. 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 coordinator will review upon submission. After review and approval/claim, the rotation coordinator will provide instructions for Live Scan fingerprinting.

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

Employee Health Clearance:

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 work force member (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.

New COVID Vaccination and Booster Requirement

Effective immediately, DHS has required 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

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:

After obtaining your Harbor ID badge, please provide the 5-digit serial number (preceded by a “+” sign) found at the bottom of the back of your issued harbor ID badge to your Program Coordinator. Click here to see a sample. This allows you to obtain your meals free of charge while you are on rotation here at Harbor-UCLA.

**Failure to provide your 5-digit serial number to your Program Coordinator will result in no access to the DDR.

Unprofessional behavior will not be tolerated in the DDR.

GME Office Registration:

All visiting residents are required to register with the GME Office at Harbor-UCLA Medical Center prior to start of service. 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. Affiliating Resident/Fellow Questionnaire.
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)

Physician parking passes assigned must be returned to the GME office at the end of rotation (if service is completed before end of May). White coats and/or hospital scrubs are not automatically provided to visiting residents. See below**.

Harbor-UCLA Human Resources:

Per 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. add-on the Linen room’s scrub lending program**

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.

Atlas – AHA (heart.org)

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: There is a $25 fee for a lost ID badge card or lost parking pass.

______________________________________________________________________

* 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 90 days of advanced program training enrollment/continuation. 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 requirements of the Institutional Policy for Resident Guest Rotations and complete the necessary paperwork.

**Harbor-UCLA Scrubs: Harbor-UCLA scrub dispensing procedure for rotating contractors, residents and students

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.

Harbor Clerkship – Onboarding Procedures

Clerkship HR 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.

Atlas – AHA (heart.org)

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.

Employee Health Process:

 Students must review and complete the Employee Health Form (E2).

*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.

UCLA Medical Students, Dental Students & Externs

Upon Live Scan and Employee Health clearance, all students must register with Harbor Human Resources on the first day of their assigned clerkship to obtain a Harbor ID badge, followed by registering with the program/department. Students must provide HR with a copy of their UCLA Clerkship approval. There are no meals, scrubs, or designated parking.

Eligibility Requirement for Doctor’s Dining Room (DDR) Meal:

For students enrolled in a Subinternship (only courses #300-level and above), one meal per day is provided for the duration of the clerkship in the (DDR). Meals are accessed by using the Harbor ID badge. After obtaining your Harbor ID badge, please provide the 5-digit serial number (preceded by a “+” sign) found at the bottom of the back of your issued harbor ID badge to your Program Coordinator. Click here to see a sample. This allows you to obtain your meals free of charge while you are on rotation here at Harbor-UCLA.

**Failure to provide your 5-digit serial number to your Clerkship Coordinator will result in no access to the DDR.

Unprofessional behavior will not be tolerated in the DDR.

Harbor-UCLA Scrubs: There are no free scrubs provided. Scrubs are provided with a fully refundable deposit.

Student Scrub dispensing procedures

Students must provide a copy of the following documents to the 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”

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 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.

*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.

For information regarding Harbor-UCLA Medical Center’s current ACGME Accreditation status, please read the below letter in it’s entirety from our Designated Institutional Official, Dr. Darrell W. Harrington.

HUCLA Institutional Accreditation Status