On behalf of GME senior leadership and staff at University of Wisconsin Hospital and Clinics, please accept our sincere appreciation for your contributions during your graduate medical education experience. It has been our pleasure to know you and to work with you during your time here. Thank you for supporting our vision to provide the best possible patient care experience and outcomes for all those who need our services, and to provide programs that support the health and wellness of individuals and populations.
You have undoubtedly already begun completing credentialing, licensure and certification applications for your next position. In doing so you have probably discovered it all to be very time consuming, trying to track down all the necessary information. This will not be the last time you will be asked to provide this basic information. We encourage you to save electronic copies of documents and confirmations to a personal flash drive or computer so that you will be able to retrieve them the next time you change practice locations. We hope that the following information will assist you with your departure from the University of Wisconsin Hospital and Clinics in obtaining the information required to start your new career.
Required Address Updates
GME Change of Address
Complete the GME Change of Address form (pdf) to receive your W-2 form in January of the next year. This information is also shared with your program for future contact needs.
Wisconsin Medical Licensure
Complete the Change of Address for your Wisconsin medical license on the WI Dept of Safety & Professional Services website - https://online.drl.wi.gov/UserLogin.aspx
NPI - National Provider Identification Number
It is crucial when a health care provider moves to a new institution, that their NPI information is updated within 30 days of the effective date of the change. It is the health care providers' responsibility to keep their NPI information up-to-date.
Save an electronic copy of your NPI information to a personal flash drive or computer after updating. This information will be requested by your employer to assist with enrollment into the Medicare provider billing system and Surescript (national pharmacy database).
You must change:
- Provider Business MAILING Address
- New practice location - Contact your new practice Business Office for the correct address.
- New program location - If you are going to a new training program outside UW Hospital and Clinics contact your new program coordinator for the address.
- If you are going to be UW School of Medicine and Public Health Faculty - contact the UW Medical Foundation Provider Enrollment at (608) 829-5485.
- If you are going to be Williams S. Middleton VA Hospital Faculty contact Medical Affairs Office at (608) 280-7239.
- Provider Business PRACTICE Address (in many cases this is different from the Provider Business (office) address- pharmacies use this address to directly contact providers on prescription questions.
- DO NOT use your home address or cell phone number
- Update Provider Taxonomy and State licensure
- Update designation of an alternate person, could be yourself
- Review carefully that all the information has been updated.
If You Started at UWHC as a PG-1
The GME Office applied for and received an NPI number for you. The GME Office will email your current NPI confirmation page and letter with personal User ID and password to your current hospital email account prior to your termination. Going forward, you will need to manage your information with the NPI database, including name, address and state license number changes.
If You Started at UWHC as an Upper Level
Your user name and password was likely created by your previous program. You will need to contact your previous residency program to retrieve this information if you do not have it.
If you currently hold a DEA license, complete the address change request on the DEA website after acquiring an approved state license for your new practice location. These changes will become effective immediately upon DEA verifying the new state license. The change of address will also ensure that your DEA renewal notice is sent to the correct address.
DEA Diversion Website - Address Change Form:
Wisconsin Patients Compensation Fund (PCF)
Graduating Residents/Fellows employed by UW Hospital and Clinics are responsible for the status changes with the Wisconsin Injured Patients & Families Compensation Fund (PCF). UW Hospital and Clinics paid for your PCF assessment (excess coverage) during your training period.
With the completion of your training, and after changing your address for your Wisconsin Medical license, the PCF will send you a letter indicating that you no longer have a valid certificate of professional liability on file with the PCF. It is your responsibility to respond to this letter. Review the attached directions on how to correctly complete the PCF form.
Professional Liability Insurance
While employed by UW Hospital and Clinics, you were covered under UW Hospital and Clinics's professional liability insurance and UW Hospital and Clinics paid for your primary insurance during your training period. Any coverage for moonlighting activities would have been paid by you or your moonlighting employer.
Liability Coverage / Claims History Request:
Information regarding liability coverage and claims history is required for new employment; residents should complete the Request for Liability Coverage/Claims History form to obtain a report. If you have any questions on your coverage or claims, contact the Risk Management Department at (608) 261-1327.
The UW Hospital and Clinics Liability Protection for Health Professionals booklet is available on U-Connect - Departments - Risk Management - Resources - Liability Handbook (pdf). It is suggested that this booklet be printed for reference to your liability coverage during your training at UW Hospital and Clinics.
Email and Electronic File Storage
UW Hospital and Clinics Outlook email accounts will terminate on either June 23 or June 30, depending on your program. Forwarding of e-mails will not be available after your UWHC account has been terminated. Your Desktop account will also be closed.
If you do not have an alternate e-mail account, set up a 3rd party email account such as Gmail or Hotmail. Then you should:
- Notify contacts of your new email address
- Remove all emails that you have stored in your UW Hospital and Clinics Outlook account, and move to your new account. Be sure that you are not transferring any PHI to an outside account.
- You should transfer any files that have been saved on your Resident Desktop, again no PHI.
If you are becoming a UW Health faculty member or continuing in a non-accredited fellowship appointment that starts July 1, please contact Brad Sinner, email@example.com. He will arrange continuity of the Health Link and email accounts.
If you are becoming VA Chief Resident you will no longer have UW Hospital and Clinics computer access, including email.
Health Insurance and Other Benefits
Please review the Health Insurance and other benefits document below. Contact the Human Resources Service Center at firstname.lastname@example.org or (608) 265-8204 with specific questions.
Long Term Disability Insurance - Northwestern Group LTD Insurance
The long-term disability insurance, underwritten by the Northwestern Mutual Life Insurance Company through the Shulla Financial Services, ends on the last day of your training. If you want to apply for conversion coverage this needs to be requested prior to your last day of employment at UW Hospital and Clinics. Information will be sent by Shulla Financial Services to your home address. Contact Andrew P. Shulla, CLU, at (608) 836-2094 with any questions. If interested in converting your group long-term disability coverage to conversion insurance complete the following application and return to the address indicated on the form.
GME trainees on payroll completing after July 1, 2014: review the UWHC 2014 Bi-Weekly Payroll calendar located on UConnect or contact the GME Office, email@example.com or (608) 263-0572, option 0.
Medical School payrolled trainees should check with their Department Payroll Personnel.
If you have a Merck Loan, the balance will be deducted from the June 27, 2013 paycheck. If there are questions about your balance, contact the GME Office at firstname.lastname@example.org or (608) 263-0572.
Change of Bank
If you would like your last check deposited into a new bank account complete the UW Hospital and Clinics Direct Deposit Authorization Form (pdf) and submit no later than three weeks prior to your end date to UW Hospital and Clinics Payroll Department by faxing to (608) 262-0399.
Long Term Disability Insurance - Northwestern Group LTD Insurance
The long-term disability insurance, underwritten by the Northwestern Mutual Life Insurance Company through the Shulla Financial Services, ends on the last day of your training. If you want to apply for conversion coverage this needs to be requested prior to your last day of employment at UW Hospital and Clinics. Information will be sent by Shulla Financial Services to your home address Contact Andrew P. Shulla, CLU, at (608) 836-2094 with any questions.
International Medical Graduates
As you complete your training at UW Hospital and Clinics, the following documentation will need to be completed depending on your situation. These materials can be sent directly to ECFMG.
If you will be transferring to another program, contact the Training Program Liaison at your new institution for assistance with your J-1 continuation sponsorship.
If you will be seeking an extension to sit for a Board exam, there is an application and instruction materials available on the ECFMG website, http://www.ecfmg.org.
If you will be returning to your home country, you will need to notify ECFMG that you will no longer require sponsorship. Complete the Notification of Termination as an ECFMG Exchange Visitor - http://www.ecfmg.org/evsp/forms-memos.htm
Med Hub Access
You will lose access to Med Hub 30 days after your program end date. Please work with your program coordinator to ensure all necessary training documentation has been completed (eg evaluations, procedures, duty hours, etc) and any personal information you wish to keep for your records has been exported. Please note if you wish have any Med Hub communication sent to you via email during this 30 day window you must provide an updated personal email address as your uwhealth email will no longer be active.
UW Hospital and Clinics-GME certificate policy:
- The certificate of completion is a valuable legal document
- Each graduating trainee is entitled to one completion certificate per program completed
- The name on the certificate is the name under which the resident/fellow trained
- There is no replacement for lost or stolen certificates and name changes
- A damaged certificate may be replaced only if the original certificate is returned to the GME Office to destroy
All scrubs must be returned to their respective assigned machines. You will be charged a fee of $25/set that will be deducted from your last paycheck.
Items to be Returned
Return the following items to your Program Coordinator:
- UW Hospital and Clinics Photo ID
- VA Photo ID (if applicable)
- Meriter Hospital ID (refund received when ID returned to Meriter Hospital Transportation Dept.)
- UW Hospital and Clinics Pager
- Keys (if applicable)
- UW Parking Permit / Hangtag
- GME Forwarding Address Form (if not already submitted to the GME Office)
Training verifications can be completed by the training program or the Graduate Medical Education Office. The GME Office can only verify training dates. To ensure timely completion of Resident verifications please make sure that all verifications that include an evaluation or an assessment of clinical skills are forwarded directly to your training program
Employing institutions can request your verification on-line at http://www.phdb.net.