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Onboarding FAQs

Frequently Asked Questions About Onboarding

No, orientation sessions will be virtual via Zoom*. See the scheduled dates below. You only need to attend ONE session. Additional information will be available in the Part 2 GME onboarding package. The GME orientation agenda is available to review in advance and subject to change.
*The link will be sent in Part 2 of your onboarding package in May.

2023 GME Orientation Sessions: via Zoom Dates and Time: 
New Residents with a June contract start date            June 17, 2024 @ 8:00 AM
New Fellows and Residents with a July contract start date            July 1, 2024 @ 8:00 AM
New Fellows with an August contract start date Contact your program coordinator

GME delivers the onboarding packages electronically to incoming fellows and residents. See the TENTATIVE delivery dates below. GME will send an email notification to confirm the delivery date. Please contact the GME office or your program coordinator if you did NOT receive Part 1 or 2. You must complete the Part 1 requirements to receive Part 2. 

GME Packages Trainees TENTATIVE delivery dates:
Part 1 New Residents FIRST WEEK OF APRIL
Part 2 + GME contract New Residents and Fellows MID-MAY
Part 2 + GME contract Fellows starting August 1st FIRST WEEK OF JUNE

You will receive instructions in Part 2 how to activate the accounts to access your URMC email, Net ID and AD username. 

Current URMC medical students: This section is not included in your Part 2. You already have access to your URMC email, AD username and Net ID as student.

You will receive your UR ID in Part 2 to activate your My Identity account to access your URMC email, Net ID and AD username. Current URMC medical students, the My Identity section is not included in your Part 2. You already have access to these items as a student.
Your program coordinator will send your URMC email address with instructions how to log in with your Active Directory (AD) username and password. You need must enroll in Duo to access your URMC email account remotely.
The Duo self-enrollment process makes it easy to register your phone or tablet and activate the Duo Mobile application so you can receive Duo requests via push notification and tap to approve and login URMC systems remotely: mobile phone, office or home phone, or tablet.
  • You can pick up your ID office badge at any time AFTER you receive Part 2 to avoid long lines and activate your My Identity account.
  • Hours of Operation: Monday – Friday 8am-4:30pm
  • The ID Card Office is located in Room G-7009 on the Ground Floor of the Medical Center, towards the Behavioral Health end of the building. See the attached map.
  • You MUST bring a photo ID (e.g. drivers license or passport).
  • All trainees must register online using My Parking online. You will need your Net ID to log in, your license plate number, vehicle make, model and color.
  • After you register online, make an appointment to pick up your parking permit sticker and AVI scanner at the Parking Management CenterPlease bring your UR ID badge to the appointment.
  • Park in your assigned lot when you have receive your permit to avoid risking a $100 ticket.
  • Trainees or program coordinators will need to contact parking directly to arrange off-site parking access as needed.

The I-9 link and instructions will be provided in the GME Part 2 onboarding  package. It's three easy steps to complete the remote I-9 online.

1. Select location code: 100001-All Staff from the drop down.

2. Complete the Personal Information form.

3. Complete the remote I-9 form to schedule an appointment at a location near you.

  • Section 1 of the I-9 must be completed no later than the first day of work
  • Section 2 must be completed no later than the third day of work.

Trainees are paid monthly. Trainees can access HRMS on their program START DATE to enroll in direct deposit to a U.S. bank, complete your W-4, NYS-104 forms and enroll in your health and dental benefits.

  • June starts will receive their first pay on June 30, 2023.
  • July starts will receive their first pay on July 31, 2023.
  • August starts will receive their first pay on Aug. 31, 2023.

A benefits representative will speak at the GME orientations sessions and answer your questions regarding the dental and health plans.  More information is also available on the Office of Total Rewards website.

View a summary of the resident and fellow benefits and how to enroll.

Insurance cards arrive about 2 weeks after employees enroll in benefits to the address you provide in HRMS.  Temporary cards can be printed from the Aetna and Excellus websites after a full week of enrollment.  Below are the carrier’s websites.  

  • Employees will need to register as a new user on the site.  
  • Call the carrier directly if you need assistance with registering or have any questions. 
        Phone: 1-877-864-4583            Phone: 1-800-659-280

Your appointment is contingent upon successful completion of the Physical, Drug and Alcohol Screening, Immunizations/titers, and PPD tests. These tests must be scheduled at least 7 days before you plan to begin work. 

Instructions to schedule AND forms to BRING to your appointment are provided in Part 1 of the GME onboarding package.

You have up to 90 days to complete the health assessment and drug screen before you can report to work on a unit with patients.

Contact SMH Employee Health if you have any other questions/concerns at 585-487-1000 Option 2PLEASE identify yourself when calling as a new resident or fellow.

Before you begin work, you MUST complete the new-hire health assessment, drug screen, PPD, mask fitting, etc.  It’s required ANNUALLY thereafter, you will have an update that must be completed within the first several months of each academic year, and no later than November 31.
SMH Employee Health is located in the Ambulatory Care Facility of Strong Memorial Hospital, 3rd Floor (Silver Elevators). There is also an office at 400 Red Creek Dr., Suite 220, Rochester, NY 14623. Call SMH Employee Health if you have any other questions/concerns at 585-487-1000 Option 2.

Yes. You will receive three white coats or a white coat/scrub combo ordered by your program. Your program coordinator will contact you with the order details. The first white coat and/or scrub set will be distributed during your program orientation to confirm the correct was size ordered. The remaining white coat and/or scrubs will be sent to production when you confirm the correct order size.

Reps from Cooley, the coat/scrub vendor, will be available onsite to address any size concerns. The dates will be announced prior to the GME orientation dates.