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Onboarding FAQs

Frequently Asked Questions About Onboarding

Yes, GME will host in-person orientation sessions. 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.

2023 GME Orientation Sessions: In-person Dates and Time: 
New Residents with a June contract start date            June 16, 2023 @ 8:00 AM
New Fellows and Residents with a July contract start date            July 3, 2023 @ 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 Fellows FIRST WEEK OF FEBRUARY
Part 1          New Residents FIRST WEEK OF APRIL
Part 2 + 2023-2024 GME contract          New Residents and Fellows MID-MAY
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.
Log in your URMC email account 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.
  • Yes. You can pick up your ID office badge at any time AFTER you activate your My Identity account to avoid long lines.
  • 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.

You must complete section 1 of the I-9 Employment Eligibility Verification Form online before you can complete part 2 in-person. Complete Part 2 of your I-9 within 3 days of your start date.  

  • Ask your program coordinator if your department has made arrangements to complete Part 2 during your program orientation. If not, call the Employment Center at (585) 275-4995 to make an appointment to complete part 2 in-person.
  • The Employment Center is open Monday-Friday from 8:00 a.m. - 4:30 p.m. Located at 910 Genesee Street, Suite 100 (first floor), Rochester, NY 14611 (the main entrance is in rear of building). Due to limited staffing, the office is closed for lunch from 12:30 p.m. - 1:00 p.m.
  • Open appointments are available for I-9 (section 2) on dates TBD if you have not completed this step.

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. 
www.aetna.com www.excellusbcbs.com/ur 
        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. 

Your PPD needs to be read 48-72 hours after placement. Time is limited during your orientation week. 

Instructions to schedule an appointment AND forms to BRING to your appointment will be provided in Part 2 of the GME onboarding package delivered in mid-May.

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 receive a complete, new-hire screening, physical exam, drug screen, etc. ANNUALLY thereafter, you will have an update that must be completed within the first several months of each academic year, and not 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.