GME Onboarding and Orientation

Welcome to our new residents and fellows

The Graduate Medical Education Office and your Program Administrator will be guiding you through the on-boarding process for UMass Chan - Baystate graduate medical education programs and to Baystate Health, all the way up to your first day with your program.

Here is key information, frequently asked questions, and an on-boarding timeline.

Onboarding Communications

During the graduate medical education on-boarding process you will receive communications primarily to your personal email address. To ensure Baystate emails are not sent to your Junk/Spam folder, follow the instructions from your email provider so “baystatehealth.org” emails are directed to your Inbox.

Contact Information

Primary Contact

Your primary contact is your Program Administrator for any questions you have about on-boarding.

GME Office Contacts

Tara Rivest, C-TAGME
Administrative Manager
Tara.Rivest@baystatehealth.org
Phone: 413-794-1591

Carmen Santiago
Administrative Coordinator
Carmen.Santiago2@baystatehealth.org
Phone: 413-794-0884

Dianabel Castro
BFMC GME & Family Medicine Residency
Program Administrator
Dianabel.Castro@baystatehealth.org
413-773-2244

Martha Anderson, C-TAGME
Associate Director of GME
Martha.Anderson@baystatehealth.org
Phone: 413-794-8490

Orientation dates and locations

Orientation is in-person and attendance is required. Please dress professionally—your official Baystate portrait will be taken.

Residents & Fellows EXCEPT Surgery Fellows

WEDNESDAY, JUNE 28, 2023
Baystate Health Education Center
341 Whitney Avenue, Upper Level
Holyoke MA

Surgery Fellows ONLY

TUESDAY, AUGUST 1, 2023
3601 Main Street, 1st Floor
Springfield MA

Frequently Asked Questions

Onboarding

When will I receive my on-boarding package?
Shortly after the Match from the GME Office.

Is there one centralized checklist that includes all on-boarding requirements?
There is not a single checklist. But the GME Office helps to keep you on track with completing/submitting items needed for on-boarding.

What is the deadline to apply for medical licensure?
Fellows & Advanced Placement Residents: March 17, 2023
2023 Match Residents: April 1, 2023
Do I need to make an appointment with Employee Health Services (EHS) for clearance?
Yes. EHS contacts you directly to make the appointment shortly after you get your employee number (EN), which is generated by the end of April.

What are the health requirements for my appointment?
EHS informs you of the requirements at the time of your scheduling and provides reminders.

Do I need to submit to a background check?
Yes. The GME Office initiates the request to your personal email.

When can I speak with Human Resources and/or a Benefits representative?
HRAnswers and Benefits Representatives are available to you after your EN is issued.

How can I be excused from American Heart Association and other life saving certification courses?
You are exempt from courses only if you provide proof of current certification beyond 12/1/2023. If you wish to take the course even if you hold current certification, you are free to do so.

Orientation

When and where is GME Orientation?

RESIDENTS & FELLOWS EXCEPT SURGERY FELLOWS
Wednesday, June 28, 2023
Baystate Health Education Center
341 Whitney Avenue, Upper Level
Holyoke, MA

SURGERY FELLOWS ONLY
Tuesday, August 1, 2023
Informatics Training Rooms
3601 Main Street, 1st (Ground) Floor
Springfield, MA

Will GME Orientation be in-person or virtual?

It will be in-person.

Do I have to attend GME Orientation?

Yes.

Is there a dress code for GME Orientation?

Yes, business professional attire is required. At GME Orientation you will have your official Baystate photo taken.

How long is GME Orientation?

It is approximately 7 hours. The day begins at 7:30 AM

What is the agenda?

The agenda will be provided by May 31 from the GME Office. The day will include I-9 Employment Verification with an HR Representative, having your official Baystate photo taken, and several presentations that will be beneficial to you while at Baystate.

What are the acceptable required documents for Employment Verification that I must bring in-hand to GME Orientation?

You can find the official list at U.S. Citizenship & Immigration Services (USCIS).

Contract, Salary, & Benefits

When will I receive my GME Contract?

Fellows & Advanced Placement Residents: by March 17, 2023
2023 Match Residents: March 20, 2023

When is my signed contract due?

You must return your fully executed contract to your program by April 1, 2023.

Can I sign my contract electronically?

Yes, you may sign your contract electronically using a stylus, fingertip, or mouse.

When will I receive my first paycheck?

Your first paycheck is 7/13/2023. Pay is bi-weekly. At GME Orientation, you’ll sign up for Direct Deposit. If you do not have a U.S. bank account, contact HRAnswers at 413-794-4747 or HRAnswers@baystatehealth.org. They will assist you with alternate methods of payment.

When will I receive information on benefits that I am eligible to receive?

Benefits information is distributed via email by the GME Office in April. It is also presented at your GME Orientation.

When will my health insurance go into effect?

Your health insurance begins on your contracted start date.

When will I receive my health insurance card?

You receive your health insurance card (in the mail) directly from Health New England shortly after your start date. If you need to see a provider and have not received your insurance card, contact HRAnswers at 413-794-4747 or HRAnswers@baystatehealth.org

Do I need to apply for malpractice insurance?

No. Malpractice insurance coverage is coordinated between the GME Office and the Risk Management Office.

How many lab/white coats will I receive?

Three white coats will be ordered for you once you provide your white coat information in your New Innovations Checklist.

How do I gain access to the UMass Chan Lamar Soutter Medical Library?

The GME Office coordinates access with the UMass Chan Library. You receive your access code shortly after your first day. It is emailed to your Baystate Health email from the UMass Soutter Medical Library/UMass Information Technology.

Who do I contact for my Public Student Loan Forgiveness (PSLF) after I start?

Contact HRAnswers at 413-794-4747 or HRAnswers@baystatehealth.org. HRAnswers completes PSLF Employment Verification forms.

J-1 Visa Sponsorship

When will I be able to initiate the J-1 visa process?

The GME Office will initiate the J-1 process once your fully executed contract is received.

What are the required documents I need to provide to the ECFMG/EVSP?

Fellows & Advanced Placement Residents: Download information at https://www.ecfmg.org/evsp/continuation-accredited.pdf
2023 Match Residents: Download information at https://www.ecfmg.org/evsp/initial-accredited.pdf

What is the deadline for submission?

Fellows & Advanced Placement Residents March 17, 2023
2023 Match Residents April 1, 2023

Who is Baystate’s contact for J-1 questions?

Tara Rivest, C-TAGME
GME Administrative Manager
Tara.Rivest@baystatehealth.org
413-794-1591

Dianabel Castro
BFMC GME & Family Medicine Residency
Program Administrator
Dianabel.Castro@baystatehealth.org
413-773-2244

Where will my DS2019 be mailed?

It is mailed to Tara Rivest, GME Administrative Manager. She will confirm your mailing address and then forward all documents to you.

ID Badge, Systems Access, & Other Items

What is New Innovations?

For purposes of on-boarding, New Innovations is the data bank where your checklist for required documents/information is requested and stored.

How do I access New Innovations?

You receive an email from the GME Office with your personal login information the week of March 20, 2023. Upon successful login, you are required to change your password.

When will I receive training on Baystate systems?

You receive training in the weeks leading up to GME Orientation. Your Program Administrator provides your personal schedule of training dates and times.

When will I receive my network, email, and other systems access?

You receive login information on your first day from the GME Office.

When will I receive my ID badge?

You receive your ID badge on or around your first day from your Program Administrator. Your Program Administrator will instruct you on the swiping requirements for timekeeping, access to various clinical areas, and what to do if you lose your badge.

Do I need to apply for parking?

Yes. You apply during the on-boarding process and receive a parking sticker from your Program Administrator via Baystate Security on or around your first day. On-site parking attendants are aware of incoming residents and fellows and will direct you where to park on your first day.

Where do I report on my first day of clinical work?

Your Program Administrator provides this information.

Onboarding Timeline

2024 dates will be posted soon!