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Graduate Medical Education Medical Student Informational Handbook

This web-based informational handbook is applicable to all third- and fourth-year civilian and Health Professions Scholarship Program (HPSP) medical students interested in doing an educational rotation here at Tripler. It outlines the requirements, and your responsibility as a student interested in doing an educational rotation here at Tripler as well as the responsibilities of the program and the Graduate Medical Education Office.

Training Agreement

  • Civilian medical students, including HPSP students, doing a NADT must ensure that their school has a training agreement in force between their school and Tripler.  Without this agreement students are not authorized to rotate until an agreement is in effect.
  • Per Defense Health Agency (DHA) policy, we cannot accept school agreements.  All agreements with educational institutions will be processed using current DHA agreement template.  No exception! 
  • All requests for the establishment of an agreement must come from the school and not the student and submitted to the Graduate Medical Education Office.  for further action.

Medical Student Requirements and Responsibilities

  • Ensure that you have been pre-approved by the program for an educational rotation here at Tripler.  Dates available and contact information are contained on the Medical Student Applicants (tricare.mil) website.
  • Notify program of any changes to pre-approved rotation to include change in dates, status from an ADT (active-duty training) to a NADT (non-active-duty training) or NADT to ADT rotation or cancellation of educational rotation.
  • Submit all required documentation for the educational rotation as identified in this handbook to the Graduate Medical Education Office.
  • All students participating in training here at Tripler must have a Joint Knowledge Online (JKO) account.  A JKO account is required to complete:
    • Health Insurance Portability & Accountability Act (HIPAA), DHA-US001.
    • Department of Defense (DoD) Cyber Awareness Challenge, DoD-US1364-2X.  The "X" stands for the current year's training.
    • Military Health System (MHS) Genesis Training.  This training is assigned by the Graduate Medical Education Office JKO Training Coordinator based on information contained in your application and in your JKO account if not already assigned by another Military Training Facility (MTF).
    • Steps for creating your account, accessing your account, and updating your profile can be found by clicking on the following link JKO Instructions.  If you have problems with your account, call the JKO Help Desk at 757-203-5654 or email them at js.jko.helpesk@mail.mil and inform them of your problem.  Help Desk is 24/7 except for Federal Holidays.
  • No earlier than 75-days out from start of educational rotation student will request a Drop-off Code from the Graduate Medical Education Office so that the Educational Rotation Application can be submitted.
  • No earlier 45-days out from start of educational rotation.  The following need to be submitted to the Graduate Medical Education Office.
    • Occupational Health Requirements (Immunizations) to include MEDCOM Form 831, Health Care Worker Tuberculosis (Tb) Risk Assessment Tool must be submitted via the DoD SAFE website encrypted. 
    • Copy of current Basic Life Support (BLS) card.  Only American Heart Association (AHA) or American Red Cross (ARC) cards will be accepted.  Advanced Cardiovascular Life Support (ACLS) card will not be accepted in place of BLS.  If card is to expire during your training, please ensure that it is renewed prior to your arrival.
    • Letter of Good Standing.  Letter should include, at a minimum, that student has professional liability insurance and personal health insurance.
  • Computer/Network access.
    • All civilian students (not applicable to HPSP students) needing computer access while rotating at Tripler require a background investigation and fingerprinting a minimum of eight weeks out from start of training.  Check with program as to what documentation is required. 
    • Majority of the training programs here at Tripler require you to have access except for Radiology and Orthopedics.
    • Foreign Medical Students (non-US citizens) enrolled in formal education and training programs at an accredited school or institution in the United States who require access to the hospital's information systems network can expect at least a four-month delay getting access due to required security background checks, therefore, please plan accordingly.
    • It is the responsibility of the program to initiate background checks for all civilian medical students they accept if getting computer access.
  • All Protected Health Information (PHI) and Personally Identifiable Information (PII) information must be encrypted and sent via the DoD SAFE (Department of Defense Secure Access File Exchange) website.  Any non-PHI/PII documentation, such as BLS card, Letter of Good Standing, HIPAA and Cyber Awareness Certificates can be emailed directly to the Graduate Medical Education Office.
  • In-processing.
    • In-processing for all students is on Monday at 0700 (7:00 A.M.) in Room 9A007, Classroom 1.  If Monday falls on a federal holiday, then in-processing will take place on Tuesday, same time.
    • Do not report to any other area prior to your in-processing, even if you have received communication to be somewhere else.  No Exceptions!
    • Two-Forms of ID.  Civilian students getting computer access must have two forms of identification (e.g., Military ID, Driver's License, US Passport, US Birth Certificate, Social Security Card) when reporting to the Aloha Center for the issuance of NIPRnet Enterprise Alternate System (NEATS) Token.
    • Army HPSP student on ADT, the primary duty uniform for wear is the Army Combat Uniform (ACU) Operational Camouflage Pattern (OCP).
    • Civilian and NADT students must present a neat and well-groomed appearance when in-processing.  No shorts or T-Shirts.
    • Student ID badge.  All students will always have a picture ID badge in their possession.
  • Military Students on Temporary Duty (TDY) 
    • Information concerning your TDY here at Tripler.
    • Students will provide copy of orders when you in-process.
  • Interviews.
    • Are scheduled directly with the program that you will be rotating with, either before or after your arrival.
    • Military students wanting to interview should contact the program directly before arriving to determine what uniform will be required for interview.
  • Evaluations.
    • Each medical student is responsible for providing evaluation forms to their preceptor.  You will need to find out who your preceptor will be upon reporting to the service.  Once you have been advised as to who will complete your evaluation, give them your evaluation.  If your school requires your evaluation to be done online, then provide them the link or provide your school the e-mail address of your preceptor so the school can send to that individual.
    • Medical students are highly encouraged to follow-up on evaluations if not received prior to departure from Tripler.
    • Make sure you have contact information for your preceptor before departing!
  • Late Arrivals.  If you are arriving late due to a missed flight, a long delay, or other circumstances beyond your control you need to contact the following:
  • Directions to Tripler, where to park and to the Graduate Medical Education Office and In-processing.

Program Responsibilities

  • Screen prospective students to ascertain their qualification and suitability for an educational rotation here at Tripler.
  • Notify the Graduate Medical Education Office of all pre-approved, disapproved or cancelled educational rotation request.  This includes any changes to the student pre-approved request, e.g., date change, status change or cancellation of request, etc.
  • Verify with the Graduate Medical Education Office that a training agreement is in place before accepting any civilian (including HPSP student doing a NADT) student prior to pre-approving educational request.  Once a training agreement has been finalized and signed by all parties, the program can pre-approve student based on the 75-day submission time line so that student can complete all required training requirements prior to arrival.
  • Advise students if he/she does not have a JKO account get one before submitting the Educational Rotation Application. Sponsor student if he/she does not have JKO account.
  • Sponsor all civilian medical students and getting fingerprinted and getting a NEATS Token, if applicable.  Remind student that all PHI/PII information must be encrypted and sent via the DoD SAFE website to the program/educational coordinator.
    • Fingerprinting requirements.  Program will request the following documentation from student.
      • Optional Form 306, Declaration for Federal Employment.
      • Proof of Citizenship.
        • US Birth Certificate.
        • US Passport.
        • Certificate of Citizenship/Naturalization issued by INS and copy of Social Security card.
      • Curriculum Vitae.  
    • Program will submit the above documentation as well as the Defense Health Agency (DHA) NIP Memo and Statement of Work to dha.ncr.dha-cs-mgt.mbx.dha-psb-west@health.mil for processing and wait for further instructions from DHA.
    • Department Trusted Agent will initiate NEATS Token request for all civilian students rotating through the service.
  • Approve/Disapprove/Cancel pre-approval email from Graduate Medical Education Office concerning student request.
  • As part of the student in-processing, program needs to: 
    • Orient the student to the hospital and the local area.
    • Inform student of Tripler's policy concerning access and security entrance to Tripler.
    • Provide reasonable, conference, office, storage, dressing and locker room space.  
    • Retain responsibility for patient care in the hospital and will exercise supervision over student consistent with Tripler's quality assurance program.
    • Arrange schedules that will not conflict with other education programs.
    • Designate an official to coordinate the student clinical learning experience.  Such coordination will involve planning with the Educational Institution faculty or professional staff for the assignment of the students to specific clinical cases and experiences, including their attendance at selected conferences, clinics, courses, and programs conducted under the direction of the program.
    • Provide guidance and instruction if the instruction and presence of student do not interfere with official duties and training of military personnel.
    • Take all measures reasonably necessary to guard against improper disclosure of information in its possession regarding the student and will comply with the applicable provisions of the Family Educational Rights and Privacy Act of 1974, 20 United States Code (USC) 1232 (g), otherwise known as FERPA or the Buckley Amendment.  The Educational Institution will not be obligated to provide any student information to Tripler except as permissible under FERPA.
    • Provide emergency medical and dental treatment to student while at Tripler.  Treatment for injuries sustained by the student while performing duties as a student will be in accordance with 5 USC 3111 and 5 USC Chapter 81.  

Graduate Medical Education Office Responsibilities

  • To approve all ADT request in MODS.
  • Assign MHS Genesis Training to all students in JKO if not already assigned by another MTF.
  • Send pre-confirmation email to program for approval/disapproval/cancellation of educational request.
  • Send out approval e-mail concerning approved educational rotation to the medical student to include additional information for the rotation.
  • Collect all required documentation for the educational rotation as identified in the Handbook.
  • In-/Out-process all students.  
    • During in-processing provide student with appropriate Tripler identification badge and submit required documentation for computer/network and Genesis access.
    • Collect Tripler badge upon student out-processing.

 

Don't forget to keep your family's information up-to-date in DEERS.