Before You Arrive

Required Documentation for All Students

First Step: Due 10 weeks prior to your clinical start date.

Before starting your clinical rotation at Vanderbilt University Medical Center (VUMC), students will be responsible for coordinating with their academic institution to fulfill the requirements listed below. A representative from the academic institution must complete the Allied Health Visiting Student Application via https://vumc.orbundsis.com/einstein-freshair/public_contact_form.jsp?id=15&fid=17.  This form and requirements must be collected 10 weeks prior to your first day of fieldwork.  Required documentation must be collected and kept on file at the school.  Random audits will be completed to ensure compliance.  Please notify your Vanderbilt Rehab Site Coordinator via email when you have completed the application on-line. 

You will need to attest to having the following documents:

• Institution has the current health insurance on file for the student.
• Institution has a current background check on file for the student.
• Institution has a Liability Insurance Policy on file.
• Institution has an Affiliation Agreement with VUMC.
• Institution has a current immunization record on file for the student.

• Proof of 2 separate TB Skin Tests in the last year
  • The second TB test must be within 12 weeks of the start date of the clinical.
• Proof of current Flu shot (if rotation occurs between 10/1-3/31)
• Proof of COVID-19 Vaccination (Initial vaccination.) Boosters are optional.
  • Or proof of an exemption. Exemption must come from the school as Vanderbilt does not have a process to grant exemptions to students.
• MEASLES, MUMPS AND RUBELLA
  • Two (2) doses of MMR vaccine after first birthday including the dates of each dose.
  • Serologic proof of immunity to measles, mumps, and rubella (positive IgG antibody) including dates of each
• VARICELLA
  • Documented serologic immunity to varicella including positive IgG antibody date.
  • Two (2) doses of varicella vaccine including both dates.
• HEPATITIS B
  • Three (3) doses of hepatitis B vaccines or serologic proof of immunity (positive HB surface antibody) (Immunity testing is recommended 4 to 8 weeks following final dose.)
  • Or a signed Exemption Form.  Exemption must come from the school as Vanderbilt does not have a process to grant exemptions to students.
• TUBERCULOSIS
  • If TB skin test or IGRA positive:
    • Chest X-ray has no evidence of active TB AND Treatment for latent TB infection was offered. X-ray date must be more recent than 6 months before Start Date; date must be included if TB skin test or IGRA is negative.
• If TB skin test or IGRA negative:
  • Two step TB testing completed.
  • Date of 1st TBST (must be within 1 year of start date; date must be included)
  • Date of 2nd TBST (must be more recent than 3 months before start date):
  • IGRA completed more recently than 3 months before start date; IGRA date must be included.
  • INFLUENZA (only applicable if individual will be on VUMC campus for any day between Oct 1 and Mar 31)
    • Date of annual influenza vaccine (must be between Jul 1 & Mar 31 of current flu season; date must be included)
    • PERTUSSIS Required in Pediatric, Emergency, and Women’s Health departments.  One dose of Tdap vaccine (NOTE: DTP/DTaP and Td/TD vaccines do not meet this requirement.)Second

Step: Due 4 weeks prior to clinical start date.

• You will need to email your site coordinator the following information:
  • Student Data Form
  • Confidentiality Agreement
  • Copy of your CPR Card (American Heart Association or the Red Cross Only)        
  • Below are acceptable under the VUMC CPR Policy:
• • • BLS – Basic Life Support
    • Heartsaver CPR AED or Adult and Pediatric CPR/AED
    • ACLS – Advanced Cardiovascular Life Support
    • PALS – Pediatric Advanced Life Support
    • PEARS – Pediatric Emergency Assessment, Recognition, & Stabilization
    • EOR – Essentials of Resuscitation 

Third Step:

You will receive an email with the following information once all information has been collected and cleared:

1. VUMC Account Setup Instructions
2. VUMC Temporary ID
3. VUMC Temporary Password
4. VUMC ID Claim
5. Student Parking Map/Information
6. Contingent Worker Onboarding
7. Welcome Letter ß START HERE
8. Fourth Step:

As part of the onboarding process, students must complete compliance and safety training for VUMC.  You will receive an email from VUMC Learning Exchange that will direct you to the compliance modules for completion. Use your VUMC ID and password to log in. Please complete all assigned compliance modules prior to the first day of your orientation.

Fourth Step:

As part of the onboarding process, students must complete compliance and safety training for VUMC.  You will receive an email from VUMC Learning Exchange that will direct you to the compliance modules for completion. Use your VUMC ID and password to log in. Please complete all assigned compliance modules prior to the first day of your orientation.

Fifth Step:

VUMC's electronic medical record is eStar (Epic).  All students and new employees are required to complete virtual training course on eStar/Epic.  You will be notified of the time and location of your training.  Prior to arrival, you may be asked to complete online prerequisites for eStar courses. The prerequisites will also be found in the VUMC Learning Exchange. Prerequisites must be completed 24 hours before your virtual training session.