Navigating MedHub and GME at Harbor-UCLA Medical Center: A Comprehensive Guide

Harbor-UCLA Medical Center is dedicated to developing skilled physician leaders who provide equitable, exceptional, and compassionate care. The Graduate Medical Education (GME) program is committed to fostering a supportive, inclusive, and safe learning environment, and to cultivating educational excellence and innovation that empower trainees to advance medicine through research and scholarship. This article provides detailed information for applicants, residents, fellows, and medical students navigating the MedHub system, GME requirements, and other essential processes at Harbor-UCLA.

Application and Licensing

Applicants should apply directly to the program of interest, bypassing the GME office for initial applications.

Licensing Requirements

The Medical Board of California and The Osteopathic Medical Board of California mandate that all trainees possess a valid license. This necessitates obtaining either a Post Graduate Training License (PTL) or a Physicians and Surgeons License. California state law requires that all Medical School graduates obtain a training license within 180 days of program enrollment. Postgraduates having completed 36 months of training must obtain full licensure within 180 days of advanced program training enrollment or by the expiration of their PTL (whichever comes first).

Visa Sponsorship

The institution does not sponsor any visas, so applicants requiring visa sponsorship will need to explore alternative options.

COVID-19 Vaccination Requirement

DHS mandates that all workers in a healthcare facility be fully vaccinated with the SARS-CoV-2 (COVID-19) vaccine and Booster. Medical Schools and Affiliate Institutions are responsible for ensuring that their Workforce entering a DHS facility are fully vaccinated against COVID-19. Employee Health Services is collecting proof of vaccination for all employees and contractors who received vaccine outside of DHS.

Benefits and Compensation

County-paid Harbor trainees are enrolled in the Choices benefits plan, which provides a monthly benefits allowance.

Choices Benefits Plan

As a Choices participant, you receive a monthly benefits allowance, with the amount varying based on the number of dependents you enroll for coverage. This allowance is used to "shop" for the benefits that best suit your needs. Any leftover allowance after benefits selection is added to your paycheck as taxable pay.

Accessing Your Benefits Information

You can log in to the Choices benefits portal using your six-digit ID and the two-digit month and four-digit year of your birth as your PIN (e.g., if your birth month/year is October 1964, your PIN is 101964).

Extending Health Care Coverage

You will be required to extend your present health care coverage (i.e. COBRA).

Identification Badges and Access

A valid Harbor-UCLA Medical Center hospital badge is required for identification purposes.

Obtaining Your Harbor ID Badge

Per hospital policy, all residents, fellows, and medical students must present a valid BLS certification card to obtain their Harbor ID badge. Upon Live Scan clearance and Employee Health clearance, all medical students must register with Harbor Human Resources office (Building 3-South) on the first day of their assigned clerkship to obtain a Harbor ID badge. Activation of badges takes effect within 72 hours of issuance or less.

Registration with the GME Office

All visiting residents & fellows are required to register with the GME Office at Harbor-UCLA Medical Center prior to the start of their rotation. This registration facilitates Non-County employee malpractice coverage (if applicable) and other site-specific amenities.

Visiting Residents and Fellows

For Visiting Residents & Fellows who are County employees (with an e number), you should log into your My Persinda to complete your form. For Visiting Residents/Fellows who are Non-County workforce members (with a c number), submit a Non-County Employee Health Clearance form to the Employee Health office to obtain the required health clearance.

MedHub and GME Requirements

MedHub System

The GME office utilizes MedHub for various evaluations and training programs.

Required Evaluations and Programs

Trainees may be required to complete the “Confidential Institutional Housestaff Survey” evaluation in MedHub. Additionally, the American Medical Association (AMA GCEP) GME Competency Education Program modules Grade A (new interns/residents), Grade B (existing interns/residents), Grade AF (new fellows) and/or Grade BF (existing fellows) may be institutional requirements. Contact your program coordinator if your courses are locked or you have log-in issues.

Access to Systems

You will automatically lose access to all systems on your effective date of termination. Access to a form from 8E-21 is granted only after the GME office confirms completion of the survey and has received a transcript listing all required courses taken with a passing grade of at least 80% each.

Rotations and Clerkships

Application Deadlines

For full consideration, applications for electives must be received in the course department at least 60 days prior to the start of the requested elective and must be properly completed.

Medical Student Requirements

Medical Students must register/orient with their respective program/department. Students must provide HR with a copy of their most current BLS certification. Students must provide a copy of the following documents to their Harbor Clerkship Coordinator before beginning the rotation.

Online Information Sheet

Medical students and visiting residents will be required to follow the detailed instructions to activate the contractor online “Los Angeles County Department of Health Services Information Sheet” for every rotation. Once the online information sheet is complete, the clerkship coordinator or rotation Program Coordinator will review upon submission.

Live Scan

All live scanning should be done at a Los Angeles County. Students that have been live scanned at another LA County site for a previous clerkship rotation may not have to be live scanned again.

E2 Form for Visiting Students/Externs

All non-UCLA students (i.e. Visiting Students/Externs) must submit the completed E2 form along with the UCLA clerkship application to the Harbor Clerkship Coordinator at least two months prior to the rotation. 1000 W.

Meals and Amenities

Dining

Visiting Residents & Fellows are eligible for meals, provided for the duration of the clerkship in the (DDR). Medical Students (MS2, MS3, and MS4s) enrolled in an active/current course/rotation are eligible for two meals per day, provided for the duration of the clerkship in the (DDR). Meals are accessed by using your Harbor ID badge.

Additional Information

Transportation

Make an appointment to get your drivers license and register your car otherwise you will be waiting for hours.

Banking

Southland Credit Union will open accounts with a picture ID and a copy of your Appointment Agreement/Contract Credit.

Verification of Training

Verification of residency or fellowship training must be sent directly to the training program directly. The request must include your full name, dates of service (i.e. Note - please clarify with your future employer/requesting entity if they need to receive the information directly from the MSO as primary source verification.

Harbor-UCLA Medical Center: A Commitment to Community and Inclusion

Harbor-UCLA Medical Center has been delivering care to the communities of South Los Angeles County for over 40 years. As emergency providers in a safety-net county hospital, the institution is committed to caring for a diverse patient population, regardless of background or ability to pay. The department recognizes the tangible impact that social determinants of health have on health outcomes and is committed to actively combating structural racism and understanding socioeconomic privilege in our society. The department fosters an environment of social activism, justice, and community engagement to support every aspect of our patients’ well-being.

The Harbor-UCLA Department of Emergency Medicine enthusiastically recruits residents, fellows, and faculty who can utilize their unique backgrounds and perspectives to enhance the care our patients receive. The institution commits to developing a workplace inclusive of every race, ethnicity, faith, gender identity, and sexual orientation. A majority of the leadership comprises women and persons of color. The department celebrates the diversity of all forms in its providers and strives to develop a medical workforce that reflects its patient population.

The Harbor Family and Support System

The Harbor-UCLA Emergency Medicine Residency is a sizeable program with an intimate sense of community. The approachability of the leadership and the deep bonds between residents foster a sense of family within the department. “Buddy groups” cultivate relationships between current residents, alumni, and faculty. An on-site psychologist provides support through the inherent rigors of the specialty. Weekly resident/attending beach volleyball games, and family play-dates are just a few of the ways the program fosters community.

Research and Initiatives

Harbor-UCLA Medical Center is involved in several research initiatives, including:

South LA CPR Initiative: A 3-year community-engaged research effort exploring CPR and AED knowledge in Compton and Gardena.
Medication Assisted Therapy/Substance Use Disorder: Partnering with the Whole Person Care Substance Use Disorder program and the Bridge program to ensure that patients receive the right care.
Operationalization of Data Dashboards to Boost LA County Traffic Safety and Post-Crash Care: Collaborating with the LA County EMS Agency and The Lundquist Institute to create an LA County regional data dashboard.
Evaluating the Effectiveness of a Novel EMS Mobile App to Improve Post-Crash Care: The UCLA Department of Emergency Medicine, in collaboration with Harbor-UCLA Medical Center, the LA County EMS Agency, and The Lundquist Institute is evaluating an LA County EMS protocol mobile application.
Southwest Strategies to Innovate EmeRgENcy Care Clinical Trials Networks (SW SIREN): Participating in a clinical trials network funded by the National Institute for Neurological Disorders and Stroke (NINDS), the National Heart Lung and Blood Institute (NHLBI) and the National Center for Advancing Translational Science (NCATS).

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