On-Boarding Procedure

We are excited to welcome your trainees (including students and interns) to Baylor St. Luke’s Medical Center (BSLMC) and partner with you in the onboarding process. For your use, below is the BSLMC onboarding checklist. Please follow the below steps to initiate the onboarding of your trainees.

Academic institutions must have an active ‘Educational Affiliation Agreement’ (EAA) with Baylor St. Luke’s Medical Center.  Trainee requests without active EAA’s will not be processed.

Affiliate Coordinator Pre-boarding Steps

It is recommended this process is initiated 30 days in advance. Requests may not be submitted more than 60 days in advance.

Trainee - refers to undergraduate, technical, and postgraduate students.

  1. For all new and returning trainees, complete the Trainee Onboarding Request (TORS) Form.
  2. Within 2 business days of form submission, the affiliate coordinator will be granted 'view' access to the onboarding status report. The invitation will be sent to the email address entered on the Trainee Onboarding Request (TOR) Form.
  3. For each NEW trainee listed on the TORS:
    1. The trainee will receive an email (sent to the email address included in the TORS) from [email protected]. The email will include a link for the trainee to input their demographic information.
    2. An individual email from: [email protected] will be sent to the Affiliate Coordinator (external representative).
    3. Select the link provided to attest that the appropriate: Background Checks, Health Screenings, and Licensure data have been completed and/obtained; and enter your digital signature.
  4. For each returning trainee (with an active BSLMC profile) listed on the TORS:
    1. The trainee’s profile will be extended to the end date indicated on the TORS
    2. The trainee will not receive an email notification and will continue to use their existing credentials.
  5. Email to all trainees the BSLMC Trainee Onboarding checklist. This checklist will provide the trainee with instructions for completing the onboarding process.
  6. Please be sure to check your email's inbox and spam for the email from [email protected]
  7. On-boarding requests not completed by the trainee and affiliate coordinator within 60 days will be rejected and must be resubmitted.

Trainee On-Boarding Status Report

  • On a weekly basis, an updated onboarding status report will be posted. 
  • Affiliate Program Coordinators are responsible for tracking onboarding and following up with trainees

 

Onboarding Resources: 

If you have any questions or trouble accessing the above resources, please contact [email protected].