Applying to Harbor-UCLA Medical Center is a significant step in your medical career. As a teaching hospital affiliated with UCLA, Harbor-UCLA is committed to providing exceptional patient care, and a crucial part of ensuring this standard is a thorough onboarding process for all medical professionals. This includes a mandatory live scan, part of the UCLA care extender initiative to maintain safety and quality across its network. This guide will walk you through the essential steps for application, onboarding, and important resources you’ll need as a resident, fellow, or medical student at Harbor-UCLA.
Applying to Harbor-UCLA Medical Center
To begin your application process at Harbor-UCLA Medical Center, it’s important to apply directly to your program of interest. Applications are not handled through the GME (Graduate Medical Education) office initially.
For a comprehensive list of available programs and their specific contact information, please visit the Harbor-UCLA Training Programs page. This page is your starting point for identifying the right program and understanding its unique application requirements.
For your reference, you can download a sample contract to familiarize yourself with the terms and conditions of employment.
COVID-19 Vaccination and Booster Requirement
Please be aware that the Department of Health Services (DHS) mandates that all individuals working in healthcare facilities must be fully vaccinated against COVID-19, including a booster shot. This requirement applies to all County employees, including interns, residents, and fellows, as well as trainees rotating from outside institutions, visiting medical students, and visiting residents.
Required BLS Certification
According to hospital policy, all residents and fellows are required to hold a valid BLS (Basic Life Support) certification from the American Heart Association (AHA). You will need to present your BLS certification card to obtain your Harbor ID badge. Ensure your certification is registered with the AHA.
Information and Resources for Accepted Residents & Fellows
Once you are accepted into a program at Harbor-UCLA, several resources and procedures will become relevant to your onboarding.
Benefit Choices
Harbor trainees who are County-paid are enrolled in the Choices benefits plan. This program provides a monthly benefits allowance, the amount of which varies based on the number of dependents you enroll for coverage. You can use this allowance to select the benefits that best suit your needs. Any portion of your allowance that remains unused after benefits selection will be included in your paycheck as taxable income.
Visit the Choices website to explore monthly benefits allowance rates, compare medical and dental plans, and understand benefit costs.
To log in to the Choices system, use your six-digit employee ID and your birthdate in MMDDYYYY format as your PIN. You will then be prompted to create a new eight-digit password for future access.
Benefit Effective Dates
Initially, you will need to maintain your current health coverage, possibly through COBRA, as your County health coverage will commence approximately 60 days after your start date.
- Interns starting on June 24th: Benefits effective August 1st.
- Residents & Fellows starting on July 1st: Benefits effective September 1st.
- Residents & Fellows starting on August 1st: Benefits effective October 1st.
California DMV
Upon moving to California, it’s advisable to schedule an appointment with the Department of Motor Vehicles (DMV) to obtain your driver’s license and register your vehicle. Appointments are highly recommended to avoid long wait times. Visit www.dmv.ca.gov to schedule an appointment or call 1-800-777-0133. Obtaining a California driver’s license requires an eye exam and a written test.
Banks
Generally, banks require a picture ID and a major credit card to open a new account. It’s wise to have some cash or traveler’s checks available until your account is opened and deposited funds have cleared.
Southland Credit Union offers account opening with just a picture ID and a copy of your Appointment Agreement/Contract Credit. For your convenience, Southland Credit Union has two ATMs located on the Harbor-UCLA campus.
LGBTQ+ Care Improvement Committee Information for Applicants
Harbor-UCLA Medical Center is dedicated to fostering an inclusive and equitable environment for both patients and staff.
- Harbor-UCLA has been recognized as a Healthcare Equality Leader by the Human Rights Campaign Foundation every year since 2018, demonstrating a long-standing commitment to LGBTQ+ healthcare equality.
- The Equity, Diversity, Inclusiveness, and Anti-racism (EDIA) program at Harbor-UCLA includes a dedicated LGBTQ+ affinity group actively working towards creating a more inclusive workplace.
- An active LGBTQ+ Care Improvement Committee at Harbor-UCLA welcomes housestaff participation, providing opportunities to contribute to LGBTQ+ patient care initiatives.
- Harbor-UCLA is part of the DHS-wide gender-affirming care program, ensuring access to gender-affirming medical and surgical care for patients through direct provision or appropriate referrals.
For confidential conversations with an LGBTQ+ identified physician about their experiences at Harbor-UCLA, please email [email protected]. Be assured that any communication through this channel will remain confidential and will not be shared with the programs to which you are applying.
Visiting/Rotating Residents & Fellows – Check-In Procedures
For visiting or rotating residents and fellows, the check-in process involves several key steps to ensure a smooth start to your rotation.
Program Approval & Clearance
Once your rotation is approved, your Harbor service rotation Program Coordinator will contact you via email with detailed instructions. You will need to complete an online “Los Angeles County Department of Health Services Information Sheet” for each rotation to activate an authorized contractor profile. After submitting the online form, your Program Coordinator will review it. Following HR review and approval, you will receive instructions for the HR Live scan/fingerprinting process, a vital step in the Ucla Care Extender Live Scan compliance.
1- Harbor-UCLA Human Resources Registration Process
According to Harbor-UCLA hospital policy, all personnel must wear a valid Harbor-UCLA Medical Center hospital badge for identification. After GME office registration, you will receive an email confirmation to visit Human Resources on your first day to obtain your badge. This ID badge provides several benefits:
- Complimentary meals in the Doctor’s Dining Room.
- Security bypass at hospital entrances.
- Access to physician-only areas via elevator/door activation.
- Assistance from the Information Systems office.
- Access to Harbor-UCLA scrubs.
Required BLS Certification: To reiterate, you must present a valid BLS certification card from the American Heart Association (AHA) to get your Harbor ID badge.
Badge activation typically takes up to 72 hours. For any issues with your badge, contact your site coordinator before reaching out to Human Resources at 424-306-4900.
NOTE: Completing your Live Scan background clearance at least 2 weeks prior to your rotation start date is mandatory.
2- Employee Health Clearance Process
- County Employees (with an e number): Log into your My Persinda account to complete your employee health form and follow up with a visit to Employee Health for clearance.
- Non-County Workforce Members (with a c number): Submit a Non-County Employee Health Clearance form to the Employee Health office. For form-related queries, email Employee Health or call 424-306-4050.
COVID-19 Vaccination and Booster Requirement
DHS requires all healthcare facility workers, including visiting residents and fellows, to be fully vaccinated and boosted against COVID-19. Medical schools and affiliate institutions are responsible for ensuring their workforce meets this requirement before entering DHS facilities.
How to Submit Proof of Vaccination: Submit proof of vaccination to Employee Health Services, even if you’ve already provided it to your sponsoring organization.
Steps:
- Create a PDF or JPG copy of your vaccination card.
- Email the image to your Employee Health representative at [email protected].
- Alternatively, drop off a copy in person at Employee Health Services.
For more details, refer to LA County’s COVID-19 Vaccination Policy.
3- GME Office Registration Process
All visiting residents and fellows must register with the GME Office at Harbor-UCLA Medical Center before starting their rotation. This registration facilitates malpractice coverage for Non-County employees and access to site-specific amenities. Email the following documents to your site coordinator for GME office submission:
- Affiliating Resident/Fellow Questionnaire REV. 11.2024
- Proof of current California Medical License* (photographic images not accepted).
- Proof of current DEA Certificate (if applicable, photographic images not accepted).
- Copy of Valid ECFMG Certificate (for International Medical Graduates, photographic images not accepted).
ORCHID Training
Visiting residents must complete the ORCHID Training, which includes watching two YouTube training videos and passing the ORCHID Provider Test. Access the training videos and test via the links in this PDF: ORCHID Training Videos & Tests.
For rotations in Emergency Department Service (including Psychiatry) and Urgent Care, additional training videos and tests are required (all listed in the PDF above). Email a copy of your completed test to your Department/Rotation Coordinator.
Doctor’s Dining Room (DDR) Registration
Visiting Residents & Fellows are entitled to meals in the DDR for the duration of their clerkship, accessible with your Harbor ID badge. Meal access will be activated within 24-48 hours after receiving your badge.
Please maintain professional behavior in the DDR.
Harbor-UCLA-Issued Scrubs
Collect your scrubs from the Linen Department in the main hospital basement, Room B303.
**Return your Harbor-issued scrubs to the Linen department at the end of your rotation.*
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* California law mandates that Medical School graduates obtain a training license within 180 days of program enrollment. Postgraduates with 36 months of training must obtain full licensure within 180 days of advanced program training or by their PTL expiration. Out-of-state postgraduates rotating at Harbor without a CA license may be eligible if they meet Medical Board of California requirements.
Medical Student Application Process
Thank you for your interest in electives at Harbor-UCLA Medical Center. Application materials and instructions are available on the UCLA Visiting Student webpage.
Applications must be received by the course department at least 60 days before the elective start date and must be complete to be considered. Incomplete applications will be returned.
Upon Live Scan and Employee Health clearances, all medical students must register with Harbor Human Resources (Building 3-South) on their first clerkship day to get a Harbor ID badge. Students must also register/orient with their program/department and provide HR with current BLS certification. Review the Harbor-UCLA Medical Student Info Sheet before your rotation.
Provide your Harbor Clerkship Coordinator with copies of the following documents (found on the “Los Angeles County Department of Health Services Information Sheet” online menu):
- DHS Code of Conduct Acknowledgement
- DHS Compliance Awareness Training Assessment Answer Sheet
- DHS Privacy & Security Survival Training Answer Sheet
HARBOR CLERKSHIP – Onboarding & Check-In Procedures
1- Human Resources Registration Process
Your Harbor clerkship Coordinator will email you detailed instructions to activate the online “Los Angeles County Department of Health Services Information Sheet” for each rotation. After completion, the clerkship coordinator will review and provide instructions for Live Scan (required at least 2 weeks prior to rotation start).
Live Scan should be done at a Los Angeles County facility. Contact Human Resources to check your Live Scan status if you have been live scanned at another LA County site previously.
Human Resources Location and Hours
Harbor-UCLA Human Resource Office
1000 W. Carson St.
Building 3 South
Torrance, CA 90502
Live Scan: Monday – Friday, 8:00 a.m. – 4:00 p.m.
Photo & Badging: Monday – Friday, 8:00 a.m. – 4:30 p.m.
Phone: (424) 306-4900
Extern students must present UCLA Clerkship approval on their live scan day.
Required BLS Certification: Medical students need to present a valid BLS certification card from the American Heart Association (AHA) to get their Harbor ID badge.
Badge activation takes up to 72 hours. Contact your Rotation coordinator for badge issues before contacting HR.
NOTE: A $25 fee applies for lost ID badge cards.
2- Employee Health Clearance Process
Students must complete the current E2 form/packet.
- UCLA students: Email the completed E2 form to Employee Health.
- Non-UCLA students (Visiting Students/Externs): Submit the completed E2 form and UCLA clerkship application to the Harbor Clerkship Coordinator at least two months before the rotation. The Coordinator will then submit the E2 Form to Employee Health Services.
Employee Health Location and Hours
Harbor-UCLA Employee Health
1000 W. Carson St., 1st Floor, Rm E.H.3
Torrance, CA 90502
Live Scan: Monday – Friday, 7:00 a.m. – 5:00 p.m.
Phone: (424) 306-4050
New COVID-19 Vaccination Requirement
DHS mandates full COVID-19 vaccination for all healthcare facility workers, including medical students and visiting trainees. Medical schools must ensure their workforce is vaccinated before entering DHS facilities.
How to Submit Proof of Vaccination: Submit proof to Employee Health Services, even if provided to your sponsoring organization.
Steps:
- PDF or JPG copy of your vaccine card.
- Email to [email protected].
- Drop off a copy at Employee Health Services.
Refer to LA County’s COVID-19 Vaccination Policy for more information.
ORCHID Training
Medical students must complete ORCHID Training: two YouTube videos and the ORCHID Provider Test. Access training via this PDF: ORCHID Training Videos & Tests.
For Emergency Department Service (including Psychiatry) and Urgent Care rotations, additional training is required (see PDF). Email a copy of your completed test to your Department/Rotation Coordinator.
Doctor’s Dining Room (DDR) Eligibility for Meals
MS2, MS3, and MS4 students in active rotations get two daily meals in the DDR, accessed with your Harbor ID badge. Meal access activates 24-48 hours post-badge receipt.
Maintain professional behavior in the DDR.
Harbor-UCLA-Issued Scrubs
Collect scrubs from the Linen Department, main hospital basement, Room B303.
**Return scrubs to the Linen department at the end of your rotation.*
Housestaff Exit Procedures (Checking Out)
Housestaff completing their training at Harbor-UCLA Medical Center will receive exit procedure instructions from the GME office.
Before receiving a Training Physician Clearance Form*, terminating housestaff (including LA County employed trainees becoming Lundquist and vice versa) must complete:
- “Confidential Institutional Housestaff Survey” evaluation in MedHub – assigned by the GME Office (available towards year-end). Find it in urgent tasks on the upper left of Incomplete Evaluations.
- 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) institutional requirements. Contact your program coordinator for locked courses or login issues. Submit a PDF transcript of completed modules to the GME office when prompted.
AMA GCEP Log In Page: www.AMAGMEOnline.org
For login issues, call AMA Member Relations at (800) 262-3211 (Mon-Fri, 8:00 AM – 5:00 PM CT) or email [email protected]. For locked courses, contact your Program Coordinator.
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*You’ll receive instructions to get a form from 8E-21 only after the GME office confirms survey completion and receipt of a transcript listing all required courses passed with at least 80% each. Forms are released individually.
**IMPORTANT DISCLAIMER: CHECK OUT PROCEDURE**
System access is automatically revoked on your termination date. HIM staff will not sign off on your clearance form with pending histories, notes, etc.
1. Leaving Harbor early? Complete all pending histories, notes in ORCHID at least one week before your last day.
2. Last day on 6/30? Complete all pending histories, notes in ORCHID at least one week prior.
