Onboarding Information

Graduate Medical Education

Your central resource for onboarding medical students, residents, fellows, and international medical observers.

Important Update:

InPlace is now our official onboarding platform. All rotations must complete onboarding through InPlace. Details and guides are available below.

Graduate Medical Education Onboarding Update

We’ve transitioned to InPlace, our new onboarding platform, to streamline document submission and provide status tracking once documents are reviewed by the GME Office. Guides for students and coordinators are available below. Please review the checklist before requesting account activation in InPlace.

Quick Navigation

Getting Started

Onboarding through the GME Office must be coordinated by an affiliated school or sponsoring department.

Not managed by GME:

Managed by GME:

  • 3rd & 4th-year medical students (core, elective, audition)
  • Residents & fellows (affiliated programs)
  • Behavioral health interns, perfusion students
    All require an Affiliation Agreement

Questions related to affiliation agreements?

Contact: Kristie Echols, GME Supervisor – [email protected]

InPlace Transition

  • InPlace is now the official onboarding platform for all rotations.
  • Approval and status notifications will come from an InPlace email address. Add InPlace emails to your safe sender list.
  • All onboarding requirements listed in the checklist must be completed before clearance can be granted

Onboarding Checklist

  • Download Onboarding Checklist to track onboarding progress. This checklist is for your reference only and does not need to be submitted. Includes:
  • Rotator documents
  • Observer documents
  • IMG observer documents
  • Required immunizations (with note on PHI + accepted documentation formats)
  • Attestation statement

Required Documents

Records contain protected health information and should be limited to required documentation only.

All records must include:

  • First & last name
  • Secondary identifier (DOB, MRN and address)

Required Immunizations

  • MMR – 2 doses or positive titers
  • Varicella – 2 doses or positive titer
  • Influenza – current season
  • TB – Must meet your school/employer’s current standard
  • COVID-19 – documentation requested (not required)
  • Tdap – required for certain departments (ED, OB/GYN, NICU and PICU)
  • Hepatitis A – required for Pediatrics and PICU
  • Hepatitis B – recommended for blood exposure risk

Accepted Documentation Formats

Official lab results, Dept. of Health records, AAMC forms signed by a licensed provider, school immunization records, signed declination forms, physician-approved exemptions.

Departmental Contacts

For general inquiries or if you prefer phone assistance, visit the Contact Page for location-specific phone numbers.

Site Logistics

View location maps and parking details on our Contact Page.

The Contact Page also includes phone numbers for each location if you need to speak with an operator for assistance.

Preceptor Request Form

IMG Observership Preceptor Request Form

Resources

Observer Guidelines

  • IMG observerships at INTEGRIS Health have resumed under a structured process with limited availability.
  • Observers may not apply directly to GME.

  • Observerships are physician initiated; a supervising physician must agree to sponsor the observer.
  • GME does not coordinate or assign IMG observerships.
  • If you do not have a supervising physician, search the INTEGRIS Health Physician Directory: INTEGRIS Health Doctors

  • Observerships are limited to five (5) observers per calendar month system wide.
  • Requests are processed in the order received until monthly capacity is reached.
  • Once the monthly limit is met, the month is closed (no waitlist; capacity does not reopen).
  • Observerships are limited to one continuous rotation not exceeding 30 calendar days per calendar year.
  • Availability is managed by calendar month; only months currently open will appear on the Preceptor Request Form.

  • A $35 administrative fee is required for all IMG observerships.
    • Payment enables onboarding steps in InPlace but does not guarantee approval or reserve a slot.

  • If visa or immigration documentation is required, additional lead time may be necessary.
  • Visa timelines are not managed by GME and do not affect capacity or availability.

  • All IMG observership onboarding is completed through InPlace only.
  • Paper documents and email submissions are not accepted.
  • Completion of onboarding triggers routing for institutional approval.

  • Observers are not cleared to begin until institutional approval is complete.
  • Institutional approval is required before badging and start.