FAQs for Coordinators of Students Onboarding with OnBase
Who submits onboarding documents?
Allied health and nursing students must submit their documents to OnBase, as students have forms they must sign in the portal.
GME students have a separate process; GME Providence coordinators upload medical student and resident documents.
What are the Providence onboarding requirements? Are they different for students who are current Providence caregivers (employees)?
Student onboarding requirements confirm that all Oregon Health Authority requirements are met to ensure the safety of Providence patients.
Onboarding Requirements for Students:
- BLS/CPR certification*
- Background check*
- Drug screening*
- Completion of all forms assigned in onboarding portal
*Some schools may choose to submit a tort letter that meets these requirements.
Onboarding Requirements for Current Providence Caregivers:
- BLS/CPR certification*
- Completion of all forms assigned in onboarding portal
*Some schools may choose to submit a tort letter that meets this requirement.
Can Providence use a background check students have already completed?
Providence may be able to use a recent background check if it was completed while students were enrolled in your current school program (or within three months of the program's start). To meet Oregon Health Authority (OHA) requirements, background checks must include:
- SSN trace
- Criminal history
- OIG sanctions list
- Sex offender registry
- GSA/EPLS
If students upload their background checks and it does not meet these requirements, School Affiliations will notify students via email that another background check is required.
Can Providence use a drug screening students have already completed?
Providence may be able to use a recent drug screening if it was completed while students were enrolled in their current school program (or within three months of its start). To meet Oregon Health Authority OHA) requirements, drug screenings must be a 10-panel (or more) drug test and include the following substances:
- Amphetamines
- Barbiturates
- Benzodiazepines
- Cocaine
- Marijuana
- Methadone
- Methamphetamines
- Opiates
- Phencyclidine
If students upload their drug screening and it does not meet these requirements, School Affiliations will notify students via email that another drug screening is required.
Can Providence order a background check or drug screening for students?
Providence can either order a background check and drug screening at a lab near your student, or students can use a vendor or lab near them, as long as it meets the requirements stated in questions 3 & 4 above. If you would like Providence to order these for your students, simply email ORRegHRStudentAffiliation@providence.org with student first and last names and student email address and indicate if you would like School Affiliations to order a background check or drug screening (or both). Students will then receive an email from HireRight with instructions on online forms to be completed. Once ordered, HireRight will provide a list of labs students may choose to have their drug screening completed at. Costs through HireRight are $39.95 for a background check and $35.00 for a drug screening. Results will be sent directly to our team (students may request a copy of these results once they receive their clearance email from our team).
What is a tort letter, and can my school use one?
Some schools may choose to submit a Tort letter that meets BLS/CPR, background check, drug screening requirements, and health requirements. Any school may use a tort letter, as long as they ensure that all student requirements meet the onboarding requirements stated in the affiliation agreement and by the Oregon Health Authority. If you would like to utilize a tort letter, you may use our template or one of your school’s choosing. Email our team to request a copy of our tort letter template. Or, if your school prefers to provide their own template, please provide one letter per student and state within the letter that the student has completed onboarding requirements in compliance with the Oregon Administrative Rules 409-030-0100.
What is your policy concerning COVID-19?
Students completing a clinical rotation with Providence must be vaccinated against COVID-19 or fill out a Providence COVID-19 Declination Form. Both vaccination records and COVID-19 Declination Forms are to be stored by the school with other student vaccination and immunization records.
Do my students need CPR/BLS certification?
All students and faculty who may have direct contact with patients will need CPR/BLS certification. Direct contact with patients is defined by OHA as “clinical or therapeutic interaction with a patient, in a one-on-one or group setting at the clinical placement setting or an associated location, including but not limited to meetings, examinations, or procedures.” If this does not pertain to your student, please email our team to request an exemption for your student(s).
What if students can’t complete all onboarding requirements by their start date?
Student onboarding requirements confirm that all Oregon Health Authority requirements are met to ensure the safety of Providence patients. Students may not start their clinical rotation or be on campus in a role until all such requirements have been met and HR clearance has been granted by School Affiliations.
Do returning students still need to complete the whole onboarding process?
If someone has been cleared as a student or faculty/instructor with Providence in the past 5 years, they may not need to complete all onboarding requirements. We will need an updated spreadsheet with the new start and end date for the returning student sent to our shared inbox. Please see the section on returning students in the OnBase Instructions, which will help to inform what requirements students may need to complete.
How long does it take for students to be cleared?
Student clearance generally takes 4 weeks from the submission of the spreadsheet for allied and GME students or the completion of the online form for nursing students. We ask that students submit their documents 2 weeks before their start date to allow time for the processing of documents.
How do I know when my students have been cleared?
Students will receive clearance emails once they have been issued clearance. For allied health students, school coordinators and Providence coordinators will also be included in the clearance emails. For nursing students, school coordinators will be included in the clearance email. For GME students, GME coordinators alone will receive clearance emails. If a student has not received their clearance email, please instruct them to check their spam folder.
We ask that you wait until two weeks after submitting the student spreadsheet and at least one week after students have submitted their documents to OnBase before reaching out to the SA team to inquire about student clearance. Providence coordinators or preceptors may also request a link to our clearance SharePoint, where clearance is updated daily.
How do my students get computer access that they need once they have been cleared?
While School Affiliations does not help with student access setup, we do have a new guide to help guide school instructors/coordinators and Providence preceptors/coordinators. Please email the SA team for a link to the Student Access Playbook.
How do extend a clearance date for a student?
If a student will need HR clearance for longer than originally anticipated, email the SA team (ORRegHRStudentAffiliation@providence.org) with the student’s full name, the student’s school, and the new HR clearance end date for the student.
I have questions about the onboarding process- who should I ask?
For questions about the student’s side of the onboarding process, please review the FAQs for Students Onboarding with OnBase and OnBase Onboarding Instructions PDF with questions about the onboarding process or affiliation agreements, and the Providence coordinator or preceptor with questions regarding the clinical rotation itself.
The FAQs for Students Onboarding with OnBase document is attached to all student welcome emails- if you are a coordinator and need another copy of this document, please email School Affiliations to request it. If you still have questions after reviewing relevant FAQs and instructions, contact School Affiliations (ORRegHRStudentAffiliation@providence.org).
