FAQs for Students Onboarding with OnBase
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 I’ve already completed?
Providence may be able to use a recent background check if it was completed while you were enrolled in your current school program. To meet Oregon Health Authority (OHA) requirements, background checks must include:
- SSN trace
- Criminal history
- OIG sanctions list
- Sex offender registry
- GSA/EPLS
If you upload your background check, and it does not meet these requirements, our team will email you and notify you that another background check is required.
Can Providence use a drug screening I’ve already completed?
Providence may be able to use a recent drug screening if it was completed while you were enrolled in your current school program. 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 you upload your drug screening, and it does not meet these requirements, our team will email you and notify you that another drug screening is required.
Can Providence order a background check or drug screening for me?
Providence can either order a background check and drug screening at a lab near you, or you can use a vendor or lab near you, as long as it meets the requirements stated in questions 2 & 3 above. If you would like Providence to order these for you, simply email ORRegHRStudentAffiliation@providence.org with your first and last name and indicate if you would like us to order a background check or drug screening (or both). You will receive an email from HireRight with instructions on online forms to be completed. Once ordered, HireRight will provide a list of labs you may choose to have your 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 (you may request a copy of these results once you receive your clearance email).
How do I know if my school can submit a Tort letter?
Some schools may choose to submit a Tort letter that meets BLS/CPR, background check, drug screening requirements, and health requirements. If you are unsure if your school will be submitting a Tort letter, ask your school coordinator or instructor. If they are unsure if the school will be able to provide this documentation, please have your school contact our team. We can send them a Tort letter template that schools are able to use if they find the template helpful.
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 I need CPR/BLS certification?
All students and faculty who may have direct contact with patients will need CPR/BLS certification that was completed in person and not online. 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 you, please ask your school instructor or Providence preceptor to email our team to request an exemption.
If you are a current Providence caregiver who is required to maintain CPR/BLS certification as a function of your job, you will not need to provide your CPR/BLS information.
Why won’t my document upload to OnBase?
If you are having trouble uploading your documents to OnBase, please see the Troubleshooting Guide section of the OnBase Onboarding Instructions that were sent to you in your welcome email. If you need another copy of these instructions, please ask your instructor.
I’ve already submitted my forms and documents to OnBase, but need to submit one more document-how do I do that?
If you have already used the link sent to you in your welcome email to complete your forms and submit your documents, you may still submit supplemental documents. Use the Affiliate Supplemental link to submit additional documents. The link can be found in the Supplemental Document Submission Instructions section of the OnBase instructions emailed to you in your welcome email. You will also need your Affiliate ID# that was sent to you in your welcome email.
I’m a returning student - do I still need to complete the whole onboarding process?
If you have had a student/faculty experience with Providence in the past 5 years, you 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 you were sent with your welcome email, which will help you to see what requirements you will 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 allow 2 weeks for processing of documents.
What if I didn’t receive my HR clearance email?
If you have not received your clearance email, please check you spam folder. If it has been more than two weeks since submitting your documents and you did not find the email in your spam folder, please reach out to our team at ORRegHRStudentAffiliation@providence.org.
I've received my HR clearance email - what's next?
Your Providence preceptor and school coordinator will be copied on your clearance email (for nursing students, emails will just be sent to you and your school coordinator). Once you have HR clearance, your Providence coordinator or preceptor will request Epic access (along with other necessary access) and will give you further instructions on how to obtain your badge (if required). You will be added to the clearance list that security personnel can access.
Who do I reach out to if I have questions?
Students and faculty seeking Providence HR clearance through School Affiliations (SA) are strongly encouraged to direct questions to their instructor or school coordinator before reaching out to the SA team, and school instructors/coordinators must submit their SA spreadsheet before we are able to receive student documentation (or in the case of nursing students, students must fill out nursing’s online form before submitting documentation).
How do I stay connected with Providence to learn about future employment opportunities?
We look forward to getting to know you and your career aspirations through your clinical rotation! Speak with your preceptor and unit manager about your desire to work for Providence now or in the future. Please also complete this brief form, which will help us stay in touch with you about current or upcoming job opportunities in Providence that you may be interested in.
