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National Health Service Corps Scholar Program Guidelines,

Site Visits and RelocationWebcast – June 20, 2013

Presenters:

Anna GonzalesBruce Dawson

Division of Regional OperationsBureau of Clinician Recruitment and Service

Health Resources and Services Administration

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Guidelines for Fulfilling YourNational Health Service Corps

Service Commitment

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Objectives for Scholars

Objectives:

• Find a clinical practice site that meets your professional goals• Know and remain compliant with your NHSC requirements• Serve in a state and community that meet your personal (and your

family’s) preferences• Become a leader in the community you serve• Enjoy the lifetime rewards of a career serving the underserved

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Site Selection

Scholars must: • Find and compete for a job to fulfill your NHSC commitment• Serve at an NHSC-approved site • The site must meet the minimum requisite Health Professional

Shortage Area (HPSA) score for your placement cycle assignment and discipline – Primary Care (MD, DO, NP, PA, CNM)– Mental Health (Psychiatrists)– Dental (Dentists)

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Regional Placement Advisor

• You will be assigned a Regional Placement Advisor, if you have not been assigned yet, please contact:- Anna Gonzales: AGonzales@hrsa.gov

• Your Placement Advisor will:– Coach you through the milestones of your site search– Provide you with information to assist you to find the right site– Verify if a site meets your required HPSA score– Link you to workforce partners in the State Primary Care Office

and Primary Care Association (PCO & PCA)– Answer questions you may have in the process, or connect you

with the right person

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Keeping in Touch

• Your Regional Placement Advisor will contact you routinely via email and phone

• Their job is to stay in communication with you and assist you when needed

• Keep your Advisor updated about:– Your contact with sites and state partners– Your interviews– When you receive a job offer– When you accept a job offer– When you sit for your exams and apply for/receive your license– Changes in your plans or priorities (e.g., Chief Residency,

Fellowship)

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Roadmap To Success…What Should I Be Doing Now?

• Outline your priorities:• Professional objectives• Type of clinical practice • Your needs or that of your family• Consider social, lifestyle, cultural, and recreational interests

• Attend NHSC Webcasts and Webinars • Know the deadlines for your discipline • Network! Reach out and build relationships • Identify opportunities for a clinical rotation at your priority sites

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Suggestions for Finding a Job

• Start early

• Participate in a NHSC Virtual Job Fair

• Research and network

• Don’t limit your search to only the open positions that are listed on the NHSC Jobs Center

• Use technology to your advantage

• Clinical rotations will give you hands-on experience and an idea of what NHSC sites are like

• Ask your Regional Placement Advisor for assistance

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The NHSC Jobs Center – NEW

This is to highlight 4 fields in the Jobs Center that scholars should use to identify potential sites for themselves. The 4 fields are:1. Type in area.

2. My field of practice is:3. Only show sites with open positions

4. Only show sites with a HPSA score of: 16-26

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Contacting a Site

• Identify correct contact person(s) • Confirm method for submitting cover letter and CV/resume • Submit a strong CV/resume• Conduct telephone or in-person interviews (reimbursement

available for in-person interviews)• Present yourself professionally – why should they pick you

over someone else?

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Interview Tips

• Provide current contact information• Do your homework about the organization and community• Be on time, enthusiastic and express interest• Practice

– stay focused on the question– personalize the response

• Be prepared to explain any gaps in your resume• Prepare thoughtful questions• Send a thank you note after your visit• Let your references know they will be contacted• Negotiate within reason

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Finalizing the Process

• Before you finalize employment, consult with your Regional Placement Advisor to verify:– the site is NHSC approved– the site’s HPSA score (this may change over time)– the site’s location– start date

• Once verified, request an Offer Letter• Submit an Acceptance Letter

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Requirements of an Offer Letter

• Must be on the site’s letterhead and signed by a site official

• Must indicate a tentative start date

• Must indicate whether full-time or part-time status• Must include the name and address(es) of the site(s) where you are

to serve- If you will work at multiple sites, it should indicate what percent of

time you will work at each site• Indicates that malpractice insurance and tail coverage will be paid by

either you or the site

• Upload it through your Customer Service Portal account

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Acceptance Letter

• Requirements of an Acceptance Letter:– Written and signed by you– States: “I accept the offer for the position of…” – References your full-time or part-time status– Includes the site(s) and address(es) where you will be working– Confirms your anticipated start date– Indicates that malpractice insurance and tail coverage will be paid

by either you or the site

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Required Documents

Submit through the Customer Service Portal:

1. Full, unencumbered license in the state you will practice. (Federal employees may have a license from any state)

2. Final professional exam scoresDentists: ensure the appropriate regional/State exams are accepted by the State you will be working in (http://www.ada.org/492.aspx)

3. The Site’s Offer Letter

4. Your Acceptance Letter

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Transition to Service

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Customer Service Portal

https://programportal.hrsa.gov • Examples of what you can accomplish in the Customer Service

Portal:

– Submit required documents– Complete “In-Service Verifications”– Submit service requests, such as:

• Transfers• Medical Suspensions (including maternity leave)• Half-Time Conversions

– Ask a question or report a problem– Update your contact information– View your service contract information

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In-Service Verification Process

• Monitors the time you work to pay back your service commitment (your time card)

• You are allowed up to 35 work days per year away from your assigned site. If you exceed this, your obligation end date will be extended.

• You must enter any time spent away from your NHSC approved site(s), including:• Holidays• Site closures• CEU/CME attendance• annual/sick/maternity leave

• You must work the required number of clinical hours for your discipline and specialty each week – hours cannot be averaged over a period of time

• You can only earn service credit at the NHSC-approved site in your service contract

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Submitting Service Requests

• Reassignments or Additional Sites – when you work at a site within the same organization that is not on your original contract

• Transfers – when you leave your current assignment and serve at another NHSC site (different organization)

• Suspensions - you may request and/or be recommended for a suspension if, at any point during your obligation, you are unable to serve temporarily

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How to Submit In-Service Verifications

• You will receive an email that the verification is due.– Log into the Customer Service

Portal, enter your time away from the site, and electronically sign the verification.

– The verification will be sent to your site contact for review and approval.

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Qualifying for the NHSC Loan Repayment Program

Q. Can I qualify for loan repayment if I have completed my NHSC Scholarship Program service commitment and have qualifying educational loans?

A. Yes!

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Qualifying for the NHSC Loan Repayment Program

• Scholars completing their NHSC service obligation are eligible to apply for the NHSC Loan Repayment Program.

• Interested scholars must apply for the NHSC Loan Repayment Program as a new 2-year initial award and not a 1-year continuation.  The contract that will be signed will be a new obligation with a different program; Scholars must adhere to the initial service obligation of the Loan Repayment Program.

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Resources to Review

• Application and Program Guidance

• Scholar Reference Guide

• Travel and Relocation User’s Guide

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Welcome to the NHSC Family!

• You are one of over 37,000 caring providers who have served as members of the NHSC.

• Many NHSC member providers choose to remain at their sites long after their service commitment is completed.

• You are now a member of a distinguished program that brings high quality health care to communities and people without access to health care services.

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National Health Service CorpsSite Visit Travel and Relocation

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Terminology

• Site Visit: Conducting an interview with an approved clinic/hospital, this includes your travel and reimbursement

• Relocation: All aspects of moving you, your family and household goods to your new location

• NHSC Site Visit/Relocation Contact: The NHSC Regional Advisor reviews/approves site visit and relocation requests

• Enterprise Management Systems (EMS) Travel Specialist: The contractor who will arrange your site visit travel and relocation for you, your family and household goods

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Site Visits

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Site Visits

You’ve Got An Interview!

Now What?

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Site Visit – Travel Allotment

$1,200 travel allotment per Scholar for all site visit travel– One NHSC-funded site visit per site

– Privately-owned vehicle may be used – mileage reimbursement

– Rental car—not authorized unless traveling to a remote area and must be approved in advance by the NHSC prior to date of travel (case by case basis)

– Combination of methods above

– Reimbursable expenses are listed in your Scholar Reference Guide

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Site Visit Process

Simple Process to Request/Receive Travel Approval

Be sure to inform your Regional Advisor that you have a interview scheduled and would like to make a site visit.

– Scholar submits on-line request to conduct a site visit

(interview) through the Customer Service Portal - at least 14 days in advance of travel dates

– NHSC reviews the request to ensure site eligibility – NHSC approves travel request and forwards to Travel

Specialist who will arrange travel with the scholar

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Site Visit Process (continued)

Once the request is approved by the NHSC, the Enterprise Management Systems Travel Specialist will contact you to:

– Assist with making travel reservations if needed

– Confirm travel arrangements with traveler

– Arrange for e-ticketing

– Confirm instructions on completing forms for reimbursement (if necessary)

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Site Visit Process (continued)

The Site Visit Request must be approved by the NHSC prior to conducting travel!

Failure to receive prior approval may result in:

-Traveling to a non-NHSC approved site

- Not being reimbursed for the site visit

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Site Visit – Family Member Travel

A Family Member is defined as a person who will be relocating with the Scholar and will be residing in the same household

• One family member permitted NHSC-funded travel to one site visit

• Family member travel allotment is $1,200. Which includes:– Air/train travel– Meals and incidental expenses at federal per diem rate

• Scholar and family member must travel together, departing from and returning to the same airport, and must stay in the same hotel room

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Site Visit Advice

• Plan ahead

• Initiate travel at least 2 weeks prior to site visit (if possible)

• Use your $1,200 allotment wisely

• Consider asking the site if funding is available for interview travel expenses

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Site Visit Advice (Continued)

Research Your Site!

• Take a good look at the website of the clinic you are visiting.

• Find a website relating to the town/city you are visiting; find out about the areayou might be living in.

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Site Visit with Rotation

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Site Visit with Rotation

• You may wish to conduct or you may be offered, a clinical rotation as part of the site visit. The NHSC encourages you to do this.

• Guidelines to keep in mind:

– The rotation must be at an NHSC-approved site with an appropriate HPSA score

– Get your arrangement with the site in writing– Eligible travel expenses within the $1,200 travel allotment:

• Air travel – at least 14-day advance ticketing (if possible)• Lodging 3 days/2 nights• Per diem 3 days/2 nights• You will be responsible for all other costs

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Overseas Travel

The National Health Service Corps also has placement opportunities in Overseas States and Territories, such as Alaska, Hawaii, the U.S. Virgin Islands, Puerto Rico, the

Pacific Island Territories such as America Samoa, and the Commonwealth of the Northern Mariana Islands.

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Site Visits – Overseas States & US Territories

Site Visit travel to these locations requires some additional steps before the NHSC will allow either a site visit or relocation to an overseas site. We ask that you speak with an NHSC Regional Overseas Consultant to be fully briefed on what to expect in these areas.• For Hawaii and the Pacific Island Territories contact

Gary Hlady at 415-437-8014• For Puerto Rico and the U.S. Virgin Islands contact:

Pat McHugh – 212-264-2806• For Alaska contact:

Susan Dunn – 206-615-2492

Note: If a Scholar decides to conduct a site visit to a overseas location, the same $1,200 allotment still applies.

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Site Visits –Overseas States & US Territories

After you have consulted with a Regional Overseas contact:

– Conduct a phone interview with a representative from the NHSC-approved site

– Have a detailed discussion with site regarding resource limitations, cultural differences, expectations, and allowances

If you decide to accept or pursue an overseas placement:

– Contact your Regional Placement Advisor– Submit a letter to your Regional Placement Advisor as to why you

decided to serve in a US Territory or Alaska/Hawaii.

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Relocation – Outside Contiguous US & Territories

The Allotment for Overseas Relocation is $25,000.

• When planning your relocation, follow up with your site about picking up any of the overage cost (if necessary).

• NHSC will cover the cost of shipping one privately-owned vehicle to these locations only if it falls within the $25,000 allotment.

• NHSC will not cover the costs associated with the return move during or after the completion of service.

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Relocation Process

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Eligible Services – During Initial Placement

Full Details are in your Scholar Placement Guide• Relocation Allotment – not to exceed $10,000 in the continental U.S.

– Site must be more than 50 miles away to claim relocation– Air travel for Scholar and family members – one way– Lodging if driving more than 300 miles– Mileage for one privately-owned vehicle at prevailing Government rate– Packing/shipping/delivery of household goods

• Household goods packed/shipped from one location and delivered to only one location

• NHSC will not cover the costs associated with the return move during or after the completion of service

Relocation must occur within 1 year of start date

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Relocation – Eligibility Requirements

Documents that must be uploaded to the CustomerService Portal:

• Written Offer of Employment; Letter of Acceptance, with start date

• Unrestricted license in the state where the Scholar will be serving

• PA, CNM, FNP – Results of Board/Certification• DDS/DMD – Results of Regional or State exams • MD/DO – Results of USMLE or COMLEX exams

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Relocation Process

Simple Process to Request/Receive Relocation Approval

• Scholar submits on-line request to begin the relocation process through the Customer Service Portal

• Do not submit your Relocation Request until you have all of your Scholar documents uploaded into the Portal

• NHSC reviews the request; confirms all required documentation has been received and reconfirms the requisite HPSA score for your placement cycle assignment

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Relocation Requests (continued)

• NHSC approves the request and forwards to the Travel Specialist who will arrange the relocation with the Scholar

• The Travel Specialist assists in arranging for the packing/pickup/delivery of household goods and the travel arrangements for the Scholar and family

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Relocation Advice

• Work with your Regional Placement Advisor to ensurethat all of your placement documentation is uploaded before you submit your relocation request.

• Do not submit your Relocation Request before you have your documentation uploaded.

• Make sure you have a signed contract before you relocate.

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Advanced Storage of Household Goods

The NHSC may authorize up to 90 days of Advanced Storage.This must be requested in advance, and is handled on a case bycase basis.

Rules for Advanced Storage: • Storage must take place where the Scholar is currently residing.• Once items are in storage, the Scholar (or family) will not have

access to the items.• The cost of Advanced Storage is deducted from your $10,000

allotment.• Manage your funds wisely! Advanced Storage can get quite expensive.

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Upcoming Events

Virtual Job Fairs• Saturday, July 20  1:00 – 4:00 pm ET  • Saturday,  August 10  1:00 – 4:00 pm ET 

(Information coming soon in your email)

NHSC Job Hunt Webcast• Tuesday, July 23  8:00 – 9:30 pm ET

(Information coming soon in your email)

Additional Upcoming Events• Stay tune for more information via email.

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Tip Sheets1. Transitioning from Training to Practicehttp://www.nhsc.hrsa.gov/currentmembers/scholars/fromtrainingtopractice/trainingtopractice.pdf

2. Health Professional Shortage Areas (HPSAs) http://www.nhsc.hrsa.gov/downloads/howitworks.pdf

3. Disciplines, Designations and Your Future Service Sitehttp://www.nhsc.hrsa.gov/currentmembers/scholars/fromtrainingtopractice/hpsanhscscholars.pdf

4. Making a Match: exploring NHSC Site types http://nhsc.hrsa.gov/currentmembers/scholars/whileinschool/sitetypes.pdf

5. Finding a Site...a Community...a Home http://www.nhsc.hrsa.gov/currentmembers/scholars/fromtrainingtopractice/findsitefactsheet.pdf

6. Thinking About Placementhttp://www.nhsc.hrsa.gov/currentmembers/scholars/fromtrainingtopractice/placement.pdf

7. Top 10 interviewing tips http://www.nhsc.hrsa.gov/currentmembers/scholars/fromtrainingtopractice/interviewtips.pdf

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Contact Us!

Remember, if you have any questions aboutSite Visits or Relocation, please call your

Regional Placement Advisor

Or

The NHSC Site Visit/Relocation Contact:Bruce Dawson

Phone: 303-844-7864 Email: bdawson@hrsa.gov

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Thank You!

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Questions