Family Medical Leave

To apply for FMLA (Family Medical Leave Act) or OFLA (Oregon Family Leave Act), fill out the forms at http://ozone.ohsu.edu/hr/benefits/benefits_forms.shtml , or call the GME office at 503-494-8652 for the forms. If you plan to apply for FMLA or OFLA, please contact the GME office so that we can submit the appropriate paperwork and advise you about your sick-time and vacation accruals.

Please note: FMLA does not guarantee paid leave; it only guarantees your job, and potentially your benefits, for 12 weeks. You will be paid based upon your accrued sick time and, at your discretion, vacation time. If you have short-term disability coverage, you may be able to make a claim during FMLA leave. You will need to work directly with your program coordinator and program director to schedule your time off.

Sick Time
Your contract provides for three calendar weeks of sick time, which your program tracks. Please contact your program coordinator if you need to use sick time.

Vacation
For the PGY 1 year, you receive two or three calendar weeks of vacation, at the discretion of your program director. After your PGY 1 year, you receive three calendar weeks of vacation. Vacation time is tracked through your program. Please contact your program coordinator to schedule vacation time.

Jury Duty
If you have received a jury duty notice and do not wish to serve or cannot serve, please contact the GME office as soon as you receive the notice. You are welcome to either fax the notice to 503-494-8513 or drop the notice off at the GME office in Mackenzie Hall room 4148. We will compose a letter requesting that you be excused from service. Please do not submit your own request to be excused. If you would like to serve on jury duty, please arrange your schedule with your program coordinator.

Lost Meal Ticket
If you have lost your employee ID card and thus your meal ticket, please come to the GME office in Mackenzie Hall room 4148 for a replacement.

Policies

1. Each resident/fellow who has a schedule that requires staying at OHSU beyond the usual workday/night is provided with a meal ticket. We request that residents/fellows provide the first meal of their shifts, but subsequent meals are paid for by the Office of Graduate Medical Education.
2. If a resident/fellow works for a period of longer than 12 hours, the Office of Graduate Medical Education will provide monies for one meal ($7, usually for dinner). If a resident/fellow works a 24-hour call, the Office of Graduate Medical Education will provide monies for two meals ($12, usually for dinner and breakfast). If a resident/fellow works a 30-hour call, the Office of Graduate Medical Education will provide monies for three meals ($18).
3. The Office of Graduate Medical Education asks program coordinators to provide the average number of long days, 24-hour calls, and 30-hour calls worked by residents/fellows in their programs each month based on rotation. The Office of Graduate Education assigns monies to each meal ticket every two months based upon these rotations.
4. Click here for a list of the amounts assigned to each program and rotation. Each time you use your meal ticket, you will receive a receipt that indicates how much money is left on your account. If you use your meal ticket as it is intended and are running out of funds, please contact the GME office at 503-494-8652 for a review of your account. Monies will be rolled over from month to month.

Restrictions
Please do not use your meal ticket funds to pay for meals for faculty, students, or other staff. Meal tickets are also not intended for purchasing products or gifts or for funding a shopping spree at the end of the year.

Locations
You may use your meal ticket at the 3rd floor OHSU cafeteria, Hatfield Café, CEI Café, OPC Café, Multnomah Pavilion Café, and the coffee carts. The only places at OHSU that will not accept meal tickets are the MacHall Cafeteria, the BICC coffee cart, and the Starbucks in Doernbecher Children's Hospital.

Lost or Stolen ID Badges
If your employee ID badge is lost or stolen, please notify the Department of Public Safety at 503-494-7744 as soon as possible. Then go to the GME office in Mackenzie Hall room 4148 to fill out a form for a replacement ID badge and a replacement meal ticket, if applicable. Then take the form to the Public Safety office for a new ID Badge. There is a $5 charge for a new ID badge. The Office of Graduate Medical Education pays the $10 fee for replacing the access card.

Program Transfers
The Office of Graduate Medical Education provides forms for new ID badges at its annual administrative resident/fellow reappointment meetings in May. If you transfer from one program to another at any other time during the year, please go to the GME office in Mackenzie Hall room 4148 to fill out a form for a new badge and a replacement meal ticket, if applicable. Please let the GME office know when you plan to get your new ID so we can transfer your meal ticket monies from your old to your new meal ticket number.

Open Enrollment
Open enrollment occurs during the month of October every year. Enrollment announcements and emails are sent in September or early October by the Benefits Office. Choices you make by the end of October will go into effect starting January 1 of the following year. If you do not want to make changes to your medical or dental coverage, you do not have to do anything. However, it is advisable to look over the packet for rate changes and potential changes in plans offered. If your selected plan is discontinued and you do not make a selection, Human Resources will default your coverage to another plan. Please note: If you want to continue a Health Care Flexible Spending Account and/or a Dependent Care Flexible Spending Account, you must renew them annually.

Qualified Family Status Change
Circumstances such as marriage, divorce, birth or adoption of a baby, or a change in spouse's benefits due to a job change may be considered qualified family status changes and may allow you to change your benefits outside of the open enrollment period. Please review the following chart to determine your eligibility: ( From on campus, From off campus ** ). If you are eligible, you must complete the following forms within 30 days of the qualified family status change:
Medical/Dental: ( From on campus, From off campus ** )
Life/Disability: ( From on campus, From off campus ** )
You must fully complete these forms in order for you, as the employee, to retain your current coverage. Instructions are located at the following site: ( From on campus, From off campus ** ).

If you need a form outlining your specific coverage with your claims history or other information, please contact the Risk Management Department at 503-494-7189.

GME orders business cards at the start of your training and if you switch programs or change your name. If you need cards for any of these reasons, please feel free to contact GME at 503-494-8652 or gme@ohsu.edu. If you need to order business cards for any other reason, please contact your program coordinator.

The Office of Graduate Medical Education supplies limited license applications at all annual administrative reappointment sessions. You must reapply for a limited license every year and your license number will change every year.

According to OHSU policy, any license that is required to do one's job must be provided by the individual. However, because the Oregon Board of Medical Examiners (OBME) doesn't require that PGY 1 residents have a license, whereas OHSU does, the Office of Graduate Medical Education will pay for the PGY 1 year license. You are responsible for the costs of your limited licenses from the PGY 2 year on.

If you need to apply for a limited license effective for a date other than July 1, please contact the GME office at 503-494-8652, or contact the OBME directly at 503-229-5770. For information about a limited license, go to the OBME website: http://egov.oregon.gov/BME/phyapphomepg.shtml.

Please bring your social security card with your new name on it to the GME office in Mackenzie Hall room 4148. We will help you change your name with Human Resources and Telecommunications, and we will help you get a new ID badge, new lab coats and business cards, and updated computer access.

You will need to contact the Oregon Board of Medical Examiners (OBME) at 503-229-5770 to change your name with them. The current fee for a name change is $50.

Please call Christine Flores, the GME office's expert on E*Value, at 503-494-8652 to get training and passwords/logins or with any questions about using the system. 

E*Value can be accessed at http://www.e-value.net

Please contact the GME office at 503-494-8652 or gme@ohsu.edu with your new address. You should also contact your program coordinator to change your address within your program.

You have the option of changing your address directly at address@ohsu.edu, but you must have your employee identification number. If you use this method, please let the Office of Graduate Medical Education and your program coordinator know of your new address.

Also, contact the Oregon Board of Medical Examiners (OBME) to change your address on their webpage: http://egov.oregon.gov/BME/phyapphomepg.shtml . Note: They require your signature.

Please contact the Office of Graduate Medical Education if you do not have your OHSU institutional Drug Enforcement Administration, or DEA, number. Please note: This DEA number is for use only at OHSU Hospital and OHSU clinics, including satellite clinics and the Veterans Affairs Medical Center, or VAMC. It is not legal to use your institutional DEA number at Legacy Portland Hospitals, Providence St. Vincent Hospital, or any other outside institution or clinic. OHSU patients may take the prescriptions written by residents/fellows using their institutional DEA numbers to any pharmacy they wish.

Because the institutional DEA number is not your personal DEA number, there is no DEA certificate. Also, please note that your DEA number is different from your medical license number.

Applications for unlimited licenses are available online at: http://egov.oregon.gov/BME/phyapphomepg.shtml . You MUST have an unlimited license in order to moonlight. You must have passed USMLE Step 3 within seven years of passing Step 1 to qualify for an unlimited license in Oregon.

The OBME meets quarterly--January 15, April 15, July 15, and October 15--to award unlimited licenses. The application materials are due two months before these dates.

All unlimited licenses expire every two years. The next expiration date is 12/31/2007.

To find your license number, go to http://egov.oregon.gov/BME/phyapphomepg.shtml  or contact the GME office at 503-494-8652. The GME office can also supply you with past license numbers and dates.