Getting Started

Background Check and Licensure Verification

• You should have received an email from UVA’s third party background check provider, HireRight. This email would have come from customerservice@hireright.com. If you have not seen it in your main email inbox, check your spam folders.
• In the email, there will be a link to fill out a consent form. Please use the link to fill out the consent form as soon as possible if you have not completed it already.
• If you have any issues or do not have the email from HireRight, please contact the HR Solution Center.
• If your position requires any licenses, certifications and/or education and if we are unable to obtain them from the HireRight background check, we may reach out to you for additional information in order to verify those items.

Completing your Pre-Employment Employee Health Screen

• All new hires are required to have a Pre-Employment Employee Health Screen. This appointment should be completed at least 10 days prior to your start date in order to allow adequate time to medically clear you for hire and prevent a deferral of your start date. Please call 434.924.2013 to schedule your appointment. Employee Health is open Monday – Friday from 7:30 am – 5:00 pm.
• Be prepared to provide your Full Name, Social Security Number, Date of Birth, Start Date, and Job Profile Number (located in your offer letter). Employee Health cannot schedule your appointment without this information.
• You should plan to arrive 10 minutes early for your appointment to allow for registration and completion of paperwork. If you arrive more than 15 minutes late for your appointment, you may be asked to reschedule or wait to be seen. You must bring a Photo ID with you to your appointment. Employee Health cannot see you without this documentation.
• Employee Health (click link for map) is located at 400 Brandon Avenue, Suite 110, Charlottesville, VA 22903. Parking is available behind the building between Brandon Avenue and Monroe Lane.
• If a remote drug screen has been ordered for you, follow the instructions provided by your recruiter. Please complete these steps as soon as possible. The screening process must be complete for you to start your new position.
• Please bring the completed Employee Health Screening Form, the Release of Information Form, and the documentation required on the Pre-Employment Occupational Health Screening flyer to your appointment.

Background Check and Licensure Verification

• You should have received an email from UVA’s third party background check provider, HireRight. This email would have come from customerservice@hireright.com. If you have not seen it in your main email inbox, check your spam folders.
• In the email, there will be a link to fill out a consent form. Please use the link to fill out the consent form as soon as possible if you have not completed it already.
• If you have any issues or do not have the email from HireRight, please let us know.
• If your position requires any licenses, certifications and/or education and if we are unable to obtain them from the HireRight background check, we may reach out to you for additional information in order to verify those items.

If your recruiter has not reached out to you with information on how to schedule your health screening with UVA-WorkMed, please reach out to them to begin that process.

Please schedule your appointment with WorkMed at least ten business days before your start date.

Be sure to review the video and carefully follow instructions included in this section:

University Medical Center New Hires: Read the “First Time Sign In with UVA Health” email from HIT Security. Follow the email’s instructions to set your first-time password with UVA Health. The tip sheet included in the email should assist you with the process.

Please contact the HIT Service Desk at 434.924-5334 if you did not receive your “First Time Sign-In with UVA Health” email or if you experience any problems with sign in.

Please note: University Medical Center new hires will receive an account claim email from Identity@virginia.edu for Academic account access. This should only be used if you need access to Academic resources. Please confirm with your manager if you are unsure of your need to fulfill this requirement.

Academic New Hires: Read the “Account Claim” email you received from Identity@virginia.edu before your start date. University Medical Center employees can disregard this email if they do not need to access Academic electronic resources.

Follow the First-Time Account Activation Guide to create a UVA password and set up a device for 2-Step Login (Duo). You will use these login credentials to log in to Workday and other UVA systems in the future.

TIP: If you haven't already, add a secondary device to 2 - Step Login Duo as a backup authentication method.

Do you have a prior affiliation with UVA? As a former or current employee, student, applicant, contractor/vendor, etc., you have already activated your account and will not receive an email.

• If you have forgotten your UVA credentials, learn your UVA computing ID or reset password
• If you have not enrolled your preferred devices, add your devices to 2 Step Login (Duo)
• Use these login credentials to log in to Workday and other UVA systems in the future.
• If you are unable to get your UVA password, computing ID, or set up a device for Duo, contact the UVA Help Desk at 434.924.4357 for assistance.

School of Medicine and School of Nursing New Hires:
If your department uses Academic accounts, use your computing ID and password to log in to your computer. For School of Medicine and School of Nursing employees in departments who use UVA Health computers, your account may need to be requested before logging in. Check-in with your manager, department administrator, or manager designee.

Be sure to review the video and carefully follow instructions included in this section:

Workday Onboarding

UVA uses Workday® as its Human Resources technology system to manage most HR activities. As part of the onboarding process, you are required to log into Workday to complete certain tasks and review important information.

• Access Workday from any web browser.
• Log in using your UVA computing ID and password.
• Follow the instructions and complete tasks in your Workday inbox. Please note: Onboarding tasks will come in stages to your Workday inbox. New tasks will arrive after you complete the earlier tasks.

USCIS Form I-9 | Employment Verification

The Form I-9 is your second onboarding task in your Workday inbox. Federal law requires that you complete your I-9 by your third day of employment. If you do not complete your I-9 within provided deadlines, federal regulations require UVA to terminate your employment until you are in compliance.

Completion of the I-9 process will take three steps:

• Complete I-9 Form Section 1 in your Workday inbox and submit the task no later than your first day of work. (If you are in the process of obtaining a US SSN, please submit section 1 and once you have received your SSN then contact HR and upload a picture of the SS card into your Worker Documents in Workday).
• Take or scan a picture of your List A or List B AND List C documents and upload them into the Worker Documents section in Workday using the instructions provided.  The upload step should be completed using a computer and not the Mobile app. Acceptable documents are listed on the U.S. Citizenship and Immigration Services website. Please be prepared to upload all work authorization documentation based on your citizenship status.
• Federal regulations require that your I-9 document(s) are inspected by Human Resources. UVA HR will be providing online I-9 document viewing sessions for new hires, both prior to and during the week of Day One. You can provide either List A or List B AND List C documents. Acceptable documents are listed on the U.S. Citizenship and Immigration website.

You may also process your I-9 documents at the Human Resources office:

• Up to 3 business days before your start date (if you are local) so, as early as the Wednesday before your hire date.
• Up to 3 business days after your start date, so as late as the Thursday after your start date.
• The Human Resources office is located at 2420 Old Ivy Road, Charlottesville, VA, and is open Monday – Friday between 8:30 am – 4:30 pm Free guest parking is available in front of the building. Follow the instructions in the lobby to connect with someone in HR to assist you. No appointment is necessary.
• Your I-9 requirement is considered complete and compliant once all steps are done

Completing Workday Onboarding

After section 2 of the I-9 is completed in Workday, additional onboarding tasks will appear in your Workday inbox. These will include steps to enter your payment elections (direct deposit information), tax forms, personal information, and more.

Detailed job aids for using Workday will help you complete all of the required steps (NetBadge Login required).

UVA Health team members can set up a preferred name to display in many UVA systems. Your legal name is separate from your preferred name and can only be updated by providing documentation. If you're a student, contact the Office of the University Registrar (UREG). If you are faculty or staff, update it in Workday by selecting Personal Information then Legal Name.

Your preferred name is one that you can update directly in the Identity & Access Management Portal and displays in most UVA systems.

Be sure to review the video and carefully follow instructions included in this section:

For more information about obtaining your UVA Health ID Badge, please visit UVA Health ID Badge Office.

School of Medicine and School of Nursing New Hires:
School of Medicine staff hires should follow instructions to obtain an ID Badge for UVA Health ID Badge. 

School of Nursing staff hires should consult with your manager, department administrator, or manager designee regarding the ID Badge that is appropriate for your role.  If only an Academic ID Badge is required for your role, visit the Central Academic Onboarding site - Obtain Your ID Badge section for more details. 

Be sure to review the video and carefully follow instructions included in this section:

As a new team member, we want to ensure you have the information you need about the parking options available at UVA Health.  Follow these steps:

• Sign up for Temporary Parking (which is valid for your first two weeks only)
  Visit the Offstreet website the weekend before your start date to register your vehicle and find out where you should park for the first two weeks.

• Apply for Permanent Parking Permit
  An application will be sent to your uvahealth.org email address on your hire date by UVA Health Parking & Transportation

• Do Not park in the Lee Street or 11th Street garages near the Medical Center at any time or you will incur a $200 citation.

You risk receiving a parking citation if you do not have a permit after your temporary permit expires.

Questions? Please contact the UVA Health Parking office at 434.924.5147 or Rhealthsystemparking@uvahealth.org.

School of Medicine and School of Nursing New Hires:

Parking for School of Medicine and School of Nursing staff is coordinated by the Academic Parking & Transportation office.  More information is available on the Central Academic Onboarding site  - Parking section.

In an emergency, the UVA will send out text or email alerts to notify the community about possibly dangerous situations.

Be sure to review the video and carefully follow instructions included in this section:

Epic Clinical Training:

Epic Clinical Training is offered in two delivery formats, including virtual and inter-departmental instruction.  Upon being enrolled in your course, you will receive the following emails:

1. All Training Participants - An auto-generated email (24-48 hours before class) from Workday Learning confirms your enrollment and provides additional details pertinent to your training.
    
2. Virtual Delivery Only - An introductory email will be sent from your Epic instructor or the Training Services Team that contains all the required information needed to both prepare for and connect to your training.
   • If you are scheduled for virtual training, preparing your personal technology environment can take up to 20 minutes.  Therefore it is highly recommended that you view this Technology Setup Guide before your class to ensure proper IT setup.
   • Additional resources can be found in the Epic Learning Library under the Epic Clinical Training Portal tab.
   • Use Accessing Epic Training Content from Workday for more instructions.
   • Please do not complete any other onboarding tasks during training.
   • If you have any questions, please submit a ServiceNow ticket.

Epic Revenue Cycle Training and Non-Epic Revenue Cycle Training

If you are scheduled for Epic Revenue Cycle Training:

1. 1. Log into Workday Learning to view your assigned Program and select the option for your Virtual Set-up Session offering by end of day Monday (your first day).
   2. Open and read your Revenue Cycle Virtual Training Class Information email sent to your UVA email address; follow included instructions.
   3. Attend the Virtual Set-up sessions that typically occur on the Tuesday of orientation week.
   4. Attend your assigned class or classes as scheduled.
   5. View any additional tools needed to support training.

Note the Following:

Some programs require computer-based learning modules (CBL) and courses as prerequisites. These CBLs must be completed in the identified order, as scheduled in Workday Learning.

• • Classes will begin promptly at the designated time.
  • Late arrivals and/or absences may result in rescheduling. This will cause a significant delay of up to two weeks for the required training necessary to secure access related to your job tasks.

Please do not complete any other onboarding tasks during training.

If you have any questions, please submit a ServiceNow ticket.

Be sure to review the video and carefully follow instructions included in this section:

Nursing and allied health team members are given a robust orientation that includes immersive learning opportunities through Nursing Professional Development Services (NPDS). Expect to receive essential training and skills to succeed and thrive. Offerings are provided in several formats designed to provide the content in the most optimal manner including:

• Hands-on skills
• Virtual
• Self-paced modules

All training has been tailored to meet the needs of your role and experience. Your manager or Nursing Education Coordinator will email your schedule outlining the locations, dates, and times that you are expected to attend. Visit the Nursing Center for Excellence for more information about what to expect at Central Clinical Orientation.