Contents

Staff Directory........................................................................................................................................ 1
This contains a directory of staff members you may need to contact during your Placement Cycle.

Important Dates & Milestones .............................................................................................................5

During the Placement Cycle, scholars should be aware of these important dates and milestones. Please review the worksheet and speak with your Advisor regarding any concerns.

Site Selection & Site Assignment Process ............................................................................................6

This section includes information about selecting an NHSC practice site, visiting prospective sites, negotiating and accepting a position, and site assignments. Information about initiating the relocation process and relocation options is provided in this section.

Relocation ........................................................................................................................................... 13 Frequently Asked Questions & Helpful Tips .................................................................................... 15

During your one-on-one meeting with your Advisor, use this as a starting point for discussion to gain a better understanding of the site selection process.

Sample Letters (When Matching to a Site) ........................................................................................ 18

Sample Offer LetterYou are required to provide a copy of your Offer Letter to your Advisor to be considered matched to a site. Use this example to ensure your new employer includes all of the necessary information in the letter. Sample Acceptance LetterOnce you have an official job offer from the site at which you want to fulfill your service obligation, you are required to provide a copy of your formal acceptance of the job to your Advisor. Sample Start Date Verification LetterYour new employer is required to provide a lettersimilar to the Offer Letterto your Advisor to begin to receiving your service credit. You will not be considered On Duty or begin receiving service credit until your Advisor receives and processes this document, along with a copy of your permanent, unrestricted license, National Practitioner Data Bank Report (NPDBR), CV/rsum, and board scores.

Important Links ................................................................................................................................. 21

Staff Directory

Division of the National Health Service Corps (NHSC)

Director: CAPT Jeanean Willis-Marsh Deputy Director: CDR Shari Campbell Toll Free: 800-435-6464 Fax: 301-594-4981 Narayanan Valappil Chief, Scholarship Branch

NHSC Scholarship Branch

NValappil@hrsa.gov

301-443-1290

What We Do
Oversee NHSC scholarship application process Provide scholar support activities including invoice payments and in-school monitoring Review and approve deferment requests for medical and dental residency and fellowships Prepare the list of scholars entering into the placement cycle Provide customer service to scholars while in school

Key Contacts
Pocahontas Wilkinson Cheryl Little Ashley Carothers Analyst Analyst Analyst PWilkinson@hrsa.gov CLittle@hrsa.gov ACarothers@hrsa.gov 301-594-0225 301-594-0337 301-443-7229

Director: Beth Dillon Deputy Director: Jeffrey Jordan

Division of Regional Operations (DRO)

Supervisor Region 8

BDillon@hrsa.gov Jjordan1@hrsa.gov

303-844-7878 214-767-3903

What We Do
Link scholars to a DRO staff member familiar with the State(s) in which the scholar is interested in serving Serve as the scholars Regional Placement Advisor Facilitate NHSC scholar site matches and job searches Provide advice and strategies on securing placement at an NHSC-approved site Supply program information regarding placement deadlines Connect scholars with primary care providers, leaders, and organizations in State and community

Staff Directory

Key Contacts
Patrick McHugh Dennis Day Deborah Brower Anna Gonzales Cindy Adams Clark Conover Beth Dillon Gary Hlady Maria Garcia Supervisor Region 1 & 2 Supervisor Region 3 Supervisor Region 4 Supervisor Region 5 Supervisor Region 6 Supervisor Region 7 Supervisor Region 8 Supervisor Region 9 Supervisor Region 10 PMcHugh@hrsa.gov DDey@hrsa.gov DBrower@hrsa.gov AGonzales@hrsa.gov CAdams@hrsa.gov Cconover@hrsa.gov BDillon@hrsa.gov GHlady@hrsa.gov MGarcia@hrsa.gov 212-264-2806 215-861-4361 404-568-4133 313-886-3867 214-767-3201 816-426-2919 303-844-7878 415-437-8014 206-615-2636

National Health Service Corps/Recruitment Training and Support Center (NHSC/RTSC)

Staff Directory

Toll Free: 877-313-1823; Washington, DC Metropolitan Area: 301-446-1630 Toll Free Fax: 800-718-2539; Washington, DC Metropolitan Area: 301-576-8563

NHSC RTSC Scholar Placement Team What We Do

Collect required documentation to complete the scholar/site match process Offer guidance and support to NHSC scholars during the travel and relocation process Provide technical support at the annual NHSC Scholar Orientation and Placement Conference

Key Contacts
Nanci Young Placement Manager nyoung@nhscrtsc.net sbonner@nhscrtsc.net 301-446-1630 301-446-1630 x 7205 x 7208

Sandra Bonner Placement Advisor Regions 1, 2 and 10 Katina Burrows Region 9 Placement Advisor

kburrows@nhscrtsc.net

301-446-1630

x 7202

Libby Kedem Placement Advisor Regions 4, 5, 7 and 8 Virginia Novak Region 6 Dawn Smith Regions 3 and 4 Placement Advisor Placement Advisor

lkedem@nhscrtsc.net

301-446-1630

x 7204

vnovak@nhscrtsc.net dsmith@nhscrtsc.net

301-446-1630 301-446-1630

x 7197 x 7196

NHSC RTSC Site Management Team What We Do

Maintain current job vacancies on the NHSC Job Opportunities Lists for NHSC-approved sites Assist sites with maintaining and updating site information (e.g., renewal of R&R applications, additional sites, and changes in site information) Provide sites with general information regarding eligibility requirements and point-of-contact information for the NHSC Program, (e.g., site applications, HPSA requirements, and Loan Repayment)

Key Contacts
Debra J. Williams Site Manager dwilliams@nhscrtsc.net 301-446-1630 x 7206

Staff Directory

Delphine Anthony Supporting States: Demita Brown Supporting States: Nicole Brown Supporting States: Keith Crawford Supporting States: Kisha Jones Supporting States: Douglas Whitelock Supporting States:

Site Advisor danthony@nhscrtsc.net 301-446-1630 GA, HI, IL, MS, TN, WA, AS, FM, GU, MP, PR, Indian Health Services (IHS)

x 7264

Site Advisor dbrown@nhscrtsc.net 301-446-1630 x 7193 AL, AR, FL, IN, KY, MI, VI, WI, WV, Immigration and Customs Enforcement (ICE) Site Advisor nbrown@nhscrtsc.net 301-446-1630 CO, IA, KS, MO, MT, OK, OR, SD, VA, Bureau of Prisons (BOP) Site Advisor AZ, CA kcrawford@nhscrtsc.net 301-446-1630 301-446-1630 x 7213 x 7212 x 7229 x 7230

Site Advisor kjones@nhscrtsc.net CT, ID, MA, ME, NE, NJ, NY, RI, SC, TX, UT, VT

Site Advisor dwhitelock@nhscrtsc.net 301-446-1630 AK, DC, DE, LA, MD, MN, NC, ND, NH, NM, NV, OH, PA, WY

Important Dates & Milestones

2012 Placement Cycle

*Dentists, Family Nurse Practitioners, Nurse-Midwives, and Physician Assistants should adapt this schedule to their applicable placement match deadlines.

When
June 23, 2011

What
Annual NHSC Scholar Reference Guide made available to all scholars in the 2012 Placement Cycle. (Scholars not attending the conference will receive their reference guides after the conference via U.S. mail.) Check-in call to your Regional Placement Advisor Monthly calls to your Regional Placement Advisor Chief residency, fellowship, and dental residency application deadline (deferment) Ninety days until the end of the Placement Cycle for physicians

HowWhy
The reference guide will help you understand and prepare for the Placement Cycle.

June 2011July 2011 After the conference July 2011December 2011 March 15, 2012 April 1, 2012

Call your Regional Placement Advisor to check in and ask any followup questions from the NHSC Scholar Orientation and Placement Conference. Contact your Regional Placement Advisor to let us know how your interviewing and site selection is going. To apply for a chief residency, fellowship, or dental residency Ninety days remain in the Placement Cycle for physicians to find employment and submit all required documentation to the NHSC (the deadline for dentists, nurse-midwives, physician assistants, and nurse practitioners is 6 months after graduation date). Sixty days remain in the Placement Cycle for physicians to find employment and submit all required documentation to the NHSC (the deadline for dentists, nurse-midwives, physician assistants, and nurse practitioners is 6 months after graduation date). Contact your Advisor to let them know how your interviewing and site selection is going. Thirty days remain in the Placement Cycle for physicians to find employment and submit all required documentation to the NHSC (the deadline for dentists, nurse-midwives, physician assistants, and nurse practitioners is 6 months after graduation date). All physicians must have a job offer, and the NHSC must receive all required documents.

May 1, 2012

Sixty days until the end of the Placement Cycle for physicians

May 2012June 2012 June 1, 2012

Routine check-in calls to your Advisor Thirty days until the end of the Placement Cycle for physicians

June 30, 2012

End of Placement Cycle for physicians

Site Selection & Site Assignment Process

Selecting a National Health Service Corps Site

Where NHSC Scholars Practice As an NHSC scholar, you will have the opportunity to choose from positions located at NHSC-approved sites in high need areas. You and the NHSC site will be looking for a match that is right for you both. Consider all of the options you uncover when selecting a practice site. Scholars typically interview at two or more sites and compete with other providers in their respective discipline for the positions listed on the NHSC Job Opportunities List or other positions they have identified at an NHSC-approved site. Scholars should ensure that sites of interest meet the minimum Health Professional Shortage Area (HPSA) score for their discipline. The minimum HPSA scores for the 2012 Placement Cycle are: Primary Care: o Physicians = 17 Family Practice Internal Medicine Pediatrics OB/GYN o Nurse-Midwives = 17 o Nurse Practitioners = 18 o Physician Assistants = 17 Dental Health o Dentists = 18 Mental Health o Physicians = 17 Psychiatry Physicians and Dentists who received a deferment to complete a post-degree advanced training are expected to obtain a position by close of business on June 30, 2012. Dentists who do not receive a deferment to complete post-degree advanced training must secure necessary licensure and a job offer within 6 months of graduation and start work within 3 months of receipt of the job offer. Certified nurse-midwives, family nurse practitioners, and physician assistants are expected to obtain a position by the close of business 6 months after graduation. Working at Multiple Practice Sites A scholar may practice at more than one NHSC-approved site with an eligible HPSA score. Sometimes called multiple practice sites, these sites generally operate in close proximity and may be part of the same parent company. Multiple practice sites may be in the same or in different HPSAs. Each practice site must be an approved NHSC scholar site. The combined work involved in the multiple practices must meet the NHSC requirement of full-time or half-time clinical practice.

Site Selection & Site Assignment Process

Visiting National Health Service Corps Sites

Cost of Travel for Pre-Employment Interviews NHSC scholars in the Placement Cycle are eligible to receive travel support to attend pre-employment interviews at eligible NHSC sites with a vacancy. In order to receive this support, all scholars are required to attend Program Guideline sessions conducted at the Scholar Orientation and Placement Conference or participate in a scheduled Internet-Enabled Training (IET) session. The site visit process will only be initiated once the scholar submits all of the following documentation to their Placement Advisor: Successful board/certification exam scores CV/rsum Participation in the required orientation conducted at the Scholar Orientation and Placement Conference or via Internet-Enabled Training (IET) Schedule of interviews at NHSC-approved sites

The NHSC will pay up to a total of $1,200 (in accordance with Federal Travel Regulations and NHSC travel policies) to cover allowable site visit travel costs. All site visit requests are to be approved by the NHSC prior to travel. To maximize your allotment, you are encouraged to plan ahead and initiate the travel plan at least 2 weeks prior to the travel date. Last-minute travel is expensive and may mean you could be limited to fewer trips. Travel Process During the Site Selection Phase To be eligible for travel reimbursements, scholars are required to submit a travel request and receive NHSC approval prior to actual travel dates. Make your site visit and travel reimbursement requests through the NHSC Site Visit & Relocation (SVRE) Web site at http://www.blsweb.net/nhsctravel/. Coordinating the logistics for your site visits through the NHSC Travel Web site is required, and it: Enables you to submit and receive official NHSC approval for travel requests Ensures reimbursement for reasonable and allowable travel expenses by the NHSC Ensures the site of interest is still scholar-eligible for placement Monitors the funding available in your travel allotment Once the NHSC RTSC Placement Team verifies that 1) the site has a valid vacancy, and 2) an interview with the Site Representative has been scheduled, the request is submitted to the NHSC for approval. Scholars will be notified of the status of the request via email and will be promptly contacted by NHSCs Site Visit Specialist to provide travel counseling.

Site Selection & Site Assignment Process

The steps below provide further detail on the process for arranging site visits during this phase. Submit a separate online travel request for each site visit. After completing the online travel request, the information will be electronically submitted to your Placement Advisor. You will receive an email confirming receipt of your travel request. The travel request will be reviewed, the interview will be confirmed by your Regional Placement Advisor, and the availability of your remaining travel allotment will be verified. Final approval from the NHSC indicating your authorization to travel will be emailed to you and your Placement Advisor.

Once you obtain final approval, you will be authorized to contact the NHSCs Travel and Relocation Specialists to initiate your travel arrangements. Also, should you have any questions, the Travel and Relocation Specialists will be able to answer inquiries regarding your travel arrangements, allowable travel expenses, or reimbursement of travel expenses. You may monitor the progress and status of your travel request by accessing the NHSC SVRE Web site. Note to scholars who schedule a site visit to one of the U.S. territories. In addition to the information above, you are required to do the following: Conduct a phone interview with a representative from the approved site. Have a detailed discussion with the site regarding the resource limitations, cultural differences, and their expectations. Contact Gary Hlady at the San Francisco Regional Office (GHlady@hrsa.gov or 415-437-8014) to confirm that you have determined that the site would be a good fit. Submit a letter to the NHSC explaining why you have decided to serve your commitment in a U.S. territory.

Allowances As noted above, each scholar is allotted a total of $1,200 toward site visit travel costs. Travel may include one or a combination of the following: Commercial transportation (usually air or train; coach-class accommodations only) Privately owned vehicle Rental car for interviews in remote areas or multiple site visits in remote areas (prior NHSC authorization and approval is required) A combination of the methods listed above

NHSC does not reimburse scholars for any travel costs associated with personal travel. Each scholar is permitted to have one family member* accompany the scholar during one site visit. The scholar and family member must travel together, depart/return from the same airport, and travel on the same flight. Hotel double occupancy government rates apply. NHSC will fund only air travel/rail travel expenses for the family member.

Site Selection & Site Assignment Process

Family members may not extend their stay beyond the allowable 3 days and 2 nights for a site visit. Once an airline ticket is arranged by the Site Visit Specialist through the travel agency, reviewed, and approved for ticketing by the scholar, any additional costs related to ticket changes or cancellation fees will be the responsibility of the scholar.
*A family member is someone who will be relocating with the scholar and living in the household with the scholar while the scholar is serving his/her NHSC service commitment.

Ground Transportation The cost of ground transportation from the residence to the airport and from the airport to the residence is reimbursable. Lodging Authorized for a direct route of travel and the cost must not exceed the prevailing lodging per diem rate for a particular location, for the single room rate published by the General Service Administration (GSA). Original receipts are required. NHSC will authorize 3 days and 2 nights for an approved site visit. Additional visits to the same site will not be funded by the NHSC. If travel is extended beyond the allowable 3 days and 2 nights the scholar will be responsible for this additional cost.

Per Diem Per diem is intended to cover expenses for meals and incidentals. Per diem begins when travel commences to an authorized destination and ends upon return to the point of origin or at the NHSC-authorized termination point. Federal per diem rates are determined by a particular geographic location.

Telephone Calls/Faxes Personal telephone calls/faxes are limited to a total combined amount of $5 per 24-hour period.

Reimbursement Reimbursement will be based on the least expensive method(s) of travel. When travel is by privately owned vehicle (POV), reimbursement for mileage (direct route), lodging, per diem, and other related costs should not exceed the cost of a 7-day advance purchase airline ticket.

In order to maximize the $1,200 travel allotment, scholars are advised to plan ahead and initiate the travel process at least 2 weeks prior to the date of travel. Also, remember to ask the site representative if funding is available for your site visit.

Site Selection & Site Assignment Process

Negotiating and Accepting a Position

Negotiating Employment Start Dates If you and the site feel you are a good match, you will negotiate your employment contract directly with the practice site. Employment start dates are also negotiated between the scholar and an authorized representative of the practice site. Scholars are expected to begin their service commitment no later than 3 months from their match deadline. Physicians completing their residency after their match deadline (June 30, 2012) are expected to begin their service commitment within 3 months after their residency completion date; dentists, nurse-midwives, nurse practitioners, and physician assistants are expected to begin their service commitment within 9 months after their graduation date. Accepting a Position When a position has been accepted, forward copies of the following documents to the NHSC within 7 business days: A copy of your job Offer Letter (on company letterhead and signed by a Site Representative). The letter should contain the name and address of each site (and percentage of time if working at multiple sites) where you will be employed, an anticipated start date, and the status of your benefits and malpractice/tail coverage. A copy of your signed Letter of Acceptance (mirrors the Offer Letter).

Fax the above documents to the NHSC RTSC Placement Team at 1-800-718-2539 or send electronically as email attachments to your Placement Team contact. Verification of Your Start Date and NHSC Service Commitment In addition to the match documentation (CV/Resume, Board Exams, Offer, and Acceptance letters), the following documents need to be submitted in order to receive service credit: National Practitioner Data Bank Report (NPDBR) Permanent unrestricted license in the State you will be working o Exemption: If you are working at a Federal site, you may provide any State license Start Date Verification LetterSubmitted by a Site Representative within 7 days of starting your employment Upon starting your NHSC service commitment, you will receive a Private Practice Assignment Agreement (PPA), Private Practice Option Agreement (PPO), or a Federal Assignment Agreement (FA), outlining the contractual obligation during your service period. Deferment Request To receive a deferment of your service obligation for an approved postgraduate training, a physician or dentist submits a written annual request from the program and a completed Deferment Request Form (DRF) to the NHSC Scholar Branch. These documents must arrive by the deadline stated in the deferment bulletin. The NHSC will provide written approval of all deferment requests. The NHSC will, on a case-by-case basis, approve requests submitted by physicians in their last year of residency training for a single year of additional training in three specific fellowships: A 2-year Child Psychiatry fellowship, which may follow the completion of residency training in General Psychiatry

10

Site Selection & Site Assignment Process

A 1-year Obstetrics/Gynecology fellowship, which may follow the completion of residency training in Family Practice A 1-year Geriatrics fellowship, which may follow the completion of residency training in Family Practice or General Internal Medicine

The NHSC will review, for approval, a physicians deferment request for a 1-year Chief Residency position, which may follow the completion of residency training. There are four eligible dental deferments: General Practice Dentistry1 Year Advanced Education in General Dentistry Program1 Year General Pediatrics Dentistry2 Years Public Health Dentistry2 Years Suspension RequestExam Failure Scholars who do not pass all discipline-specific required exams (e.g., USMLE Steps 13; COMLEX Parts 13; Dental Exams Part I and II; National Certification Exam for NM, FNP, or PA) by the established match deadline will be referred to the NHSC Legal and Compliance Office (LCO) for suspension recommendation. Although the NHSC Scholar Branch initiates the suspension proposal, the LCO processes the request. Once the scholar has passed the required exam(s), the LCO refers the scholar to the Scholar Branch and a DRO Regional Advisor for placement. Suspension RequestMedical or Academic Reasons The basis for a medical or academic suspension would be a medical condition or an academic situation that (1) would make it temporarily impossible to continue the service commitment or (2) would temporarily involve an extreme hardship to the individual and the enforcement of the service commitment would be against equity and good conscience. All requests for a suspension must be submitted by the scholar in writing and include full medical or academic documentation.

Site Assignments
Scholars who have not matched to an NHSC-approved site by their respective deadline will transition to a Site Assignment. The NHSC will identify a position for you from the available NHSC approved sites with vacancies, based on the needs of our Nations underserved communities and taking your preferences into consideration. Scholars who move to site assignments will be notified of their assignment and instructions in writing. Scholars are to arrange an interview and do their best to obtain employment at the site to which they have been assigned. Travel During Site Assignment The site assignment travel process is initiated when the scholar notifies the NHSC of an upcoming interview at the site to which the scholar has been assigned by the NHSC. The NHSC will review the travel request prior to the site visit for reimbursement eligibility. The NHSC Regional Placement Advisor will continue to work with the scholar

11

Site Selection & Site Assignment Process

until a successful match has occurred. When offered a position, the scholar is required to accept the employment offer. The scholar is to submit all required documentation as outlined in the Accepting a Position on page 10. Failure to Begin or Complete the Service Commitment NHSC scholars breach their scholarship contract when turning down an employment offer from their assigned site. If a scholar breaches an NHSC scholarship contract, the scholar becomes financially liable to the United States Government for damages equal to three times the amount of the NHSC scholarship award, plus interest and penalties. The scholar will be encouraged to request a debt estimate from the LCO and be recommended for default.

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Relocation

Relocation Process
Initiating the Relocation Process Once you have accepted a position at an NHSC-approved site, the relocation process can begin. The process is initiated when the scholar provides the NHSC RTSC Placement Team with the following: A written offer of employment by an NHSC-approved site and the scholars written acceptance of such offer An unrestricted license in the State where the scholar will be fulfilling the service commitment Results of board/certification exams Regional or State exams for all dentists CV/Resume Copy of the National Practitioner Data Bank Report

Scholars are advised not to travel, relocate, or make any commitments related to relocation without first contacting their Placement Advisor for travel recommendation and referral to the Travel Management Teams Relocation Specialist. The Relocation Specialist will be unable to process any relocation request that was not approved via the NHSC online travel system. Scholars and their immediate family members are eligible for travel and shipment of household goods to an official duty station at the Government expense in accordance with the Federal Travel Regulations and NHSC travel policies. Travel for family members and the shipment of your household goods to the new location must occur within 1 year from the start date of the scholars employment contract. For transportation of household goods, the NHSCdesignated carriers will pack, transport, and unpack household goods. All household goods must be packed and shipped from one location. Relocation Options The NHSC offers the following options for relocation: Government-Managed Option: This option is for scholars who have been matched to a site, are officially employed, and are fully licensed in the assigned jurisdiction. NHSC will arrange, pack, and ship household goods. All household goods must be relocated from one location. Shipment of household goods should not exceed 18,000 pounds. Reimbursement will be based on allowable expenses and submission of required original receipts, not to exceed a total of $10,000 for all relocation expenses. Self-Financed Relocation Option: This option is for scholars who have been matched to a site and who are officially employed but do not yet have a license in the assigned jurisdiction. Scholars will arrange to have household goods packed and shipped. Once fully licensed, the scholar will submit original receipts to the Relocation Specialist for reimbursement of allowable expenses. Shipment of household goods should not exceed 18,000 pounds. Reimbursement will be based on allowable expenses and submission of required original receipts, not to exceed a total of $10,000 for all relocation expenses.

13

Relocation

Advanced Storage NHSC will allow storage of household goods for up to 90 days. This option is restricted to compelling situations and must be approved by NHSC. All household goods remain in the scholars current resident State until he/she receives his/her unrestricted license. Please note that scholars do not have access to the storage units once the shipment has been sealed by the moving company. The cost of advanced storage will not be deducted from your $10,000 relocation allowance. Allowances The scholar and immediate family members allowances include the following: Commercial transportation (coach-class accommodations) or Travel by one privately owned vehiclemileage at the prevailing Government rate for the most direct route and one nights lodging for every 300 miles and per diem. NHSC does not ship automobiles within the contiguous United States. NHSC will ship one automobile to Alaska, Hawaii, and U.S. territories. Reimbursement Reimbursement will be based on allowable expenses and on submission of required original receipts, not to exceed a total of $10,000 for all relocation expenses. Shipment of household goods should not exceed 18,000 pounds. Reimbursement forms are obtained via email and/or downloaded from the NHSC online travel system. Scholars must provide original receipts.

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Frequently Asked Questions & Helpful Tips

Q. What is the Health Professional Shortage Area (HPSA) score requirement for my discipline? A. Primary Care: o Physicians = 17 Family Practice Internal Medicine Pediatrics OB/GYN o Nurse Mid-Wives = 17 o Nurse Practitioners = 18 o Physician Assistants = 17 Dental Health Dentists = 18 Mental Health o Physicians = 17 Psychiatry Q. What match documents must I have on file in order to initiate an NHSC-funded site visit? A. PhysiciansCV and Step 3 USMLE or COMLEX DentistsCV and Part I & II NBDE Nurse Midwives, Nurse Practitioners, and Physician AssistantsResume

In addition, all scholars must have attended the Scholar Orientation and Placement Conference or participated in an internet-enabled training (IET). Q. Can I visit multiple sites on one site visit? A. Yes, but you must submit a separate travel request for each site visit. Q. Will the NHSC allow me to use my travel stipend to visit a site more than once? A. No. The NHSC pays for one visit per site. Q. Do I need to submit an online Site Visit Request if the interview is local and does not require NHSC funding? A. Yes. An online Site Visit Request should be submitted for every site visit regardless of location or funding. Q. Can I work at multiple sites? A. Yes. You may split your time at multiple NHSC-approved sites.

15

Frequently Asked Questions & Helpful Tips

Q. What match documents do I need to have on file to begin the relocation process? A. In order to begin the NHSC Government-managed relocation process, the NHSC RTSC Placement Team must have on file a copy of your CV/resume, board examination results, signed Offer Letter, signed Acceptance Letter, and a permanent unrestricted license for the State where you will practice. Q. When does my NHSC service commitment begin? A. If you have been issued a permanent unrestricted license for the State where you will practice, credit toward your NHSC service commitment will be calculated from the first full day of employment at your match site. or A. If you begin work prior to receipt of your permanent unrestricted license, your service commitment will begin on the issue date of your permanent unrestricted license. Q. Can I work as a half-time provider to fulfill my service commitment? A. Yes. You may request to work half-time to fulfill your service commitment if you have received approval from the site. Q. Will I be able to transfer to another site after beginning my service commitment? A. The NHSC would prefer that a scholar completes his/her service commitment at the original match site; therefore, it is important that you thoroughly research your selection. For extenuating circumstances, the NHSC will review and consider a request for a transfer. Q. If I am interested in working for the Federal Bureau of Prisons (BOP), Indian Health Service (IHS), or U.S. Immigration and Customs Enforcement (ICE), do I need to possess a license in that State? A. No. If you are planning to work at a Federal site, a permanent unrestricted license from any State will be acceptable. Q. Do I have to use a specific moving company if I choose the Self-Financed Relocation option? A. No. You have the option to use the moving company of your choice; however, if you are planning to use the Government-Managed option, the NHSC contracts with Paul Arpin Van Lines. Q. Will the NHSC pay to relocate me back once I have completed my service commitment? A. No. The NHSC does not pay for return relocations. This includes scholars that wish to return to the States after completing their service commitment in the U.S territories.

16

Frequently Asked Questions & Helpful Tips

Q. May two National Health Service Corps (NHSC) scholars be placed at one site? A. The NHSC will consider site requests for up to two scholar placements per site for all disciplines on an exceptional/case-by-case basis. Sites wishing to request an additional scholar placement must provide a justification on how NHSC placement of two scholars during the same placement cycle will benefit the community by meeting long-standing unmet needs and increasing the possibility for provider retention after service obligations are complete. See http://nhsc.hrsa.gov/scholarship/pdf/scholarplacementfaqs.pdf Q. What should I do if my name, address, or other contact information has changed since I started school? A. Please notify the NHSC any time your name or contact information changes. These changes can be made through the NHSC Customer Service Portal, which you can access at www.nhsc.hrsa.gov. If you have not activated your Customer Service Portal account, please visit https://programportal.hrsa.gov/extranet/participant and follow the steps below: Select the Create an Account button located on the bottom left-hand section of the page. Fill in the series of fields in order to create an account. Once you select "Register," the system will send an email to the address used to create the account. The email will be from noreply@hrsa.gov with a subject of "Activate Your BCRS Program Portal Account." Select the link included in the email to log in and activate your account. The first time you log in, you must enter your last name, date of birth, and the last six digits of your social security number. Once you have entered your information successfully, your account will be activated and you will be ready to use the portal.

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Sample Offer Letter

(Site Letterhead)

(Date)

(Providers Name) (Providers Street Address) (City, State, ZIP Code) Dear (Providers Name): We are pleased to offer you full-time employment as a (Discipline/Specialty). You will work at (Site Name), (Street Address), in (City, State, ZIP Code). (NOTE: If the provider will work at multiple sites (no more than four sites), include each site name, physical address, and percentage of time at each site. The site information needs to match the NHSC records.) Your anticipated start date will be (Anticipated Start Date). This allows ample time for us to receive your unrestricted State licensure and regulation. We intend to provide full company benefits, including malpractice and tail coverage insurance for the duration of your employment (OR We intend to provide full company benefits, including malpractice insurance under Federal Tort Claims Act (FTCA) for the duration of your employment. OR The scholar would not be covered by malpractice and tail coverage insurance.) Thank you for your interest in our site. Please let us know if there is anything we can do in advance of your start date to facilitate the paperwork requirements or if there is any literature that you would like to review in order to better understand our organization and community. We look forward to you joining our team and working with you at (Site Name). Sincerely,

(Site Representative Name) (Site Representative Title)

18

Sample Acceptance Letter

(Providers Name) (Providers Street Address #1) (City, State, ZIP Code) (Date) (Site Representative Name) (Site Representative Title) (Site Name) (Site Address #1) (City, State, ZIP Code) Dear (Site Representative Name), I, (Providers Name), am pleased to accept your full-time employment offer as a (Discipline/Specialty) at the (Site Name), (Site Address), in (City, State, ZIP Code). (NOTE: If the provider will work at multiple sites (no more than four sites), include each site name, physical address and percentage of time at each site. The site information needs to match the NHSC records). As discussed, my anticipated start date is Anticipated State Date allowing ample time for receipt of my State licensure and regulation. NOTE: *If you are serving at a Private Practice Assignment, please include the following statement: I anticipate full company benefits, including malpractice and tail coverage insurance for the duration of my employment. (OR I anticipate full company benefits, including malpractice under the Federal Tort Claims Act (FTCA) for the duration of my employment). NOTE: * If you will work at a Private Practice Option, please include the following statement: I understand I will be responsible for obtaining malpractice and tail coverage insurance for the duration of my employment. Thank you again, for extending this exciting opportunity to me. Please let me know if there is anything I can do in advance of my start date to facilitate the paperwork requirements or if there is any literature that you would like for me to review in order to better understand your organization and community. I look forward to joining the (Site Name) team. Sincerely,

(Providers Name, Discipline/Specialty)

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Sample Start Date Verification Letter

(Site Letterhead)

(Date)

National Health Service Corps 5600 Fishers Lane Rockville, MD 20857 Dear NHSC RTSC Placement Team: The following confirms (Providers Name), (Discipline/Specialty) began full-time employment on (Start Date) at (Site Name), (Street Address), in (City, State ZIP Code). (NOTE: If the provider will work at multiple sites (no more than four sites), include each site name, physical address, and percentage of time at each site. The site information needs to match the NHSC records.)

Sincerely,

(Site Representative Name) (Site Representative Title)

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Important Links

JOB OPPORTUNITIES LIST

http://nhscjobs.hrsa.gov/Search_HPOL.aspx

HPSA SCORE LOOKUP (a 2-step process)

To find Federal Financial Institution Examination Council (FFIEC): http://www.ffiec.gov/Geocode/default.aspx To find Health Professional Shortage Areas (HPSAs) by State & County: http://hpsafind.hrsa.gov/HPSASearch.aspx

NATIONAL PRACTITIONER DATA BANK REPORT

http://www.npdb-hipdb.hrsa.gov/

SITE VISIT & RELOCATION (SVRE) REQUEST

http://blsweb.net/nhsctravel/

REGIONAL EXAMS FOR DENTISTS

Central Regional Dental Testing Service (CRDTS): http://ww.crdts.org Northeast Regional Board of Dental Examiners (NERB): http://www.nerb.org Southern Regional Board of Dental Examiners (SRTA): http://www.srta.org Western Regional Examining Board (WREB): http://www.wreb.org

FEDERATION OF STATE MEDICAL BOARDS

http://www.fsmb.org/directory_smb.html

STATE DENTAL LICENSING BOARDS

http://www.dentalwatch.org/org/boards.html

PHYSICIAN ASSISTANT STATE AND TERRITORIAL REGULATORY AUTHORITIES

http://www.aapa.org/component/content/article/26--general-/515-physician-assistant-state-and-territorialregulatory-authorities

STATE BOARD OF NURSING

http://www.medi-smart.com/boards.htm

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