Policy - Henry Ford Health System

Henry Ford Hospital
Graduate Medical Education Committee
Medical Education Policy #310
VISITING RESIDENT POLICY
Policy:
Residents and fellows from other institutions may request to come to Henry Ford Hospital to complete
rotations offering a clinical or patient based experience that they are unable to obtain within their own
residency program or institution. Residents are accepted for rotations based on the availability of
educational opportunities within HFH’s residency programs, hospital CAP projections and completion of
necessary documentation.
Process:
1. A Master Affiliation Agreement with appropriate program addendum or a Program Letter of
Agreement must be in place with current signatures between HFH and the Institution requesting a
resident rotation. The office of medical education is responsible for the development of such
agreements and obtaining necessary signatures. Program directors or residency coordinators must
contact the administrator in the medical education office to determine if an agreement exists prior to
making any arrangements to accept a visiting resident.
2. A visiting resident planning on completing a rotation at HFH must obtain permission by completing
an HFH Visiting Resident Application Form (please see attachment). The form is to be signed by
the HFH program director as well as the program director at the resident’s facility.
3. The dates of the rotation are to be agreed upon by all parties.
4. The Visiting Resident Application Form is located on the medical education website at
www.henryford.com or can be obtained by contacting the medical education office.
5. The visiting resident is to send the completed HFH Visiting Resident Form along with a copy of his
or her medical/controlled substance license, medical school diploma and ECFMG certificate, if
appropriate, to the HFH department where the rotation is planned four weeks prior to the start of the
rotation. Foreign nationals from outside the United States must submit the HFH Visiting Resident
Form twelve weeks prior to the start of the rotation. All required documentation must be submitted
to the medical education office at the same time to ensure that documents are not lost.
6. The residency program coordinator must forward a copy of the visiting resident application material
to the medical education office minimally four weeks prior to the beginning of the visiting resident’s
rotation.

7. Upon receipt of the visiting resident application material, a representative from the medical
education office will contact the resident and provide instructions regarding the need to view the
HIPAA and safety information on the medical education web site at www.henryford.com.
8. All visiting residents are to contact the medical education department (313-916-1601) to make
arrangements to report to the medical education office on the first day of their rotation at HFH. The
resident must sign a form acknowledging that the HIPAA and safety material has been viewed on the
web and understood. A medical education representative will assist the visiting resident in obtaining
an identification badge and parking assignment for the length of the rotation. The medical education
representative will also ensure that the visiting resident receives meal passes for the appropriate
number of on call meals and access to the Care Plus system as necessary.
9. Upon completion of the rotation the visiting resident is to return the HFH I.D. badge to the medical
education office.
10. The medical education representative will enter visiting resident demographic information into the
residency
management database and send copies of application material for all visiting residents to the
financial services department on a monthly basis for inclusion in the annual IRIS report.
Additional Requirements for Foreign Nationals:
1. Residents or Fellows on a visa from other institutions within the United States requesting a visiting
rotation:
a. Must submit a copy of their Department of Homeland Security work authorization along
with the HFH Visiting Resident Application Form.
b. Department of Homeland Security work authorization requires Henry Ford Immigration
Services review and approval prior to training.
c. According to Department of Labor laws, posting notices are required on an H1B visa
holder requesting to complete rotations at HFHS. H1B postings for all Visiting
Residents/Fellows must be posted prior to the start date of the rotation. Each rotational
department is required to comply with this by physically placing two Labor Condition
Application (LCA) notices in a conspicuous location where the H1B visa holder is
training.
2. Residents or Fellows in a program from other institutions from outside of the United States
requesting rotations:
a. HFIS reviews and approves all requests prior to their arrival to the United States.
b. The foreign resident/fellow must obtain B1 status. B2 status is not a permissible status in
order to participate. If an error occurs, correction of the B2 to the B1 status after arrival
to the United States is the responsibility of the visiting resident/fellow. An inability to
obtain B1 status will result in cancellation of the rotation. B1 rotations are limited to a
maximum of six months.
c. Under HFIS development, two electronic template letters will be provided to the Medical
Education Office. When a foreign national is identified for a rotation, Medical Education

Approved by GMEC: 11/2/2007
will send an initial letter electronically to the candidate. This letter must be signed by the
current program director at their home institution and returned with the HFH Visiting
Resident Application Form. When Medical Education receives the completed packet of
materials, they will prepare a second letter that is to be signed by both the Director of
Medical Education and the HFH program director. All materials must be reviewed and
approved by HFIS. Upon approval by HFIS, Medical Education will forward both
original letters and a copy of the HFH Visiting Resident Application Form to the
candidate. The information as described above will be evidence to Customs and
Inspection officers upon entry into the United States.
d. Prior to beginning training, visa paperwork must be submitted to HFIS for review and
approval.
e. Payment for this training is permitted by the home institution. However, payment by
HFIS for training is not permissible. With approval of the HFHS department accepting
the visiting resident/fellow, only travel and housing expenses are reimbursable, no other
stipend or salary is allowed. Reimbursement is given after completion of the rotation,
upon submission of receipts and according to the process established under this policy.
The HFMG physician and that physician’s department acting as the mentor/sponsor are
responsible for this.

Graduate Medical Education Office
2799 W. Grand Blvd, CFP-Basement
Detroit, MI 48202-2689
(313) 916-1601
VISITING RESIDENT APPLICATION
(Clinical Rotation)
Instructions to the applicant:
Print or type all information requested in Section 1
Obtain your program director’s signature in Section 2
Send a copy of your Michigan Medical/Controlled Substance Licenses, Medical School Diploma and ECFMG Certificate (if
applicable) with the completed application to the rotation service at least 4 weeks prior to the start of your rotation, or at least 12
weeks prior to the start of your rotation for foreign nationals outside of the United States.
Section 1: To be completed by the Visiting Resident/Fellow
Name: __________________________________________ M.D. - D.O.
SS#:__________________________________________
Medical License Number: _______________________________________________ Expiration date: ___________________________
Medical School: ______________________________________________________ Year Graduated: ____________________________
ECFMG #: __________________________________________________________ Date of Certification: ________________________
Home Address: _________________________________________________________________________________________________
Home Institution Address: ________________________________________________________________________________________
Rotation Service Requested: _______________________________________________________________________________________
Length of Rotation: FROM___________/___________/___________ TO__________/___________/___________
Indicate any time that will be spent outside of HFHS during the rotation requested time (ex: continuity clinics, vacation):
Please list all post-graduate training. Attach additional list if necessary. (current program should be listed first)
Institution Training Program Dates of Training
____/____/_____ to ___ /____/____
____/____/_____ to ___ /____/____
____/____/_____ to ___ /____/____
Section 2: To be completed by your Program Director
I approve the above rotation and verify that this resident/fellow will continue to be paid by _________________________________
during his/her rotation at HFH. I further verify that this resident/fellow is under no disciplinary restrictions at this time.
______________________________________________ __________________________________________________________
Print Name
Signature
______________________________________________ ______/______/______ ( )________________________
Title Date signed Telephone
Section 3: To be completed by Henry Ford Hospital Department
I approve the above rotation through my service. Professional liability coverage will be provided by Henry Ford Hospital during the rotation.
______________________________________________ __________________________________________________________
Print Name
Signature
______________________________________________ ______/______/______ ( )________________________
Title Date signed Telephone
Section 4: Signature of Visiting Resident/Fellow upon arrival at Henry Ford Hospital for Rotation
______________________________________________ _______/______/______
Signature
Date signed