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Alameda Health Systems (AHS):
Eastmont Wellness Center (EASTMONT) in Oakland, CA and
Hayward Wellness Center (HAYWARD) in Hayward, CA.

AHS EASTMONT Absence Policy

  • Please note that the absence policy for AHS Eastmont Wellness Center and AHS Hayward Wellness Clinic requires that students submit absence requests via Meditrek at least SIX WEEKS (42 DAYS) in advance of the desired absent date. Absence requests submitted within six weeks of the desired absence date will be denied. This is due to Alameda Health Systems’ internal patient scheduling policy.
  • In order to ensure that students are attending their Alameda Health externship for 90% of the operating dates, students will be reassigned to Minor Clinic when an instructor is absent and no substitute can be found.
  • Otherwise, AHS Eastmont follows the UCBSO absence policy.

AHS HAYWARD Absence Policy

  • Please note that the absence policy for AHS Eastmont Wellness Center and AHS Hayward Wellness Clinic requires that students submit absence requests via Meditrek at least SIX WEEKS (42 DAYS) in advance of the desired absent date. Absence requests submitted within six weeks of the desired absence date will be denied. This is due to Alameda Health Systems’ internal patient scheduling policy.
  • Any leave must be requested at least 42 days in advance of desired day off and be pre-approved by the attending faculty in addition to being submitted into Meditrek. Requested leave will be granted only at the discretion of the attending doctor. Leave requests made with less than 42 days’ advance notice may be denied.
  • In addition to normal seminar presentations required for all students, granted day off will require an additional assignment prior to the end of the session: PowerPoint presentation, summary of assigned journal articles on a particular topic, or an AAO style case report. The type of assignment will be determined by and reviewed by the attending doctor.
  • NBEO Boards:
    • No additional assignments required for the actual exam date only.
    • NBEO part 1 or 2: travel days will NOT be approved as these tests are offered locally.
    • NBEO part 3: students are encouraged to schedule their test on Monday or Friday or federal holiday; one travel day is allowed.
    • No requests for NBEO part 3 leave will be granted for the first week of the session.
  • Law Test: students are requested to schedule their test in the morning of a second or fourth Wednesday of the month to coincide with clinic downtime so that they are able to return for clinic in the afternoon. Days off to study for the Law Test will not be granted.
  • Residency Interviews – virtual interviews are encouraged. Otherwise, multiple interviews should be scheduled on the same day or within a few days of each other to limit clinic time missed.
  • National Meetings (AAO, AOA, SECO, etc): only 1 conference per rotation per student.
  • Religious holidays: no additional assignments
  • If you are sick and need to call in an absence, please inform the attending doctor via TigerConnect and email as soon as possible.
  • No more than 4 days can be missed in a session. Missing more than 4 clinic days will result in an incomplete grade for the session.
  • In order to ensure that students are attending their Alameda Health externship for 90% of the operating dates, students will be reassigned to Minor Clinic when an instructor is absent and no substitute can be found.

Class of 2023 Student Onboarding Schedules

  • Attending AHS in Summer 2023 – Please complete and submit your requirements between March 1 and April 26, 2023.
  • Attending AHS in All Other Sessions – Please complete and submit your requirements between three months and no later than four weeks BEFORE the start of your rotation.

Submittal Instructions

Once you have completed ALL requirements and your document package is complete, please email them to Elizabeth “Liz” Doty at and Dr. Vikki Yu at vyu@berkeley.edu in ONE PDF with the subject line as: AHS 2022 or 2023 Forms for (Name). Please DO NOT email any documents in separate emails or before they are all complete. See below for further submittal instructions.

The documents should be ordered in ONE PDF in this order:

  • ID Badge Form (signed second page only – please indicate date as one month before start of rotation).
  • AHS Covid Attestation.
  • AHS orientation handbook acknowledgement form only (signed, please indicate date as one month before start of rotation).
    Supervisor Name: George Lee, OD.
    Phone: (510) 642-9677.
    Department Where You Will Work: Optometry.
    For Campus, circle either ‘Hayward Wellness Clinic” or “Eastmont Wellness Center.”
  • AHS Student confidentiality and security agreement only (signed, please indicate date as one month before start of rotation).
  • AHS privacy and confidentiality handbook form only (signed, please indicate date as one month before start of rotation).
  • Cleared criminal background check letter (ONLY the one page background check clearance/results letter. DO NOT include the three Livescan forms that you FAX to UCPD)/
  • Immunization documents (see specifics below in immunization section, G).

Credentialing

In order to see patients at Alameda Health Systems AHS (Eastmont Wellness Center and Hayward Wellness Center), you must have a photo ID Badge issued by AHS. These requirements are for all AHS locations. See below for requirements for credentialing.

  • If you do not have your badge by the first day of your AHS rotation and are unable to see patients, you will accrue three (3) debit days for each day that you miss clinic.
  • Class of 2023 – All AHS ID Badges will need to be turned into Clinic Admin during Old Home Week in May 2023 and will be returned to AHS.
  • Please note that all fees for training/checks/testing that are associated with the clearance process will be at student expense. Once you have completed the clearance and received your ID badge, it is valid for Eastmont and Hayward locations. Therefore if you are attending any of these clinics but during different sessions, you only need to go through the clearance process once. Additionally, once you have your ID badge, you may substitute for other clinicians at Eastmont or Hayward on an as-needed basis for clinic credit.
  • Please note that even though AHS clinic need immunization records for onboarding, the office of record for your immunizations in the Admissions and Student Affairs Office (ASAO). Please make sure they also receive a copy of any new immunization documents you obtain.
  • When you have completed your clearance and have obtained your ID badge, please notify all of the following:
    Liz Doty: elizabeth.doty@berkeley.edu,
    George Lee: gkl@berkeley.edu and
    Vikki Yu: vyu@berkeley.edu.

Steps for Credentialing

Step 1: Student Completes ALL of the following requirements:

Please provide all documents as evidence of the requirements and submit them as ONE packet to Clinic Administration.

A. ID Badge Form
Sign and only include second page – Liz Doty and Dr. Yu will complete the rest.
Download here.

B. AHS Covid Attestation
Review the Safety Policy here and complete and sign the Covid Attestation.

C. AHS Orientation Booklet Signature Acknowledgement
Please see the AHS Orientation Handbook: sign the Acknowledgment Form on Page 63 and include only this page with packet of documents. (AHS may also ask you to complete this form at the beginning of your rotation.)

D. AHS Privacy and Confidentiality (Student Confidentiality and Security Agreement)
Sign form and include only this page with packet of documents.
Download here.

E. AHS Privacy and Confidentiality Handbook
After reading AHS Privacy and Confidentiality handbook (AHS-HIPAA Handbook), sign the Confidentiality and Security Agreement form on page 20 and include only this page with packets of documents.
Download here.

F. Cleared Criminal Background Check.
Fingerprinting can only be done in any state. If it is done in the state of California, you will do the digital, electronic fingerprinting Live Scan process. If you are outside of California, you will have to have your fingerprints taken on hard copy fingerprint cards (not digital and electronic).

  • You will need to complete the fingerprinting for a background check done via a Live Scan process if you are in the state of California. This requirement will check the FBI and California Department of Justice (DOJ) databases (in addition to obtaining the following information: Sex Offender Registry, OIG/GSA, SSN Address Locator and County Criminal databases).
  • You will need to disclose any prior incidents. It is best to provide truthful and accurate information in response to questions during your criminal background check.
  • It is recommended to do the fingerprinting during the session or two immediately prior to the session when you attend AHS. However, if you are on out-of-state externships for two sessions before your AHS session, please do the fingerprinting between one to two weeks before you leave the state of California. Allow a one-week window before you leave the area to be able to complete re-prints at if needed.
  • If you are attending any combination of these clinics: BOPC, Travis Air Force Base, Kaiser Sacramento, Alameda Health Systems (and the rotations are within six months of each other), the background check must be completed by the earlier of the deadlines for AHS, Travis AFB, Kaiser Sacramento or BOPC.

Fingerprinting Protocol

There are a few entities involved with the fingerprinting and background check process. Fingerprints are taken in order to run a background check.

  1. Biometrics4ALL is the entity that arranges for the collection of fingerprints. You make appointments for fingerprinting through Biometrics4ALL. HireRight will process fingerprints for the FBI. You need to submit information on BOTH the Biometrics4ALL and HireRight websites.
  2. The FBI and Department of Justice are two entities that obtain the fingerprints from Biometrics4ALL and HireRight and runs the fingerprints through it databases in order to get a background check.
  3. UCPD is the entity that adjudicates the results (makes a formal decision on whether their clearance or an issue) that are received from the FBI and the Department of Justice.

Below are the steps and what you need to know to schedule your fingerprinting appointment with UC Berkeley’s fingerprint service provider, Biometrics4ALL, Inc. You will be able to have fingerprints done anywhere in the United States, but will be making the appointment through Biometrics. Biometrics does not itself take fingerprints, it is just the web portal to schedule and pay for fingerprints and has your fingerprints sent to the FBI and Department of Justice. The results are forwarded to UCPD to decide on whether you are cleared or not. UCPD sends the results to Clinic Admin. When making your appointment, be sure to have your credit card available for the applicable fees. The scheduling website works best with the Google Chrome browser.

Background Check & Fingerprinting Instructions

Instructions

HireRight Applicant Process Steps

Instructions

G. Immunizations

Proof of Covid-19 vaccines and booster.

  • Current 2-Step PPD skin test (TST) or IGRA –blood test (QFT or T-Spot). Test must be done within 12 months of obtaining clearance and not to expire during your rotation. Date of last 2-Step PPD test administered, must show annual TB surveillance with no lapse in time. If known positive, must show chest x-ray (within past 4 years, must also include documentation of positive TST history and a current TB Symptom Survey).
  • 2-Step PPD Test: The two-step test is NOT the usual PPD skin test in which you receive an injection of PPD and the test area is observed one time at specific time frame. The two-step PPD test is used to detect individuals with past TB infection who now have diminished skin test reactivity or to offset potential false negative testing results. This procedure reduces the likelihood that a boosted reaction is later interpreted as a new infection. Step 1 is a TB test done within the last year. The second TB skin test must be completed at least one week after the first TB skin test. Step 2 is a negative TB test done within the last three months. If the second test is negative, the person is considered uninfected. If the second test is positive, then the person is considered to have a “boosted” reaction to an infection that occurred within 12 months.
  • For those whose last TB test is over one year ago, please follow this 2-Step PPD Test. In this procedure a person is given a baseline PPD test. If the test is negative, a second test is administered one to three weeks later. If the second test is negative, the person is considered uninfected. This two-step PPD will require four visits.

Proof of TWO (2) vaccines, and or positive titers.
Proof of Hepatitis B vaccine series, positive titer or declination.
If you have not done within ten years, you may need a T-Dap vaccination or you can opt out by completing a declination form, linked below. If you wish to opt out, please complete the form and include with your documents.
During Flu season, must show proof of flu vaccine. Flu vaccine should be received between October 1st and March 31st, but preferably around October 1st. Please include documentation if you are going to AHS during Fall 1, Fall 2, Spring 1 and Spring 2 rotations.

  • You may want to obtain your immunization records from ASAO. If you are missing any immunizations, please see your primary care provider, the Tang Center or have the immunizations done at AHS.
  • Please see AHS Immunization Health Screening Requirement and Price Sheet. This form provides the fee schedule for immunizations in the event that student or instructor would like to have services administered at Alameda Health System.
  • At AHS, please be sure to arrive 15-20 minutes earlier than your appointment. You will need to go to the E Building at Fairmont Campus and pay prior to your immunization procedures. They accept Credit Card, Checks and Cash.

Forms
T-Dap Declination Form.
AHS Immunization Health Screening Requirement and Price Sheet.
COVID-19 Declination Form and Medical Exemption.
COVID-19 Declination Form and Religious Exception.

H. Learning Goals and Objectives

  • Experience optometry care within a multi-disciplinary health care setting.
  • Opportunity to interact with other health care professionals.
  • Inter and intra clinical referral procedures and protocols.
  • Opportunity to work with diverse group of ethnicities and primarily low-income.
  • Efficient assessment and evaluation of patient cases is expected.
  • Ability to manage, assess ocular manifestations of systemic diseases; treat ocular diseases within the scope of CA optometry guidelines.
  • Expect ability to perform examinations efficiently in a fast paced, team approach designed clinic.

Step 2: Submit Documents to Clinic Admin

Please submit all your documents in one complete packet to Clinic Admin for review. You may leave them in an in-box “AHS Forms – 3rd years) at the Clinic Admin front desk. If there are any issues (missing documents), they will contact you. Once the documents have been approved, Clinic Admin will provide each student with two signed forms after receiving ALL required documents listed above:

  • Clinical Experience Requirements form
  • ID Badge Form

Step 3: Provide Signed Forms to AHS

Provide signed forms to the Alameda Health System Highland Campus Human Resources front desk to obtain photo ID Badge.

  • No appointment is required.
  • Location: Highland Hospital, 1411 East 31st Street (1st Floor, A Wing, Room #3), Oakland, CA 94602. Normal hours of operation are Monday through Friday from 8 a.m. to 1 p.m. and 2 to 5 p.m.
  • You may call Danielle Frazier (ID Badging and Parking Administrator) at (510) 437-4441 or email her at dafrazier@alamedahealthsystem.org for questions about badging location and hours.To expedite the badging process, please email her a head and shoulder photo of yourself in advance along with the location that you will be working (AHS Eastmont or AHS Hayward).
  • A State Issued ID, Passport or School ID.
  • Provide both completed signed forms: Clinical Experience Requirement form (signed by Dr. George Lee) and ID Badge Form (signed by Dr. George Lee).

If you have any questions about the process and requirements, you may contact Dr. Yu or Jaya Iyer, HR Service Representative, (510) 346-7543, jaiyer@alamedahealthsystem.org.

Step 4: ID Badge Receipt Notification

Once you have received your ID badge, please send an email notification to Dr. George Lee Elizabeth Doty at and Dr. Vikki Yu at vyu@berkeley.edu.

Step 5: ID Badge Return

All AHS ID Badges will need to be turned into Clinic Admin during Old Home Week in May 2023 (Class of 2023) or May 2024 (Class of 2024) and will be returned to AHS.

Step 6: EMR Access for AHS

As the start date of your rotation nears, you will receive an email from Dr. George Lee so that he can help you establish EMR access for AHS.