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Absence Policy for Berkeley Outpatient Clinics

  • Please note that the absence policy for Berkeley Outpatient Clinics 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 Berkeley Outpatient Clinics’ internal patient scheduling policy.

Immunizations Required

  • MMR – evidence of immunity or positive titer
  • Varicella- evidence of immunity or positive titer
  • Tdap – evidence of vaccination
  • HepB
  • TB – evidence of annual Tb screening in the form of:
    • Two documented negative TB skin tests, one within 3 months and one within 1 year of rotation start date.
    • Negative interferon gamma release assay (IGRA) (Quantiferon or T-Spot okay); or
    • Negative chest x-ray taken within the previous year if the student is TB skin test or IGRA positive.
  • Influenza – documentation of current season’s influenza vaccination
  • Covid-19 vaccine and booster – all interns must be vaccinated with booster.

Immunizations Records Submit to and Date:

  • Please make sure immunizations are current and are on file at UCBSO with ASAO.

Documentation Required

  • Complete the following two forms (All students attending BOPC anytime in your 4th year, please send these two forms along with a photo or scanned copy of your Driver’s License to Ms. Ngan Larnauti at Ngan.Larnauti@ucsf.edu by April 10th of your 3rd year. Please use https://www.virtru.com/ to securely send your documents. In the subject line, type: Forms for BOPC – Your Name)
  • For the Long Term On-Site form, please do not enter your social security number unless you are able to send the documents encrypted. You can call Ngan Larnauti at (415) 353-7210 and leave a voicemail securely with your SSN
  • Background Check. Results kept in Clinic Admin Office. Fingerprinting can 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 BOPC 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.

 

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.
  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.

  • APeX Training Plan Finder – please view the Training Instructions document and complete the training at FOUR weeks before the start of your rotation. Please email Walter Sevillano at Walter.Sevillano@ucsf.edu to request your login ID and email access to the training.
  • Photo ID Badge Request – please review the Photo ID Request Form and submit to Courtney Karsten at Courtney.Karsten@johnmuirhealth.com along with a photo headshot for your photo ID at FOUR weeks before the start of your rotation. You will pick up your ID badge on the first day of clinic. You may park on the third floor deck of the building on the first day.

Background Check & Fingerprinting Instructions

Instructions

HireRight Applicant Process Steps

Instructions

Documentation Submit to and Date

  • Background check must be on file in Clinic Admin SIX to EIGHT weeks before the start of your rotation.
  • All students attending BOPC anytime in your 4th year, please send the SA Agreement form and the Long Term On-Site Contract form along with a photo or scanned copy of your Driver’s License to Ms. Ngan Larnauti at Ngan.Larnauti@ucsf.edu by April 10th of your 3rd year. In the subject line, type: Forms for BOPC – Your Name.
  • Remember, for the Long Term On-Site form, please do not enter your social security number unless you are able to send the documents encrypted. You can call Ngan Larnauti at (415) 353-7210 and leave a voicemail securely with your SSN.
  • APeX Training – complete FOUR weeks before the start of your rotation.
  • Photo ID Badge – submit request FOUR weeks before the start of your rotation.

Absence Policy

  • Please note that the absence policy for the Berkeley Outpatient 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.
  • Aside from the six weeks notice, students are subject to the Berkeley Optometry Absence policy.
  • In order to ensure that students are attending their 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.