Starting March 2024, program coordinators will submit a spreadsheet template for residents, fellows or medical students to [email protected] and copy Medical Staff Services as well.  This template should be submitted at least two weeks prior to the actual rotation arrival date.  

New or returning residents, fellows and medical students will be loaded in Infor to obtain a CHS account number. If the affiliate had a CHS ID network account in the past please provide the existing number in the template.

Template Instructions:

Please enter the requested data into the Worksheet titled Affiliate Information. It is essential that all required fields (marked with *) are completed to ensure that we have all the necessary details for identity verification and duplicate checking.
NOTE: Some cells may generate error messages if filled incorrectly. If a cell is highlighted red, required information may be missing from the record.

There are a few differences between the resident and medical student templates.  Please reference the instruction tab in each for details.  Some core required fields are identified here:

• Ever at COA* - If known, please identify if the person has been/currently is affiliated with Children's of Alabama. If there are no known affiliations, please select No. Possible roles include Employee, Volunteer, Student, or Other Affiliate.
• Prior CHS ID - If the person has a prior account with COA, please enter the COA ID Number or Username if known. This will help us in preventing the creation of duplicate accounts/records in our system.
• Legal First Name* - Please provide the Legal First Name.
• Legal Middle Name* - Please provide the Legal Middle Name or Middle Initial.
• Legal Last Name* - Please provide the Legal Last Name.
• Preferred First Name - If the person has a nickname or preferred by name, please provide that here. This is the name that will appear on the COA badge, if provided.
• Former Last Name - If the person has a Previous Last Name, such as a maiden name, please provide that here. This information will be used for duplicate record checking purposes only.
• Birthdate* - Please provide the Date of Birth.  This is only used to match to existing records and for duplicate account checking. 
  
• Has a COA Badge* - Does the Resident currently possess an active badge with COA? If so, please select Yes.

IMPORTANT **Please send completed template to the HRIS department at Children's of Alabama at [email protected]**

About two weeks prior to arrival new residents, fellows and medical students should also register at http://iteducation.chsys.org/signup/. Please do not ask them to register more than a few weeks in advance as this confuses the process. They do not need to re-register if they are returning and currently have an active badge.

Once they receive the assigned CHS number, the affiliate can refer to the instructions provided in the "Affiliate Account Resources" article to register their new accounts and access necessary system resources. They should keep track of this number as it will be their primary ID as long as they are at Children's in any role.

It's important to keep in mind that accessing clinical systems may require completing training before arrival to qualify for specific roles and systems.