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Exiting Residents & Fellows

CHECKLIST
Please see your Program Administrator (preferably 30 days prior) for a checklist of items to be completed prior to leaving the program.

COBRA & CHANGE OF ADDRESS NOTIFICATION

If you, or you and your dependents, are enrolled in one of HRP鈥檚 HMSA health plans, that plan鈥檚 coverage ends with your employment. If you are concerned about not having another plan in place when you leave us but would like to have health insurance, there are a few solutions.

COBRA continuation of the HMSA plan for up to 18 months.

Coverage through a spouse鈥檚 employment 鈥� if a spouse currently has a health plan and/or is eligible to enroll, he/she may be able to enroll you in the plan due to your upcoming loss of coverage.

The Affordable Care Act provides another alternative to obtain health care coverage.

In June, you will receive COBRA information and election forms sent to your home so you and your dependents can make decisions on whether or not to elect continuation.


If you have any questions or need to change your address, please contact Casey Clutter, HRP Human Resources:
phone (808) 586-2889.
Email: cclutter@hawaiiresidency.org

VERIFICATION OF TRAINING

  • To access the HRP consent form and instructions, click here.
  • To access additional verification information, click here.

Preparing for Your Transition out of Residency

  • Prepare and update your curricula vitae (CV) to be clean and concise. Keep in mind the following:
    • Univ. of Hawai鈥榠 John A. Burns School of Medicine XXXX Residency/Fellowship program鈥� is your training program.
    • 鈥満诹仙鏰pp, Inc.鈥� is your employer.
  • Schedule your Final Evaluation review meeting with your Program Director BEFORE you leave the program.
  • Registration and processing fees
    • During your first year in residency, review the permanent licensure and certification requirements to adequately plan for upcoming fees during your last year of training. Additional fees are usually assessed for late applications.
  • Application review and completion
    • Review websites and deadlines to understand submission requirements for each application for licensure or certifications. Print the forms if needed so you can make notes.
    • Start a timeline by creating a calendar of deadlines and required actions on your part.
    • ALWAYS follow the specific directions on the application or website and inquire if you don鈥檛 understand the instruction.
  • Keep organized
    • Keep copies of all documents submitted and note when it was submitted.
    • Make extra copies of USMLE reports, updated CV, med school diploma, temporary medical license, driver license, and social security card. Keep all of it accessible in a central location to submit with applications when requested.
    • Documents submitted for your residency/fellowship recruitment interviews were for purposes of residency/fellowship and cannot be forwarded on your behalf outside this purpose.
    • Respond immediately to requests for more information or when there are deficiencies in the application. Delay in responses will further delay the review/approval.
  • Notary Services available at most banks/credit unions.

If you have any questions, please contact your Program office or the HRP Main Office at 808-586-2890.

VERIFICATIONS AND CONSENT FOR RELEASE of Information

Verification Requests

  • Verification of any credentials/training history beyond training dates will require an HRP consent form and possibly a processing fee. Employment verifications are processed by HR. For full details (depending on the type of request), click the link above.
  • Be proactive! Submit your consent form(s) prior to leaving HRP. The $50 fee is waived if the institution’s request is received while you are still in training (or if you are applying at one of HRP’s member hospitals, or to the Hawai鈥榠 Medical Board).
  • Verification(s) of credentials/training history will only be provided directly to the requesting institution named on the trainee’s signed consent form. Multiple institutions will require multiple consent forms.
  • Please direct any questions to the HRP Credentialing staff via

Hawaii Medical Board (HMB) Permanent Licensure

  • $392 for MD ($510 for DO). Fee may adjust on Feb. 1 of each year, depending on odd or even year. Valid for 1 or 2 years, depending on when it is submitted.
  • Application should be submitted early enough to allow time for the review/approval process, which sometimes takes months.
  • Begin assembling your application material prior to the start of your last year in training.
  • Ask your PA to obtain a letter signed by the PD, verifying dates of successful completion of training and expected graduation date. It is needed for verification of your residency.
  • Under Section 15 (Synopsis/Medical Practice), enter your residency training information.
  • Under Section 15 (Licenses), report your Hawaii temporary medical license as past licensure.
  • Under Section 15 (Hospital), report none, as you do not receive hospital privileges as a resident-in-training.
  • Download the 鈥�Hospital Form鈥� from the HMB application website, complete the top portion and provide it to your PD to complete and submit directly to HMB.
  • Obtain American Medical Association (AMA) Profile
    (800-665-2882.) and have the report sent directly to the HMB. Additional fee may apply.
  • Obtain a 鈥�Self-Query Response鈥� report from the National Practitioner Data Bank at  and have the original report sent directly to medical@dcca.hawaii.gov along with the original notification from NPDB. Additional fee may apply.
  • Arrange to have the 鈥淓xamination and Board Action History Report鈥� sent directly to HMB by going to (transcript requests) or by calling 817-868-4041. Additional fee may apply.
  • When you receive your permanent license, provide a copy to your Program Administrator to update your profile in New Innovations. A valid permanent license will invalidate the temporary license you currently hold. Keep multiple copies for future use.
  • Download the 鈥�Federation Discipline Report鈥� on the HMB application website and send it to boardinquiry@fsmb.org. Request that the report be sent directly to HMB.

State of Hawaii Controlled Substance Registration

  • $115 Annual Fee
  • File as “Practitioner”
  • Start the process after receipt of permanent license
  • Permanent licensure required
  • When you receive your certificate, keep multiple copies for future use.

Federal DEA – Form 224

  • $888 fee (valid for 3 years)
  • Start the process only after receipt of State NED certificate (required).
  • Permanent Licensure required.
  • When you receive your certificate, be sure to save the electronic copy.
  • Please review the instructions for additional requirements instituted in 2023 regarding attestation of Addiction Medicine Training, which can be accomplished via a 8 hour session with an approved organization, as noted on the application.

Medical Staff Privileges

At the start of your last year in training, contact the following obtain Medical Staff privileges to obtain applications and inquire of deadlines:

  • The Queen鈥檚 Medical Center (Punchbowl and West)
    QMC credentialing staff credentials@queens.org or call 808-691-7143
  • Hawaii Pacific Health (Kapiolani Medical Center for Women and Children, Pali Momi Medical Center, Straub Medical Center, and Wilcox Medical Center)
    HPH credentialing staff cvscredentialing@hawaiipacifichealth.org.
  • Kuakini Medical Center
    808-547-9274