Fellowship resources

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Key locations to get started. Click on the pins to find out more about a specific location.

Fellowship resources

Soon after your acceptance for the fellowship you will be contacted by the PGME (Post Graduate Medical Education) that will provide you with instructions on how to proceed with registration. The following document should have been sent to you already, please see attached this document pre fellowship in case you do not have it. Please read the instructions and timeline carefully.

Please find an Orientation Booklet containing all necessary information and timeline in preparation of your fellowship, as well as information regarding life in Toronto.

We strongly recommend that you arrive in Toronto at least 2 weeks before the time of expected start, and at the latest 1 week prior to the beginning as some of registration requirements can only be met once in Canada. To set up an observership and familiarize yourself with the units please follow this link.

Please find additional links below.


Immigration, Refugees and Citizenship Canada

* Please ensure that you apply for the appropriate documents: you will need a Work Permit to work in Canada. Depending on your country of origin, you may also need a Temporary Resident Visa. Please check carefully on the IRCC website whether you need a visa or not.


Physiciansapply.ca


College of physicians and surgeons of Ontario


Post Graduate Medical Education


Open a Canadian bank account from Home before arrival. It is possible with HSBC Premier account. Visit their website for more information.


Also Join the PGME Fellowship Forum on FacebookYou can connect with fellows and share tips to find an apartment, furnitures and more…

Getting started: Registration with UNIVERSITY of TORONTO (PGME) and Others

Once landed in Canada, you will be delivered your final work permit. Obtainment of the work permit will allow you to finalize your registration with the PGME and CPSO.

Please find below the different steps for registration. Note that steps 7 to 9 do not necessarily have to be done in the indicated order and that Step 12 can be done at any time once you’ve obtained your work permit (You can actually obtain your SIN number at the airport, once you’ve obtained your work permit).

Once you’ve obtained your work permit, scan it and send it via email to the CPSO inquiries@cpso.on.ca. This is a mandatory step to obtain your license, which is required for your registration with the PGME and your respective hospitals.

Creating a Canadian Bank account should be your first step as the PGME and UHIP do not accept payment in cash and you will need void cheques for payroll +/- CMPA purposes.

Canada Trust Bank have a special package for fellows. Please bring your work permit and letter of agreement to benefit from it. There is an office located on 465 University Avenue across from the PGME where you will have to go next. Many other banks are located in the vicinity of the PGME (cf page 32 of the orientation booklet). Visit www.tdcanadatrust.com for more information.

Alternatively, you can also open a bank account from your home country (before arrival) if you have an HSBC Premier account.

The PGME is located on 500 University Avenue on the second floor.

Please bring your work permit to the PGME, they will send it to the CPSO (in case they have not processed it yet).

You need to obtain University Health Insurance Plan UHIP  within 10 days after arrival in Canada. PGME will help you to get your health insurance coverage. After 3 months you will be eligible for Ontario Health Insurance Plan OHIP . Note that you must register with OHIP within the first 3 months after arrival. Make sure to proceed with registration as soon as you are settled.

It will take CPSO 1-2 days to process your registration and to provide you with your CPSO license number (you cannot work without this). Please call CPSO at 416-967-2617 ext 221 after 2 days to get your license number if you have not heard back from them. You can also contact them via email inquiries@cpso.on.ca as the waiting time on the phone can be quite long in June. Expect longer waiting time end of June as it is the busiest time of the year for the CPSO.  

CPSO will also send you a “Certificate of Registration” in a few days. This certificate is to confirm that you are registered with CPSO. You do not need this certificate to start your fellowship.

You can call the PGME or send them these information via email Postgrad.med@utoronto.ca, and then check that your status is active on POWER.

You can initiate your registration with the CMPA beforehand however you will only be able to finalize the registration once you’ve obtained your CPSO license and a Canadian Bank account.

You can apply on line CMPA or by mail or phone. Payment could be be either by 12 instalments or single payment.

For first year fellows, you will only have to fill out an attestation on POWER.

To obtain your mask fitting you will have to go to an occupational health centre. There is usually one in each hospital. You can find an updated list on POWER website.

Occupational health

Once you’ve obtained your Vulnerable Sector Screen record, your mask fitting, and completed the elearning module (and obtained the related certificate) you can upload your documents following that link. You may also upload a void cheque for payment requirement.

Once all your documents would have been received you will be able to proceed with payment. Any missing document will preclude you from fully registering. You can pay online or in person, however note that the PGME does not accept payment in cash.

Print your confirmation of registration as it will be needed for registration at UHN and Mt Sinai

You will need a S.I.N. to be able to work and be paid in Canada. This step can be done at any time once you’ve received your work permit. You can actually obtain it directly at the airport just after obtaining your work permit.

Please Visit the CIC website for more information. The closest  Service Canada Centre is located in the Toronto City Hall, 100 Queen Street West, Floor 1.

You will obtain your SIN immediately and the card after a few weeks. You do not need the card to start working.


REGISTRATION WITH UHN/MT SINAI

Once your registration with CPSO and PGME is complete, you will be able to finalize your registration with UHN/Mt Sinai. Do not forget to bring your “confirmation of registration” from the PGME

REGISTRATION AT UHN (For TGH and TWH)

To proceed with registration at UHN, you will need to complete your EPR (Electronic Patient Record) training and test. It is recommended to complete the training at least a week before starting your rotation.

Completion of Electronic Patient Record training and obtainment of access is mandatory before starting your clinical duties.

PG-UHN-Registration-Instructions
UHN-Registration-FAQ

Register on UMLearns. You will receive an email confirmation that your registration is complete.

On registration with UM learns you will receive a T-id number.

Both t-ID and EPR log-info will be available under Network Log-In tab in their UMLearns.uhn.ca profile

For EPR access learners must complete online training modules at http://www.uhn.ca/corporate/For_Staff/Digital_Education/Pages/EPR_physicians.aspx

EPR training and passing the online test must be completed at least 1 week before you arrive to allow for access to the EPR system upon your arrival. Failure to comply may result in your inability to provide clinical service.

Training MUST be completed before arrival at the Hospital. Training completion, including the online knowledge test, takes approximately 2.5 to 4 hours depending on access required. No login is required.

Physicians, Residents and Fellows – Complete EPR with MOE/MAR (e-Medication Ordering) for Physicians.

Once you have completed the core e-Modules you must complete and pass the EPR knowledge test. After passing the test, you must complete the Course Completion Declaration Form and ID Verification Form.

Accurate completion of these forms is required for you to receive EPR access. A confirmation email will be generated once you have passed the test indicating that you have successfully completed EPR training. Please keep this for your records. You will be required to present proof that you passed the test (email print out/screen shot) when you register in person at Medical Education.

Please visit Medical Education office to obtain your scrubs’ form.

TGH Medical Education: located on the Ground Floor of the Eaton Building of the Toronto General Hospital (TGH Floor Map).
TWH Medical Education: 750 Dundas St. West, 3 floor, Room 305 / Jenny Lam (TWH Floor Map).

Note that full activation of your EPR access can take another 24 to 72h especially in June.

Once registered with medical education you will be provided documents that will allow you to obtain your ID badge, your scrubs (you will need a deposit of an amount dependent on the number of scrubs). Your pager and UHN email address will be provided by the program.

Please follow the instructions contained in the following document to fulfill any outstanding requirements.

PG-UHN-Registration-Instructions
UHN-Registration-FAQ

REGISTRATION AT MOUNT SINAI

Please find here some information to register at Sinai Health System

MSH_Pre Registration Instructions_2018
Education-Instructions-for-Fellows-Residents-and-Med-Students

Register on UMLearns. You will receive an email confirmation that your registration is complete.

Complete the POWER Chart training. Follow this link to start your training.

Your user name is the email address you supplied to medical education, the password is training. See attached document for more information LMS eLearning Instructions.

The Medical Education office at Mt Sinai is located on the 3rd floor 60 Murray Street (Main Floor Map). Please bring your registration of confirmation with the PGME and the results of the test for POWER. You will be bale to obtain your badge and access once you’ve registered.

REGISTRATION WITH HUMAN RESOURCES

In order to get paid, you will need to register with HR at UHN (even if you are starting at Mount Sinai)

You hire letter will contain a link for you to complete a registration package. You will have to bring this package to HR at TGH (3rd Floor Robert Fraser Building, above the Emergency Department. See map)

Please contact their Helpdesk, should you have any question: 1 (416) 340 5995.

Find here some relevant information pertaining to the hospital organisation and registration information

This last link is only available from the intranet

You are now ready to start your fellowship. Welcome and all the best.

Please arrange to meet the education lead at the site where you will start. Note that for confidentiality reasons, you will not be able to attend rounds before your start unless you organize an observership (which we strongly recommend

Observership at UHN 

Observership at Mount Sinai

MSH
After registration with medical education at Mt Sinai, you can obtain your badge from security located on the Main floor close to Murray street entrance (Main floor Map). 

TGH
To obtain your scrubs, obtain a Scrubs Receive requisition forms from Medical Education, and pay a refundable deposit at the cashier

UHN Cashier’s Office, M-F: TGH 8:30am – 12:00pm & 1:00-4:00 pm)
Refundable Deposits required: $55 Lab Coat and 1 Scrub Set. Other options available).
Located in the Lobby of the Peter Munk Building (on the Left of Starbucks) (TGH Floor Map)

Once you’ve paid, go to the basement, but use the SERVICE EATON ELEVATORS (Do not take take any other elevators otherwise you will get lost), from the ground floor where Medical education is located. Note that those elevators are not indicated on the map but they are located just beyond Lettieri [on the left] on the way to the food court.

Scrub Suit Pick Up and exchange  TGH – Eaton Wing South, Basement, Rm. 408 M-F 8:30am-12:00pm and 1:00pm-4:00pm 

This is also where you can get your ID badge (they alternate between TGH and TWH, so you may have to go to TWH if you need your badge immediately.
TGH Mondays, Tuesdays, & Wednesdays ONLY

To exchange your scrubs go to the same place where you picked them up. Open M-F from 0630-1600h (closed at Midday)

TWH
To obtain your scrubs, pay a refundable deposit (Refundable Deposits required $55 Lab Coat and 1 Scrub Set. Other options available) at the cashier located near the Leonard entrance close to Second cup (TWH Floor Map)

UHN Cashier’s Office, M-F: TWH 8:05am-2:30pm,  TWH – McLaughlin Wing, First Floor, Rm. 412

To obtain your photo ID, go to Fell Pavilion, 1st floor, Rm 511-Opposite Main Information Desk 7:30am-3:30pm. Thursdays and Fridays ONLY.

To exchange your scrubs: Room 2M408, on the 2nd floor of the McLaughlin wing – one floor up on the centre elevators which are behind Admitting. Open from 08-0900h and 1445-1545h.

Coral Viewer (review of radiologic images outside of EPR)

Coral Web Viewer is available for learners with active EPR accounts. To log in they will need to input their EPR user ID and initial password is ‘password’. Help Desk at 416-340-4357 will be able to help with any technical difficulties

Syngo (Echocardiographic studies)

Once you receive your t-ID, please contact Susan Tarnawski to create a NARF to have access to Syngo. You will then have to proceed with a quick training to learn how to navigate the system

The call schedule and duties allocation are released 2 weeks before the start of the block. Any vacation request/ Not on call request should be received at the latest 4 weeks before the requested date and before the call schedule is released

VACATION

You will be permitted 4 weeks of paid leave and 1 week of education leave.  One week comprises of 5 working days and 2 weekend days.  In addition to this, you will have 5 days during the Christmas or New Year period and statutory holidays.

You will need to formally request approval for leave for the specific weeks at least 1 month in advance.

For 2018: Christmas Block Dec 22nd to 26th/ New year’s Block: Dec 28th to Jan 1st. All fellows are expected to be present on Dec 27th.

Should you work on a recognized statutory holiday, you are entitled to a paid day off in lieu of the holiday to be taken at a time mutually convenient within ninety (90) days of the holiday worked.

List of statutory Holidays in Canada and see PARO agreement section: Statutory Holidays.

 

TO REQUEST VACATION

All requests must be approved by the Education Site Director of your hospital.

To submit a vacation request please submit the following form IDCCM-Vacation-Request-Form and send it to Shanthy and to the Education Coordinator of the site where you will be for the time requested. All requests are pending approval of the education coordinator, therefore do not make any firm commitments until you’ve received written confirmation that your request has been approved.

You are expected to formally request vacation even when you are on academic/elective time

As you will soon realize as you start rounding in your respective units, speaking English may not be enough…Please find here a list of useful acronyms and abbreviations…

You can also download for free the app All Acronyms on your cell phone.

We highly recommend that you go through that list before the start…

University of Toronto Library Card

Please visit the Robarts Library to obtain your UofT card. This will allow you to set up you UTor Id and access articles and books via the University of Toronto. At the Robarts library, you will receive the necessary document to obtain your card at the T card office located at the U of T Bookstore located at 214 College street West. (You will need your passport and work permit/visa)

You will be able to link Pubmed directly to your UtorID by visiting the Gerstein Library website and follow the link Pubmed @ UofT. This will also allow you to obtain some discounts and get access to the sport facilities of the University.

Hospital Wireless Network

MSH
You can access the Hospital wifi through Mshguest

UHN
Fellows based at UHN can access the protected wifi from the hospital with their t-number
Hospital Wireless: UHN wireless corporate
Access with T number and its password

UHN is in partnership with several organisms that allow you to obtain discount prices.

Some of those discounts can be found following these links (you will need access to the intranet, which is available from any computer within TGH and TWH
Rogers
Telus
Dell
Apple

You can find more information following that link once you have access to the Intranet (through the hospital, go to Employee tools > Employee discounts group rate)

What you need to know…

To transit through Toronto you can either use the

  • TTC (Toronto Transit Commission): you can either purchase individual tokens, weekly or monthly passes or use a PRESTO card.
  • Bike share  (That you can use if you have a PRESTO Card)
  • walk

From TGH to and from TWH, there is a shuttle available departing from TGH (University Avenue entrance, in front of Starbucks Lobby) every 15 min on the hour. From TWH the shuttle departs from Leonard Street entrance (by Second Cup)

To go to Sunnybrook, a shuttle departs from Womens’ College 76 Grenville street. The shuttle leaves every half hours (schedule accessible inside Women’s college and the intranet from Sunnybrook) See their website

In case you cannot access your EPR anymore, please visit medical education to fill out a form and they will reactivate your account. That may happen at the end of your PEAP.

 

Should you not remember your password please call the Helpdesk ext: 4357 or 416 340 4357

As you start your fellowship you will have to fulfill the PEAP requirements, meaning that we will evaluate you for up to 3 months. Should you not pass the PEAP, you will not be able to continue your fellowship.

Upon arrival and registration with the PGME, you will be receiving UHIP and apply at the same time for OHIP. After 3 months, you will be eligible to receive OHIP.

To obtain your OHIP, visit their website to obtain more information. Note that only the location on Bay street (College Park) will be able to process your application if you are on a work permit)

You will need the following documents

  • a completed Registration for Ontario Health Insurance Coverage form
  • three separate, original (not photocopies or printouts of electronic documents) identification documents:
    • one that proves your Canadian citizenship or OHIP-eligible immigration status (e.g. Canadian birth certificate, Permanent Resident Card, Work permit)
    • one that proves you live in Ontario (e.g. Ontario Driver’s Licence, income tax assessment, letter from the program testifying that you reside and work in Canada)
    • one that supports your identity (e.g. credit card, passport from any country)

When registering with Human resources, you will choose a benefit package. Some of your health related expenses will be covered by those. You can have access to this information on your Employee Self Service account (Access the Employee Self Service tool with you t number and password. Only accessible from a computer within the hospital using Internet Explorer. Within the intranet, go to Employee tools> Employee Self Service)

Should you have a needle injury, an injury that may require modify duties, or need to redo your TB testing, you can go to Occupational Health. See list attached.Occupational health.Note that they will only be able to do a quick assessment, as they do not have a physician on site.

Note that you are only allowed to drive in Canada with a foreign driver’s license for a period of 60 days. After that you will have to obtain a Ontarian License from any Service Ontario office. More information here.

You will be permitted 4 weeks of paid leave and 1 week of education leave.  One week comprises of 5 working days and 2 weekend days.  In addition to this, you will have 5 days during the Christmas or New Year period and statutory holidays.

You will need to formally request approval for leave for the specific weeks at least 1 month in advance.

For 2018: Christmas Block Dec 22nd to 26th/ New year’s Block: Dec 28th to Jan 1st. All fellows are expected to be present on Dec 27th.

Should you work on a recognized statutory holiday, you are entitled to a paid day off in lieu of the holiday to be taken at a time mutually convenient within ninety (90) days of the holiday worked.

List of statutory Holidays in Canada and see PARO agreement section: Statutory Holidays.

 

TO REQUEST VACATION

All requests must be approved by the Education Site Director of your hospital.

To submit a vacation request please submit the following form IDCCM-Vacation-Request-Form and send it to Shanthy and to the Education Coordinator of the site where you will be for the time requested. All requests are pending approval of the education coordinator, therefore do not make any firm commitments until you’ve received written confirmation that your request has been approved.

You are expected to formally request vacation even when you are on academic/elective time

PARO rules

On calls, vacation, parental and pregnancy leave as well as clinical duties are regulated by the PARO rules. Please visit their website for more information.

Should you exceed the maximum number of calls for any given block, additional calls will be remunerated. Please fill out a stipend form and submit it to Susan.tarnawski@uhn.ca . For Mac users, please ensure that the form is filled in properly before sending it, as it may appear blank upon reception

Call Stipend Form

The Department provides financial support for fellows to attend international meetings to present on behalf of the University. In terms of the amount available to each fellow it is neither specific nor inexhaustible. In the past we have funded up to $1500 towards registration, travel, and subsistence.

Each request will be considered individually and support documents will be expected

Please find here enclosed information regarding tax filing.

Taxes information and deadlines can be found on the Canadian Revenue Agency site

Your T4/T4A is available from the intranet Employee Self Service (available end of February/beginning of March. Access the Employee Self Service tool with you t number and password. Only accessible from a computer within the hospital using Internet Explorer. Within the intranet, go to Employee tools> Employee Self Service) and you can find the form T2202A for the University on your Power account, under Tax forms. 

Keep all bills related to rent, professional expenses and proof of taxes paid from your home country, as those may be deducible.

Possible deductions may include but are not limited to

  • Registration fees, PGME, CMPA, CPSO
  • Conference and examination registration not covered by the program (separate form approved by the program will be requested [form available on the CRA website or available at your tax filing agency])

H and R block offers tax filing for about 30 dollars for fellows for simple tax return (you may have to pay slightly more in case of more complex tax filing (around 150 dollars))

To request a specific elective, please discuss with our Program Director as soon as possible to allow sufficient time for arrangement.

Starting in a new country, new system can be a stressful experience, do not hesitate to contact us should you need any support. Our spiritual care providers are also available for support. You can also visit the website the Wellness Centre of the University of Toronto.

 

Should you be willing to make an appointment with someone at the wellness centre you can do so through their coordinator Diana Nuss at pgwellness@utoronto.ca or call 1 (416) 946 3074.

You have access to the University of Toronto Sport facilities located around the campus. Amongst them you have access to the Goldring centre located at 100 Devonshire Place, Toronto ON M5S 2C9 and the Athletic center located at55 Harbord St., Toronto, ON M5S 2W6.

Visit their website for more information.

For those interested in extending their fellowship for a longer period of time, please let the education leads know your interest as soon as possible, as your application will be reviewed at the time of selection for first year fellows.

Should you prolong your fellowship for a year or more, you will have to renew your CPSO License, Work Permit, CMPA and PGME registration

 

Should you prolong your fellowship, you will have to follow the same process for your work permit once you’ve obtained your letter of Appointment. Make sue to allow enough time to obtain your work permit in a timely fashion.

Online application is the best way to obtain your work permit

You will also have to renew your CPSO license. The application package is slightly lighter than on first application but will still require most of the documents. A package application will be sent out to you once the PGME would have confirmed your reappointment. However, please check with them that they received your letter of Appointment and that your application is being processed.

You can prolong your CMPA coverage online by going to your member area.

For your second and subsequent year you will be required to obtain a vulnerable sector check. You can find the form and more information on POWER. Note that the form needs to be printed on a legal size paperVisit the Toronto Police centre (the closest one is located at 40 college Street West) to obtain your VSS. Note that it takes at least a week to be obtained. An accelerated process can be obtained for additional cost.

Your TB immunisation will have to be renewed as well. The others will depend on the last time you had your immunisation checked. The PGME usually contacts you regarding these matters.

Print the form that can be found on POWER and visit an occupational health centre, and then upload the document to your POWER.


Mask Fitting is only required every other year. Should you have to renew it, it will appear as pending on your POWER profile.

You will have to complete the E learning modules on POWER similarly as the first year.

Once all the aforementioned requirements would have been fulfilled and entered on POWER, you will be able to proceed with registration.

Your health card, SIN card will have to be renewed as well. Please follow the same steps as the first year.

Should you be late to renew your work permit. Please contact Stephanie Nardella. She can advise you on how to proceed to obtain your work permit faster

To renew your registration with UHN and Mount Sinai Please follow the same steps as the first year. You will not have to redo the EPR/Power chart training, but your EPR account will have to be reactivated upon reception of confirmation of registration with PGME.

Do not forget to visit UMLearns and update your information, before visiting the Medical Education office. Remember that you will still have to register at both UHN and Mt Sinai.

Should you have any queries related to the program, please contact our program coordinator

Shanthy Thivakaran
Fellowship program coordinator

Mount Sinai Hospital
18-232
600 University Avenue
Toronto, ON M5G 1X5

thushanthy.thivakaran@sinaihealthsystem.ca
tel: 1 (416) 586 4800
ext: 8010

 


Site specific Contacts


Sinai Health System and Toronto Western

Shanthy Thivakaran
Administrative assistant to Drs Lee and Goffi

Mount Sinai Hospital
18-232
600 University Avenue
Toronto, ON M5G 1X5

thushanthy.thivakaran@sinaihealthsystem.ca
tel: 1 (416) 586 4800: ext: 8010

Toronto General

Susan Tarnawski
Administrative coordinator to Dr. Ferguson

Toronto General Hospital
11 PMB 120
585 University Avenue
Toronto, ON M5G 2N2

susan.tarnawski@uhn.ca
Tel: 1 (416) 340 3096


Education leads


Dr. Christie Lee
Fellowship Director
Education Lead
Mount Sinai Hospital

Dr. Ghislaine Douflé
Education Lead
Toronto General Hospital

Dr Alberto Goffi
Education Lead
Toronto Western Hospital

© 2018 Critical Care Medicine | University Health Network & Mount Sinai Hospital. 

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