New Resident Registration Guide

 

Welcome from the Associate Dean, Postgraduate Medical Education

On behalf of the Faculty of Medicine, welcome to postgraduate training at the University of British Columbia!

You are part of a community that includes approximately 1400 postgraduate trainees (residents, fellows, international trainees). At UBC, we are committed to providing an environment of excellence in education, innovation and scholarship. Faculty members and program directors are tirelessly engaged in continuously looking at ways to make your training better. Our PGME office strives to support our trainees and programs in this process.

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At UBC, clinical training is distributed across the province in a manner that supports community relationships and provides learning opportunities in multiple environments. UBC offers Family Medicine, together with over 70 specialty and subspecialty training programs recognized by the Royal College of Physicians and Surgeons of Canada and the College of Family Physicians of Canada.

You are entering your postgraduate training at a very exciting time. Many programs are adopting a competency based medical education approach. In this light, as you engage in your training, I encourage you to provide your supervisors, program directors, and our PGME office with as much feedback as possible so that we can work together to improve your education, wellness, and experience.

Given the breadth and depth of postgraduate education at UBC, the following sections are intended to provide relevant, appropriate information to support our programs. If you have any questions or just want to stop by and say “Hi” please do not hesitate to contact me.

Ravi S. Sidhu MD MEd FRCSC FACS
Associate Dean, Postgraduate Medical Education
Associate Professor, Department of Surgery
Faculty of Medicine | University of British Columbia

Checklist for Residents 'New' to a UBC Residency Program

Please pay close attention to all task deadlines. Missing a due date will not only cause undue stress, but will also hinder a smooth transition into residency. Click any of the blue arrows to complete its respective task.
Tasks to complete by Program start date:Due date:
PGME RMS Registration opensApril 21
If you have not previously attended UBC, create your Campus Wide Login (CWL) upon receiving your MRES (student) number.April 29
Activate your UBC Email Address.April 29
Submit your Social Insurance Number (SIN) to Provincial Health Services Authority.April 29
Complete PGME Registration in the Resident Management System (RMS) by updating your contact information (UBC email address required) and signing your Letter of Offer.by May 13
Complete and return Payroll, Health & Benefit Forms to Provincial Health Services Authority. Delays in returning these forms may result in delays to pay processing and benefit set-up.May 20
Immunizations: 1) report your immunization record to the Workplace Health Call Centre using the WHCC Self Reporting Tool.
2) attend an employee immunization clinic.
Refer to the following timetable to determine when you must self-report by:
1) Living in BC prior to April 2022, Surname begins with A to L: June 6 to June 10
2) Living in BC Prior to April 2022, Surname begins with M to Z: June 13 to June 17
3) Moved to BC after April 2022, Surname begins with A to L: June 20 to June 24
4) Moved to BC after April 2022, Surname begins with M to Z: June 27 to July 1
June 6 - July 1
When invited to do so, complete the application for registration and licensure with the College of Physicians and Surgeons of BC (the College).June 1
Acquire CMPA Coverage prior to the start of residency.June 1
Complete required Online Courses and Learning Modules.June 15
COVID-19Continuous
If travelling to BC from outside of Canada please notify PGME at postgrad@postgrad.med.ubc.ca if you need to self-isolate. This link has the most recent information.Prior to start date
Carefully review the following COVID-19 related documents:
UBC PG Trainee COVID-19 package
UBC PG Trainee Self-Isolation Plan
BC Self-Isolation Plan
Prior to start date
Postgraduate Medicine Academic Year beginsJuly 1
Set up Direct Deposit through Student Service Center for reimbursement purposes.June 30
Pay UBC Registration Fee online through the Student Service Centre (SSC).July 7
Attend mandatory UBC PGME Orientation on Tuesday July 12pm (1:00-2:30pm)July 12
Complete the 2022 PGME Resident Profile SurveyJuly 15

New Resident Orientation (July 12, 2022)

The following resources were also mentioned during this orientation and are included here for your reference

Frequently Asked Questions

This section will be continually updated with relevant information and answers to common questions.

UBC email address & CWL – As an incoming resident I will require a both a Campus Wide Login (CWL) and UBC email address. How do I set these up?

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To create a UBC email please see here. To initiate a CWL please see here .

How do residents get access to the UBC online library, and how can we go about obtaining a CWL login??

Learn more

All residents have access to UBC online library resources with your UBC CWL login. Library access instructions are available here

To obtain a CWL please see here

Are residents eligible for Compass card/UPass student rates for subsidized public transit fares?

Learn more

All residents pay a registration fee to UBC as opposed to UBC student or course fees. The registration fee covers access to UBC resources such as UBC Library access and systems (CWL, email, OneDrive, etc). Residents do not meet the eligibility requirements for a U-Pass. More information is available here

All residents have access to UBC online library resources with your UBC CWL login. Library access instructions are available here

To obtain a CWL please see here

Payroll – How do I get on payroll?

Learn more

Payroll and Benefits are administered by Provincial Health Services Authority who will contact residents new to UBC by email prior to registration requesting your Social Insurance Number (SIN)..

Returning your direct deposit authorization/tax forms in a timely manner will ensure that PHSA are able are to set up your direct deposit information in their system.

More detailed information can be found here.

Payroll – When will I be paid as a resident at UBC?

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UBC residents are paid once every two weeks. Please see the 2022 pay dates here. See pay dates marked with a “P”.

Payroll – Who should I contact if I have a question relating to payroll?

Learn more

Please reach out to payroll at this email here.

Benefits – What benefits are available to residents at UBC?

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For more information on the benefits available to UBC residents please either refer to your Pacific Blue Cross account or access the Benefits page on the Resident Doctors of BC website.

You may also review the Resident Collective Agreement for more information.

Insurance/Benefits – Who should I contact if I have questions relating to some of the benefits that are available to residents i.e life/disability insurance for example?

Learn more

For more information about the benefits available to you please review the Group Benefits Plan for more details on the benefits available to you.

Further information is also available via the Resident Collective Agreement.

Insurance/Benefits – Are residents covered for life/disability insurance?

Learn more

Yes. Please refer to the Benefits page via the Resident Doctors of BC webpage for more information on the benefits that are available to residents.

Resident Remuneration – Where should I go if I have questions with Resident Remuneration i.e payment for call etc?

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Resident remuneration is negotiated through the Resident Doctors of BC via The Health Employers Association of BC (HEABC). For questions on resident remuneration please contact Resident Doctors of BC.

Alternatively you can find more detailed information here.

CPSBC Licensing – How will cancellation of MCC part II examination affect Resident Clinical Associate (moonlighting) licences?

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Residents will be awarded the MCC based on successful completion of the MCC part I examination and on satisfactory completion of one year of postgraduate training. For eligibility for the Resident Clinical Associate license residents will need completion of 2 years of postgraduate training.

CPSBC Licensing – Can residents do Clinical Associate work or moonlighting at the same institution they work at? (i.e to cover extra call shifts if it does not interfere with their training in any way)

Learn more

Residents are encouraged to review the PGME Resident Clinical Associate policy here for all the parameters around Clinical Associate work.

CPSBC Licensing – Some rotations may leave residents as the only provider in the hospital/ward, where the supervising physician or preceptor is available by phone. Is this allowed on a resident educational license?

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Yes, this situation is allowable on an educational license as preceptors are still able to supervise if available remotely.

CPSBC Licensing – What kind of educational license do you need for international electives?

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This is dependent upon the jurisdiction within which you doing the international elective. You would need to make contact with the licensing body where you are undertaking the international elective.

Prescription Pads – How do we obtain prescription privileges?

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Please see this link here. and review the Change to the granting of prescribing privileges for residents entering UBC training document New residents will be granted prescribing privileges upon entry to their program through CPSBC and do not need to send a request.
Learn more

Prescription Pads – Do residents have to order the pad? Or the first pad is automatically mailed to our clinic?

Learn more

New residents will be granted prescribing privileges upon entry to their program through CPSBC and do not need to send a request. Please see the instructions referenced here. Also please refer to this document for the processhere.

Learn more

Prescription Pads – Will prescription pads be sent to a private or business address?

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All Rx pads are sent directly to the business address the registrant adds to their online College profile (unless specifically instructed otherwise).

Prescription Pads – Where do we find our MSP number?

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If you are already enrolled in the BC Medical Services Plan (MSP), you can find your MSP number on your BC Services card. If you are new to BC, you are responsible for applying for MSP coverage. More information is available here.

Prescription Pads – When writing prescriptions, is it ok to put our CPSID # down? Or, should we use our MSP # ?

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Residents should use their CPSID # when prescribing and their MSP # for referrals for tests, diagnostics, lab work etc.

Prescription Pads – What phone number should residents use on prescriptions?

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Residents are not expected to share personal information. Consider sharing a number for a ward or clinical location where pharmacy can contact you if necessary.

Prescription Pads – Will prescription pads be sent to a private or business address?

Learn more

All Rx pads are sent directly to the business address the registrant adds to their online College profile (unless specifically instructed otherwise).

Prescription Pads – Is it acceptable to put a hospital as my business address??

Learn more

Yes, this is acceptable. CPSBC will only accept business addresses via the online CPSBC account for the prescription pad request to be processed. Private residential addresses should not be used.

Prescription Pads – Does your preceptor need to cosign all prescriptions?

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No. Preceptors do not need to co-sign on prescriptions.

Prescription Pads – What is the turnaround time for prescription pads?

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It is estimated that they should take about 2-weeks.

Prescription Pads – Can residents prescribe low-grade prescriptions to family members (e.g. antibiotics etc.)?

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No. Writing prescriptions for family members is not permitted.

Health Monitoring – What is the threshold for reporting mental health to the College? For example, if you have depression but are taking regular medication, feel well generally, and your mental health does not impact patient care, is this reportable?

Learn more

As a resident if you’ve got a condition and you’re on a medication (it doesn’t necessarily need to be for a mental health issue) and you are functioning to an extent that this does not impact patient care then you need not inform CPSBC. If in doubt of these thresholds and how they impact you, contact with CPSBC is recommended.

Physician Health Program (PHP) / Health Monitoring – Do PHP automatically report any diagnosed conditions to the college for monitoring?

Learn more

No. PHP do not report to the CPSBC when a resident engages with them.

Physician Health Program (PHP) – Can PHP refer residents directly to specialists, or do residents have to wait to be assigned a family physician?

Learn more

Each case is assessed on its merits, if a specialist referral is most appropriate then this will be offered to residents. For more information on PHP please see here.

Physician Health Program (PHP) – Does PHP offer a limited number of counselling sessions to residents?

Learn more

There is no maximum number of sessions. Each resident is offered up to 6 sessions to begin with, with extensions possible to this which are based on need. There is no upper limit. For more information on PHP please see here.

Physician Health Program (PHP) – Does PHP report interactions with residents to CPSBC?

Learn more

PHP do not typically report interactions with CPSBC. They are physician advocates and would only report if legally required to. For more information on PHP please see here.

Physician Health Program (PHP) -Is there a service to assist residents in finding a Family doctor?

Learn more

Yes, PHP do provide this service. Please see here.

Is there a service in BC to help connect our inpatients to a family doctor?

Learn more

BC College of Family Physicians have the following resource to help individuals find a Family Physician/ Please see here.

Physician Health Program (PHP) – Is the cost of counselling through PHP also covered?

Learn more

PHP do not charge for any counselling, support, advisory, advocacy and referral services that they provide to resident doctors and their eligible dependents. They cannot reimburse for similar services residents may receive from outside of the PHP program..

Resident Wellness Office (RWO) & Physician Health Program (PHP) – What are the differences in counselling services available between resident wellness office and physician health program?

Learn more

Both RWO and PHP offer counselling supports for residents. Residents are free to contact either, both PHP & RWO work closely together, and will refer to one another if capacity limits are reached.

Resident Wellness Office (RWO) – How do residents book counselling sessions via the RWO? ?

Learn more

Please go to the RWO website here. and click ‘book an appointment’

There is currently a limit of 10 counselling sessions per academic year available for each resident. This is in place to ensure that waitlists can be better managed, and that there is more equitability in terms of access to services for all residents. For more information on the RWO please see here.

Resident Wellness Office (RWO) – Is there a limit to the number of counselling sessions available to residents?

Learn more

There is currently a limit of 10 counselling sessions per academic year available for each resident. This is in place to ensure that waitlists can be better managed, and that there is more equitability in terms of access to services for all residents. For more information on the RWO please see here.

Resident Wellness Office (RWO) – If residents already have a counsellor can they get these sessions covered? Or do they have to go through the RWO appointed counsellor to get the free sessions??

Learn more

For information on eligibility to reclaim counselling expenses you will need to investigate via RDBC on your group benefits plan. To access free RWO counselling sessions residents will need to go through the RWO to access the counsellors. Please go to the RWO website here. and click ‘book an appointment’

Counselling Support Services – Can we access counselling services from both RWO and PHP simultaneously?

Learn more

Yes, this is possible and permissible.

Counselling Support Services – In addition to the Physician Health Program (PHP) and the Resident Wellness Office (RWO), what other counselling support services are available to residents?

Learn more

In addition to PHP and RWO you may also seek support via your health authority Employee and Family Assistance Program (EFAP) or Employee Wellness program.

Mistreatment reporting – How should residents respond to situations where they feel that they are being mistreated or being discriminated against?

Learn more

There are several options available to residents. Firstly residents can consider reporting mistreatment via the Learner Mistreatment website, where reporting can be anonymous. Secondly residents may report issues confidentially to PGME. Additionally annual learning environment surveys are sent to all UBC residents, where data is collected any analyzed, program reviews are undertaken. PGME has a review committee which is tasked to review all this information on an ongoing basis, and to find solutions and remediation where problems are reported.

For more information please see the website for the Respectful Environments, Equity, Diversity & Inclusion (REDI) office

Mistreatment reporting – How should residents file a complaint?

Learn more

To file a mistreatment complaint residents are advised to follow the process herevia the Respectful Environments, Equity, Diversity & Inclusion (REDI) office website.

UBC Requirements and Important Information

UBC Registration fee

New residents will be contacted directly by UBC Enrolment Services with instructions for payment. UBC registration fees can be paid through the UBC Student Service Centre and the 2022-2023 fees are due by July 7, 2022.

Medical residents are required to be registered with the University of British Columbia for the duration of their training. The fee is set by the University Board of Governors and is a “registration” fee as opposed to a “tuition” fee. The fee for the 2022-2023 academic year is $464.87.

UBC Email Address

Residents new to UBC must create a UBC-issued email address. Learn more.

Resident Management System (RMS)

RMS manages academic and administrative records for all UBC residents. Learn more.
All new and returning residents are required to complete PGME Registration. Learn more.

Resident Wellness

The Resident Wellness Office supports residents throughout their time at UBC. Learn more.

UBC Library Card

The UBCcard acts as a library card. Residents who have completed the registration process and have obtained their UBC MRES (student) number can contact the UBCcard Office .

2022-23 Academic Year Rotation Schedule 

See full schedule

BlockStart DateEnd DateStat Holidays
1Thursday, July 1, 2021Monday, August 2, 2021Thursday, July 1 (Canada Day)
Monday, August 2 (BC Day)
2Tuesday, August, 3 2021Sunday, August 29, 2021
3Monday, August 24, 2021Sunday, September 26, 20212020Monday, September 6 (Labour Day)
4Monday, September 27, 2021Sunday, October 24, 2021Monday, October 11 (Thanksgiving)
5Monday, October 25, 2021Sunday, November 21, 2021Thursday, November 11 (Remembrance Day)
6Monday, November 22, 2021Sunday, December 19. 2021
7Monday, December 20, 2021Sunday, January 16, 2022December 25 (Christmas - observed on December 27)
December 26 (Boxing Day - observed on December 28)
January 1 (New Year's Day - observed on January 3)
8Monday, January 17, 2022Sunday, February 13, 2022
9Monday, February 14, 2022Sunday, March 13, 2022Monday, February 21 (Family Day)
10Monday, March 14, 2022Sunday, April 10, 2022
11Monday, April 11, 2022Sunday, May 8, 2022Friday, April 15 (Good Friday)
Monday, April 18 (Easter Monday)
12Monday, May 9, 2022Sunday, June 5, 2022Monday, May 23 (Victoria Day)
13Monday, June 6, 2022Thursday, June 30, 2022

Payroll, Health & Benefits Forms

New residents can find out about Payroll and Benefits, MSP Enrolment, accessing their T2202A, and more at the Payroll, Health & Benefit Forms section of the PGME website.

Educational Licensing - The College of Physicians and Surgeons of BC

All residents must obtain an educational license from the College of Physicians and Surgeons of BC (“the College”) prior to the commencement of training. Until you have received confirmation from the College via email that your license has been issued, you will not be permitted to start your residency program.

The College will contact most residents directly via email regarding the application process. This applies only to those who have not previously held a full license for independent practice with CPSBC. If you have previously held a full license with CPSBC you should expect to contact the College yourself to request licensing for your residency program.

If you have not held a full license previously and you have not received any correspondence from the College by May 16, 2022, check your spam/junk mail folders before you contact them via email at postgrad@cpsbc.ca.

IMPORTANT: please be sure to complete your entire application process (i.e complete the online application form, make payment of your fees and submit supplementary documentation, if required) by the deadlines stated in the email from the College. This will ensure that you are licensed for July 1, 2022 in a timely manner.

Occupational Health & Safety

New residents can find out about immunizations, health and safety procedures, and more at the Occupational Health & Safety  section of the PGME website.

Canadian Medical Protective Association (CMPA)

All UBC residents are reimbursed CMPA expenses via their pay on a monthly recurring basis . This will show as a separate line item on your paystub (See section A44 Membership Reimbursement) This is considered a business expense and is not taxable. CMPA is a mandatory requirement for all residents. Each resident should arrange and maintain their own CMPA coverage (see details below) .

Liability protection for residents registered at the UBC Faculty of Medicine is an important matter. All residents must be aware that they require liability protection when they begin their training program and throughout their program.

It is important that residents understand that malpractice protection is mandatory and a condition of their license with the College of Physicians and Surgeons of British Columbia. All residents must be appropriately protected for any medico-legal issues that may arise during their training. Without liability protection, the UBC residents are in breach of their educational license with the College.

In the event that residents submit late requests for CMPA membership, such as weeks after the residents have commenced their program, this means that they effectively have been without liability protection for that period of time. This exposes the residents to significant risk.

As per Article 18.02 in the Resident Collective Agreement between HEABC and RDBC all Residents will be required to maintain CMPA coverage.  Therefore, all residents are responsible for securing CMPA coverage prior to the start of residency.

For more information on how to apply for CMPA membership please see here.

If you already have CMPA coverage but are new to UBC simply contact CMPA to transfer your coverage to UBC as your home school and update your mailing address.

Please also review the CMPA Frequently Asked Questions document as produced by the Ministry of Health which you can find here.

Online Courses and Learning Modules

New residents can find more information about the online modules they need to complete for their health authority at the Online Training Requirements section of the PGME website.

Useful information

Address and Name Changes

Learn more

Residents are responsible for updating their contact information in the Resident Management System (RMS), as well as contacting the following professional institutions:

For name changes, please contact the PGME Dean’s Office and indicate in the subject ‘Name Change’. Please attach supporting documentation that applies to your situation.

Examinations

Learn more

All residents are encouraged to have taken, or succeed as soon as possible, in the MCCQE-I examination. For more information, visit the Medical Council of Canada website.

Collective Bargaining Agreement

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The Resident Doctors of BC Collective Agreement provide a committment between the HEABC and the Resident Doctors of BC to provide a safe and secure work environment for you and your patients.