New Trainees | School of Medicine

Welcome!

New Resident Info

We are pleased to welcome you to your new residency or fellowship program! Registration is completed online through Elentra, and you must complete all requirements before beginning your training.

Please note:

If you're starting your training on July 1st, you will receive an email on March 26 with instructions on how to activate your Queen’s Network Identity (NetID). Once activated, your NetID will generate an @queensu.ca email address, and it's important to regularly monitor this account throughout the registration period and in training afterwards. All correspondence from Queen's University and the PGME Office will only be sent to your Queen's email account.

Please note that after activating your NetID, it may take 24-48 hours before you can successfully log into the registration system.

For those starting off-cycle (after July 1^st), the PGME Office will communicate the required deadlines directly with trainees.

Registration System

Trainees starting on July 1 should note that the registration deadline is June 27. Those not registered by the deadline will not be able to begin their residency training on July 1. If you are aware that you will not be provided a certificate of registration (medical license) by the CPSO in time for June 27, please contact the PGME Registration Coordinator as soon as possible.

Trainees starting after July 1 should check with the PGME Registration Coordinator for their registration deadline.

As of March 27, 2024, you can log into Elentra using your Queen's NetID and password. Both residents and clinical fellows will select 'Resident' in the top right corner to view the PGME Registration Link.

Drop-In Information Sessions

Please join us for a series of virtual lunchtime drop-in sessions where you can learn more about the registration process and ask questions. Representatives from Queen’s PGME Office, IT support, and KHSC will be available to answer questions.

Sessions will be offered from 12 pm to 1 pm on the following days:

April 2 and April 4
April 30 and May 3

A Zoom link and a calendar invite will be sent to all Queen’s email addresses (@queensu.ca). You aren’t required to participate but we will provide you with the access should you want to join. We look forward to seeing you!

If you want to participate and don’t receive the invite, please contact pgme@queensu.ca to access the meeting information.

Registration Requirements

Please carefully review the information below. You must complete all required steps in order to register.

COLLEGE OF PHYSICIANS AND SURGEONS OF ONTARIO (CPSO)

The College of Physicians and Surgeons of Ontario (CPSO) regulates the practice of medicine in Ontario, and it is your responsibility to ensure that you apply for a CPSO Postgraduate Education Certificate in order to begin your residency or fellowship program. You cannot practice medicine without a CPSO Postgraduate Education Certificate (medical license).

For subspecialty residents and clinical fellows, you can action the process any time.

If you matched as a PGY1 resident through CaRMS, the CPSO will contact you directly as soon as they have received the match results. An automated message outlining their application instructions will be sent to the email address you provided to CaRMS.

For more information, visit https://www.cpso.on.ca/Physicians/Registration/Apply-for-Registration. Contact the CPSO directly by calling 416-967-2617 or 1-800-268-7096. Email: inquires@cpso.on.ca

There are two separate CPSO fees so please review your member portal carefully:

Application fee (to start the application process)
Membership Fee (to issue the Certificate).

Both fees must be paid before the CPSO will issue your Certificate.

It is your responsibility to check the Member Portal regularly and advise the PGME Office if your license will not be issued by July 1.

Practice Address and Phone Number

The CPSO will ask applicants for a practice address and phone number. Do not use the PGME Office's address. The practice address and phone number should be your program/site specific information. This is because pharmacies and other regulated health professionals will use this to contact you. Please contact your program administrator if you do not know your practice address.

E-LETTER OF APPOINTMENT (e-LOA)

If this is your first certificate of registration in Ontario, you must have your CPSO applicant number (AP#) before accepting your Queen’s eLOA. The CPSO does provide the AP numbers to the PGME Office and if we receive them in a timely way, we will enter this for you in the registration system. Please review the number and ensure it matches your records. If the field is blank, you can enter the number directly into the system to avoid undue delays.

IMPORTANT: please do not enter a made up number. You must have the official AP number from the CPSO or the PGME Office. This will delay the processing of your LOA if you enter an invalid number.

Verify all details provided in the personalized letter of appointment, which covers the academic year from July 1 to June 30. Complete the electronic acceptance of the Letter of Appointment if the details are correct.

If there is a problem with the information, do not accept the letter of appointment but instead contact the Postgraduate Medical Education Office at pgme@queensu.ca.

Once you have verified the details, you may print a copy of the letter.

The PGME Office will receive a copy of your Letter of Appointment (LOA) once you have accepted it .The PGME Office will inform the CPSO. Please do not submit the LOA directly to the CPSO as they will not accept it from individuals.

CRIMINAL RECORD CHECK AND VULNERABLE SECTOR SEARCH

This is a mandatory requirement coordinated by the PGME Office on behalf of KHSC and Queen’s University. All trainees (Residents/Clinical Fellows) and those working in the hospital must consent to the disclosure of criminal records and information including a vulnerable sector screen.

Please review each requirement so that you request the appropriate screen depending on the organization.

The PGME Office requires a Criminal Records Check with Vulnerable Sector Screen.This may be completed online at your local police force, and payment for this report is your responsibility. A report cannot be older than six-months from your start date (e.g., February 1 or after for a July 1 start). You will be required to submit an electronic copy via the Elentra PGME Registration site.
The CPSO requires at a minimum the Criminal Record and Judicial Matters check (Level 2). They will accept the Criminal Records Check with Vulnerable Sector Screen.

* For Trainees from the Toronto area, please email pgme@queensu.ca to request the agency code and link to apply through the Toronto Police Service (TPS)

You are strongly advised to begin this process immediately. If your identity cannot be verified through a local police records check, you may be required to complete the process by providing fingerprints to a police department or RCMP. This can take up to 120 days.

Background checks issued solely by third-party commercial vendors, including online vendors, are not acceptable (e.g., myBackCheck.com, backcheck.net, Commissionaires Identification Services, CSI Background Screening, etc.)

CANADIAN MEDICAL PROTECTIVE ASSOCIATION

CMPA medical liability protection is mandatory for all Queen’s University trainees (Residents and Clinical Fellows). Information on how to apply for a membership can be found on the CMPA website at https://www.cmpa-acpm.ca/en/joining-cmpa/how-to-apply or at 1-800-267-6522. Follow their instructions.

You do not have to wait until you’ve received your CPSO certificate of registration to apply for your CMPA membership.

You cannot begin your training without CMPA medical liability protection.

*For trainees sponsored by the Canadian Forces, your medical liability protection is provided by the Forces, exempting you from CMPA. However, if you have elected to get CMPA, please advise pgme@queensu.ca of this decision.

ADVANCED CARDIOVASCULAR LIFE SUPPORT CERTIFICATION

Incoming PGY1 residents, except Pediatrics trainees, are required to have a current Advanced Cardiovascular Life Support (ACLS) Certification prior to beginning their residency. The course must have an in-person component. The Heart and Stroke Foundation ACLS Course is preferred.

Incoming PGY1 Pediatric residents are exempt from the ACLS course. Your program will organize a Pediatric Advanced Life Support (PALS) course early in your residency training. You are responsible for ensuring you have the prerequisites for the PALS course. Please contact Liz King, Pediatrics Program Assistant if you have any questions

Incoming senior residents are not necessarily required to have current ACLS or equivalent courses. Please confirm with your program director. If there is a program requirement, the PGME Office will provide reimbursement for the course (see notes below).

Already Certified:

Submit an electronic copy of the ACLS certificate via the PGME Registration site.

Require Certification:

Find a course that is convenient for you and register. You are strongly encouraged to complete this course prior to beginning your residency.

The PGME Office will cover the cost of the course, excluding the manual and any pre-requisite courses (e.g., BLS). The maximum amount of reimbursement for ACLS will be $450. If you are required to take a different course, your program should consult with the PGME Office regarding the maximum reimbursement.

You are eligible for a lieu day for each day of the course (maximum of two days) once you begin your training provided that:

The course was taken between April and June 2024 on the trainees’ own time.
The course was not part of scheduled activities with the Undergraduate Medical Education Curriculum.
Proof of course length must be provided to the program.

If you are unable to complete the course prior to beginning your residency, you must have the permission of your program director to defer the course. The course must be completed by the end of September.

Click to view information on courses that may be offered through Queen’s Health Sciences Clinical Simulation Centre and Lakeridge Health Education and Research Network (LHEARN) Centre

Reimbursement Process

The PGME Office requires the submission of claims be processed through the Expense Reimbursement System (ERS). This is keeping with the requirements of the University. Access to this system will be granted upon the commencement of your training. All students, including our trainees, should be directly completing this process. Please follow the reimbursement procedures outlined below:

Trainees will need to request reimbursement by submitting a claim through the ERS using the assigned PGME Chartfields. Refer below.
ACLS reimbursement requests can be submitted by trainees for processing anytime between July 1-October 15, 2024. Please note reimbursement cannot be processed before your start date.
A copy of your certificate and receipt showing full payment is required for reimbursement. Receipts showing only partial payments or lacking proper identification cannot be processed, (e.g., E-transfer and deposit receipts are not acceptable).
Before payment can be issued, trainees are required to submit banking information through SOLUS.
Trainees are to add Christine McCallum as the approver to review each claim to ensure eligibility and process for final submission.

Chartfields for ACLS Reimbursement:

Fund: 10000
Department ID: 13702
Program: 90018
Class: 1130

NOTE: These chartfields cannot be used for any other claims.

For any inquiries related to this process, kindly reach out to Christine McCallum at christine.mccallum@queensu.ca.

REGISTRATION FEE

A provincial postgraduate registration fee of $945 is required. This is the final step in the online PGME Registration process. You cannot complete this step until the PGME Office has confirmed that you have been issued a Certificate of Registration and you have CMPA (or equivalent) coverage.

Do not pay the $945 Registration Fee through the Queen’s SOLUS system. You must submit payment through the PGME Online Registration Payment System.

An email confirming receipt of payment and successful registration will be sent to you. You should print a copy of Chase payment receipt as the Postgraduate Medical Education Office is not able to issue receipts. This may be important for you during tax season.

Personal Information is collected in accordance with Ontario’s Freedom of Information and Protection of Privacy Act and other applicable legislation, including the European Union’s General Data Protection Regulation (GDPR) and is used for the purpose of University activities. If you have question about the information collected or how it will be used, please contact Queen's PGME. More information on our privacy policy, including tracking of web interactions, can be viewed here https://www.queensu.ca/accessandprivacy/privacy

All transactions involving credit cards are secured using industry standard TLS encryption as specified by PCI-DSS. More information regarding how those transactions are processed can be found here https://www.queensu.ca/secretariat/policies/finance/payment-card-acceptance-policy

ADDRESS CHANGE

If your address changes after you have registered on-line, you will need to update your personal information in three places as follows:

Log into Elentra system, go to 'PGME Registration', and change your address
Email KHSC People Services at residents@kingstonhsc.ca
Email the Office of the University Registrar at solus@queensu.ca

HOSPITAL ID BADGES

The PGME Office works with the Registrar’s Office and KHSC Security to facilitate the production of your hospital ID badge.

How this works:

Registrar’s Office

You will receive an email from the Office of the University Registrar, sent to your Queen’s email address (@queensu.ca), with instructions on how to complete the required information and submit a photo. Queen’s graduates must provide a new photo. Once contacted, you will have two weeks to reply with the necessary information.

Hospital Badges

The PGME Office will request photos from the Registrar’s Office be provided to KHSC Security. This enables Security to create your badge. All photos must be received by Security no later than May 17. Your badge will then be added to a package that will be provided to your program for distribution prior to your start date.

Failure to meet the May 17 deadline, means you’ll have to contact KHSC security directly with a photo and/or visit the Security Office to have your photo taken. KHSC Security may also need to contact you if the photo supplied does not meet the specifications. Be sure to follow the Registrar’s directions on photo specifications closely.

KHSC APPOINTMENT INFORMATION

Please note that the documents you must complete are accessible through the online PGME registration system. The information you are required to submit such as payment and immunization information are processed by different departments. Read and follow the KHSC checklists carefully.Failure to do so, will result in delays in processing your documents.

Paymaster Hospital

Kingston Health Sciences Centre (KHSC) is the paymaster hospital for Ministry of Health funded residents registered in a postgraduate residency program at Queen’s University.

All trainees, even if not paid by KHSC, must complete documentation and mandatory training modules. You will download the documents using the on-line PGME registration system. The information you are provided is specific to your funding source.

Email communication regarding the downloaded documents from KHSC will come directly from various hospital representatives. In particular, you will receive an email from the IT department that will direct you on how to complete the required mandatory training modules.

Mask-Fit: The immunization/communicable disease screening forms you submit will be reviewed and if it’s determined you need a mask-fit, you will be contacted directly by a representative of the hospital and provided with a link to self-schedule an appointment at a convenient time for you. There will be appointments available prior to your start date as well as the first week of your training.

MOH-funded trainees will receive paystubs electronically, sent to KHSC email accounts. Any questions regarding salary or benefits should be directed to KHSC People Services and Organizational Effectiveness at residents@kingstonhsc.ca

Your application should be made well in advance of the expected date of appointment as the credentialing process is lengthy.

When all required documentation is completed and submitted to KHSC, your name will be forwarded to the appropriate executive committees at KHSC and Providence Care hospital for the issuance of hospital privileges.

Should you be refused an appointment, you may apply for a hearing under Sections 37 and 39 of the Public Hospitals Act of Ontario.

Questions about paymaster requirements can be directed as follows:

KHSC People Services and Organizational Effectiveness
residents@kingstonhsc.ca

KHSC Occupational Health, Safety and Wellness
khscoccupationalhealthsafety@kingstonhsc.ca

Click here to Register starting March 27, 2024