Visiting Residents & Fellows
UT Southwestern Medical Center (UTSW) and its participating training sites welcome visiting trainees who are enrolled in Graduate Medical Education (GME) programs at other institutions.
To help ensure an optimal educational experience and clinical learning environment, all visiting residents and fellows must be approved through the standard approval process outlined below.
Visiting Resident Approval Process
- Submit the Visiting Resident Request Form
Submit the Visiting Residents Request Form to the appropriate UTSW GME program.
- Obtain an Educational Affiliation Agreement (EAA)
Obtain an Educational Affiliation Agreement (EAA) between UTSW and the visiting resident or fellow’s home institution. (Sending institutions will work with the UTSW program coordinator to assist with obtaining the EAA.)
- Obtain a Program Letter of Agreement (PLA)
Obtain a Program Letter of Agreement (PLA) between the visiting resident or fellow’s home program, the clinical training site, and UTSW.
- This process may take up to 120 days. Notifications or requests less than 90 days may not be fulfilled.
- Visiting residents or fellows must complete this process to begin their training experience under the supervision of UTSW faculty either at UTSW or at a participating site.
- Visiting residents or fellows must have a valid and current Texas Medical License or Physician-in-Training (PIT) permit to begin their training.
- A participating site may delay and/or refuse a visiting resident or fellow for any reason.
- A participating site may discontinue a visiting resident or fellow’s experience for any reason allowed by the EAA.
- The Texas Medical Board’s PIT application process (timeline), PIT application submission spreadsheet instructions, and PIT application submission spreadsheet will be provided by the UTSW program coordinator.
Responsibilities of the Visiting Resident or Fellow’s Home Institution/Program
Home Institution or Program must:
- Complete and submit Visiting Resident Request Form.
- Complete the agreements between the various stakeholders (e.g., PLA and EAA).
- Refer to the Texas Medical Board regarding process and time frame for procuring the appropriate type of licensure for the visiting resident or fellow.
- Apply for the PIT permit for the resident or fellow completing rotations at UT Southwestern.
- Work with a corresponding UT Southwestern Program Coordinator to submit the visiting resident into MedHub so that they can provide proof of medical malpractice insurance coverage and upload to the MedHub Onboarding Package by the visiting resident or fellow. This process must start 90 days prior to the start of their rotation.
UT Southwestern Programs and Program Coordinators:
Please refer to the UT Southwestern Intranet site for more detailed instructions and information regarding your role in this process. There you will find more specific instructions on how you are to process this visiting rotation, timeline requirements, and your responsibilities in this process.