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Special Instructions and FAQs for Physicians Applying to Canyon Ranch SpaClub® at Sea

Special Instructions

ECFMG partners with Canyon Ranch SpaClub® at Sea to primary-source verify through EPIC the medical credentials of physicians applying for employment with Canyon Ranch.

To have your credentials verified through EPIC in support of an application to Canyon Ranch, complete the following steps:

  • Step 1 – Apply to Canyon Ranch SpaClub at Sea.

    Please submit an employment application to Canyon Ranch before using EPIC. Canyon Ranch will evaluate your application and advise you about whether you need to use EPIC to have your medical credentials verified.
  • Step 2 – Establish an EPIC Account.

    If Canyon Ranch has required that you use EPIC to have your credentials verified as part of your employment application, begin by establishing an EPIC Account. See Getting Started for complete instructions. Once ECFMG has processed your request and established your EPIC Account, ECFMG will e-mail you login information so you can access your account.
  • Step 3 – Confirm your identity with EPIC.

    Confirming your identity with EPIC requires you to submit an EPIC Identification Form (EIF). Once this form has been accepted by ECFMG, you will be able to upload credentials required by Canyon Ranch for primary-source verification. For information on how to obtain certification of your EIF, see the EPIC Identification Form (EIF) section of the Confirming Your Identity with EPIC page.
  • Step 4 – Upload each medical credential required by Canyon Ranch for primary-source verification through EPIC and select Canyon Ranch SpaClub at Sea to receive notification that the credential has been sent for verification.

    Log in to your EPIC Account and upload the credentials required by Canyon Ranch for primary-source verification. As you upload each credential, be sure to select Canyon Ranch SpaClub at Sea to receive notification that the credential has been sent for verification. This notification will include a copy of the credential. For more information on notifications, see the About EPIC Notifications section of the FAQs for Physicians page.

    Please note that any document you upload to EPIC that is not in English must be accompanied by an English translation that meets ECFMG’s translation standards. ECFMG strongly encourages you to obtain translations from its recommended translation service, Straker Translations. Translations from this service meet ECFMG’s requirements and will not be rejected due to translation errors. Please see English Translations in the Medical Credentials section of the Using EPIC page for detailed information on ECFMG’s translation requirements and for instructions on using Straker Translations to obtain English translations of your documents.

    Note also that if your credentials have already been primary-source verified by ECFMG for ECFMG Certification or through ECFMG’s International Credentials Services (EICS), you do not need to upload the credentials that were previously verified by ECFMG. These credentials will be added to your EPIC Portfolio at no cost. Simply provide your ECFMG/USMLE ID and/or EICS ID when you establish your EPIC Account. ECFMG will review your file; if your file is acceptable, ECFMG will add your previously verified credentials to your EPIC Portfolio. You can then log in to EPIC and request that EPIC Reports for those credentials be provided to Canyon Ranch.

    Note also that if you already have an EPIC Portfolio and have already had the credentials required by Canyon Ranch primary-source verified through EPIC, you do not need to upload those credentials again for verification. You can proceed directly to Step 5.
  • Step 5 – Send reports on your verified credentials to Canyon Ranch SpaClub at Sea.

    ECFMG will notify you by e-mail as each credential is verified. You can also monitor your EPIC Account to check the status of your verification requests. For each credential that is verified, go to the “My Reports” tab in your EPIC Account to request an EPIC Report for Canyon Ranch. Be sure to select Canyon Ranch SpaClub at Sea from the drop-down list when sending your report or your request will be rejected. For more information on EPIC Reports, see the EPIC Reports section of the Using EPIC page.

    Once Canyon Ranch receives your EPIC verification reports, they will evaluate your credentials as part of your application for employment.

    If you have any questions regarding EPIC and the EPIC verification process, please contact EPIC at info@ecfmgepic.org or 001 (215) 966-3900. Telephone assistance is available Monday through Friday, 9:00 a.m. - 5:00 p.m., Eastern Time in the United States.

    If you have questions regarding Canyon Ranch SpaClub at Sea or your application for employment, please contact your Canyon Ranch representative.

Frequently Asked Questions

About Applying to Canyon Ranch SpaClub at Sea

I am considering applying for employment with Canyon Ranch SpaClub at Sea; do I need to use EPIC?

If you plan to apply to Canyon Ranch for employment as a physician, please submit your employment application to Canyon Ranch before using EPIC to have your credentials verified. Canyon Ranch will advise you about whether you need to use EPIC in support of your application.

I already submitted an employment application to Canyon Ranch SpaClub at Sea; do I need to use EPIC?

If you submitted an application to Canyon Ranch for employment as a physician, Canyon Ranch will advise you about whether you need to use EPIC in support of your application.

I already submitted my medical credentials directly to Canyon Ranch as part of my application; do I still need to submit them through EPIC?

If you submitted your medical credentials to Canyon Ranch as part of your application for employment as a physician, Canyon Ranch will advise you about whether you need to use EPIC to have your credentials primary-source verified.

Which credentials do I need to submit to Canyon Ranch through EPIC?

Canyon Ranch will advise you as to which medical credentials you need to have verified through EPIC in support of your application for employment.

About the Verification Process

How long does it take to have my credentials verified through EPIC?

The time it takes to complete the verification of credentials through EPIC varies and depends on a number of factors, including the time it takes for the issuing institution to respond to verification requests.

When you upload a credential to EPIC, it will be processed typically within 10 business days. If the credential is not acceptable, this will be reported to you through your EPIC Account, along with the reason why the credential was not acceptable. If the credential is acceptable, ECFMG will send a verification request to the issuing institution.

If the issuing institution participates in ECFMG’s electronic Credentials Verification program, the request will be sent electronically. If the request cannot be sent electronically, it will be sent as a paper request either by mail or by courier, depending on which option you chose when you uploaded the credential. For paper verification requests, if ECFMG does not receive a response from the institution within 60 days, ECFMG will send up to three reminders on a 60-day cycle as needed to obtain verification.

Once ECFMG receives the verification from the issuing institution, ECFMG will review that verification typically within 10 business days. If the verification is acceptable, the credential will be added to your EPIC Portfolio and you will be able to request that a verification report and a copy of the credential be provided to Canyon Ranch. If the verification is not acceptable, we will resend the verification request to the issuing institution.

You can monitor the status of the verification process for your credentials through your EPIC Account.

Are all credentials verified electronically?

No. Only credentials from medical schools that participate in ECFMG’s program for electronic Credentials Verification will be sent for verification electronically. If the option to send your credential for verification via courier was unavailable when you uploaded your credential to EPIC, the school to which the verification request is being sent participates in ECFMG’s electronic Credentials Verification program. The verification request will be sent to the school electronically.

How will I know when my credentials have been verified through EPIC and can be submitted to Canyon Ranch?

EPIC will notify you by e-mail when a credential has been verified. You can also monitor the status of the verification process through your EPIC Account. Once your EPIC Account indicates that verification of the credential has been accepted, you can request that a verification report for that credential be provided to Canyon Ranch.

About Using EPIC

Will I have access to my medical credentials after I provide them to Canyon Ranch through EPIC?

Yes. The credentials that you upload to EPIC remain available to you as part of your EPIC Portfolio. You can use EPIC to send copies of these credentials along with reports verifying their authenticity to organizations worldwide at any time throughout your career.

Will credentials that I upload to EPIC be sent to Canyon Ranch automatically?

No. For Canyon Ranch to receive a copy of a credential when it is sent for verification, you will need to select Canyon Ranch to receive an EPIC Notification, which includes a copy of the credential, at the time you upload the credential to EPIC. Following verification of the credential, for Canyon Ranch to receive a copy of the credential and a report verifying its authenticity, you will need to log in to your EPIC Account and request that an EPIC Report be provided to Canyon Ranch.

Will Canyon Ranch have access to my EPIC Portfolio?

No. Canyon Ranch will not have direct access to your EPIC Portfolio. Canyon Ranch will have access only to the credentials, notifications, and verification reports that you make available to them through EPIC.

My credentials are not in English; can I use EPIC?

Yes, you can use EPIC to have your credentials verified. However, any document you upload to EPIC that is not in English must be accompanied by an English translation that meets ECFMG’s translation standards. ECFMG strongly encourages you to obtain translations from its recommended translation service, Straker Translations. Translations from this service meet ECFMG’s requirements and will not be rejected due to translation errors. Please see English Translations in the Medical Credentials section of the Using EPIC page for detailed information on ECFMG’s translation requirements and for instructions on using Straker Translations to obtain English translations of your documents.

What are the requirements for submitting English translations of my credentials?

Please see English Translations in the Medical Credentials section of the Using EPIC page for detailed information on EPIC’s translation requirements.

I need to have my credentials translated into English. Do you recommend a translation service?

Yes. We strongly recommend that you use Straker Translations. Translations from this service meet ECFMG’s requirements and will not be rejected due to translation errors. Please see English Translations in the Medical Credentials section of the Using EPIC page for detailed information on using Straker Translations to obtain English translations of your documents.

I uploaded a credential to EPIC and requested that Canyon Ranch be notified when it is sent for verification. How do I know that Canyon Ranch received the notification?

To confirm whether Canyon Ranch has received notification that your credential has been sent for verification, you will need to contact your Canyon Ranch representative. Please note that it can take ECFMG up to 10 days to evaluate your credential and send it for verification after you have uploaded it to EPIC.

I requested that EPIC Reports on my verified credentials be provided to Canyon Ranch. How do I know if Canyon Ranch received the verification reports and copies of my credentials?

After you request EPIC Reports for Canyon Ranch, Canyon Ranch will have access to the reports and copies of your credentials through the EPIC Report Portal. If you need to confirm whether Canyon Ranch has accessed your reports through the Report Portal, please contact your Canyon Ranch representative.

Can I select Canyon Ranch to receive notification that my credentials have been sent for verification only once, or should I do it for every credential individually?

You should select Canyon Ranch SpaClub at Sea to be notified each time that you upload an individual credential to EPIC for the purpose of applying to Canyon Ranch.

My credentials have already been verified by ECFMG for another purpose. Do I need to use EPIC to provide those verified credentials to Canyon Ranch?

If your credentials have already been primary-source verified by ECFMG for ECFMG Certification or through ECFMG’s International Credentials Services (EICS), you will need to create an EPIC Account and use EPIC to provide your credentials and verification reports to Canyon Ranch. However, you will not need to upload the credentials that were previously verified by ECFMG; they will be added to your EPIC Account at no cost. Simply provide your ECFMG/USMLE ID and/or EICS ID when you establish your EPIC Account. ECFMG will review your file; if your file is acceptable, ECFMG will add your previously verified credentials to your EPIC Portfolio. You can then log in to EPIC and request that EPIC Reports for those credentials be provided to Canyon Ranch.

How much does it cost to use EPIC?

EPIC is an affordable tool that you can use throughout your career. Please visit the EPIC Fees page to see current pricing for EPIC’s services.

If I have questions or problems regarding EPIC, should I contact EPIC or Canyon Ranch?

If you have questions regarding EPIC’s services—such as creating an EPIC Account, uploading your credentials, managing your portfolio, the verification process, sending verification reports, or fees—please contact EPIC at info@ecfmgepic.org or 001 (215) 966-3900. Telephone assistance is available Monday through Friday, 9:00 a.m. - 5:00 p.m., Eastern Time in the United States.

If you have questions regarding applying to Canyon Ranch, please contact your Canyon Ranch representative.

Last updated November 30, 2016