Special Instructions and FAQs for Applicants to the Health Professions Councils of Namibia

Special Instructions

ECFMG partners with the Health Professions Councils of Namibia (HPCNA) to primary-source verify medical credentials of internationally educated physicians who are applying for registration to practice medicine in Namibia. Beginning September 1, 2016, if you are applying for registration with the HPCNA and you completed your medical education in a country other than Namibia, you must have certain required credentials verified through EPIC.

If you submitted an application to the HPCNA prior to September 1, 2016, and your medical credentials were submitted for verification through ECFMG’s International Credentials Services (EICS), your credentials will continue through the EICS process until either they are verified or attempts to have them verified have been exhausted.

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

  • Step 1 – Establish 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 EPIC Account.
  • Step 2 – Confirm your identity with EPIC.

    See Confirming Your Identity with EPIC for detailed information. 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 the HPCNA to EPIC for primary-source verification.
  • Step 3 – Upload the credentials required by the HPCNA and select the Health Professions Councils of Namibia to receive notification when your credentials are sent for verification.

    Log in to your EPIC Account and upload the following credentials for primary-source verification:
    • Final Medical Diploma
    • Final Medical School Transcript
    • Postgraduate training certificates
      (upload to EPIC as Postgraduate Medical Education Credential)
    • Medical licensure/registration certificates in other jurisdictions

    As you upload each credential, be sure to select the Health Professions Councils of Namibia to receive notification that the credential has been sent for verification. This notification will include a copy of the credential that you have submitted for verification. For more information on notifications, see About EPIC Notifications on the FAQs for Physicians page.

    Note 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 typically within 10 business days; if your file is acceptable, ECFMG will add your previously verified credentials to your EPIC Portfolio.
  • Step 4 – Once all of the credentials required by the HPCNA have been verified, submit your application to the HPCNA.

    ECFMG will notify you by e-mail as each credential is verified. You can also monitor your EPIC Account to check on the status of your verification requests. Once all of the required credentials have been verified, you can submit your application to the HPCNA.

    For more information on applying to the HPCNA for registration to practice medicine in Namibia, please visit www.hpcna.com.na.
  • Step 5 – Send Reports on your verified credentials to the HPCNA.

    For each verified credential, go to the “My Reports” tab in your EPIC Account and request an EPIC Report for the HPCNA. Be sure to select Health Professions Councils of Namibia 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.

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 the HPCNA’s application processes, please contact Ms. U. Hoveka at the HPCNA by phone at +264615586, or by e-mail at uhoveka@hpcna.com.na.

Frequently Asked Questions

About Applying to the Health Professions Councils of Namibia (HPCNA)

I am applying to the HPCNA for registration; do I need to use EPIC?

Beginning September 1, 2016, medical graduates applying for registration to the HPCNA who completed their medical education outside of Namibia will need to create an EPIC Account and have the credentials (qualifications) required by the HPCNA verified through EPIC.

When do I need to start using EPIC?

If you completed your medical education outside of Namibia and wish to apply for registration with the HPCNA, you will need to create an EPIC Account and have the credentials (qualifications) required by the HPCNA primary-source verified through EPIC beginning September 1, 2016.

I already submitted an application to ECFMG’s International Credentials Service (EICS) in support of my application to the HPCNA; do I need to have my credentials (qualifications) primary-source verified through EPIC?

If you submitted your credentials to ECFMG for verification through EICS prior to September 1, 2016, you do not need to create an EPIC Account and have your credentials primary-source verified through EPIC. Your credentials will continue through the EICS process until either they are verified or attempts to have them verified have been exhausted. Verification through EICS includes the initial request for verification and up to three reminders, as needed. If attempts to have your credentials verified through EICS are unsuccessful after all attempts have been exhausted, you will need to create an EPIC Account and upload the unverified credentials to EPIC if you wish to have them verified.

Which credentials (qualifications) do I need to submit to the HPCNA through EPIC?

Credentials required in support of your application to the HPCNA include:

  • Final Medical Diploma
  • Final Medical School Transcript
  • Postgraduate training certificates
    (upload to EPIC as Postgraduate Medical Education Credential)
  • Medical licensure/registration certificates in other jurisdictions

If you have questions regarding the credentials you are required to submit, please contact Ms. U. Hoveka at the HPCNA by phone at +264615586, or by e-mail at uhoveka@hpcna.com.na.

When should I upload my credentials (qualifications) to EPIC?

Applicants intending to register with the HPCNA must have the required credentials primary-source verified through EPIC before submitting their application to the HPCNA.

We recommend that you create an EPIC Account and upload your credentials to EPIC as soon as possible after you have decided to apply to the HPCNA. Through EPIC, your credentials are verified directly with the issuing institution. The time required to complete the verification of credentials varies and depends on a number of factors, including the time it takes for the issuing institution to respond to our verification requests.

About the Verification Process

How long does it take to have my credentials (qualifications) 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 the HPCNA. 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 (qualifications) 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 (qualifications) have been verified through EPIC and can be submitted to the HPCNA?

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 the HPCNA.

About Using EPIC

Will I have access to my medical credentials (qualifications) after I apply to the HPCNA?

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 (qualifications) that I upload to EPIC after I complete my application to the HPCNA be sent to the HPCNA?

Credentials that you upload to EPIC are not automatically sent to the HPCNA, whether you upload them before completing your application to the HPCNA or after. For the HPCNA to receive a copy of a credential when it is sent for verification, you will need to select the Health Professions Councils of Namibia 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 the HPCNA 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 the Health Professions Councils of Namibia.

Will the HPCNA have access to my EPIC Portfolio?

No. The HPCNA will not have direct access to your EPIC Portfolio. The HPCNA will have access only to the credentials (qualifications), notifications, and verification reports that you make available to them through EPIC.

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

To confirm whether the HPCNA has received notification that your credential has been sent for verification, you will need to contact the HPCNA. Please note that it can take ECFMG up to 10 business days to evaluate your credential and send it for verification. If, after 10 business days, you need to confirm that the HPCNA has received the notification, you can contact Ms. U. Hoveka at the HPCNA by phone at +264615586, or by e-mail at uhoveka@hpcna.com.na.

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

After you request EPIC Reports for the HPCNA, the HPCNA will have access to the reports and copies of your credentials through the EPIC Report Portal. If you need to confirm whether the HPCNA has accessed your reports through the Report Portal, contact Ms. U. Hoveka at the HPCNA by phone at +264615586, or by e-mail at uhoveka@hpcna.com.na.

Can I select the HPCNA to receive notification that my credentials (qualifications) have been sent for verification only once, or should I do it for every credential individually?

You should select the Health Professions Councils of Namibia to be notified each time that you upload an individual credential to EPIC for the purpose of applying to the HPCNA.

Can verification of my credentials (qualifications) already submitted through EICS be completed using EPIC?

If you submitted your credentials to ECFMG for verification through EICS prior to September 1, 2016, you do not need to have your credentials verified through EPIC. Your credentials will continue through the EICS process until either they are verified or attempts to have them verified have been exhausted. Verification through EICS includes the initial request for verification and up to three reminders, as needed. If attempts to have your credentials verified through EICS are unsuccessful after all attempts have been exhausted, you will need to create an EPIC Account and upload the unverified credentials to EPIC if you wish to have them verified.

Do I need to use EPIC when applying to the HPCNA if my credentials (qualifications) have already been verified by ECFMG for a purpose other than applying to the HPCNA?

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 the HPCNA. 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 typically within 10 business days; if your file is acceptable, ECFMG will add your previously verified credentials to your EPIC Portfolio. You can then use EPIC to request that verification reports on the required credentials be provided to the HPCNA.

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 the HPCNA?

If you have questions regarding EPIC’s services—such as creating an EPIC Account, uploading your credentials (qualifications), 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 the HPCNA—such as necessary documentation, required qualifications, or registration categories—please contact Ms. U. Hoveka at the HPCNA by phone at +264615586, or by e-mail at uhoveka@hpcna.com.na.

Last updated November 30, 2016