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Special Instructions and Frequently Asked Questions for Applicants to the Virginia Board of Medicine

Special Instructions

ECFMG partners with the Virginia Board of Medicine to primary-source verify medical education credentials of physicians who are applying for full and unrestricted MD licensure in Virginia and graduated from a medical school located outside of the United States or Canada (international medical graduate). If you are an international medical graduate applying for MD licensure in Virginia, you may have required credentials verified through EPIC.

To have your credentials verified through EPIC in support of an application for licensure in Virginia, complete the following steps:

  • Step 1 – Submit your application for licensure to the Board.

    For more information on applying to the Board, please visit https://www.license.dhp.virginia.gov/apply/Forms/Medicine/MDNonApproved_instruct_app.pdf
  • Step 2 – 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 3 – 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 Board to EPIC for primary-source verification.
  • Step 4 – Upload the credentials required by the Board in support of your application.

    Log in to your EPIC Account and upload the following credentials for primary-source verification:
    • Final Medical Diploma
    • Final Medical School Transcript
    • Clinical Clerkships (upload as Student Medical School Transcript in EPIC)
    • Documentation of postgraduate training, including internships, residencies, and fellowships (upload as Postgraduate Medical Education Credentials in EPIC)

    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 5 – Send reports on your verified credentials to the Board.

    EPIC does not automatically send verification reports directly to the Board. 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. For each credential that is verified, go to the “My Reports” tab in your EPIC Account and request an EPIC Report for the Board. Be sure to select Virginia Board of Medicine 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 Board’s application processes, please contact the Board at medbd@dhp.virginia.gov.

Frequently Asked Questions

About Applying to the Virginia Board of Medicine

When can I start using EPIC?

If you completed your medical education outside of the United States or Canada and wish to use EPIC to have your credentials verified in support of an application for MD licensure in Virginia, you may begin using EPIC at any time.

Which credentials should I submit to the Board through EPIC?

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

  • Final Medical Diploma
  • Final Medical School Transcript
  • Clinical Clerkships (upload as Student Medical School Transcript in EPIC)
  • Documentation of postgraduate training, including internships, residencies, and fellowships (upload as Postgraduate Medical Education Credentials in EPIC)

You may have all of these credentials verified through EPIC.

If you have questions regarding the credentials you are required to submit, please contact the Board at medbd@dhp.virginia.gov.

How soon after applying to the Board should I upload my credentials (qualifications) to EPIC?

We recommend that you create an EPIC Account and upload your credentials to EPIC as soon as possible after applying to the Board. 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

My credentials have already been verified by ECFMG. How can I have reports on these verified credentials sent to the Board?

If your credentials have already been primary-source verified by ECFMG, you will need to create an EPIC Account and use EPIC to provide your credentials and verification reports to the Board. 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 Board.

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 the Board. 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 the Board?

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 Board.

About Using EPIC

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

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 after I complete my application to the Board be sent automatically to the Board?

Credentials that you upload to EPIC are not automatically sent to the Board, whether you upload them before completing your application to the Board or after. Following verification of the credential, for the Board to receive a copy of the verified 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 Virginia Board of Medicine.

Will the Board have access to my EPIC Portfolio?

No. The Board will not have direct access to your EPIC Portfolio. The Board will have access only to the credentials and verification reports that you make available to them through EPIC.

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

After you request EPIC Reports for the Board, the Board will have access to the reports and your verified credentials through the EPIC Report Portal. The Board will update your electronic application checklist with supporting documentation as it is received. Processing of documents may take up to 10 business days after they are received. If you find your checklist does not exist or does not indicate necessary documents have been received, e-mail the Board at medicineandsurgeryapplications@dhp.virginia.gov with “Medicine and Surgery Application Question” in the subject line. E-mails will be answered within two business days.

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 Board?

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 Board—such as necessary documentation, required qualifications, or registration categories—please contact the Board at medbd@dhp.virginia.gov.

Last updated December 8, 2016