Confirming Your Identity with EPIC

EPIC requires you to submit three documents to confirm your identity when you establish an EPIC Account:

  • A clear photograph of your face.
  • A scanned image of the photograph page of your passport.
  • A completed EPIC Identification Form (EIF).

Photograph

You will be required to upload a photograph of your face as part of your request to establish an EPIC Account. ECFMG will send this photograph with requests for verification of your credentials to assist the verifying institution in identifying you. The photograph also will appear on your EPIC Reports. As such, the photograph you submit should show a true likeness of you in a professional manner. The source of the photograph should be either a digital camera or a print photograph scanned into a digital format.

Your photograph must:

  • Show a clear, front view of your full face only. Your face should be in the middle of the photograph, and your expression should be natural with your eyes open and looking directly ahead.
  • Be in color.
  • Have a plain, light-colored background.
  • Be of good quality. The photograph should not be blurry, and should not be too dark or too light.
  • Be current. The photograph must have been taken within six months of the date you submit it.
  • Be of a high enough resolution to print well on your EPIC Identification Form and EPIC Reports.
  • Be in the Joint Photographic Experts Group (JPEG) format.
  • Have a file size of 2MB or less.

If your photograph does not meet these requirements, it will be rejected and you will need to upload an acceptable photograph.

Photograph Examples

Photo Examples - EPIC, Confirming Your Identity
Photo Examples - EPIC, Confirming Your Identity
Photo Examples - EPIC, Confirming Your Identity
Photo Examples - EPIC, Confirming Your Identity
Photo Examples - EPIC, Confirming Your Identity - Too Busy Too Dark
Photo Examples - EPIC, Confirming Your Identity - Selfie / Group Shot

Passport

You will be required to upload a scan of your current, unexpired passport as part of your request to establish an EPIC Account. Passports are used by ECFMG for identity verification only and will not be included with credentials verification requests or EPIC Reports.

The scan of your passport must:

  • Show your passport at actual size.
  • Be clear and legible.
  • Contain the page with your name and photo.
  • Include the passport expiration date. If the scan of the page with your name and photo does not include the expiration date, you will also need to upload a scan of the page that includes your passport expiration date.
  • Include the section of your passport that is in Latin characters. If the scan of the page with your name and photo is not in Latin characters, you will also need to upload a scan of the section of your passport that is in Latin characters.
  • Match the name, gender, and date of birth you submitted as part of your request to establish an EPIC Account. If the information you submit does not match exactly the same information in your passport, ECFMG will correct the name, gender, and date of birth in your EPIC Account, as appropriate.
  • Be in the Joint Photographic Experts Group (JPEG) format.
  • Have a file size of 2MB or less.

If your passport scan does not meet these requirements, it will be rejected and you will need to upload an acceptable passport scan.

Passport Examples

Passport Examples - EPIC, Confirming Your Identity
Passport Examples - EPIC, Confirming Your Identity
Passport Examples - EPIC, Confirming Your Identity
Passport Examples - EPIC, Confirming Your Identity
Passport Examples - EPIC, Confirming Your Identity
Passport Examples - EPIC, Confirming Your Identity

EPIC Identification Form (EIF)

The EPIC Identification Form (EIF) is required by ECFMG to confirm that you are the individual who created the EPIC Account. You must have a valid EIF on file to upload credentials to EPIC and to request verification reports for your verified credentials.

Once you have received confirmation of your request to establish an EPIC Account, you will be able to access your EIF through the “My Identity Documents” tab of your EPIC Account. Your EIF will be available as a downloadable PDF file. The EIF includes your name, gender, date of birth, photograph, and passport. Your EIF must be certified by a Consular Official, Notary Public, First Class Magistrate, or Commissioner of Oaths. There are two options for obtaining certification of your EIF:

  • Option 1. Use NotaryCam. Please see Using NotaryCam to Certify Your EIF below for instructions.
  • Option 2. Download the PDF file of your EIF, print it, and sign it in the presence of a Consular Official, Notary Public, First Class Magistrate, or Commissioner of Oaths. The official must then sign the form and affix his/her seal in the location designated on the form. The seal must cover a portion of your photo and a portion of your passport, as mentioned on the form. You must then mail the original EIF to ECFMG at the address printed on the form.

Your EIF must be received within six months of the date it is created. If your EIF is not received within this timeframe, it will be rejected. Because EPIC requirements also state that your photograph must have been taken within six months of the date you submit it, if your EIF is rejected, your previously accepted photograph will be invalidated as well. You will be able to upload a new photograph and obtain a new EIF through the “My Identity Documents” tab of your EPIC Account.

ECFMG will notify you once we have received and evaluated your EIF. You also can monitor the status of your EIF through the “My Identity Documents” tab.

Using NotaryCam to Certify Your EIF

ECFMG recommends that you use NotaryCam to certify your EIF. NotaryCam provides convenient, on-line access to professionally licensed and certified notaries that meet ECFMG’s standards for certifying your EIF. Using NotaryCam will expedite processing and help prevent rejection of your EIF. In addition, NotaryCam eliminates the need for you to visit a notary in person and to mail your EIF to EPIC. To use NotaryCam, you will need the PDF file of your EIF, your passport, and a computer with a webcam.

To obtain certification through NotaryCam, complete the following steps:

  • Step 1 - Download the PDF of your EIF from the “My Identity Documents” tab in your EPIC Physician Portal Account.
  • Step 2 - Visit www.notarycam.com/ecfmg, provide the required information in the on-line form, and upload the PDF of your EIF. Note: Do not sign your EIF before uploading it to NotaryCam; your EIF must be electronically signed during your session with the notary.
  • Step 3 - Either request an appointment or NotaryCam will contact you with instructions for beginning a session on-demand. On-demand NotaryCam sessions are available Monday-Friday, 8:00 a.m. to 11:00 p.m. and Saturday-Sunday, 10:00 a.m. to 5:00 p.m., Eastern Time in the United States. Appointments can be made for any time, 24 hours a day, seven days a week.
  • Step 4 - Use your webcam to connect face-to-face with a notary. During the session, the notary will check your passport, verify and confirm your identity, have you electronically sign your EIF, and apply his/her eNotary seal to the EIF.
  • Step 5 - Pay for your NotaryCam session. Fees for NotaryCam are US$25 if you are within the United States and US$79 if you are outside the United States.

Once your session is complete, the notary will transmit your EIF directly to ECFMG for evaluation.

Please note that if NotaryCam is unable to provide you with notary services, you can have your EIF certified as described in Option 2 above.

Last updated June 30, 2016