Using EPIC

Using EPIC is easy. With EPIC, you can:

  • upload your medical credentials directly to ECFMG through a secure web portal
  • have those credentials verified using ECFMG’s rigorous and internationally respected verification process
  • store your verified credentials electronically in one secure location
  • send reports demonstrating the authenticity of your credentials to any evaluating organization anywhere in the world

Once you have established your EPIC Account and you have a valid EPIC Identification Form (EIF) on file, you can start building your portfolio of credentials.

You can add medical credentials to EPIC by uploading them through the “My Credentials” tab of your EPIC Account. For more information on the credentials you can add to your EPIC Portfolio, including definitions and document specifications, see Medical Credentials below.

As we receive your credentials, they will be primary-source verified using ECFMG’s rigorous, multi-step process—a process that has been used to verify more than 500,000 medical credentials over the last three decades. You will be able to monitor the status of your credentials verification through the “My Credentials” tab.

Once we have received verification of a credential, we will notify you so that you can begin to request verification reports for that credential through the “My Reports” tab of your EPIC Account. These reports will be delivered electronically using our secure EPIC Report Portal, so the organizations receiving the reports will have the confidence of knowing they are coming directly from ECFMG. For more information, see EPIC Reports below.

There are fees associated with adding credentials to EPIC and with requesting verification reports. Full payment is due at the time you request the service. For more information on fees and payment, see Fees.

As an EPIC Account holder, you are also responsible for reading and becoming familiar with the ECFMG Policies and Procedures Regarding Irregular Behavior.

+- Medical Credentials

Currently, you can add the following types of credentials to your EPIC Portfolio. Unless otherwise indicated, you can add multiple documents for each type of credential.

  • Final Medical Diploma – the diploma issued by your medical school or university after you have completed all requirements for and been awarded your medical degree. You may upload only one final medical diploma to EPIC.
  • Alternate Graduation Documents – a document, other than a final medical diploma, issued by your medical school or university confirming that you graduated from medical school and are eligible to receive your medical degree.
  • Final Medical School Transcripts – the transcript issued by your medical school or university after you have completed all requirements for and been awarded your medical degree.
  • Student Medical School Transcripts – a transcript issued by a medical school or university prior to completion of all requirements for the medical degree. A student transcript may be issued by a school or university in which you are currently enrolled or by a school or university from which you did not graduate but in which you are no longer enrolled, for example a school from which you transferred credits to the school that awarded or will award your medical degree.
  • Postgraduate Medical Education Credentials – a credential issued by a medical school, university, or other institution confirming your participation in any clinical medical training program completed after you have been awarded your medical degree. This includes such credentials as certificates or transcripts confirming the completion of residency/postgraduate training; specialty board certifications; and graduate degrees in clinical specialties.
  • Medical Registration Certificates – a certificate issued by a medical regulatory authority confirming you are or were registered with that authority.
  • Licenses to Practice Medicine – a license issued by a medical regulatory authority confirming you are or were licensed to practice medicine by that authority.

EPIC can accept credentials in PDF, JPG, and TIF formats, with a maximum file size of 10MB.

When you upload a credential to EPIC, you will be asked to provide information about the issuing institution or authority, including the entity‚Äôs name and contact information, as well as certain credential-specific details, including your name as it appears on the credential. You will also be asked to indicate whether the credential is in English. If the credential is not in English, you must also upload an English translation that meets ECFMG’s translation requirements.

English Translations
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.

Using Straker Translations

Straker Translations provides convenient, efficient on-line translation service for any document, including medical credentials and other documents that you upload to EPIC.

Fees charged by Straker Translations vary depending on the number of pages in the document that you wish to have translated, and the source language.

To use Straker Translations to translate your document(s) for submission to EPIC, you must go through the ECFMG landing page of the Straker Translations website at http://www.strakertranslations.com/ecfmg. You will need a PDF file of the document you would like to have translated. Please visit http://www.strakertranslations.com/ecfmg and complete the following steps:

Step 1 – Choose the source language of your document, and upload the PDF file.

Step 2 – Provide your name*, e-mail address*, country*, and telephone number.

Step 3 – You will receive an immediate on-screen price quote from Straker Translations followed by an e-mailed quote. Review the price quote. If you would like to proceed with the translation, continue to step 4.

Step 4 – Follow the instructions in the price quote e-mail and make your on-line payment to Straker Translations.

Step 5 – Review and confirm the translated document returned to you via e-mail from Straker Translations. Please note: this is a review copy only and should not be submitted to ECFMG as the final certified translation.

Step 6 – Upload the final PDF of your certified English translation document (certified translation includes the translator’s signature and seal) and the PDF of your original language document to EPIC.

*Required fields

Please note that you are not required to use Straker Translations, but translations from other services may not meet ECFMG’s translation requirements.

Translation Requirements

English translations that you upload to EPIC must:

  • be prepared by a government official (for example, a Consular Officer), medical school official (for example, a Dean or Registrar), or a professional translation service.
  • include a statement from the government or medical school official or representative of the translation service certifying that the translation is correct.
  • appear on letterhead. If the translation service is a private company, the letterhead must identify the company as a translation service.
  • bear the signature and title of the government or medical school official or representative of the translation service and, if there is one, the seal of the government official, medical school, or translation service.
  • be a word-for-word translation of the original language document. An abstract or summary translation of the document is not acceptable.
  • be prepared from the original document or a photocopy of the original document. We will not accept a translation prepared from a transcription (transcribed version) of the document.

An English language certificate issued by the medical school or institution that is not a word-for-word English language version of the credential in the original language is not acceptable as a translation.

Translations can be uploaded to EPIC in PDF, JPG, and TIF formats, with a maximum file size of 10MB.

English translations that do not meet the requirements above will not be accepted. Examples of unacceptable translations include, but are not limited to:

  • translations prepared by a notary who is not a government or medical school official or representative of a professional translation service
  • a translation that was not signed by the translator or official or representative of the translation service
  • a translation that is not a word-for-word translation of the original language document

Additionally, you are not permitted to translate your own documents.

Important Note Regarding Credentials Previously Verified by ECFMG

If your credentials have been primary-source verified by ECFMG for ECFMG Certification or through ECFMG’s International Credentials Services (EICS), you may not need to upload these credentials through EPIC and pay the associated fee. Within 10 business days of establishing your EPIC Account, ECFMG will review your file, and if these verifications are acceptable, we will add the verified credentials to your EPIC Portfolio at no cost.

+- EPIC Reports

Last updated December 8, 2016