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Frequently Asked Questions for Physicians

About Using EPIC?

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ECFMG shares your concerns for maintaining the integrity and privacy of personal information collected on the Internet. ECFMG is committed to protecting your privacy, and invites you to review ECFMG’s Privacy Policy. Please review the entire policy and feel free to contact us at webmaster@ecfmg.org if you have any questions.

When your EPIC Account has been established, ECFMG will send you three separate e-mails with information on how to access the EPIC Physician Portal; your EPIC ID will be included in one of these welcome e-mails. Your EPIC ID also will be available in your EPIC Account. It will appear on the right-hand side of any page in your account, just underneath the main menu bar. It is also in the “Biographics” sub-tab under the “My Profile” tab of your account.

EPIC fees vary based on the services you require. Please visit the EPIC Fees page to see current pricing for EPIC’s services.

About My Credentials

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No. The medical school credentials you add to your EPIC Portfolio do not need to be from a medical school listed in the World Directory. However, the organization to which you are applying may require that your medical school be listed in the World Directory or another resource on medical education. Before submitting your credentials to EPIC, you should consult with the organization to which you plan to apply regarding the eligibility of graduates from your medical school.

Yes. ECFMG recommends that you use Straker Translations. Translations from this service meet ECFMG’s translation requirements, and therefore will not be rejected for not meeting these requirements. 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.

If you are experiencing technical difficulties uploading your credentials, please be sure you are using the most recent version of your web browser. If you are not already doing so, please consider using the latest versions of Mozilla Firefox, Google Chrome, or Internet Explorer. In addition, please be aware that EPIC is not designed for use on a mobile device, such as a tablet or a mobile phone. We recommend that you use EPIC on a desktop or laptop computer. If you continue to experience technical issues uploading your credentials, please contact EPIC Support Services via e-mail at info@ecfmgepic.org or by telephone at +1 (215) 966-3900. Telephone assistance is available Monday through Friday, 9:00 a.m. - 5:00 p.m., Eastern Time in the United States.

Yes. ECFMG does not require that the scan of a credential that you upload to EPIC be made from the original credential. You may upload a scan of a copy of the credential, provided that it is a complete and accurate copy of the original credential, and that the scan meets EPIC’s file requirements. EPIC can accept credentials in PDF, JPG, and TIF formats, with a maximum file size of 10MB.

As part of the evaluation of your credential, ECFMG may contact you to request documentation to validate your name as it appears on your credential, if that name differs from the name on your passport. If you send an EPIC Report to an organization that requires validation of the name on your credential, that organization may also require that you submit documentation that meets its guidelines; please contact the institution for guidance on required documentation.

About the Verification Process

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The time it takes to verify your credential depends on a number of factors, including the time it takes for your institution to receive the verification request, the time it takes for the institution to respond, and whether the institution charges a fee to verify credentials. Through EPIC, approximately 50% of credentials are verified within 45 days and 75% of credentials are verified within 90 days.

When you upload a credential to EPIC, ECFMG will process that credential within five business days. If the credential is not acceptable (for example, you did not include a translation for a document that is not in English, or it is not an appropriate document type), this will be indicated in the Physician Portal. If the credential is acceptable, we will send a verification request to the issuing institution. If we do not receive a response from the institution within the anticipated time period, we will send subsequent verification requests.

Once we receive a response from the issuing institution, we will review that verification typically within five business days. If the verification is acceptable, the credential will be added to your EPIC Portfolio. If the verification is not acceptable, we will resend the verification request to the institution. You can monitor the status of the verification process for your credentials through your EPIC Account.

You are advised to begin the EPIC process early enough to ensure that verification of your credentials is completed in time to support your application.

Because the time required to complete the verification process depends on a number of factors, including the time it takes for the issuing institution to respond to our verification requests, there is no way to expedite the verification process. However, at the time you upload your credential, you may have the option to request that ECFMG send the credential to the issuing institution by courier rather than airmail. ECFMG recommends this service as it reduces transit time, but please note that there is an additional fee for this service.

If you would like your verified credential returned by the issuing institution to ECFMG via courier, you will need to make arrangements directly with the issuing institution. ECFMG does not arrange for return courier service from the issuing institution. Please note, if you make arrangements with the issuing institution to return the credential via courier, the credential still must be returned to ECFMG directly from the issuing institution.

If the option to send your credential via courier is unavailable at the time you upload it for verification, and the issuing institution participates in ECFMG’s electronic Credentials Verification program, the credential will be sent to the institution electronically.

No. Only credentials from institutions 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, and 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.

If the option to send your credential for verification via courier was unavailable when you uploaded your credential to EPIC, and 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.

Yes. If you would like ECFMG to resend a verification request via courier that was already sent by regular mail, you will need to:

  1. Establish an account with a courier service (e.g. Fedex, DHL, TNT, etc.) if you don’t already have one. Please be sure that the courier service you choose makes deliveries to the country in which the verifying institution is located.
  2. Submit a letter to ECFMG requesting that your credential be resent via courier and authorizing the use of your courier service account for the purpose of resending your credential. The letter must also include your name, your EPIC ID, and your courier service account number. You must also sign the letter. Please send the letter as an e-mail attachment to info@ecfmgepic.org. The e-mail must be sent from the e-mail address that ECFMG has on file for you. Once we receive your letter, we will evaluate your request; if your request is acceptable, we will resend the credential for verification.

Please note that to arrange to have your verified credential returned from the verifying institution to ECFMG via courier, you will need to make arrangements with the verifying institution.

If an institution charges a fee to respond to ECFMG’s request for verification, payment of the fee to the institution is your responsibility. If an institution charges such a fee, ECFMG will notify you to contact the institution directly regarding the fee and the method of payment. In some cases, the institution will require that ECFMG pay this fee at the time the verification is requested. In this case, ECFMG will pay the fee and place a corresponding charge on your EPIC financial account. ECFMG will advise you of this in advance of assessing the fee to your account.

If your credentials have been primary-source verified by ECFMG for ECFMG Certification or on behalf of a medical regulatory authority through ECFMG’s International Credentials Services (EICS), you may not need to upload these credentials through EPIC. 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. Simply provide your ECFMG/USMLE ID and/or EICS ID when you establish your EPIC Account.

ECFMG maintains information on medical schools around the world, including verification authorities for medical schools that are no longer operational. If it has not been possible for ECFMG to primary-source verify your credentials after four attempts at contacting the issuing institution, please contact us for assistance.

ECFMG maintains contacts at medical schools, hospitals, training programs, and licensing authorities around the world, even those in regions marked by conflict. In most cases, verification can be obtained through our electronic portal or via e-mail. If it has not been possible for ECFMG to primary-source verify your credentials after four attempts at contacting the issuing institution, please contact us for assistance.

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.

About My Identity Documents

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The EPIC Identification Form (EIF) is a form required by ECFMG to confirm that you are the individual who created the EPIC Account. This form includes your photo and passport and must be certified by an authorized official. You must have a valid EIF on file to upload credentials to EPIC and to request verification reports for your verified credentials. 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.

If your EPIC Account has been established and you are experiencing technical difficulties downloading your EIF, please be sure you are using the most recent version of your web browser. If you are not already doing so, please consider using the latest versions of Mozilla Firefox, Google Chrome, or Internet Explorer. In addition, please be aware that EPIC is not designed for use on a mobile device, such as a tablet or a mobile phone. We recommend that you use EPIC on a desktop or laptop computer. If you continue to experience technical issues downloading the EIF please contact EPIC Support Services via e-mail at info@ecfmgepic.org or by telephone at +1 (215) 966-3900. Telephone assistance is available Monday through Friday, 9:00 a.m. - 5:00 p.m., Eastern Time in the United States.

To change your name in your EPIC Account, you must complete the Request to Change Name in an Electronic Portfolio of International Credentials (EPIC) Account form and submit to ECFMG documentation to support your name change, including a new passport. To obtain a Request to Change Name in an Electronic Portfolio of International Credentials (EPIC) Account form, please contact us.

If you change the name in your EPIC Account, you will be required to complete a new EPIC Identification Form (EIF). See Confirming Your Identity with EPIC for more information.

EPIC requires that your passport be valid only at the time your EPIC Account is established. If you have already established your EPIC Account, you do not need to upload a new passport.

About Sending EPIC Reports

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No. Organizations have access only to the credentials that you make available to them through EPIC.

Physicians can use EPIC to send their credentials, and reports verifying the authenticity of those credentials, to any organization anywhere in the world. ECFMG works with medical regulatory authorities around the world and collaborates closely with the Australian Medical Council, the Medical Council of Canada and several others. In the United States, where medical licensure is granted by authorities (“state medical boards”) of the individual states and territories, ECFMG works closely with the Federation of State Medical Boards (FSMB) of the United States, Inc., and its Federation Credentials Verification Service (FCVS). Nearly all U.S. state medical boards accept FCVS for licensure and some require that applicants for licensure use FCVS. If you are considering licensure in a U.S. jurisdiction, you should verify licensure application requirements directly with the jurisdiction.

Yes, you may send an EPIC Report to yourself. Please note, however, that you cannot send that report to or share it with others as proof of the authenticity of your credentials. EPIC Reports are considered valid only if obtained directly by the recipient through the EPIC Report Portal. To demonstrate the authenticity of a credential to an organization, you must send an EPIC Report directly to that organization through EPIC.

About EPIC Notifications

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EPIC Notifications let an organization to which you plan to apply know that your credentials have been sent for verification. Notifications provide an organization with an indication of where you are in the primary-source verification process and which credentials you have submitted for verification, even before your credentials have been verified.

If your credential was submitted to EPIC prior to January 10, 2018, you had the option to send notifications to any organization with an EPIC Report Portal account that requested to be notified when their applicants’ credentials are sent for verification.

If you submit a credential to EPIC on or after January 10, 2018, as you upload each credential, you will have the option to request that one EPIC Report be sent automatically once your credential has been verified. If the entity you select to receive an EPIC Report has elected to receive EPIC Notifications, a notification will be sent automatically once your credential has been sent for verification.

Each notification will include your name, your EPIC ID, the type of credential that has been sent for verification, the name of the institution that issued the credential, your name as it appears on the document, and the date on which the verification request was sent. The notification will also include details that you provided when uploading the credential, such as program start and end dates, degree issue date, license/registration issue date, the title of your medical degree, and postgraduate program name. The notification also will include a copy of the credential that you uploaded and the English translation, if applicable.

Last updated January 10, 2018