I'm New: Onboarding & Remote Orientation | Hartford HealthCare (2024)

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Please be sure to submit your photos at least 1 week before your start date. Doing so helps to ensure your badge will be ready for pickup on your first day.

If you are unable to submit a photo, connect with or visit your organization’s badge office before your start date. We can also work with you on your first day to take a photograph.

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Every employer is required by federal law to complete an employment eligibility form (also known as an I-9) to verify your identity and your authorization to work in the United States.

This is a two-step process.

1. The first step is to complete the online Equifax section through your onboarding portal after electronically signing your offer letter.
2. The second step is verification of your identity. This can be completed up to one month before your start date, but not any sooner. This requires you to provide proof of your eligibility to work as defined by the list of acceptable documents.

You may complete this requirement by choosing one of the following options:

1. Schedule a Virtual I-9 Verification Appointment to occur before your start date for a video conference with a member of the Human Resources (HR) team and upload your identification document(s) directly to our secure site (Preferred option, most flexible)
2. Bring your identification document(s) in-person to a designated Hartford HealthCare HR location during office hours
3. Bring your identification document(s) and complete at the in-person orientation

Please note: Completing the I-9 verification process for your new position must be completed within 3 business days from the start of your employment to allow you to work. This is a requirement for all new and returning colleagues, regardless of the amount of time that has passed from previous employment with HHC.

You have three options to complete the in-person requirement:

Option 1: Virtual I-9 Verification Appointment

1. Schedule a video conference appointment with a member of our HR Team.
2. Once you schedule an appointment, you will be automatically redirected to a secure site to upload photos of your documentation. Please upload front and back photos as directed. Access the secure site.
3. A Zoom link will be sent via email fromHartford HealthCare I-9s (via Calendly) upon confirmation of booking the appointment (Step 1). You do not need a Zoom account to join, however video capabilities are required to confirm your identity. You must complete step 2 before meeting with us; Your I-9 can only be completed virtually if you meet with HR for this final step.

Please emailHHCI9s@hhchealth.orgwith questions.

Option 2: In-Person I-9 Verification at HHC HR Location

Bring your acceptable documents in person to one of the following locations during designated business hours before orientation. You may visit any in-person location you choose, regardless of work location. Choose from the list of acceptable documents.

Option 3:Bring your acceptable documents to Day 1 of orientation

HR Colleagues will be on-site at the Day 1 Orientation at the Oakdale Theater to assist you if you were unable complete your I-9 prior verification to starting with us. Please make sure you bring a current photo ID, along with the list of acceptable documents.

Please be aware that an I-9 verification for your new position must be completed within 3 business days from the start of your employment to allow you to work. If you do not complete your I-9 within this timeframe, your local HR team will work with you to remain compliant. Delays in submitting documentation may place your employment at risk.

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As part of your onboarding, you will need to be medically cleared prior to your start date.

Medical clearance is a two-step process. You will need to go for bloodwork and attend an onsite screening appointment with HHC. We will call you to schedule your appointment at one of our locations.

What to know about your bloodwork:

• You will have two lab orders
• Lab orders may include: MMR (measles, mumps rubella), Varicella, Hepatitis B, QuantiFERON (TB)
• Your lab order and results will be sent to Hartford HealthCare Colleague Health Services
• Fasting is not required
• You will not be billed

What to bring to your HHC onsite screening appointment:

• Government issued ID
• Glasses or contacts and/or hearing aids if needed
• Past immunization or lab records, including TB results, proof of MMR, Varicella, Tdap, and Influenza vaccination
  • If you were vaccinated in the state of Connecticut you may find your vaccine records through CT WiZ
  • If you would like to send your documents ahead of time, email CHSMedClearance@hhchealth.org
• Completed/filled out forms - see below
  • – required for all colleagues
  • OSHA Respirator Medical Evaluation Questionnaire
  • Medical Examination Report Form (DOT) – if your role requires you to have a Connecticut Public Passenger Endorsem*nt for your license

What to expect at your HHC onsite screening appointment:

• Vision, hearing, and vitals screening
• Come prepared to perform a urine drug screen - your appointment will take longer if this cannot be completed
• Depending on bloodwork results, you may need vaccine(s)
• Respirator fit testing depending on role - you must shave

If you would like to request an exemption or postponement for a vaccine or wearing a respirator, please see the How to Submit Guides for additional information to request a postponement or exemption.

If you have questions on medical clearance, please emailCHSMedClearance@hhchealth.org.

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Prepare for a fun and exciting first day, where you will be introduced to Hartford HealthCare and the core values we live by.

Don’t forget, you cannot start orientation unless you have completed all of the steps above (except for your I-9, which can be completed at the Oakdale).

Day 1:

• 8:00 a.m. – Registration begins.
• Please arrive between 8:00 a.m. - 8:30 a.m. to register, enjoy refreshments and continental breakfast.
• 9:00 a.m. – Program begins. Enjoy a fun-filled day: HHC cultural immersion, relationship building, knowledge sharing, food, giveaways, resource fair and more.
• 2:45 p.m. – Program ends.
• Attire: Business casual

Day 1 Starts here:

The Toyota Oakdale Theatre
95 S Turnpike Rd, Wallingford, CT 06492
NOTE: Do not enter on Cook Hill Road, this is an exit only.
Toyota Oakdale Theatre | Wallingford, Connecticut

Free Parking in front of the building. Attendants will be on site to direct you.
Oakdale Theatre Parking Map

Not feeling well?

• If you are not feeling well and are experiencing any of the symptoms listed here, do not attend orientation at the Oakdale Theatre or report to work. Contact your recruiter to review next steps.
• If you have tested positive for COVID-19 within ten days prior to your start date, please report your positive test here. A Colleague Health nurse will call you to discuss next steps.

What to expect:

• Masks are encouraged and welcome at orientation! If you would like a mask but do not have one, a mask can be provided.
• The Oakdale Theatre experience is on one floor with accessible entry and seating
• Private rooms are available upon request for nursing mothers
• Lights will be dimmed throughout the day
• Presentations include multiple speakers using microphones
• Multiple screens, including a very large screen for presentations, are part of the program
• Speakers to project sound are stationed around the venue
• All facilities are ADA accessible. Assistance will be provided when necessary
• A continental breakfast and buffet lunch will be provided. Assistance will be provided when necessary
• Gluten-free and vegan options are available. Please ask the servers.
• Temperatures may fluctuate throughout the day. Please plan to dress accordingly
• Pet therapy and security dogs may be on-site during the event
• For everyone’s safety and security, the Oakdale Theatre’s safety protocol will be followed for orientation. Bags up to 12” x 6” x 12” are allowed on-site and will be searched prior to entry. Bags that are not clear will be subject to additional search.

If you have questions or would like to request an accommodation specific to orientation at the Oakdale Theatre, please contact hhcorientation@hhchealth.org in advance of the scheduled orientation day. Each request will be reviewed in advance to provide support and accommodation as necessary.

What to bring:

• If you have completed all the above pre-employment requirements, just bring yourself
• If you have not completed I-9 verification, you must bring accepted documentation found here
• If you are running late or if any other unforeseen circ*mstance arise, please contact your recruiter

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Day 2 starts on your home computer, where you will complete 8 hours of learning.

The morning will be a live Zoom facilitated session. The remainder of the day will be online learning which can be completed at your own pace (through our learning management system, HealthStream).

Day 2 starts at 8am with a live facilitated Zoom session:

• Join meeting - https://hartfordhealthcare.zoom.us/j/5539024544
• Click “Open Zoom Meetings” in the dialogue box.
• If you don’t see the dialogue box, click “Launch Meeting”.
• Once the Zoom meeting launches, enter your first and last name and click “Join” to join the meeting. Click “Join Audio by Computer”.
• Preferred audio is computer and microphone. If you do not have computer audio, you can dial in: 1.646.876.9923. Enter 5539024544# when prompted. Mute computer.

Make your Day 2 virtual experience successful from the start:

• Log on to a computer 10-15 minutes before the start of the class to test your audio and camera.
• Make sure you are in a safe and quiet environment so you can be in the moment during class.
• Your audio should start on mute and your camera should be on.
• Remember that this is a professional online meeting with your new employer. Make sure that your background and your attire are appropriate. We ask that you keep your cameras on throughout the Zoom sessions.
• Find more Zoom tips

It is important you use a computer and not a mobile device (smartphone, tablet, etc.) to help avoid technical difficulties.

Your online courses, which should be taken in this order, are:

• HHC Learning Management System Training
• H3W Leadership Behaviors Attestation
• High Reliability Organization (HRO) Attestation
• HHC Required Learning
• HHC End of Day Wellness Checklist

Need help? Have questions? Find answers fast here >>

Log in to complete this training

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Before your first day in your respective department, make sure you have completed all required pre-employment documentation and virtual learnings.

If these steps are complete, then you are ready for your local onboarding!

The following resources can be referenced after you have system access which you will receive from your manager during your first week. Be sure to come back to this page after you have received your system access/HHC credentials.

You’ll need to do this to get paid and keep your personal information, like your mailing address, up to date.

• Log in and familiarize yourself with HR Express
  HR Express is the place you will go to set up direct deposit, view your paycheck, update your personal and work data and more. Learn to use it now and it will be your best friend forever.
• Set up direct deposit
  Do this in your first couple days of work so you can get paidfast. You will use HR Express to set up direct deposit during your first couple days at work. Learn more
• Visit and familiarize yourself with HHC Connect
  This is HHC’s intranet, your one-stop shop to find everything you need to work and support your family. If HR Express is your BFF, HHC Connect will be like your extended family! HHC Connect

You will be able to do all of this from your mobile device once you have system access and learn to use two-factor authentication.

Not feeling well?

If you are not feeling well and are experiencing any of the symptoms listed here, contact your manager to review next steps.

If you have tested positive for COVID-19 after your start date, please report your positive test here. A Colleague Health nurse will call you to discuss next steps. Contact your manager and follow the current HHC guidelines.

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Hartford HealthCare is happy to support your Continuing Education (CE) needs through the CE Team in Academic Affairs.

We are accredited by Joint Accreditation for Interprofessional Continuing Education^TM. Currently, we are able to provide accredited education for physicians, nurses, social workers, pharmacists, and psychologists, dependent on the specific credit the planners requested. All other participants receive a certificate of completion towards professional licenses and certifications.

Which New Colleague Orientation (NCO) Classes are Eligible for CE Credit?

Classes in NCO that are eligible for CE credit include the following, for a total of 6.75 hours:

• Well-Being
• Advancing Equity and Cultivating Belonging
• Safety and Your Role
• High Reliability Organization (HRO)
• H3W Leadership Behaviors
• HHC Required Learning
• Human Experience Behaviors

Claim Continuing Education Credit for NCO

HHC uses an online website called CloudCME to manage all CE credit. If you would like Continuing Education hours for attending New Colleague Orientation, please follow the steps below:

• AFTER you receive your HHC Network Credentials and email address
• WITHIN 28 days of New Colleague Orientation

1. Log in to our website athttps://hhchealth.cloud-cme.com using your HHC Network Credentials (the username and password you use to log in to Epic, Outlook, or Kronos)

• Do NOT create an account using your personal email as this will create multiple issues in locating your credits later on
• This is best done using a device other than your cell phone
• CloudCME works best with Google Chrome

2. Complete the following fields in your CloudCME profile

• First Name
• Last Name
• Degree
• Professional Designation (choose ONE only)
• First name on badge (only your first name)
• Mobile Phone Number
• HHC Location
• Medical Specialty (you can enter more than 1, such as Nursing and Oncology)
• Department

3. Save your profile

4. Text your HHC email address to the CloudCME Attendance Line at 844.962.4001 to confirm your account and mobile phone are paired

• PRO TIP: Save this number as a favorite, as you will use it to record your attendance at any CE activity across HHC

5. Complete the evaluation for CE credits or scan the QR Code

• Make sure you have completed Steps 1-4 first
• You must complete this evaluation if you would like CE credits

Where Do I Find the Continuing Education home page?

• 

  Make https://hhchealth.cloud-cme.com/default.aspxa favorite on your computer or mobile device
• Find us on the Intranet!

Learn More About Continuing Education at HHC

• Explore our home page
• Email us at ContinuingEd@hhchealth.org to be directed to the appropriate team member or resource
• “How Do I …?” Continuing Ed Tools and Resources
• AccessCT License Renewal topics and classes
• Access MATE Requirements and Classes for DEA License Renewal

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Learn more about HHC’s benefits

Hartford HealthCare offers a comprehensive benefits program to meet your needs. Some benefits you will need to enroll in, while others are provided automatically at no cost to you. You are eligible for benefits if the standard hours for your position are 24 hours or more. This allows you to enroll in medical, dental, vision and other insurance coverage. There are also benefits available to all colleagues, regardless of your standard hours. These include a 401k retirement account and our Colleague Assistance Program (which provides free counseling and other emotional support).

Other resources to help you learn about our benefits are the 2024 Benefits Guide, 2024 Benefits Plan Comparison Chart, and the Benefits Provider Networks documents.

• 2024 Benefits Guide
• 2024 Benefits Plan Comparison
• Benefits Provider Networks

Important: If you want benefits, you must enroll within 31 days of your start date. Benefits become effective on the first day of the month following your start date. If you miss this deadline, the next time you can enroll is during open enrollment for the following year, unless you have a life event such as marriage or loss of coverage elsewhere.

Test your knowledge with an expanded version of Benefitz.

We heard a lot about H3W Leadership Behaviors

Want to learn more? Listen to our H3W Leadership Behaviors podcast:

Episode 1with Talent Development Consultant Rhonda Papallo (16:37 minutes)

Episode 2with Senior Vice President of the Hartford HealthCare Community Network Eric Smullen (14:53 minutes)

Episode 3with Vice President of Health Equity for Hartford HealthCare Sarah Lewis (15:00 minutes)

Podcast QR Codes:

Episode 1

Episode 2

Episode 3

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