Photo ID office

CNY Photo ID Office

Photo Identification Badge/Access Control Card Procedures

POLICE AND SECURITY MAIN CAMPUS
LOCATION: WANG, Room 232 
HOURS OF OPERATION: 
Monday – Friday 7:30 AM – 5:00 PM
PHONE: 617-724-9339
EMAIL: mghphotoidmaincampus@partners.org

POLICE AND SECURITY CNY & SATELLITES
LOCATION: Bldg. 149 West Lobby 
HOURS OF OPERATION:
M and Th. 11:00 AM – 1:00 PM
PHONE: 617-724-3031
EMAIL: mghphotoidcampussatellites@partners.org

Access Control questions should be directed to the appropriate outlook address listed above or by calling extension x4-9339 for Main Campus or for Satellites x4-3031

• The Photo ID and the Request for Electronic Access are two distinct processes.
• The time frame for obtaining an I.D. Badge is approximately six minutes.
• Groups of four or more people need to be scheduled through our office.


REQUEST FOR ELECTRONIC ACCESS PROCESS

Click here fill out the Request for Access to MGH Main Campus or CNY/Satellite Facilities Form online.
This is an intranet site and can be accessed by MGH users only. You will be asked to re-enter your Partners log on credentials to access the form.

CAP (Corrective Action Plan) CAP (Corrective Action Plan) All members of the MGH/MGPO workforce (including employees, students, temporary employees, researchers, and other non-paid staff ; and volunteers) are required to take MGH Corrective Action Plan (CAP) training before receiving their badge. This training deals with three policies for protecting information. It generally takes less than 15 minutes, and may be done online by going to www.partners.org/healthstream from any computer. Print the certificate of completion to show to the MGH Photo ID Office. For those new employees attending New Employee Orientation CAP Training is covered during the session and a certification of completion is not required to obtain the ID badge. For more details, call the MGH Privacy Office at 617-726-1098.  This training deals with three policies for protecting information. It generally takes less than 15 minutes, and may be done online by going to www.partners.org/healthstream from any computer. Print the certificate of completion to show to the MGH Photo ID Office. For those new employees attending New Employee Orientation CAP Training is covered during the session and a certification of completion is not required to obtain the ID badge.  For more details, call the MGH Privacy Office at 617-726-1098.

 


PERMANENT NEW HIRE EMPLOYEES

• New employee information is electronically passed from the Human Resource database to the Photo ID database thus requiring a new employee to simply present another form of photo identification to obtain an MGH Photo ID (New employee, includes physicians, residents, fellows and Bulfinch temporary employees)
• Physicians must register at the Physician Registry before coming to the Photo ID office and they will process the proper paperwork for any physician. They must also provide proof they have completed the CAP training.  They can be contacted at 6-2119.


GRANT FUND / NON- EMPLOYEES

• Grant funded employees and all other non-employees should be processed through the Human Resource non-employee process. Upon fulfilling these requirements information will be passed to the Photo ID database in the same manner as employees.
• New Hire Coordinator for MGH – x6-5141
• New Hire Coordinator for Partners – x6-9158
• New hire manager is responsible for completing the “Access Request Form” if electronic access is needed. Please read the Request for Electronic Access Process below for additional details.


MEDICAL STUDENTS

• Medical Students may be processed as non-employees or may present a letter or memo on department stationary.
• The letter should also include the date the student’s term is expected to terminate if applicable.
• The document should be signed by a department head or managing coordinator.            
• The coordinator should send a list of names and card access requirements five business days in advance.
• They must also provide proof they have completed the CAP training.


IHP STUDENTS (CNY)

• These are students that attend the Institute of Health Professions
• Student should present a driver’s license and class schedule
• The Manager of Operation for IHP is the contact and can be reached at 4-0463
• Anyone employed outside MGH/Partners HealthCare System
• Need to have contractor application signed by appropriate person
• Must have a picture I.D. with them


NON-PHOTO TEMPORARY I.D. BADGES
• Issued on request with department approval


VOLUNTEERS
• All Volunteers need a signed application from the Volunteer office


CONTRACTORS
• The manager of the employee and or new hire, is responsible for completing the “Access Request Form”, if electronic access is needed.
• Once the Request for Access from is submitted the Systems section of Police, Security and Outside Services will process the form. It may take up to two business days to process your request. You will receive an email from the Systems group informing you that your request has been completed and the badge is now activated.
• If you have a new hire and you want their access badge to be active upon completion of their new on their New Employee Orientation class which ends Tuesday’s at 1:00 p.m. you must submit the form by 5:00 p.m. of the Thursday before their class


NOTES REGARDING YOUR I.D. BADGE
• I.D. Badges must be worn at all times for the following reasons:
• Good Customer Service (patients and visitors appreciate it)
• Hospital Policy
• Joint Commission requirement
• State Law (for employees with direct patient contact)                                                        
• The I.D. badge contains an antenna, which will cease working if punctured or damaged. Cards are $20.00 to replace if lost or damaged.  (No fee for replacing defective badges)
• Upon termination, I.D. badge must be returned to Police and Security
• Required for authorized entrance to any and all MGH Buildings and properties


TYPES OF BADGES
The following is description of individual badges that can be obtained:
• MGH White Badge (no patient contact)
• MGH White Badge with Blue block outlining picture (patient contact)
• MGH Blue Badge – Bulfinch employee
• MGH Blue Badge with Black block outlining picture (Bulfinch employee patient contact)
• MGH Pink Badge (OB Nursing)
• MGH Green Badge - Contractor Badge (non employee)
• MGH Gray Badge – Volunteer
• PHS White Badge (no patient contact) with their logo
• PHS White Badge with blue block outlining picture (patient contact) with their logo

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