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VANDERBILT UNIVERSITY MEDICAL CENTER

Office of Graduate Medical Education

SecurID Tokens

Coordinators: You can request a SecurID token here, at the GME Admin Portal.

What is a SecurID token? 
The SecurID token is an authentication device for remote access to patient data systems, the use of which is subject to the terms and conditions described in the VMC Confidentiality Agreement and the VMC Security Guidelines on Remote Access. Since signed Confidentiality Agreements are on file with GME, it is very important that SecurID tokens for all house staff only be requested through GME.  All tokens for house staff are paid for from the GME budget.  These tokens have a roughly three-year life span and will cease to present an authentication code after the predetermined expiration date. The exact expiration date can be found on the back of the token under the serial number.
 
What happens with the tokens assigned to House Staff who are finishing their training? 
Current house staff who will not be appointed through the GME office beginning July 1 are required to turn their tokens in to their Program Coordinator as part of the exit process. House staff becoming faculty are not permitted to keep their tokens since they are paid for by GME. The Coordinator can decide if he/she wants to reassign a token to someone in need of one (current house staff who has lost/broken their token or incoming house staff who was not previously appointed through GME). This decision will likely depend on when the token will expire. Reassigning a token can be done through the GME Admin Portal. If the token is not reassigned, it should be turned in to Lisa King in the GME office.
 
What about house staff who are transferring to or from another training program? 
House staff who were appointed through GME this year and who will be appointed through GME next year will not need a new token unless theirs has expired or they were not assigned one by their previous program.
 

What can be done about Tokens that stop working? 

If a SecurID token stops working, the first thing to check is the expiration date. If the token has expired, a new one should be requested on the GME Admin Portal. If it is not expired, the house staff should try the RSA Self-Service Console here: https://its14wp-rsa.mc.vanderbilt.edu:7004/console-selfservice/.  If that doesn't solve the issue, the house staff should call the Help Desk (3-HELP) while at a computer with the token handy. If this does not resolve the problem, the house staff should bring the broken token to the Systems Access and Maintenance (SAM) team at 3401 West End, suite 650. If the token was damaged by the house staff somehow, a replacement should be requested on the Program Coordinator’s Portal.
 

Process for Requesting a New SecurID Token for the July 1 transition (new house staff)

  1. Program Coordinators log in and complete the SecurID Token Request Form on the GME Admin Portal.
  2. Lisa King (lisa.king-rowan@vanderbilt.edu) in the GME office, after receiving an automatic notification, will submit the request to the SAM team.
  3. For tokens requested for the July 1 transition only, the Program Coordinator will receive an e-mail from GME when the batch of tokens for his/her new house staff is ready to pick up in the GME Office.
  4. The Program Coordinator will distribute the tokens to his/her house staff no earlier than their start date (usually July1).
  5. On their start date (or after, if start date falls on a weekend), the Program Coordinator will send the new house staff an e-mail (draft supplied to coordinator by GME) with directions to set a PIN and how to use the token.
     

Process for Requesting a New SecurID Token for the rest of the year (for off-cycle new house staff and replacements for lost or broken tokens)

  1. Program Coordinators log in and complete the SecurID Token Request Form on the GME Admin Portal.
  2. Lisa King (lisa.king-rowan@vanderbilt.edu) in the GME office, after receiving an automatic notification, will submit the request to the SAM team.
  3. The Program Coordinator, Lisa, and the house staff for whom the token is assigned will all receive an e-mail from Systems Access when the SecurID token is ready to be picked up at the Eskind Biomedical Library (EBL) front desk.
  4. The e-mail will state that the house staff must bring a completed 1180 when picking up their token.  Molly will send an e-mail to the Program Coordinator and the house staff to let them know that the 1180 should be picked up in the GME Office in 209 Light Hall before going to the EBL front desk.
  5. The SecurID token should be picked up within 72 hours of the e-mail stating that it is ready.  Tokens for off-cycle house staff and replacement tokens, can be picked up by the house staff or the Program Coordinator.
 
Process for Reassigning a SecurID Token 
  1. Program Coordinators log in and complete the form on the GME Admin Portal.  The token number (embossed on the back of the token) is needed.  The date of expiration (also on the back of the token) is helpful, but not necessary.
  2. Lisa King (lisa.king-rowan@vanderbilt.edu) in the GME office, after receiving an automatic notification, will submit the request for reassigning to the SAM team.  So that current users can continue to use their token until their end date, reassignments for the July 1 transition will not be processed until July 1 (or after if July 1 falls on the weekend), unless the Coordinator indicates in the comment field of the request form it is okay to process earlier.
  3. The Program Coordinator, Lisa, and the house staff for whom the Token is then assigned will all receive an email from Systems Access when the SecurID Token has been reassigned.
  4. The house staff can begin using the token once his/her PIN has been set up (directions on this are in the e-mail from Systems Access).
 
As always, feel free to email (gme.office@vanderbilt.edu) or call GME (2-4916) with any questions.
 
Updated 5/4/12

 

This page was last updated May 16, 2013 and is maintained by Jarrett Lea