New Vendors for Compliance Tracking

This message is to inform students of recent changes related to compliance. No action is needed at this time.

  1. New criminal background check & drug testing vendor – HireRight
  2. New HSIP immunizations tracking vendor – MedProctor
  3. Old vendor to be phased out – Castlebranch

HireRight

To be in alignment with UW Medicine and GME, we are moving to a new vendor. We will be moving away from Castlebranch. There has been a decline in Castlebranch customer service in addition to Castlebranch randomly charging some students fees, not authorized by the SOM.

Our new vendor, HireRight, will conduct more comprehensive background checks. While this vendor provides superior products and services, there is an increase in price for the criminal background check (CBC). The School has opted for a flat fee for all students of $78 which includes all alias names and every jurisdiction. Under Castlebranch the cost of the CBC was $51.49. Market prices for CBCs have increased in recent years. The $78 HireRight price is now a competitive rate for the same product we were receiving through Castlebranch.

The price for drug testing under HireRight has decreased. Foundations students will now pay $43 for drug testing as opposed to $63 under Castlebranch. Drug testing for clerkship students is paid for by the SOM.

MS4 2026 graduates will complete the “graduation CBC” through HireRight. Look for my email later this week. The deadline will be January 15th, 2026.

MS2s will complete a background check through HireRight in January. Look for my email on January 2nd. The deadline will be January 31st, 2026.

MedProctor

The Health Sciences Immunizations Program (HSIP) will be migrating student immunizations accounts from Castlebranch to MedProctor. HSIP sent an email announcement to students on November 19th. Students will not be charged for the transition. HSIP was experiencing a high rate of errors by Castlebranch reviewers. MedProctor is currently in use by Husky Health, can integrate with SDB (UW Student Database), and has overall better services than Castlebranch.

 

Timeline for the MedProctor rollout:

January 2026

  • HSIP will message students asking them to create a MedProctor account and to sign a user agreement. Students will sign in to their MedProctor accounts with UW SSO.
  • HSIP will then populate student immunizations documents from CastleBranch to MedProctor.
  • Students will submit new vaccine documents via MedProctor starting in January, after creating their MP accounts.

January – June 2026

Students who need an immunizations summary will need to get it from CastleBranch until the MedProctor document migration is done. HSIP will notify students when they can start generating summaries on MedProctor.

MS4 2026 graduates will continue using Castlebranch for vaccine document submission through graduation. G2026 MS4s will NOT transition to MedProctor.

Castlebranch

Students may continue to utilize the UW71 compliance trackers for personal document storage purposes, however, the SOM will no longer be collecting compliance documents via Castlebranch. While students will retain their accounts for personal use, Castlebranch accounts will no longer be monitored by the SOM. Please look for our emails with instructions for how to submit future compliance documents.

We realize these are big changes.  Thank you for your patience and understanding as we transition to vendors who provide students with more accountability and better service.