Welcome UCLA West Valley Medical Center!
Our UCLA Health IT teams look forward to welcoming you into our community of users as we provide the technical groundwork to help UCLA Health achieve its mission of providing leading-edge patient care, research, and education. Our immediate goal is to get you access to the application and systems you will need by getting your UCLA Health Mednet username and password set up. We look forward to collaborating with you to minimize any disruptions!
Staff will receive account details and instructions through email or can check in with our IT staff onsite. Emails will be sent (from it@mednet.ucla.edu) in batches as information becomes available.
Here to Support You
Although there may be some inherent challenges during this transition, our staff are dedicated to ensuring a seamless technical transition. In addition to our usual ways to get support, our teams will be providing both onsite support and conduct informational webinars and virtual office hours to help you get acquainted with applications that will transition to UCLA Health systems right away.
On-site Support
| Date | Topics | Location |
| Saturday, March 30 - Friday, April 5 7:00 am - 10:00 pm | IT On-site support |
|
Join us via Zoom for presentations and Q&As
Virtual Meeting: Get Started with UCLA Health IT
These sessions will be in a Zoom meeting format so you can become more familiar with the layout and features. The following session will focus primarily on Zoom, Teams, and Cybersecurity reminders.
|
Date |
Time |
Location |
|
Wednesday April 3 |
12:00 pm – 1:00 pm |
Join via Zoom: https://uclahs.zoom.us/j/97635161369 Meeting Number: 97635161369
|
Get trained on Time Suite + Web Clock
These sessions will demo the detailed instructions in how to clock-in, approve time and submit approvals for hourly and salary employees.
| Date | Time | Location | |
| For Leadership and Knowledge Workers: Demo will include instructions for salary staff, hourly staff and manager approval | |||
| Monday, April 1 |
10:00 am - 11:00 am |
|
Join via Zoom: https://uclahs.zoom.us/j/93749474031 Meeting Number: 93749474031 password: wvucla
|
| 1:00 pm - 2:00 pm | |||
| Tuesday, April 2 | 10:00 am - 11:00 am | ||
| Thursday, April 4 | 1:00 pm - 2:00 pm | ||
| Friday, April 5 | 1:00 pm - 2:00 pm | ||
Contact Customer Care: Available 24/7
If you need immediate assistance with a UCLA Health application, contact Customer Care by calling directly at 310-267-CARE (2273), calling help desk at 818-676-4179 and select option #1, or open a service ticket. Specialists are available 24/7 to provide support.
IT Service Portal is a great resource to search through our knowledgebase for common questions and guides. Be sure to review the specific West Valley Medical Center articles →
Set Up your UCLA Health Mednet Account
Access to HCA applications relying on Microsoft such as Email, OneDrive, and the Intranet will be disabled starting at 3pm on Thursday, March 28. Use the steps below to begin transitioning to your UCLA Health Mednet email account and resources.
Note: During this transition, retain a copy or screenshot of reports you use that rely on applications such as PowerBI or Qlickview. This will be useful if you want to request they be rebuilt in the future.
Prepare Download Duo Mobile App
Before getting started with the steps below, we recommend you download the Duo mobile app on a mobile device that you will use to help you authenticate into our UCLA systems.
If you prefer, you will also have an option to use a phone number for your preferred authentication which does not require you to download the app. Note, this method will require you to be near the phone to authenticate and it must be a dedicated phone number (not a shared number).
1 - Set up your UCLA Health Mednet Account - DUO, Password, Secret Word, HIPAA Training
Duo for Multi-Factor Authentication (MFA) adds extra security. In addition to your username and password, you will use this application to authenticate your identity.
- Visit https://mfa.mednet.ucla.edu
- When prompted, enter your Mednet Username
- Enter Temporary Password
- Enter your UID number and click Validate
- Provide the information about your mobile phone or landline.
- Enter phone number and click Continue
- For mobile device or tablet, open the Duo Mobile App and scan the QR code when prompted.
Immediate after enrolling in Duo, create a password for your Mednet account. The temporary password you received will expire.
- Visit https://changepassword.mednet.ucla.edu
- Submit your Mednet username and temporary password.
- Create a new password that meets the requirements.
Once you have your account set up, use your new password to log into our IT Service Portal catalog and Update your Secret Word to a word of your choosing.
Important: If you haven't already, complete HIPAA Privacy and Information Security Training →
If proof of HIPAA training is not provided within two weeks of your account creation, access to the majority of applications, including email, will be removed.
2 - Import HCA email and begin using Mednet Email
HCA email address will be deactivated on Thursday, March 28 and you will loose access to email, contacts and calendar invites saved on your HCA email account. Follow the instructions you were provided by HCA to export email to a PST file. Once you have created your PST file use the following articles to begin using Mednet email.
- Outlook: Sign in with different account via web (and toggle between different accounts)
You will be able to use both HCA email and Mednet email until your HCA email is deactivated. - Outlook: Add a new profile on desktop
- Create and apply a signature to your Mednet Account. View UCLA Health Brand info →
- Import your HCA PST file into your Mednet email account
If you use email via web, emails you would like to save can be forwarded over to your Mednet email account. - Delegate permission will not be transitioned to the Mednet email account. You will need to setup permissions to allow someone else to manage your mail and calendar.
Additional Notes
- Important: You must complete HIPPA training in order to send and receive emails from external email address, including @hcahealthcare.com domains.
- Distribution list from HCA have been rebuilt in Mednet Email, these can be located in your Mednet email accounts by searching the Global Address List for WVUCLA.
- Once you have your new Mednet email address we strongly recommend you add a signature or auto-reply to your HCA email to inform individuals you communicate frequently with that your email address is changing.
3 - Recreate all calendar invites and transition virtual meetings to Zoom
Please be aware, calendar invites will not be migrated to your Mednet email account. Prior to March 28, be sure to manually recreate new meeting invites. Although you will not have the Zoom desktop client installed on your computer, you can sign into the Zoom Outlook Add-In and use Zoom instead of WebEx for online/virtual meetings.
- Log into Zoom via web to adjust settings and meeting options: https://uclahs.zoom.us
- Review Instructions: Zoom Web Client for Online/Virtual Meetings
4 - Transition files to UCLA Health OneDrive
Once you have your Mednet credentials setup, you are able to access UCLA Health OneDrive. Use the following knowledge article to save the OnedDrive files that HCA has backed up your UCLA Health OneDrive account:
5 - Start Using Teams for Chat and Collaboration
Microsoft Teams is the UCLA Health solution for one-on-one or group chats. Teams is a robust application with integrations with other Microsoft products (SharePoint, Word, Excel, PowerPoint, Forms, etc.).
6 - Enroll Mobile Device in Intelligent Hub for Mobile Heartbeat
During the initial phase of transitioning to UCLA Health applications, Mobile Heartbeat (also known as MH-CURE FWD) will still require your HCA credentials, however you will need to be enrolled in Intelligent Hub through UCLA Health's license.
Important: UCLA Health's requires devices be on iOS 17 + to enroll in Hub
- Review Instruction to set up your Mobile Device to Access Mobile Heartbeat App
Complete by March 29 - April 2: Timesheet Submissions & Approvals
Your UCLA Health Mednet account will be needed to utilize payroll systems such as Time Suite and Web Clock.
Important Dates
- FRI 3/29: Cutover to Time Suite and Web Clock - midnight - 5am
Review details and instructions: https://mednet.uclahealth.org/file-managers-update-march-27-2024/ - SAT 3/30: Pay period ends: Complete Timesheets in Time Suite
- TUE 4/2: Managers and approvers must approve timesheets by Noon
- Training sessions for Time Suite Manager Approval join via zoom: https://uclahs.fyi/hbs-manager-training
- Monday, 4/1 | 10am - 11am , 1pm - 2pm
- Tuesday, 4/2 | 10 am - 11am
- Thursday, 4/4 | 1pm - 2pm
- Friday, 4/5 | 1pm - 2pm
Resources
- Web Clock Frequently Asked Questions
- View the Time Suite + Web Clock training sessions 4/1, 4/2, 4/4, and 4/5 in Support section
- Access Quick Reference Guides for Time Suite and Web Clock
Required Training and HR Resources
Your UCLA Health Mednet account will be needed to access trainings required by UCLA Health in Cornerstone as well as trainings required by the UC system in the in UC Learning Center Portal. Additionally you can use it to access important resources like UC Path and UC RAYS (retirement) and submit request to Human Resources through the Employee Experience Center. Use the resources below to help you get started.
- Welcome to the UCLA Health Family - Onboarding
- Welcome UCLA West Valley Medical Center: Cornerstone and UC Learning Center
- UCPath: Login using your Mednet Username and Password