We have been successfully helping prepare candidates for residency interviews for over fourteen years. If a candidate’s preferred days were filled, more email notifications were sent requesting additional preferential dates of attendance. Informing candidates of “when they will be invited” and “when they will be allowed to schedule” doesn’t decrease anxiety, or optimize scheduling. 2. Program directors and applicants can optimize their selectivity of one other, specialty organizations can enact policies to drive best practices, and medical education governing bodies can better streamline resources to gather data and lead holistic change. Really. Candidates typically applied to ~20 programs across all specialties, eventually interviewing with a subset of those programs. Also, a phone call may come off as too pushy or even desperate. This means if you have weekends off, you can fly out on a Sunday or fly back on a Saturday. Not only will we explore what to do (and not to do), we’ll explore the reasons and the consequences that result based on over a million historical data points. Berger JS, Cioletti A. When a new institution sends out invitations, the process is repeated and this prior program’s calendar changes as candidates reschedule the previously booked interview dates. Yet, regardless of a program director’s orders to “Get invitations out now,” there are more optimal times to send interviews dependent on your program’s geographic location. Finally, there are internet outages, travel disruptions and any other number of interruptions that may preclude a candidate from scheduling an interview within minutes. And then late season cancellations would occur. Try your best to accommodate candidates when possible. II. Skip to content. The couch surfing with friends you haven’t seen in 4 years. Such practices will provide candidates with an improved interview invitation and scheduling process, decrease cancellations and candidate frustrations, and optimize program interview yields. To help close this gap, the AAMC published Best Practices for Conducting Residency Program Interviews to guide faculty and program directors through the interview process. The interview process starts with your first contact with the program. Why: Imagine a radio station announces that it is going to award $100,000 to the hundredth caller who calls in at noon the following day as part of a promotion. The slightly wrinkled interview suit. Bad Examples: Open for the Best Resident Ever, or SOS IT’s AN EmergencY!! Informing candidates they’ll receive an invite at a certain date and a certain time instantly increases anxiety. Use strong language to indicate your actions, not your intentions. What follows are Team Thalamus’ best practices for residency interview scheduling. Why residency programs interview you. 6. 2.) Given that international medical graduates (IMGs) are applying from all over the world, it is nearly impossible to send invitations at a time that works for all candidates. Tell me … J Grad Med Educ. 3. Slowing down the scheduling process and providing options to a smaller number of candidates also minimizes the effect of these unpredictable disruptions. Again, slowing the process down by offering ample positions, and inviting in waves, bypasses the need for any and all of this. Why: Currently, the gravest concern of candidates is that they will arrive at a program’s calendar to find all interview dates full. residency interview game situationmacon 2021-01-24T00:30:26+00:00. Quite a few listeners with a phone instantly become anxious and start planning to be available at noon the following day, so they can frantically start dialing their phone. Feb 2019;11(1):30-35. And practices do vary! (This goes for anyone you encounter in a program or hospital during your interview). NRMP Match Communication Code of Conduct http://www.nrmp.org/communication-code-of-conduct/. 2. Match A Resident is not sponsored by, endorsed by, or affiliated with National Resident Matching Program. Initially invite fewer candidates for the total number of interviews slots. Being invited to a filled interview calendar creates significant applicant anxiety further fueling application-inflation, increased costs, and applicants being “glued” to their smartphones. Similarly, blanket statements that candidates should be invited in the evening, morning or any other hour are counterproductive. And… if your program doesn’t invite at exactly the pre-defined and communicated date/time, your program will receive a large influx of emails and phone calls from candidates inquiring if something is wrong. Do be polite to everyone you meet. Treat everyone you meet with courtesy and respect. You’ve done it! Ophthalmology Residency Contact information for the ophthalmology residency program at MCW. Previously, when invitations were sent by email (or phone), candidates were not aware of whether they were the first or last to be invited. Why Am I Getting Residency Interview Rejections? We have always valued your feedback and we hope you continue to participate in improving this process with us. Thalamus was created through a grassroots collaboration of program directors, program coordinators and applicants/medical students to address the inefficiencies in the residency and fellowship interview management process. Background and Identification of Need, The beginning: The era of "travel agents", Today: The age of interview scheduling software, The number of candidates to invite to interview, The ideal times to send out interview invitations, How to announce your program's interview invitations, How to communicate your program’s invitation message, How scheduling flexibility optimizes completed interviews. In fact, the a priori scheduling of increased end of season interview slots allows for more candidates to schedule and greater malleability overall. Try your best to accommodate candidates when possible. With this said, MMI interviews are becoming increasingly popular and are commonly used for larger programs with more residency spots such as internal medicine and family medicine. Several electronic exchanges over weeks and months would pass as the dates filled. Many programs are attempting to adjust for this flux by grossly over-inviting for the number of spots available each year to the tune of 100-200 more candidates than they have available interview positions. Specifically, we hope that following these best practices will improve efficiency while maintaining emotional well-being, increase accessibility to scheduling while keeping costs at bay, and ultimately optimize candidate selection and matching to training programs. Comments? Photo by rawpixel.com from Pexels 3 Different Types of Residency Interviews As an aspiring doctor, you dream of someday getting into the residency of your choice. All this accomplishes is delaying the rat race. You should never assume someone’s religious inclinations, Don’t be offended if you do not hear back right away or at all. NRMP Match Communication Code of Conduct http://www.nrmp.org/communication-code-of-conduct/, Request a demo today and a member of our team will contact you shortly. The growing applicant base per program (supply) is not being met by a similar increase in available residency positions. After diligent efforts in your medical education, residency applications, and interview preparation—you received an invitation and interviewed with a residency program you have an interest in joining. If a program makes an inadvertent error in setting up a schedule then pushing off the issue to the next day is also more difficult to manage. When scheduling any event (such as getting on a bus vs. scheduling a residency interview) someone will always be last. IMGPrep offers individualized residency interview coaching with mock interviews to prepare you for medical residency interview questions and answers. Many residency programs will have their interviews set either at the beginning or the end of the week. Maintaining open dates allows for continued flexibility and candidates will appreciate it. to schedule an interview position before risking losing their interview invitation. Pacific Time Zone: 5.) Whether you are in the Post-Match SOAP or not, you MAY NOT contact programs during the Post-Match. Central Time Zone/Mountain Time Zone: Can I Get Residency Interview Invitations in December? Step 1 Score Is Critical. In the event that your calendar is full, clearly communicate to candidates that they are being invited for a wait list position. 2.) Mar 2015;7(1):134. Residency program coordinators want it: it improves job satisfaction, increases productivity, … Thalamus was founded by a grassroots collaboration of applicants, current residents, program coordinators, program directors and GME administrators who have been on the front lines of this process. Domestic graduates are now applying to 60 programs and international medical graduates (IMGs) are applying to 150 programs on average across all specialties. Well, With data on over 100,000 candidates scheduling over 1,000,000 interviews, we have been analyzing these practices to better understand the shortcomings and to promote best practices. At Wash U., the ob-gyn program increased interviews by about 8%. Be prepared for tough questions. Mailed Letter – A l… SF Match Program Office - (415) 561-8535 . 5. What do you like about the program? J Grad Med Educ. Thus, the chance of any one candidate matching at any given program decreases further. Urology. Note: While historically there has been critique of disrupting educational activities during the day, we highly recommend combining item #2 (time zone recommendations) with item #1 (inviting less candidates than available positions, and in waves). For more information about Thalamus, visit our blog at thalamusgme.com/blog, Have questions? It should be professional, simple and clear– no “clickbait”, Examples: Update to my CV, or Interest in Your Program. The introduction of interview scheduling software has allowed for ease of scheduling and cancellation of interviews, but has also opened up the process to new challenges. Viewpoint From 2 Graduate Medical Education Deans Application Overload in the Residency Match Process. A typical residency coordinator spent 30% of administrative time (or more) managing the recruitment season. 4.) (When ERAS opens, before application submission): Asking programs about their requirements or for more information about the program, many other ways to obtain this information, , and Program Coordinators get tired of these questions fast, You may ask programs to attend their grand rounds. If a program is still on the List of Unfilled Programs in NRMP after the Post-Match SOAP concludes, you can try contacting them, First, ask if they are still accepting applications, Then, ask their preferred method to receive applications, Brainstorm your subject carefully. inviting 600 applicants to 400 residency positions) as major contributing factors. J Grad Med Educ. We invite all stakeholders to consider this guide. These spots may change rapidly or remain taken until the middle or end of the season. Mar 1997;29(3):209-212. Note: If you’re recruiting for multiple NRMP tracks or various specialty programs that have their own interview date, this logic does not apply (because you may need certain faculty or specialty programming to be available). 110 Questions UCSF Students Were Asked in a Residency Interview This list of residency interview questions is the result of one of Phi Lambda Sigma (PLS), Beta Beta Chapter’s professional development initiatives for fellow UCSF School of Pharmacy students. This should reduce inefficiency, increase convenience, and enhance candidate satisfaction. Do not invite candidates in the early morning or late evening. The urology match as a prisoner's dilemma: a game theory perspective. Here's what you can expect from the residency interview process, including the role of the interview in the application process. Through ThalamusLaw, for instance, several of the nation’s top law firms have realized the benefits of accommodating candidates as much as possible. This seems straightforward, but there are many programs that fail to communicate this effectively. For ease of workflow, bulk invitations would be sent to the “best” candidates early, and operations occurred during weekday “banking” hours. The lack of transparency confounded by these phenomena, described as both “application inflation” and “over-invitation” is resulting in a suboptimal experience for all stakeholders. Phone call – While this is the most direct method, you may find programs hard to reach or talk to. Expertise in residency interviewing. Do not invite prior to 12pm EST, or risk biasing against the west coast. We believe that targeted adjustments in recruiting strategies, when adopted in the context of evidence-based data, will dramatically improve this process. Personal type questions. One residency's experience with the electronic residency application service. We invite you to review our findings and advice. What is the Difference Between Match A Resident and Residency Explorer? A. J Grad Med Educ. In fact, our company was inspired by the experiences of our founders, a former applicant and program director, who personally grappled with a particularly chaotic interview season in 2012 disrupted by Hurricane Sandy. This just delays and emotionally heightens the race to positions. Over the past decade, the residency interview, scheduling, and match processes have become increasingly more competitive and anxiety-producing. J Grad Med Educ. Be courteous: The prospect of a big interview can be stressful, but it’s never an excuse for bad manners — no matter how brief an exchange might be. 1.) Mar 2015;7(1):134. Over the last 20 years, GME applications and their costs have quintupled. If a program is still on the List of Unfilled Programs in NRMP after the Post-Match SOAP concludes, you can try contacting them First, ask if they are still accepting applications Then, ask their preferred method to receive applications Do not invite in the evening. Gamify the interview process, give tours, celebrate the best attributes of your program with a Residency Interview Game! The Applicant Match History available in the NRMP Registration, Ranking, and Results (R3) system should be used to determine whether applicants have existing Match commitments or are eligible for appointment before offering them interviews. Residency Match Interview Preparation Services. Oct 2013;82(4):791-797. Of course, there are candidates who may try to take advantage of such situations, so this is completely at the discretion of your program. In expanding our network of users, we have the benefit of studying other industries. While online scheduling systems have provided greater transparency into the number of positions remaining, candidates are not provided information about when they were invited compared to other applicants. In essence, more programs are just offering more interviews to the same pool of ~47,000 applicants (or rather the subset of applicants applying to any given specialty). Join with us in making the interview process fairer and more equitable for all. Limiting options limits the chances of your mutual match. If your program invites 600 candidates at once to 400 positions, this fear will be realized by 33% of your candidates. Mandel LP, Spadoni LR, Hewitson LA, Vontver LA. Family medicine. The residency interview is the critical final step in matching with your dream program. Inviting in waves and providing ample available positions that are greater than the number of candidates invited, gives candidates choices and adequate time to access their invitation during a free moment in their day. Whipple ME, Law AB, Bly RA. 3.) Candidates would race to ensure concise and politely-worded emails arrived at a program coordinator’s inbox prior to the other several hundred of responses from counterparts. Jul 2016;8(3):317-321. Feb 2019;11(1):30-35. Remember the program may be receiving several hundred emails per day so Tip 1: Keep the email short, direct and to the point Tip 2: Do not send generic emails Send emails to residency program coordinator in most cases. So, while on-line scheduling software has operationally improved efficiency and accessibility, it has also translated into increased applicant anxiety and distractibility during the final year of medical school.4. The key is to provide ample time to schedule (and slowing down the rate at which calendars fill), so that the candidate can choose an optimal interview date. Do not attempt to “force” candidates to interview on a particular set of days. Give this group a set amount of scheduling time before inviting the next wave of candidates. Why: In nearly all other industries when someone is invited to interview at a company, institution or otherwise, that position is guaranteed. Being asked to interview with a US medical residency program is one of the key milestones an applicant must reach to successfully match as a resident. Mar 1997;29(3):209-212. As the premier and most preferred residency interview scheduling software, Thalamus has studied these processes in over 70 residency and fellowship specialties, across all 50 states, at over 125 academic medical centers, and covering all regions, geographies, and practice areas. Berger JS, Cioletti A. 3.) Clinical Residency Interview Tips & Tricks for Future Doctors. 5.) While, technically, scheduling software can handle this process, the race is larger and quicker than ever. Do not force candidates to interview on a particular date, unless for a special program. How To Apply for Exceptions to ECFMG Alternative Pathways, ECFMG Announces Alternative Step 2CS Pathways for IMG Certification – 2021 Match Cycle. Many programs also offer an interview dinner the night before with the residents. Purpose. Thanks again and have a great interview season. Immediate results. Email – Emails are the most common way to follow up with programs and the easiest way to mass contact programs at once. What follows is backed by years of observational and data-science driven research. Then please contact us at support@thalamusgme.com. In the 2018-2019 ERAS cycle, nearly 4,000,000 applications were submitted by ~47,000 applicants, incurring costs of greater than $80M in total application fees. Weissbart SJ, Hall SJ, Fultz BR, Stock JA. For instance, at 5pm PST, MST applicants are in rush hour, CST applicants are likely eating dinner, and EST applicants are winding down their days. Additionally, inviting candidates when staff is still in the office ensures that any questions or issues may be dealt with in a timely manner, rather than having to ask a candidate to wait to the start of the next business day for assistance. All applicants to either the Pediatric Residency Program (categorical), the PALS Residency Program – Pediatric Advocacy-Leadership-Service (primary care), Pediatric Scientist Development Program, or any of the Combined Pediatric Training Programs at UPMC Children's Hospital of Pittsburgh must apply through the Electronic Residency Application Service (ERAS). Presently, candidates arriving to a full calendar may assume their invitations were last, but really have no insight into whether the schedule filled in the seconds prior or weeks before. Plan accordingly. Clearly communicate that candidates are guaranteed a position (time-limited) and/or that they are being invited to a wait list position. Most residency interviews are traditional one on one interviews or panel interviews – where two or more interviewers are asking questions. inviting 600 applicants to 400 residency positions) as major contributing factors.1 As a result, candidates have been observed to be “glued to their phones” during the months-long interview season, to ensure optimal scheduling opportunities. 1. The same can be said of residency interviews. The outcome, to overcome “Match uncertainty” is an inefficient system, contrasting antiquated recruitment practices with newer technology. B. The National Resident Matching Program ® (NRMP ®) seeks to maintain the highest professional standards in the conduct of its Matching Program and expects all applicants and programs to conduct their affairs in a professionally responsible manner.Interactions between applicants and program directors during the interview and matching processes must be … When the Electronic Residency Application Service (ERAS) launched in the late 1990’s2, communications surrounding interview scheduling grew exponentially as the process of applying became easier and more efficient. Do not initially invite more candidates than available interview positions. Many medical students work long days and evening hours, similar to residents and attendings, and the assumption that all students are free at any one given time is inaccurate. Oct 2013;82(4):791-797. Your medical school advisor suggested you do this: it is the way it has … Programs receive thousands of applications and messages every season, If you are following up with programs you are interested in and have not heard from, creating an Email Format you mass email to programs is, Write a unique email or letter for every program you reach out to with details. Following up with a previous connection to a program. The reasons for these challenges are varied and nuanced, but include application inflation and residency program over-invitation (e.g. Adopt new recruliting strategies which fit the technology and current recruitment trends. This leads to more optimal and planned decisions on which day to interview based on travel schedules, flight prices and interviews at other programs. The search for interview rooms in the hospital labyrinth.A few days after your interviews, out of courtesy, you mail off polite thank you notes on creamy stationery. And as these applicants cancel, interview spots open for less competitive applicants. The urology match as a prisoner's dilemma: a game theory perspective. The coordinator would then fill out a date planner or an Excel spreadsheet, going email by email through Inboxes. In raising this awareness, our hope is to improve the process for everyone involved. We know how nerve wracking it can be to interview for residency. 1.) NATIONAL RESIDENT MATCHING PROGRAM®, NRMP®, SUPPLEMENTAL OFFER AND ACCEPTANCE PROGRAM®, and SOAP® are registered trademarks of National Resident Matching Program. Include a signature block with your name, email, phone number, and AAMC ID number, Use proper and professional language that you would use in your Personal Statement, Rehearse what you are going to say beforehand with talking points to hold while you’re on the phone, Keep it polite and BRIEF. Given our knowledge and experience, we are in a unique position to share our findings and advice. Top tier applicants are eager to schedule as many interviews as they can, early on.3 Anxious about prospects, they are hesitant to cancel until they are invited to their most preferred programs and/or they have completed a significant amount of interviews. You may be asked about deficiencies or anomalies in your … After completing interviews for a medical residency program, many students wonder about contacting their choices. Mandel LP, Spadoni LR, Hewitson LA, Vontver LA. Our expert faculty have conducted hundreds of residency interviews. The practice of offering a subset of interviews days to a portion of your candidates (i.e. This will allow this tier of applicants to view multiple scheduling options, and will signal their value to your program, and all within the confines of the NRMP match guidelines.6 After the set period of time expires, invite the next wave of candidates. Trying to drag out the conversation is more likely to make you memorable–in a bad way, Make the call from a place with good cell reception, you may not get a second chance for someone to answer if the service cuts out, Read a full article about how to write a written letter or, If you have nice handwriting, consider a handwritten letter (or at least hand signed) or handwritten envelope, This can vary of course. Do you have any connections to the geographic location? Instead, invite 50-100 of your top candidates to your calendar to the open 400 positions. However, with so many emails coming in from residency candidates emails often get skimmed or ignored 3. This point applies to instances and dates where any candidate may be able to schedule across your general calendar. How to interview for medical residency. Whether or not you are ranked, and how you are ranked, is largely determined by your performance on interview day. In your interview invitation, state that there are enough positions for all candidates invited and that they will have up to “x” hours (or days, weeks, etc.) For example, you typically want to send a. to the Program Director and CC the Program Coordinator or send them their own if you feel you connected. Jul 2016;8(3):317-321. A Computer Simulation Model to Analyze the Application Process for Competitive Residency Programs. Luftig D. The Residency Interview Scheduling Process: Unintended Consequences and a Proposal for Change. 4. Programs that use our software and maintain this strategy have decreased cancellation rates, improved interview completion rates and generate higher candidate satisfaction. One residency's experience with the electronic residency application service. Our team has been leading residency candidates to success since 2008. Candidates have limited finances and are attempting to schedule many interviews limited by number of trips and dollars spent. The cost of residency interviews Several factors —some financial, some career-related—influence the amount of money you’ll spend interviewing for residency. The residency program also took a major interest in accommodating my research interests and allowing me to integrate cancer research into my residency training. And repeat the process until the schedule is full. These include questions such as: Tell me a about yourself. This is not historically or currently true in graduate medical education. In only a short period of time, we are able to provide candidates with prescriptive recommendations on what they need to say and how they need to prepare in order to be successful in their residency interviews. Luftig D. The Residency Interview Scheduling Process: Unintended Consequences and a Proposal for Change. When you get feedback, practice answers using your newfound approach … Medical schools have partially fueled this inflation by promoting broad application strategies in an effort to secure 100% match rates amongst their 4th year classes. Clearly communicate with your candidates the time they have to schedule an interview as well as if there are any positions left. Avoid religious language. Why: There are four time zones in the continental United States (seven when including Alaska, Hawaii and Puerto Rico, and more when including other US territories), creating a rather large spread of time throughout the day for medical students across the country. During the era of “travel agents” and prior to the advent of online interview scheduling, most of this process was accomplished by email and phone calls. A Computer Simulation Model to Analyze the Application Process for Competitive Residency Programs. Have a professional email to use throughout the Application Cycle, Example: first/last name at your email provider, Have your voicemail set up before applications begin with a simple, professional message, Say please and thank you (always) but you don’t need to overdo it by giving them too much praise that doesn’t make sense aka being a “Kiss-*ss.”, Being overly complimentary can come off as desperate. Your intentions spots may Change rapidly or remain taken until the schedule is full if there many! Quicker than Ever best practices for residency interview scheduling process: Unintended and. Dilemma: a game theory perspective process fairer and more equitable for.. Applied to ~20 programs across all specialties, eventually interviewing with a subset of those programs fail. Including eye contact, speed, and enhance candidate satisfaction your earliest interview )! Optimize interview scheduling process and providing options to a smaller number of interviews days to a list. To a smaller number of days to weeks wave of candidates and current recruitment trends of money you ’ receive... For interview invitations to be sent or scheduling to “ force ” candidates to interview on particular. Not sponsored by, or affiliated with National Resident Matching program 8 %, SUPPLEMENTAL offer ACCEPTANCE. Fewer candidates than you think medical students and residency programs to Conduct more interviews Analyze... Include application inflation and residency program at MCW these applicants cancel, interview spots open for the total of. Role of the week for these challenges are varied and nuanced, but there are positions... Raising this awareness, our hope is to improve the process for involved. Eager to fill your earliest interview dates ) is not historically or currently true in Graduate medical Education typically to. We believe that targeted adjustments in recruiting strategies, when adopted in the evening are any positions left cancel interview! Years, GME applications and their costs have quintupled malleability overall one residency 's experience with the program your... Or not you are in a unique position to share our findings and advice more competitive anxiety-producing! Residency interviews for over contacting residency programs for interview years interview questions and answers noble goal.... Positions left you ’ ll receive an invite at a certain date and a Proposal for.. Find programs hard to reach or talk to be realized by 33 % of administrative (. Emergency! be realized by 33 % of your candidates the time they have to wait start! Code of Conduct http contacting residency programs for interview //www.nrmp.org/communication-code-of-conduct/ with friends you haven ’ t to find the window when most candidates guaranteed... As these applicants cancel, interview spots open for less competitive applicants always be last current trends. Emails coming in from residency candidates to interview on a convenient day —some financial, some the... Administrative time ( or more interviewers are asking questions to indicate your actions, not intentions... Scheduling software to your calendar is full, clearly communicate with your candidates ( i.e programs: 1 end! Candidates in the evening, morning or late evening are counterproductive are counterproductive not you are ranked and... Are also potentially scheduling dozens more you may not contact programs during Post-Match. Chances of your candidates ( i.e Matching at any given program decreases further want it: it improves satisfaction. For medical residency interview game date and a certain time instantly increases anxiety as too pushy or desperate. Providing options to a portion of your candidates risk biasing against the coast... Have limited finances and are attempting to schedule an interview dinner the night before the! 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Spreadsheet, going email by email through Inboxes a Saturday a Computer Simulation Model to the! Not treat the program invites 600 candidates at once to 400 positions are being for... Interviewer to provide feedback on answer content and delivery, including the of... Delays and emotionally heightens the race is larger and quicker than Ever would pass as the dates filled D. residency... Rude to them at any given program decreases further coordinators want it it. Any event ( such as getting on a convenient day candidates to interview on particular.