Finally, there are internet outages, travel disruptions and any other number of interruptions that may preclude a candidate from scheduling an interview within minutes. After completing interviews for a medical residency program, many students wonder about contacting their choices. She and two other Michigan Medicine residency program directors shared advice about the process. For example, if the Program Director is a family friend, Expressing further interest in a program by, Be sure to wait 4 to 6 weeks after application submission, especially if you applied in September, Updating the program about a change in your CV such as the addition of a new USMLE exam score, new Letter of Recommendation or a newly gained experience, Some programs like this, some don’t. For more information about Thalamus, visit our blog at thalamusgme.com/blog, Have questions? 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. Berger JS, Cioletti A. 4.) Through ThalamusLaw, for instance, several of the nation’s top law firms have realized the benefits of accommodating candidates as much as possible. Oct 2013;82(4):791-797. 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. Over the past decade, the residency interview, scheduling, and match processes have become increasingly more competitive and anxiety-producing. 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. 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). The outcome, to overcome “Match uncertainty” is an inefficient system, contrasting antiquated recruitment practices with newer technology. Luftig D. The Residency Interview Scheduling Process: Unintended Consequences and a Proposal for Change. If a candidate’s preferred days were filled, more email notifications were sent requesting additional preferential dates of attendance. Clearly communicate that candidates are guaranteed a position (time-limited) and/or that they are being invited to a wait list position. 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. The residency program also took a major interest in accommodating my research interests and allowing me to integrate cancer research into my residency training. Here's what you can expect from the residency interview process, including the role of the interview in the application process. (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. 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. The reasons for these challenges are varied and nuanced, but include application inflation and residency program over-invitation (e.g. Be prepared for tough questions. Thus, the chance of any one candidate matching at any given program decreases further. Purpose. Clearly communicate with your candidates the time they have to schedule an interview as well as if there are any positions left. THE MATCH™ is a trademark of National Resident Matching Program® (NRMP®). 4.) early invited candidates to fill your earliest interview dates) is an inefficient practice. 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. Do not invite prior to 12pm EST, or risk biasing against the west coast. 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 … In fact, invite fewer candidates than you have total positions. A Computer Simulation Model to Analyze the Application Process for Competitive Residency Programs. Do not treat the Program Coordinator as though they are someone beneath you or be rude to them at any time. 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. 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. You should never assume someone’s religious inclinations, Don’t be offended if you do not hear back right away or at all. The urology match as a prisoner's dilemma: a game theory perspective. Maintaining open dates allows for continued flexibility and candidates will appreciate it. Pacific Time Zone: Do not initially invite more candidates than available interview positions. Mandel LP, Spadoni LR, Hewitson LA, Vontver LA. Contact for Residency Programs. B. This should reduce inefficiency, increase convenience, and enhance candidate satisfaction. We have always valued your feedback and we hope you continue to participate in improving this process with us. Why: Giving candidates a guaranteed window within a clearly defined time period ensures that they do not need to rush nor leave clinical activities, and provides reassurance that they may take their time in scheduling. Join with us in making the interview process fairer and more equitable for all. In expanding our network of users, we have the benefit of studying other industries. Residency Match Interview Preparation Services. When you get feedback, practice answers using your newfound approach … Urology. Note: There is a common belief on internet message boards and forums that all candidates are invited to a program at the same time. Can I Get Residency Interview Invitations in December? Find The Right IMG-Friendly Residency Programs Now. Central Time Zone/Mountain Time Zone: All this accomplishes is delaying the rat race. B. Why Am I Getting Residency Interview Rejections? Informing candidates they’ll receive an invite at a certain date and a certain time instantly increases anxiety. 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. 3.) This leads to more optimal and planned decisions on which day to interview based on travel schedules, flight prices and interviews at other programs. 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. And then late season cancellations would occur. residency interview game situationmacon 2021-01-24T00:30:26+00:00. Do not force candidates to interview on a particular date, unless for a special program. We invite you to review our findings and advice. The candidates then have to wait and start worrying if they will be able to secure an interview position. Similarly, candidates may be in transit, on airplanes, spending time with their families or any other activity. Residency program coordinators want it: it improves job satisfaction, increases productivity, … Mar 1997;29(3):209-212. Do not attempt to “force” candidates to interview on a particular set of days. inviting 600 applicants to 400 residency positions) as major contributing factors. Clinical Residency Interview Tips & Tricks for Future Doctors. However, with so many emails coming in from residency candidates emails often get skimmed or ignored 3. Following up with a previous connection to a program. Why residency programs interview you. Expertise in residency interviewing. Limiting options limits the chances of your mutual match. Candidates have limited finances and are attempting to schedule many interviews limited by number of trips and dollars spent. 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. 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. The cost of residency interviews Several factors —some financial, some career-related—influence the amount of money you’ll spend interviewing for residency. 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. 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. When the waiting period is completed and scheduling opens, all candidates are trying to sign up for all spots… and it is mass chaos. J Grad Med Educ. 3.) 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. 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. It should be professional, simple and clear– no “clickbait”, Examples: Update to my CV, or Interest in Your Program. 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. Do be polite to everyone you meet. The couch surfing with friends you haven’t seen in 4 years. Mar 1997;29(3):209-212. Let your interview invitation be the announcement. 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. Adopt new recruliting strategies which fit the technology and current recruitment trends. We have been successfully helping prepare candidates for residency interviews for over fourteen years. Avoid religious language. Whipple ME, Law AB, Bly RA. Programs that use our software and maintain this strategy have decreased cancellation rates, improved interview completion rates and generate higher candidate satisfaction. Slowing down the scheduling process and providing options to a smaller number of candidates also minimizes the effect of these unpredictable disruptions. Match A Resident is not sponsored by, endorsed by, or affiliated with National Resident Matching Program. Previously, when invitations were sent by email (or phone), candidates were not aware of whether they were the first or last to be invited. Granting that additional interview (especially during the last month of the season) does not really stress the “system” as much as it serves as a buffer for cancellations. Invite candidates during business hours, taking time zone into account. A. Your medical school advisor suggested you do this: it is the way it has … 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. Family medicine. You may be asked about deficiencies or anomalies in your … IMGPrep offers individualized residency interview coaching with mock interviews to prepare you for medical residency interview questions and answers. The practice of offering a subset of interviews days to a portion of your candidates (i.e. New suggestions for guidelines covering communication between graduating medical students and residency programs strive to ensure a productive and ethical exchange for everyone involved. Similarly, in the event that a calendar is already full, candidates then know they are being invited to a wait list position and will arrive to a full calendar (rather than being surprised and thinking something is broken or not set up correctly… or they were too slow). 1.) Gamify the interview process, give tours, celebrate the best attributes of your program with a Residency Interview Game! Give this group a set amount of scheduling time before inviting the next wave of candidates. Given our knowledge and experience, we are in a unique position to share our findings and advice. There are three main methods for following up with programs: 1. Immediate results. A Computer Simulation Model to Analyze the Application Process for Competitive Residency Programs. 2. Personal type questions. A. Oct 2013;82(4):791-797. Try your best to accommodate candidates when possible. J Grad Med Educ. The growing applicant base per program (supply) is not being met by a similar increase in available residency positions. 3. Do not invite candidates in the early morning or late evening. The key isn’t to find the window when most candidates are free (although a noble goal). This problem is process-driven, fueled by applicants and programs alike struggling to find an ideal match, and sincerely lacking in knowledge of preference. 5.) Recognize that candidates exist in areas that are both earlier and later in the day with regards to your program. What is the Difference Between Match A Resident and Residency Explorer? 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. 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. We believe that targeted adjustments in recruiting strategies, when adopted in the context of evidence-based data, will dramatically improve this process. 2.) 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. 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. Our expert faculty have conducted hundreds of residency interviews. 1. Please find our current interview dates on our program profile at www.sfmatch.org. 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. J Grad Med Educ. 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. Weissbart SJ, Hall SJ, Fultz BR, Stock JA. 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). The same can be said of residency interviews. Inquiries? I’ve seen a lot of “letters of … Jul 2016;8(3):317-321. www.matcharesident.com. And repeat the process until the schedule is full. When scheduling any event (such as getting on a bus vs. scheduling a residency interview) someone will always be last. Bad Examples: Open for the Best Resident Ever, or SOS IT’s AN EmergencY!! 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. This point applies to instances and dates where any candidate may be able to schedule across your general calendar. 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. Berger JS, Cioletti A. 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. 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. 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 Informing candidates of “when they will be invited” and “when they will be allowed to schedule” doesn’t decrease anxiety, or optimize scheduling. (This goes for anyone you encounter in a program or hospital during your interview). 6.) The residency interview is the critical final step in matching with your dream program. One residency's experience with the electronic residency application service. Several electronic exchanges over weeks and months would pass as the dates filled. 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. Do you have any connections to the geographic location? And as these applicants cancel, interview spots open for less competitive applicants. Treat everyone you meet with courtesy and respect. What follows is backed by years of observational and data-science driven research. What follows are Team Thalamus’ best practices for residency interview scheduling. Jul 2016;8(3):317-321. 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. 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. If an applicant wants to interview at your program, they will come as long as there is availability on a convenient day. While, technically, scheduling software can handle this process, the race is larger and quicker than ever. Candidates typically applied to ~20 programs across all specialties, eventually interviewing with a subset of those programs. 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. 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. Such practices will provide candidates with an improved interview invitation and scheduling process, decrease cancellations and candidate frustrations, and optimize program interview yields. Mandel LP, Spadoni LR, Hewitson LA, Vontver LA. 1.) Well, If possible, ask the Program Coordinator how the Program Director feels about post-interview communication, If you received a rejection (that does not include a clear reason) and would like to ask for advice to strengthen your application, If you haven’t followed up at all or followed up in the early part of the season, you can try again one more time (briefly), expressing your intention to rank the program. Do not invite in the evening. Try your best to accommodate candidates when possible. Family medicine. The urology match as a prisoner's dilemma: a game theory perspective. For ease of workflow, bulk invitations would be sent to the “best” candidates early, and operations occurred during weekday “banking” hours. 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. Of course, there are candidates who may try to take advantage of such situations, so this is completely at the discretion of your program. Feb 2019;11(1):30-35. Utilize and optimize interview scheduling software to your program’s benefit. 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.) 5.) Weissbart SJ, Hall SJ, Fultz BR, Stock JA. That was in part due to concerns of application inflation and in part related to the ability to accommodate more applicants in a virtual setting. The coordinator would then fill out a date planner or an Excel spreadsheet, going email by email through Inboxes. One residency's experience with the electronic residency application service. Urology. Thanks again and have a great interview season. 2.) Many residency programs will have their interviews set either at the beginning or the end of the week. In raising this awareness, our hope is to improve the process for everyone involved. How to interview for medical residency. This seems straightforward, but there are many programs that fail to communicate this effectively. Email – Emails are the most common way to follow up with programs and the easiest way to mass contact programs at once. Plan accordingly. This just delays and emotionally heightens the race to positions. Mar 2015;7(1):134. If you are rude to the residency coordinator or require an extraordinary amount of help with scheduling, you can be sure the residency leadership will hear about it. This is not historically or currently true in graduate medical education. Step 1 Score Is Critical. EVER. 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. 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. J Grad Med Educ. Whether you are in the Post-Match SOAP or not, you MAY NOT contact programs during the Post-Match. Residency recruitment does not happen in a vacuum and candidates scheduling interviews at your program are also potentially scheduling dozens more. 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. During business hours, taking time Zone: do not invite candidates in the,! 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This effectively these spots may Change rapidly or remain taken until the schedule is full time increases... A Resident is not sponsored by, endorsed by, endorsed by, or risk biasing against the west.! How to Apply for Exceptions to ECFMG Alternative Pathways, ECFMG Announces Alternative step 2CS Pathways IMG... Some career-related—influence the amount of money you ’ ll receive an invite at a certain date and a Proposal Change. Software to your calendar is full ob-gyn program increased interviews by about 8 % data, will dramatically improve process! Interview for contacting residency programs for interview and/or that they are being invited for a wait list position indicate your actions, your... For competitive residency programs 415 ) 561-8535 spent contacting residency programs for interview % of administrative time ( or )... Next wave of candidates find our current interview dates ) is an inefficient practice, eventually with! During the Post-Match years, GME applications and their costs have quintupled many residency programs to! Beginning or the end of season interview slots allows for continued flexibility and candidates will appreciate it any program... Interviews at your program invites 600 candidates at once to 400 residency positions,,. These challenges are varied and nuanced, but include application inflation and residency Explorer application process and spent! Ll receive an invite at a certain time instantly increases anxiety date and a Proposal for Change interview..