The Residency Application Process by pptfiles


									       By: Donna Palazzolo, Ed. S.
DCOM Department of Career Services
   Help deciding on a medical specialty can be
    found at:
    ◦ AACOM Career Advising Program

    ◦ AOA’s Tips, Tactics, and Truths: A Guide to Making
      the Most of Your Osteopathic Medical Education

    ◦ American Academy of Family Physicians (AAFP) Tips
      on How to Choose a Specialty
   While researching residency programs also
    assess your competitiveness and formulate
    your back-up plans
    ◦ Osteopathic GME Match Report 2009
    ◦ NRMPs 2011 Charting Outcomes in the Match -
      characteristics of the applicants who matched into
      various specialties
    ◦ NRMPs 2010 Results of Program Directors Survey –
      specialty specific data from program directors like
      factors used in granting interviews, ranking, etc
      (more Match data on NRMP site)
   DCOM Sponsored Programs
    ◦ Wellmont Health System
      AOA accredited Family Practice Residency Program in SW VA
      AOA accredited Orthopedic Residency Program at Holston
       Valley Medical Center in Kingsport, TN (7/1/2011)

                         Holston Valley Medical Center
   DCOM Sponsored
    Programs (continued)
    ◦ ETSU – Quillen College of
      Medicine – Family Practice
      Residency Programs
      ACGME & AOA accredited
       residencies in:
      Kingsport
      Bristol
      Johnson City
   DCOM Sponsored
    Programs (continued)
    ◦ UT Graduate School of
      Medicine – Family
      Practice Residency
    ◦ ACGME & AOA accredited
      residency in Knoxville,

                                UT Graduate School of Medicine
                                   Family Practice Residency
   American Osteopathic Association (AOA)
    Opportunities Database

   A-OPTIC Residency Opportunities

   AMA: Fellowship and Residency Electronic
    Interactive Database (FREIDA)

   ACGME Accredited Program Search

   Military Graduate Medical Education
   Contact each residency program
    before you apply to confirm:
    ◦ ERAS participation status
    ◦ Program requirements like:
      COMLEX
      LoRs
    ◦ Program information
    ◦ Program DEADLINES
   Many residency programs welcome elective
    rotations during 3rd and 4th year
    ◦ Some programs only 4th year
   Apply early
   You may increase your chances of Matching
    into the program with an outstanding
    performance during the rotation
   Towards the end of your rotation, request a
    STRONG Letter of Recommendation
   For more information see “How Should I Plan
    an Audition Rotation?”
   Most residency programs use ERAS
   For non-ERAS programs, follow directions
    and application procedures of the programs
   You will receive your ERAS e-token by email
    from me on or before July 1st
   Download the MyERAS User Guide and follow
    the step-by-step instructions
   ERAS Opens July 1st to OMS-IVs to begin
    working on their Common Application Form
   You create/upload on ERAS:
    ◦ Common Application Form (CAF)
    ◦ Personal Statement
   From your Designated Dean’s Office (me):
    ◦   Letters of Recommendation (LoRs)
    ◦   Medical Student Performance Evaluation (MSPE)
    ◦   Medical School Transcripts
    ◦   Photograph (optional)
   NOT from your Designated Dean’s Office:
    ◦ COMLEX Transcript
    ◦ USMLE Transcript (optional)
   Consist of information about your professional
    background, academic and clinical qualifications,
    how your decision was made to pursue medicine,
    your chosen specialty as a career, and career
   Should reflect information about your personality
    and style that is relevant to residency training in
    your selected specialty
   Opportunity to showcase your unique qualities,
    talents, and professional passions and to explain
    how they might be expressed in a career in
    medicine and your specialty
   Writing tips and samples of Personal
    Statements can be found at the following
      AAFP: How to Write a Personal Statement
      AMA’s Writing Your Personal Statement
      StudentDoc: Writing Personal Statements for
       Residency Programs
      UsmleWEB: Samples of specialty-specific personal
      Choices: Writing your Personal
   Most programs require a minimum of 3 LoRs.
   Different programs will have different
    requirements. For example, some programs will
    require letters from particular departments,
    others require letters from attendings rather than
   Use the LMU-DCOM Request for LoR Cover Sheet
    available online
    ◦ Fill it out and give it to your letter writers. Check off
      whether or not you waive your right to view the letter
    ◦ Also offer your letter writer a copy of your CV and
      Personal Statement
   It is your decision on whether or not you
    waive your right to see the LoR.
   Many medical schools recommend waiving
    your right to view the LoR for two reasons:
    1. This makes your letter confidential and the letter is
     then considered more strongly by residency
    2. Many program directors see a student’s decision
     not to waive their right to see a letter as a red flag.
 Follow residency program
 Focus on quality, NOT quantity
    ◦ It is better to have 5-6 strong letters
      that meet your programs’
      requirements then 10 weak letters
      that do not
   Ensure your letter writers can provide you
    with strong letters by asking them
   I cannot attach your LoRs until you make
    slots for them in ERAS
    ◦ Be sure to follow all the ERAS steps
   You will be able to track your LoRs and other
    supporting documents in ERAS/ADTS
   You can have 2 letters from the same writer
    for different specialties
    ◦ Be sure to use the “specialty field” in ERAS
   I cannot review, select, or make suggestions
    on which LoRs to send
   LoRs are the property of the letter writer. If
    you did not waive your right to see the LoR
    and you wish to review it, you must contact
    the letter writer
   More tips on obtaining LoRs can be found at:
      AAFP Tips on LoRs
      Improving Your Medical Residency Application Tips for
       Obtaining Optimal LoRs
      How Should I Get Recommendation Letters for
       Residency? by Geoffrey Talmon, MD
   Formerly known as Dean’s Letter of
    Evaluation (DLE)
   A comprehensive assessment of your medical
    school performance through your third year
    of medical school
   Follows AAMC Guidelines and Template
   The MSPE contains:
    ◦ grade comparison graphs for years 1-3
    ◦ class rank for top quartile students for years 1-2
    ◦ preceptor comments from 3rd-year rotations
   You will be contacted by email when it is ready for
    your review
   MSPEs must be reviewed in person (it cannot be
    emailed or faxed to you)
    ◦ MSPEs are directly attached to ERAS or mailed directly to
      programs only
   Students are permitted to correct factual errors
    only. Revision of evaluative statements is prohibited
   You will need to authorize its release to
    ERAS/residency programs before it is released to
    programs on October 15th
   Medical School Transcript
    ◦ Use the ERAS Transcript Request Form
    ◦ Registrar will send your transcript to me electronically
      and I upload transcript directly to the ERAS Deans Office
   Photographs (optional) Hard Copy or Digital (.jpg)
    ◦ Must be in color, not black and white
    ◦ Must show a full front view of the person's head and
      shoulders with full face centered in the middle of the
    ◦ Must have a plain white or light colored background
      as dark colored backgrounds do not display very well
      in the program's software
    ◦ Must measure between 2.5 by 3.5 inches and no more
      than 3 by 4 inches
   Do not expect your designated
    dean’s office to attach or transmit
    your files at the last minute.
    Processing may take a week or
    longer. If there is a problem with
    transmissions, you may miss a
    deadline. Give your designated
    dean‘s office and yourself enough
    time to meet your deadlines.
    Ensure documents are sent to
    your designated dean‘s office as
    early as possible.
   COMLEX Transcript
    ◦ Sending your COMLEX transcript is a 3-step
        1. Enter your NBOME ID in your Profile.
        2. Authorize the release of your transcript
         under the Documents tab.
        3. Assign your transcript to a program under
         the Programs tab.
   USMLE Transcript (optional)
    ◦ Sending your USMLE/NBME transcript to programs
      is a four-step process:
       1. Enter your USMLE ID in your Profile.
       2. Authorize the release of your transcript under the
         Documents tab.
       3. Decide if you want automatic transmission of your
         updated transcript when additional USMLE results
         become available under the USMLE Transcript tab.
       4. Assign your transcript to designated programs under
         the Programs tab.
Tip from ERAS: Osteopathic applicants
 Before you certify your ERAS application,
 consider whether you will apply to ACGME
 and/or AOA-accredited programs. If you
 apply to ACGME-accredited programs and
 you have taken the USMLE, you must report
 that on your CAF. If you only apply to AOA-
 accredited programs, you do not have to
 report the USMLE on your CAF.
   Interviews are conducted according to schedules
    announced by individual training institutions
   Students and institutions are responsible for
    contacting each other to arrange interviews
   It is advisable for students to interview with
    several programs in order to make an informed
    decision regarding the best program for their
    individual needs
   All interviews must be completed prior to the
    submission of Rank Order Lists for the Match in
   Administered on behalf of the AOA by National
    Matching Services Inc. (NMS)
   Administered on behalf of the ACGME by the
    National Residency Matching Program (NRMP)
   Determines the final placements into residency
   You can register for both matches, but if you
    match in the AOA Match in February, the NRMP
    drops you from its process so there is no chance
    of matching in two programs. If you do not
    match into an AOA program, you continue in the
    NRMP Match
   Registration begins the end of June and deadline
    is in October
   Completion of an AOA-approved first
    postdoctoral year of training (OGME-1) is
    essential for the continuation of postdoctoral
    osteopathic training and future credentialing
   Completion of AOA-approved postdoctoral
    training is required to sit for osteopathic
    specialty certification board examination
   Some states (FL, MI, OK, PA, WV) deny licensure
    to osteopathic physicians unless they have
    completed AOA-approved postdoctoral training
   Following interviews, students will identify on
    their Rank Order Lists, in numerical order of
    preference (first choice, second choice, etc.),
    the programs where they would like to be
   Students should include on their Rank Order
    Lists only those programs where they would
    agree to accept a contract
   The results of the Match are binding for both
    the students and the institutions
   Students may list as many or as few choices
    as they wish
    ◦ listing too few choices may decrease the probability
      of a match taking place
    ◦ Research shows that applicants with longer rank
      order lists are more successful than those with
      shorter ones (see NRMP 2011 Charting Outcomes)
    ◦ List your choices in true order of preference
   Match participants must be fully eligible to
    begin residency on July 1st
    ◦ Many programs have orientations in June
   Students and institutions must not make any
    verbal or written commitments or contracts
    for appointment prior to the release of the
    Match results. Any such verbal or written
    commitments are non-binding and have no
    effect on the Match
   COUPLES: Two students who are participating
    in the Match at the same time and who wish
    to coordinate their matches may participate
    in the Match as a "Couple”
    Students who wish to participate as a couple
    must each register separately for the Match
   They then update their profiles to indicate
    they are part of a couple and identify their
   More information on couples match can be
    found on their website
   Program Types Offered in the Match
    ◦ Traditional Rotating Internship: These programs
      involve a one-year commitment between the
      student and the institution for an OGME-1
      internship position only
      For students pursuing an Option 3 specialty
       (dermatology, public health and preventative medicine,
       proctologic surgery)
      For students who are undecided
    ◦ Residency: These programs involve a multi-year
      commitment between the student and the
      institution for training in a specialty
   Match Results
    ◦ Released in February
    ◦ Match results binding
    ◦ Contracts sent within 10 days
    ◦ Unmatched students who registered with NRMP will
      continue on to the NRMP Match or they can
      “scramble” for an AOA position
    ◦ Unmatched students who did NOT register with
      NRMP can “Scramble” for unfilled AOA positions
         Students will be provided information on programs
          with available positions
         Programs with available positions will be provided with
          information on unmatched students
   Any applicant who does not match can seek a
    residency position during this post-match process
   After match results are released, unmatched
    applicants are free to contact programs with unfilled
   For the AOA (NMS) Match:
    Every year, a small number of students fail to match
    with any of their ranked programs. Students who fail
    to match initially are provided with information on
    programs with available positions for them to
    contact. Likewise, programs with available positions
    are provided with information regarding unmatched
    students to contact. Thus, opportunities to obtain a
    position may still exist after the Match.
   We will have a “Scramble Command Center”
    on campus
    ◦ Clinical faculty advisors available
    ◦ Assistance with application and document
   You will contact programs with available
    positions and follow their directions for
    submission of applications and documents
    ◦ ERAS (regular charges apply)
    ◦ Email applications/documents
    ◦ Fax applications / documents
   Same process as AOA match with the
    exception of the Scramble---New in 2012–
    SOAP (explanation to follow shortly)
   Also has couples match
   Registration begins September 1st and
    deadline is late November
    ◦ Late registration available for additional charge;
      deadline in February
   Rank order list begins mid-January with
    deadline in mid-February
   Match results released in mid-March
    Unmatched applicant and unfilled program info
    released simultaneously
   “Time-out” period for unmatched applicants to
    send applications to programs (no offers made
    during this time)
   All applications must go through ERAS
   Programs will make preference lists to fill unfilled
   Applicants must accept or reject positions within
    specific time frame
   If an applicant rejects an offer, or allows an offer
    to expire, no further offers will be made to that
    applicant from the same program
   Offers not accepted or rejected will expire
   Eligible NRMP Applicants:
    ◦ Eligible to enter GME on July 1
    ◦ Must have applied to at least 1 ACGME program
    ◦ Can only apply to unfilled Match-participating
      programs during Match week through ERAS
    ◦ Can only accept positions through SOAP
   Unfilled Programs:
    ◦ Must fill positions through SOAP
    ◦ Must accept applications only through ERAS
    ◦ Cannot offer positions to ineligible applicants
      during Match Week
Day         Time       Event

Monday      12:00 n    Applicants and Programs notified of Match status;
                       unfilled positions posted; ERAS SOAP mode opens

Tuesday                Program-initiated telephone interviews continue.
                       Programs begin entering preference lists in R3

Wednesday   11:30 am   Program preference list deadline

            12:00 n    Electronic offers begin using R3 system

                       Offers made every 3 hours, with last offers valid
                       from 3 – 5:00 pm

                       Program-initiated telephone interviews continue
Day              Time             Event

Thursday         9:00 am          Offers made every 3 hours, with last
                                  offers valid from 3 – 5:00 pm

Friday           9:00 am          Offers made every 3 hours, with last
                                  offers valid from 3 – 5:00 pm

                 1:00 pm          Applicants: Where Did I Match?

                 5:00 pm          ERAS SOAP mode ends

           More info on the NRMP SOAP can be found at the NRMP Website
   40 DCOM seniors participated in the NRMP
   14 did not Match and participated in the
   3 out of the 14 DCOM participants in the
    SOAP were offered and accepted positions
    ◦ Only 152 ACGME positions remained unfilled after
      the SOAP
   Rank all of the programs in which you would
    accept a contract, from highest preference to
   Include a mix of highly competitive and less
    competitive programs
   Rank your most preferred programs in an
    alternate specialty (Back-up plan!)
   Include all of your qualifications on your
   Match participants must be fully eligible to
    begin residency on July 1st
    ◦ Many programs have orientations in June
   Remember: You must register for ERAS and the
    Match (NMS and/or NRMP) separately
   Register and apply early!
   Have a back-up plan (or 2 or 3!)
   All of this information, links, timelines, and more
    can be found on our Residency Application Guide
    and Resources WebPages
    ◦   Timelines
    ◦   Step-by-step instructions
    ◦   FAQs
    ◦   Useful links and required forms (Request for LoR Cover
        Sheet, ERAS Transcript Request form)
   Questions?
   Honestly assess yourself compared to others who matched
    into your specialty choice. This information can be found at
    the following sites:
    ◦ Osteopathic GME Match Report 2009
    ◦ NRMPs 2011 Charting Outcomes in the Match -characteristics of the
      applicants who matched into various specialties
    ◦ NRMPs 2010 Results of Program Directors Survey –specialty specific
      data from program directors like factors used in granting interviews,
      ranking, etc (more Match data on NRMP site)
   Complete your applications early and apply to programs as
    early as possible. ERAS opens July 1st and osteopathic
    programs can begin downloading applications July 15th.
   COMLEX Step II - take it as early as possible. Some residency
    programs will not invite you to interview without a passing
    score, and the majority of programs will not rank you for the
    Match without a passing score
1.    The student rotated through the program
      director’s specialty
2.    Personality match with the program
      (audition rotations and/or interviews)
3.    COMLEX scores

    *According to: Outcomes of the Osteopathic
     Match, 2009
   Academic record – academic record is directly
    related to range of realistic specialty and
    program options

   Specialty choice – students who lack the
    qualifications to match into their chosen
    specialty must formulate back-up plans

   Residency application strategy – there is a
    direct correlation between the length of an
    applicant’s Rank Order List and a successful
    match (apply as broadly as possible)
   ACS Online Guide to Choosing a Surgical Residency
   Residency Directory from the Society for Academic
    Emergency Medicine
   FMIGs Tips on Residency Selection
   AMSER Guide to Applying for Radiology Residency
   AAPM&R: A Step-by-Step Guide to Applying to a PM&R
    Residency Program
   American Osteopathic College of Dermatology
   American Osteopathic College of Radiology
   American Osteopathic Colleges of Ophthalmology &
   American Society of Anesthesiologists
   AMA’s Residency Programs: An Inside Look
    (Anesthesiology, Dermatology, EM, OB/GYN, Peds,
    Psychiatry and Surgery)
   See past issues of the Choices newsletter for:
    ◦ How to choose residency programs that best fit (August
      2011 Choices)
    ◦ The reasons students don't match (January 2011
    ◦ Using data to gauge your competitiveness (January 2011
    ◦ How to rank programs in the Match (January 2010
    ◦ The types and advantages of different residency
      programs (October 2009 Choices)
    ◦ Rock and ROL: Creating your rank order list (January
      2009 Choices)
    ◦ 8 things you should know about applying for residency
      but were afraid to ask (August 2008 Choices)

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