The Residency Application Process


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The Residency Application Process

  1. 1. Craig Lenz, D.O. Donna Palazzolo, Extramural Education Coordinator
  2. 2.  Deciding on a Medical Specialty ◦ 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
  3. 3.  DCOM Sponsored Programs ◦ Wellmont Health System  AOA accredited Family Practice Residency Program in SW VA (7/1/2010)  AOA accredited Orthopedic Residency Program at Holston Valley Medical Center in Kingsport, TN (7/1/2011) Holston Valley Medical Center
  4. 4.  ETSU – Quillen College of Medicine – Family Practice Residency Programs ◦ ACGME & AOA accredited residencies in:  Kingsport  Bristol  Johnson City
  5. 5.  UT Graduate School of Medicine – Family Practice Residency ◦ ACGME & AOA accredited residency in Knoxville, TN UT Graduate School of Medicine Family Practice Residency
  6. 6.  American Osteopathic Association (AOA) Opportunities Database  A-OPTIC Residency Opportunities  AMA: Fellowship and Residency Electronic Interactive Database (FREIDA)  Military Graduate Medical Education
  7. 7.  Contact each residency program before you apply to confirm: ◦ ERAS participation status ◦ Program requirements ◦ Program information ◦ Program deadlines
  8. 8.  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 in late June  MyERAS Manual available online  Opens July 1st to OMS-IVs to begin working on their Common Application Form (CAF)
  9. 9.  You create on ERAS: ◦ Common Application Form (CAF) ◦ Personal Statement  From your Designated Dean’s Office: ◦ 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)
  10. 10.  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 goals  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
  11. 11.  Writing tips and samples of Personal Statements can be found at the following links:  AAFP: How to Write a Personal Statement  AMA’s Writing Your Personal Statement  The Doctor Job: Writing a Personal Statement
  12. 12.  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 residents.  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 a copy of your CV and Personal Statement
  13. 13.  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 programs. 2. Many program directors see a student’s decision not to waive their right to see a letter as a red flag.
  14. 14.  Follow residency program requirements  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
  15. 15.  The Office of the Extramural Education Coordinator cannot review, select, or make suggestions on which LoRs to send.  LoRs are the property of the letter writer. The Office of the Extramural Education Coordinator cannot release LoRs to students. 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
  16. 16.  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
  17. 17.  The MSPE contains: ◦ grade comparisons for years 1-3 ◦ class rank for years 1-3 ◦ preceptor comments from rotations  You will be contacted by email when it is ready for your review  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
  18. 18.  Medical School Transcript ◦ Use the LMU Transcript Request Form ◦ Registrar will upload transcript directly to the ERAS Deans Office Workstation  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 photograph ◦ 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
  19. 19.  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.
  20. 20.  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.
  21. 21.  COMLEX Transcript (optional) ◦ Sending your COMLEX transcript is a 3-step process: 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. Tip from ERAS: Osteopathic applicants only: 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.
  22. 22.  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 programs  You can register for both matches, but if you match in the AOA process, 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
  23. 23.  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
  24. 24.  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 January
  25. 25.  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 matched  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 ◦ list choices in true order of preference
  26. 26.  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
  27. 27.  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 partner  More information on couples match can be found on their website
  28. 28.  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  For students planning on entering ACGME training after OGME-1 ◦ Residency: These programs involve a multi-year commitment between the student and the institution for training in a specialty
  29. 29.  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 ◦ 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
  30. 30.  Same process as AOA match  Also has couples match  Registration begins mid-August 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  The day after Match results are released, locations of all unfilled positions are released at 12 pm noon and the Scramble begins
  31. 31.  You must register for ERAS and NMS and/or NRMP seperately  All of this information, links, timelines, and more can be found on our Residency Application Guide and Resources webpage  Questions?
  32. 32.  Sequencing: email from member of class #3 ◦ Complete Year 2 and orientation, to go to year 3,etc. ◦ Passage of COMLEX I CE, COMLEX II CE & PE for graduation ◦ Passage of COMLEX III during OPGY-I  Minimum of one Board Certification  Osteopathic Internship (5 states: PA, Florida, Michigan, Oklahoma, West Virginia )  License in at least one state  Hospital Privileges (if applicable) What do you do in hospitals, outpatient facilities and offices?
  33. 33.  Medical School Predictors of future sanction of a board of licensure  Critical characteristics: ◦ Willingness to change/improve ◦ Flexibility ◦ Capable of receiving criticism/observations by supervisors (peers) , leading to reflection
  34. 34. • When to apply? • How many programs? • Who decides who gets admitted? • Is there a committee and who is on it? • Board Scores? • GPA/class standing • Recommendations • Dean’s “Letter” transformation to LOE • Interview
  35. 35. • Cycle usually runs from July to December/Feb in Year 4 • Beware programs that accept outside the match or “guarantee” privately • Match: Ideally is blinded process • Depends on no backroom handshake (i.e. going outside the match) • How programs protect themselves • How applicants protect themselves • Will you pick me #1?
  36. 36.  Embrace Transparency  Influence of the Physician Data Base and Electronic Search Process  State Boards sharing information  Background Check  DUI as a special situation ◦ Treatment and Assessment ◦ Potential loss of license ◦ Self examination
  37. 37.  Confidentiality of responses  Choices and Pathways ◦ One choice (best “guess”)  Timeline ◦ OMS Years 1-4 ◦ Residency and beyond (Office of Alumni Affairs)
  38. 38.  Category 1: ◦ Anesthesiology ◦ Emergency Medicine ◦ Family Medicine ◦ Internal Medicine ◦ OB/GYN ◦ Pathology-Anatomic and Clinical; ◦ Pediatrics ◦ Physical Medicine ◦ Psychiatry ◦ Radiology ◦ General Surgery  Category 2: ◦ Endocrinology ◦ Gastroenterology ◦ Geriatrics ◦ Hematology ◦ Infectious Disease ◦ Nephrology ◦ Oncology ◦ Pulmonology ◦ Rheumatology ◦ Sleep Medicine, etc