The Residency Application Process

Craig Lenz, D.O.Donna Palazzolo, Extramural Education Coordinator

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

Getting Started

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)

Investigate Residency Programs

Holston Valley Medical Center

ETSU – Quillen College of Medicine – Family Practice Residency Programs◦ ACGME & AOA accredited

residencies in: Kingsport Bristol Johnson City

Investigate Residency Programs

UT Graduate School of Medicine – Family Practice Residency◦ ACGME & AOA

accredited residency in Knoxville, TN

Investigate Residency Programs

UT Graduate School of MedicineFamily Practice Residency

American Osteopathic Association (AOA) Opportunities Database

A-OPTIC Residency Opportunities

AMA: Fellowship and Residency Electronic Interactive Database (FREIDA)

Military Graduate Medical Education

Investigate Residency Programs

Contact each residency program before you apply to confirm:◦ ERAS participation status◦ Program requirements◦ Program information◦ Program deadlines

Investigate Residency Programs

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)

Electronic Residency Application Service (ERAS)

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)

ERAS Supporting Documents

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

Personal Statements

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

Personal Statements

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

Letters of Recommendation

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.

Letters of Recommendation

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

Letters of Recommendation

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 Ob

taining Optimal LoRs

Letters of Recommendation

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

Medical Student Performance Evaluation (MSPE)

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

MSPE

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

Transcript and Photograph

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.

ERAS Supporting Documents from your Designated Dean’s Office

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.

ERAS Supporting Documents NOT from your Designated Dean’s Office

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.

ERAS Supporting Documents NOT from your Designated Dean’s Office

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

The 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

AOA Match

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

AOA Match

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

AOA Match

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

AOA 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 partner

More information on couples match can be found on their website

AOA Match

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

AOA Match

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

AOA Match

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

ACGME / NRMP Match

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?

Residency Application Process

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?

Critical Goals:

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

Papadakis Study and Implications for Your Future

• 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

Residency Application

• 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?

Important Factors in the Application Process?

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

Permanence of your record

Confidentiality of responses Choices and Pathways

◦ One choice (best “guess”) Timeline

◦ OMS Years 1-4◦ Residency and beyond (Office of Alumni Affairs)

Specialty Survey:

Specialty Survey: 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