Best Practices for GME Virtual Interviews: Insights from Industry Professionals

Discover expert advice and practical tips for conducting successful virtual interviews in Graduate Medical Education (GME). Insights from coordinators and managers in surgery, anesthesiology, and gastroenterology fellowship programs provide valuable strategies for candidate communication, scheduling, and evaluation. Learn about leveraging technology, creating engaging candidate experiences, and ensuring a seamless interview process from pre- to post-interview stages.

• GME Virtual Interviews
• Medical Education
• Interview Best Practices
• Fellowship Programs
• Interview Tips

herrmann_d Follow

Uploaded on Sep 11, 2024 | 1 Views

Download Presentation

Please find below an Image/Link to download the presentation.

The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.

Presentation Transcript

1. GME Virtual Interviews: Nuts and Bolts Session Presented by: Kassandra Moench Melissa Vendur Stephanie Reed Tasha Graham

2. Introductions Kassandra Moench (Surgery Fellowship Coordinator) Melissa Vendur (Anesthesiology Fellowship Coordinator) Stephanie Reed (Gastroenterology Office Manager) Tasha Graham (GME Institutional Coordinator)

3. Session Topics Best practices tips for virtual Interviews Candidate Itinerary Example Template Mock Interview Schedule Zoom Breakout room video Breakout room tips and tricks Questions & Answers

4. Best Practices Tips by Tasha Graham Review your Program s website. Develop standardizing rating system. Send a follow-up email out to candidates/applicants with information on what they can expect going forward. Review your program s ACGME requirements. On interview day make sure to provide all candidates/applicants with UF College of Medicine benefits, stipends, and vacation leave information. https://gme.med.ufl.edu/housestaff-affairs/housestaff-discounts-and-information/ Thalamus - software to provide full support for GME virtual interviews.

5. Best Practices Tips by Stephanie Reed The Gastroenterology Fellowship Program added the candidate pictures and cell phone numbers on candidates itinerary (just in case they had a volume issue and could call to discuss). Faculty pictures were added to candidate s agendas. The day before the interviews, a welcome email was sent out to all candidates. The welcome email included a brief bio of all the faculty, a PowerPoint about the program, and the candidate s agenda providing the zoom login information. After the interviews, a virtual meeting with the chief fellow and the candidates was setup (so candidates could ask questions about the program). Faculty had to complete interview evaluation forms for each candidate s interview that was conducted. Faculty was given 2 options to use for completing the evaluation form: Microsoft word template or an email template.

6. Anesthesia Interview Information by Melissa Vendur Before Interview Day: Candidate itineraries emailed After Interview Session: Create master interview schedule Email evaluation forms, master schedule, candidate packets (CVs, personal statements, etc.) to faculty Once all candidates leave the zoom meeting, faculty can debrief Faculty emails evaluation forms back to coordinator to place on master file During Interview Session: The host of the meeting is the one that controls the breakout room feature. (Coordinator) Coordinator emails all candidates with faculty email addresses for electronic thank you notes in lieu of mailed cards. If desired, Coordinator loads the fellowship overview presentation and controls the slides. Recommend if conducting interviews from your home Wi-Fi connection, to make faculty/fellows co-hosts of the zoom meeting. Coordinator remained in the main session with the candidates that were on break. This allows the candidates to ask the coordinator questions or get to know the other candidates.

7. Candidate Itinerary

8. Template Mock Interview Schedule

10. Breakout rooms tips and tricks by Kassandra Moench Start the day with welcome video (coordinator or PD). Inform applicants of chat option for them to individually message you with any questions. Set up/rename breakout rooms one per faculty member Send all faculty to individual breakout rooms to stay (easier to move applicants) Create an extra room to send those on a break to. Recommend manually monitoring the time clock vs the auto clock. Use broadcast to send message to entire chat group Use skype for business, text, or alternative way to communicate with faculty for if they are running over. Otherwise you may have to Join their breakout room to end the interview session. At end of individual interviews click Close all rooms and this will force all the faculty and applicants back to the main hub. We allow for a Q&A portion with faculty and applicants. Q&A portion with current Fellows/residents (no faculty allows for more freedom of questions) Coordinator/PD closing comments.

11. Disclaimer: There is a way to set up breakout rooms with names prior to the interview day. We have schedule changes sometimes up until the day of, so I find it easier to just set up on the day of.

12. Kassandra Moench (Surgery Fellowship Coordinator) email: Kassandra.Moench@surgery.ufl.edu; phone: (352) 594-7555 Melissa Vendur (Anesthesiology Fellowship Coordinator) email: MVendur@anest.ufl.edu; phone: (352) 594-3759 Stephanie Reed (Gastroenterology Office Manager) email: stephanie.reed@medicine.ufl.edu; phone: (352) 273-9472 Tasha Graham (GME Institutional Coordinator) email: Tasha.Graham@medicine.ufl.edu; phone: (352)594-5097

13. Thank You