Presented by Kassandra Moench Melissa Vendur Stephanie Reed Tasha Graham Introductions Kassandra Moench Surgery Fellowship Coordinator Melissa Vendur Anesthesiology Fellowship Coordinator ID: 1035904
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1. GME Virtual Interviews: Nuts and Bolts Session Presented by: Kassandra Moench Melissa Vendur Stephanie ReedTasha 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 ExampleTemplate Mock Interview ScheduleZoom Breakout room video Breakout room tips and tricksQuestions & 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 ReedThe 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 VendurBefore Interview Day:Candidate itineraries emailedCreate master interview scheduleEmail evaluation forms, master schedule, candidate packets (CVs, personal statements, etc.) to facultyDuring Interview Session:The host of the meeting is the one that controls the breakout room feature. (Coordinator)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.After Interview Session:Once all candidates leave the zoom meeting, faculty can debriefFaculty emails evaluation forms back to coordinator to place on master fileCoordinator emails all candidates with faculty email addresses for electronic thank you notes in lieu of mailed cards.
7. Candidate Itinerary
8. Template Mock Interview Schedule
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10. Breakout rooms tips and tricks by Kassandra MoenchStart 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) 594-7555Melissa Vendur (Anesthesiology Fellowship Coordinator) email: MVendur@anest.ufl.edu; phone: (352) 594-3759Stephanie Reed (Gastroenterology Office Manager) email: stephanie.reed@medicine.ufl.edu; phone: (352) 273-9472Tasha Graham (GME Institutional Coordinator) email: Tasha.Graham@medicine.ufl.edu; phone: (352)594-5097
13. Thank You