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Virtual Interviewing: Sharing Our Journey to Best Practices

Bree Bower, BA, Program CoordinatorMarco Corridore, MD, Program Director

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OBJECTIVES 1. Discuss the need to build reliable, reproducible, enjoyable

interview experience for both GME personnel and candidates.

2. Determine necessary resources, templates, and materials to use prior to, during, and post-interview.

3. Educate interviewers to ensure consistent assessment of information gathered during virtual interviews.

4. Create tools for your own interview process based on those that have been successfully utilized.

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HOSPITAL BACKGROUND• Free-standing pediatric hospital

• U.S. News & World Report’s Best Children’s

Hospital Honor Roll 10 consecutive years

• > 1 million patients annually

• 73 fellowship programs

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Dept of Anesthesiology & Pain Medicine• Dept performed nearly 40,000 anesthetics in 2019

• Supports 6 fellowships

– ACGME Pediatric Anesthesiology (4 fellows)

– International Pediatric Anesthesiology & Clinical Research (4

fellows)

– Pediatric Comprehensive Chronic Pain (1 fellow)

– Pediatric Cardiac Anesthesiology (1 fellow)

– Pediatric Regional Anesthesiology (1 fellow)

– QI Anesthesiology (1 fellow)

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ACGME Pediatric Anesthesiology Fellowship

• Match in October

• 4 total positions

• 52 candidates applied

• 37 candidates interviewed

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THE GOAL: Sell your program, sight “unseen”

Virtual Interviews

Emerging Technology

Travel Bans

COVID-19

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GETTING STARTED: Identify your needs

• Visualize your day

– Length (Zoom fatigue)

– Candidates

– Faculty

– Support staff

– Frame for planning

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GETTING STARTED: Identify your needs

• Purpose of interviews

– Assess applicants

– Provide information

• Culture

• Program specifics

• Faculty & fellows

– See facilities

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GETTING STARTED: Identify your assets

• Resources

– Faculty

– Support staff

– Space & privacy

– Technological needs

– Marketing

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GETTING STARTED: Identify your needs

• Virtual experience… personable?

– Video ON

– Interaction

– Communication

– “Homemade” marketing items

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Interview Day: The role of the coordinator

BREE’S INTERVIEW DAY SCHEDULE: 4.5+ hrs.8:30a • Login to Zoom meeting.

• Tech check• Verify meeting settings

• Prep breakout rooms schedule list• Greet candidates• Troubleshoot tech

9:00a • Start Program Overview• Create breakout rooms

• Manage faculty joining meeting• Keep PD/APD on schedule

9:30a • Open/close breakout rooms• Manage breakout rooms

• Oversee interviews• Tech support

10:45a • Dismiss faculty• Coordinator overview

• Fellow Meet & Greet• Final Q&A w. PD/APD

11:30a • Candidate portion ends• Prepare interview evaluations

• Prepare for lunch• Facilitate working rank list

1:00p • Finalize notes & working rank list• Clean conference room

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Interview Day: Faculty & Candidate Burden

FACULTY INTERVIEW DAY: 2 hrs.9:20a • Login to Zoom meeting.

• Tech check

9:30a • Interviews begin10:45a • Interviews end

Break until lunch.

11:45a • Lunch• Working rank list &

evaluations12:30p • Interview day ends

CANDIDATE INTERVIEW DAY: 2.5 hrs.8:55a • Login to Zoom meeting.

• Tech check

9:00a • Program Overview w. PD9:30a • Interviews begin

10:45a • Interviews end• Coordinator overview• Fellow meet & greet• Final Q&A

11:30a • Interview day ends

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PLANNING1. Gather resources

2. Identify key personnel

3. Create a timeline & checklist

4. Plan interview dates

5. Create your interview day

6. Communicate with your candidates & begin scheduling

7. Create interview day items & marketing materials

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PLANNING: Step 1: Gather Resources

• Technology

• Physical components

• Spatial components

• Internet

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PLANNING: Step 2: Personnel

• Who’s your host?

• Support staff

• Candidates

• Interviewers

• Faculty

• Other staff

• Current residents/fellows

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PLANNING: Step 3: Timeline

• Make a list

• Work backwards

• Patterns

• Deadlines

• Grouping

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PLANNING: Step 3: Checklist

Template 2. Interview Prep Checklist

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PLANNING: Step 4: Interview Dates

Template 3. Interview Coordination

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PLANNING: Step 5: Create your day

Template 6. Interview Day Schedules Template

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PLANNING: Step 6: Communicate & Schedule

Template 4. Interview Invitation Email Template

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PLANNING: Step 6: Communicate & Schedule

Template 5. Zoom Instructions for Candidate

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PLANNING: Step 7: Create interview day items

Template 10. Candidate Interview Schedule Template

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PLANNING: Step 7: Create interview day items

Template 11. Candidate Interview Details Email Template

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PLANNING: Step 7: Create interview day items

Template 7. Candidate Overview Template

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PLANNING: Step 7: Create interview day items

Template 9. PD & APD Interview Schedule Template

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PLANNING: Step 7: Create marketing materials

• Video list

• Fast Facts 2019

• Guide to Columbus

• Packages discouraged

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ApplicationReceived

Interview Selection

Program Information

InterviewPreparation

PostInterview

Application thanks

Scheduling of Interview

Informationabout NCH

Fellowship Video List

Interview Schedule Updates & Materials

IMPLEMENTATION:Communicating with Candidates

Notice of Interview

Informationabout

Fellowship

Interview Schedule

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IMPLEMENTATION:Communicating with Faculty

• Request for information

• Scheduling email & logistics

• Verification of resources

• Interview details

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IMPLEMENTATION:Practice, Practice, PRACTICE!

• Verify settings

• Platform practice

• User practice

• Tech check

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BENEFITS & FEEDBACK

• Saved money, saved time

• Faculty survey…

– More efficient

– Less time/effort

– More engaged candidates

– 100% meaningful interaction

– Less distracting

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Best Practices

• The host of the meeting guides the interview day.

• Do not leave candidates in a breakout room alone.

• Concise interview day.

• Supplement interview day with marketing materials.

• Be confident in your program!

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ANY QUESTIONS?

Bree Bower, BAFellowship Program CoordinatorDepartment of Anesthesiology & Pain MedicineNationwide Children’s Hospital614.722.4201Bree.Bower@nationwidechildrens.org

Marco Corridore, MDFellowship Program Director (ACGME, Intl)Department of Anesthesiology & Pain MedicineNationwide Children’s Hospital614.722.4201Laughing@nationwidechildrens.org

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