Interview Broker A Little Miracle September 15, 2015 Amy Kern

What Is It? A website that allows applicants to self-schedule themselves for their interviews You set the parameters Wait List Can also use it for interviewers

Why I LOVE Interview Broker Saves me DAYS of work during recruiting Send custom s for invites, confirmation, reminders, etc Reduced no-shows Easy to track Can see who has (or hasn’t) opened the invite Daily rosters at your fingertips Applicants love it – helps them schedule efficiently

Any Downsides? It’s not quite free $1.99/applicant invited Plus $0.25 per question/applicant (we don’t use this) We actually end up saving money due to the time savings Does take a little time to set up I think the larger your program, the more efficiency you gain, but I still highly recommend it

Step 1: Set Up Interview Broker calls them “campaigns” We have separate campaigns for our different tracks (preliminary, categorical, Med-Peds) Each campaign has it’s own parameters Separate am and pm groups? Cutoff for applicants to make changes? Set up each interview day & # of applicant slots

Step 2: Invite Export applicants from ERAS PDWS and upload the Excel (.csv) file into Interview Broker templates are saved from year-to-year Can include attachments Select the names and hit send

Step 3: Watch It Happen! My favorite part!!! As soon as you hit send, you can watch the schedule fill up Last year I sent our first round of invites out at 4:00 pm on a Friday, and by Monday morning almost all 150+ applicants had scheduled themselves Applicants can also add themselves to a waitlist if their preferred day is full

Step 4: Details After the applicants have scheduled themselves, we send a confirmation with the details of our interview day Interview Broker does have an “additional questions” option, but we don’t use it because it costs extra $$ We use Google Forms to get their RSVP info

Step 5: Monitor & Manage Follow up with applicants who haven’t opened the invite Applicants can cancel or change their interview day at any time until your pre-determined deadline Interview Broker tracks all changes Eliminate “buffer” slots as applicants cancel/reschedule out of our later days We always maintain full control, we can manually schedule/delete applicants

Step 6: Final Confirmation Our change cutoff is 2 weeks (14 days) before the interview day If anyone hasn’t replied to the RSVP, we contact them personally We send everyone a final with the interview day details, and remind them to contact us if their plans have changed

Step 7: Extract Roster The official list of who is coming on a day in on Interview Broker We use this to: Schedule the applicants for the interview day in ERAS Schedule the faculty interviewers Make our daily photo roster

Step 8: Follow Up Step 8: Send Thank You templates and applicant sorting make it easy

Tips You choose change cutoff date We use 2 weeks before the interview day Invite Strategy Can add “cushion” (add extra slots) and remove them as people cancel to hit your target number Be cautious sending too many invites It does have an Interviewer scheduling option ($1.99/faculty member), but don’t use it