Chiro Match

Program Help
Interview

Interviews

Communication

  • Can I tell an applicant that our program will rank them?

    You may freely discuss any matter with an applicant and both the program and the applicant may express a high level of interest in each other.

    A program may voluntarily inform an applicant that it intends to rank the applicant. Similarly, an applicant may voluntarily inform a program that they intend to rank the program. However, neither the program nor the applicant may ask or prompt the other side for this information.

    Furthermore, neither programs nor applicants may solicit or disclose information about rank positioning. For example, it is prohibited to make statements like "I will rank you first" or "You are at the top of my list".

    Related Links:

Interview Scheduling

  • Can we see what candidates see on their end?

    A sample of the invitation email sent to candidates is available here. You can watch the video below and consult the Applicant User Guide to see what it is like to book and manage interviews from the candidate's perspective.

Scheduling Setup - Interview Types

  • Should I create and schedule interview days or individual meetings?

    The system is designed to allow candidates to book themselves into events. The events set up by the program may be individual meetings or a full interview day. The only difference in the system between setting up an individual meeting event and an interview day event is the name, likely the duration, and how many candidates can book themselves into the event. Each program must decide for themselves whether they want candidates to book individual meetings or an interview day.

    Interview day:

    If your interviews involve multiple events on the same day where candidates are occupied for most of the day, or if there is a specific sequence or rotational set of interviews that must take place on the same day, booking an interview day is an easy way to block the necessary time with the candidate that is needed to complete the different meetings. Creating an interview day may be simpler for the program to setup and for the candidates to schedule.

    However, your program would still need to put in the effort to manually assign the candidates booked on each day to their individual meetings, and send an itinerary to each candidate. Furthermore, this approach may reduce the flexibility for candidates to exercise control over their schedules.

    Individual meetings:

    If your interviews are structured around a discrete set of individual events that can be booked independently, either on the same day or potentially on different days (e.g., interview and virtual open house), then creating different interview types and a set of individual events for each type may be more efficient for both the program and the candidate. Using this approach, candidates would schedule themselves into specific meeting times, and the interview schedule would be finalized within the system.

    This approach may be somewhat more complex to set up. However, it can significantly reduce the effort required by the program to schedule individual meetings and communciate itineraries to candidates. It also provides the most flexibility for candidates to control their own schedules.

  • If the expectation is that an applicant needs to sign up for 3 different meetings (faculty interview, director interview, and meeting with current trainee), does it make sense to have them sign up for an interview day
    or for them to sign up for each meeting separately?

    The choice is up to you. Most programs have candidates book interview days and then the programs manually assigned candidates to their meetings outside of the system. However, some programs may find it more efficient to have candidates book themselves directly into the individual meetings.

    To create an interview day:

    • Create 1 interview type (Interview Day)
    • Add the available events (e.g., 10 candidates from 9am-5pm)
    • Send invitations to your candidates
    • Once booked, create each candidate's itinerary manually, and notify each candidate of their itinerary. This can be done by creating the individual meeting events in the system and manually scheduling each candidate into their events, or creating the itinerary as a PDF document and providing it to candidates by either attaching it to the interview day event in the system, or emailing it directly to each candidate.

    If your program offers an Interview Day, but wants to limit the number of candidates from a certain group that can schedule that day (e.g., your Interview Day can accommodate 8 total candidates, but cannot accommodate more than 4 Location A candidates and 4 Location B candidates on any one day), you should create two Interview Types (Location A Interview Day and Location B Interview Day) and create events for each type with 4 available slots. That way, for each Interview Day, no more than 4 Location A Candidates and 4 Location B Candidates will be able to book themselves into that day.

    To create individual meetings:

    • Create 3 interview types (Faculty, director, current resident)
    • Add the available events for each type of interview (e.g., 1 candidate from 9am-10am)
    • Send invitations to your candidates for all interview types

    Please note that in this example, if you create and invite candidate's to schedule individual meeting events, you would not necessarily be able to enforce a sequence of these meetings or ensure they happen on the same day. For example, if the available dates for the three interview types overlap, one candidate may schedule Faculty → director → Resident while another candidate may schedule director → Resident → Faculty.

  • I have panel interviews and individual interviews. Would those be set up as different event types?

    If each interview type can be scheduled independently, you should set these up as different event types. You can create one interview type for individual interviews and one for panel interviews, and then invite your candidates to both types of interviews. The candidates would schedule themselves into one individual interview and one panel interview. Within the system, the only difference between an "Individual Interview" event, and a "Panel Interview" event is the name. The residency would still need to decide which faculty are attending each event.

    To simplify the sharing of your Interview Itinerary with your faculty, you might consider adding the faculty's name, or the panel's name, to the event title. You would then be able to filter your Itinerary by the faculty/panel name, and share a specific schedule with the appropriate faculty member.

Managing Events

  • Can I book candidates into interviews directly, without giving them a choice of dates?

    Yes. If you don't want to allow applicants to schedule themselves, but still want to use Interview Scheduling so your candidates can see your events in their schedule, and both you and the applicants can gain the benefit of importing rankings from scheduled interviews, use the following procedures:

    1. Create an interview type (e.g., Interview). If your program has multiple tracks, you might create a separate type for each track.
    2. Create your interview events.
    3. Add your candidates.
    4. On your Calendar or Event List, select View for an event.
    5. Use the Force Schedule feature to assign a candidate to the interview.
    6. Repeat for all events in your schedule.

    When a candidate logs in to the NMS Match System, they will see the scheduled interview on their calendar.

    Related Links:
  • Can I add a different PDF for each interviewee or is it only the same PDF for everyone interviewing in that slot?

    You can create and upload a PDF of instructions that you would like to provide to candidates for each event. The PDFs are attached to individual events and are available to all candidates scheduled for that event. If only one applicant is scheduled for the event, the PDF is available only to that applicant. If 5 applicants are scheduled for the event, the PDF is available to all 5 applicants.

    If you have an event with multiple scheduled candidates and you want to provide each candidate with their own unique information for the event, you should email the information to each candidate directly.

    Related Links:
  • What should I do if a candidate is not available for any of the available slots?

    Programs should try to accommodate the needs of candidates when possible. If a candidate notifies you that they cannot attend any of the available spots, you have a few options:

    1. Create a new event and use the Force Schedule option to assign the candidate to the event. If the candidate is currently scheduled into an event that they cannot attend, you must cancel their scheduled interview before you can Force Schedule them into a different event.
    2. If you can make an additional slot available at an existing event, Force Schedule the candidate into the event. If you Force Schedule a candidate into a timeslot that is currently full, the system will automatically increase the number of slots to make room for the force-scheduled candidate.
    3. Contact one or more of your scheduled candidates and ask if they would be willing to change their interview to another available time. The candidate(s) can either reschedule themselves, which will free up a spot for the candidate that needs to be accommodated, or you can cancel the interview with a scheduled candidate and Force Schedule both candidates into their new interview times.

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Sending Invitations

  • Can we customize the invitation or rejection emails?

    No, you cannot customize the invitation or rejection emails in the NMS Match System. Those emails are transactional notification messages. Samples of those emails are available in the Interview Scheduling User Guide on the Match website.

    If you'd like to send your applicants more detailed or personal communications, you can use the Email function on your Candidate List in Interview Scheduling to select and populate candidates' email addresses directly into your email client, then send the communications using your email client.

    Residencies must send interview invitations from the system to enable applicants to schedule their interviews. Rejection emails do not need to be sent through the system. Some use the rejection email to notify applicants they are no longer under consideration after the interview, but that is not required.

    Related Links:
  • Is the Invite linked to Teams/Outlook calendar for any changes?

    All candidates and sites have real-time access to the most current information on their interview schedule in the NMS Match System.

    When candidates receive an interview invitation, the invitation includes a calendar file that can be used to add the event to a personal calendar (e.g., Outlook, Google Calendar), but the candidate must explicitly add (i.e., accept) the event file to add it to their calendar.

    Similarly, a site's interview schedule is not directly synced with Teams, Outlook, or Google Calendar. Sites can download a CSV file of their scheduled events from the Interview Itinerary, which can then be imported into their personal calendar. Any updates to events must be manually edited in their personal calendar.

Managing Candidates

How To Videos

NMS Interview is a module of the NMS Match System that allows programs to streamline and automate interview scheduling. The following videos provide an overview of how NMS Interview works:

Configure Settings   (2 min)
Add Candidates   (2 min)
Add Interview Events   (2 min)
Send Interview Invitations   (1 min)
Manage Events   (3 min)
Manage Candidates   (3 min)
Candidate Experience   (4 min)







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