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Case Studies
“It has reduced costs in our operations, improved processing time, and has made the process easier for Admissions Committee members and interviewers.”
PAT SAMUELSON
Director of Admissions
Rochester School of Medicine and Dentistry
Multiple Mini Interview Management
The Multiple Mini Interview (MMI) is a different format comparative to the traditional one-on-one or panel interview process historically employed by medical schools. Applicants rotate through numerous interview stations and typically encounter a different case, question, task, or role-playing scenario at each station. Schools are known to use different formats of the MMI, including simulated patients, team role plays, ethical scenarios, critical thinking questions, among other formats, which can create difficulty for the admissions office when matching applicants up with interviewers and a specific case. Another challenge that schools frequently face with the MMI process is the complexities associated with managing multiple coinciding interview slots.
Real-time, Customized MMI Agenda
AMP offers functionality to support the implementation and facilitation of the MMI scheduling process, with several notable programs utilizing our standard MMI functionality or a hybrid scenario combining MMI and traditional interview methodologies. Functionality for the MMI scheduling process includes similar features that the standard interview scheduling module offer, such as the interview scheduling calendar, faculty availability administration, applicant self-scheduling, and interview forms/reports. AMP’s dynamic interview scheduling enables administrators to assign and manage days for MMI interviews through a calendar-based interface, and determine the amount of interview slots for each interview cycle. Administrators initially set the type of interviews and the amount available for specific interview dates based on the amount of cycles per day, allowing interviewers and applicants to select availability for the set interview dates easily within a calendar interface. AMP matches interviewers with applicants by syncing openings together and creating an MMI agenda, which alleviates the stress for administrators surrounding scheduling. The pieces of functionality that differ for the MMI process are created specifically to each school, based upon their methodology.
An Incompatible System
The Keck School of Medicine of USC came to ZAP Solutions with a challenge. The existing, out-of-the-box system that they were using prolonged the process for the admissions department. The school needed a system with features that could enable their admissions committee to quickly assign applicant decisions, establish an efficient process, and create robust reports.
Excellent Service and Customization
The Keck School of Medicine chose AMP for its ability to adapt to Keck's specific business processes. AMP is customized specifically for each school, allowing Keck to choose exactly how they want their system to function. Our analysts worked with the staff at the school to fine-tune each and every detail.
Happy Admissions Officers, Happy Applicants
All documents, including applications, transcripts, letters of recommendation, and other documentation are incorporated into each applicant’s record in the system. Within each applicant's file, there are role-based sections where specific admissions committee members can upload documents, add notes, and communicate with the applicant. AMP’s features work to create well-rounded portfolios of each applicant, helping the admissions committee to select the best candidates for their incoming class. “The [AMP] team is willing to provide input and work with us until we achieve a desired result."
A High-cost System with a Paper Process
The University of Rochester School of Medicine and Dentistry admissions officers reviewed paper applications and documents including transcripts, test scores, LORs, and supplemental applications. Assessing each applicant's paper file was a slow and difficult process for Rochester’s admissions office, since only one member could review a file at any given time. Members had to quickly evaluate an applicant file in order to send it to the next member in a timely manner. After members had a chance to read an applicant's file, they needed to meet to fully review and make a decision on an applicant. This extended process kept costs high in operations and management.
Web-based Admissions for the First Time
Rochester implemented AMP. "The largest single benefit is a completely electronic admissions process—from initial application, secondary application and payment, letters of recommendation, application review, interviewing, admissions committee meeting to notification of decisions,” stated the Rochester admissions office.
AMP was customized based on the needs of the school. Easily integrating with back-end student information and external admissions systems, such as AMCAS®, made it an easier process for the admissions department. Pat Samuelson, the Director of Admissions, stated, “We found that it was the best product in that it was flexible and worked with our school’s existing systems/infrastructure.”
Reduced Costs, Improved Processing Time
Since switching to an entirely paperless admissions system, applicant status updates in real-time, which allows Rochester to have the latest information on their applicant pool. Additionally, the email communications between applicants and the admissions department are integrated within AMP, which enables messages to display directly on the admissions dashboard. “It has reduced costs in our operations, improved processing time and has made the process easier for Admissions Committee members and interviewers,” Pat Samuelson, the Director of Admissions, confirms.
