FindAResident Program User Manual

Take a look at our FindAResident Program User Manual for comprehensive information on the the FindAResident service as well as step-by-step instructions for your FindAResident account! This user manual provides statistical information on our services, screen shots for registering and using your account, a glossary of terms and more.

FindAResident Program User Manual (PDF)

Information for Residency and Fellowship Programs

• Overview of FindAResident
• Registration Information
• Login Information
• Managing your FindAResident Account
• Managing Position Advertisements
• Using FindAResident Tools and Features
• Scramble Information
• Glossary of Terms

Overview of FindAResident

What is FindAResident?

FindAResident is a powerful, web-based service especially designed to help administrators and program directors fill open residency and fellowship positions. Offered by the Association of American Medical Colleges (AAMC), FindAResident supplements the Electronic Residency Application Service (ERAS) and is ideal for filling vacant positions. Through one simplified marking channel you can showcase your program to thousands of applicants while outlining your requirements for selection so that you are sure to attract the best candidates for your specific program's needs.

When would I use FindAResident?

Use FindAResident if you need to fill:

• Unexpected Vacancies or Fellowship Positions
• Off Cycle Positions
• Post-Match Vacancies
• Non-ERAS Specialties
• ERAS Post Office off-season

What does a FindAResident membership provide me?

Registering with FindAResident allows you to:

• Enter information about your program, applicant criteria, prerequisites and the number and type of vacancies available.
• Search a database of available residency and fellowship applicants.
• Notify applicants that interest you and begin the process of connecting with residency candidates.

To date over 20,000 applicants have registered with FindAResident!

How do I contact FindAResident with questions?

You can reach the FindAResident staff at findaresident@aamc.org.

Registration Information

Who is eligible to register with FindAResident?

Any residency or fellowship program with current accreditation by a recognized authority can register with FindAResident. Visit our registration page to receive instructions and a private access code.

Program User Registration

To register as a user for a residency or fellowship program:

1. Complete the registration form to receive your private access code.
2. Go to FindAResident Login page and click on the "Register" link.
3. Mark the radio button beside "Residency Program Staff" and enter in your assigned access code.
4. Confirm your program information as listed.
5. Complete the required information with your personal information (not viewable by applicants). You will be asked to enter your AAMC ID. If you do not have or cannot recall your AAMC ID, enter your birth information to assign your unique 8-digit AAMC ID.
6. Create your own user name and password for future logins. This login information will set up a single account that you can use to login to other AAMC services as well (go to the AAMC Login page for more information about other services that use the AAMC Login).
7. Click Submit

This will be your login information for future sessions with FindAResident and any other AAMC Login participating programs. If you would like anyone else to be able to access this program, just give him or her the token, and they can complete the same procedure.

What is the AAMC ID used for?

The AAMC ID is a unique identification code assigned to AAMC clients to help protect and centralize your information with AAMC's programs and services. The FindAResident system automatically assigns each user a unique AAMC ID if you do not already have one assigned.

What is the AAMC Login?

The AAMC Login is part of an effort to improve security and help you manage your relationship with the AAMC.

Is there a registration fee?

FindAResident registration is currently free for residency and fellowship programs. Visit our registration page to receive instructions and a private access code.

I am a previous user of FindAResident; do I need to register again?

Subscriptions are continuous for residency and fellowship program users. No need to renew your subscription each year. Simply log in and update your account.

When registering I get an error that my information already exists. What does this mean?

If you have registered with FindAResident in the past you do not need to register again; simply log in with your FindAResident user name and password. If you have forgotten your user name and password email the FindAResident support staff for help.

During registration I am asked to "verify AAMC password", what do I do?

FindAResident is a participating service in the AAMC Login program. The AAMC Login is part of the AAMC's effort to improve security and help you manage your relationship with the AAMC. Several AAMC services are already collaborating in this initiative. Your login information for any of the participating services will be linked, creating one single login identity for multiple services.

Information confirmed during your registration may link you to your AAMC Login account. You will then be prompted to verify your AAMC Login identity. The "Verify AAMC Password" field is requesting your password from a previous account; at the top of the screen you will see the AAMC ID and user name associated with the password we are verifying. Please contact the applicable service if you have forgotten your password. Remember, any changes to your login and password in FindAResident will automatically carryover to the other AAMC Login programs as well.

Login Information

I forgot my FindAResident password, how do I get this information?

If you don't remember your password, please click "Forgot Password" on the FindAResident Login page. Enter your user name and e-mail address. The system will prompt you to answer your security question. Your password will be immediately sent to you via e-mail. The email will contain an alphanumeric password to use along with your user name to login. User names and passwords are case sensitive, capitalize properly. You will then have an opportunity to establish a password of your choice. You will be prompted to "Verify Old Password"; this field requires your temporary (alphanumeric) password from the email. Complete the remaining fields and print out the confirmation of your user name and new password for your records. Remember, any changes to your login and password in FindAResident will automatically carryover to the other AAMC programs as well. If you need to confirm you user name, e-mail the FindAResident support staff for help.

I attempted to login several times unsuccessfully; now what?

For security reasons, after 5 unsuccessful login attempts FindAResident will lock your account. Please e-mail FindAResident to unlock your account and confirm your login information.

My old FindAResident user name and password aren't working, why?

FindAResident launched a new and improved Web site to help better serve you. If you registered prior to 2002 your login information from the old system will no longer work. To access our service, you will need to register on our latest Web site. Visit our registration page for instructions and a private access code.

Managing your FindAResident Account

How do I create my Program's Profile?

1. Log in to FindAResident.
2. Click the "Profile" link at the top of the page.
3. Click on the "Program Info" tab and confirm the program contact information is accurate or if you prefer complete the option to enter alternate contact information.
4. Fill out the Program Description field with a brief summary of your program.
5. Fill out the Next Steps field with information for applicants on how to apply directly to your program for a position.
6. Check off any additional documentation you will request from applicants you are interested in.
7. Click Save.

What if my program director, address or other information is incorrect as listed?

Your account's program information is populated from a partner AAMC service called GMETrack. To review this information click on the "Profile" link and then click on the "Program Info" tab. If any of the information is incorrect, email us directly with any changes.

What contact information will applicants see?

Applicants view program contact information by clicking on a program's active position advertisement. To review the contact information seen by applicants click on the "Profile" link and then click on the "Program Info" tab. The contact information at the top of the page is published to applicants. If you would rather that applicants view alternate contact information, use the customizable fields below to enter that information, and click "Save".

What does it mean for my account to be "Active" or "Inactive"?

Your programs profile can be activated or deactivated at any time. The activated setting allows you to search and notify applicants, and also allows applicants to view your profile and any open positions. The deactivated setting blocks your notification function and does not allow applicants to view your information. Simply reactivate to notify applicants and advertise any vacancies.

How do I activate/deactivate my account?

1. Log in to FindAResident.
2. Click on the "Profile" link.
3. Just below the "Profile" tab will be an "Activate" or "Deactivate" link.
4. Click on the "Activate" or "Deactivate" link to change your status to active or inactive respectively.

Note: Anytime you create a new position posting, FindAResident automatically activates your profile to "Active" so applicants may view it.

Managing Position Advertisements

How do I create a new position advertisement?

1. Log in to FindAResident.
2. Click on the "Positions" link.
3. Review and complete all the fields: (position year, program type, number of positions, start date, and minimum criteria description).
4. Click "Save".

Note: Entering a new position automatically activates your program's account so that applicant's can view your information. You can activate or deactivate your account at any time in the "Profile" page.

How do I edit a position advertisement?

To edit the start date or minimum criteria description for a position:

1. Log in to FindAResident.
2. Click on the "Positions" link.
3. Find the position record you would like to edit.
4. Click the "Edit" link next to that record.
5. The status and information of the position record you just selected will appear.
6. Edit the start date and/or minimum criteria description as applicable.
7. Click "Save".

How do I review a position advertisement?

To review how position advertisements will appear to applicants:

1. Log in to FindAResident.
2. Click on the "Positions" link.
3. Find the position record you would like to review.
4. Click the "View" link next to that record.
5. A new window will pop-up displaying the position advertisement as it will appear to applicants.
6. Click "Close".

How do I close out or deactivate a position(s)?

1. Log in to FindAResident.
2. Click the "Positions" link at the top of the page.
3. Find the position record you would like to close/deactivate.
4. Click on the "Edit" link.
5. The status and information of the position record you just selected will appear.
6. Select the appropriate filled method.
7. Click "Save".

Note: If you have no active positions listed, your program's account will be automatically deactivated to prevent applicants from viewing your program's information. You can activate or deactivate your account at any time in the "Profile" section.

Increase the Number of Positions Posted

1. Log in to FindAResident.
2. Click on the "Positions" link.
3. Find the position record you would like to increase.
4. Click on the "Edit" link.
5. The status and information of the position record you just selected will appear.
6. Click the (+) button next to that record.
7. A position will be added.
8. Click "Save".

Decrease the Number of Positions Posted

1. Log in to FindAResident.
2. Click on the "Positions" link.
3. Find the position record you would like to close/deactivate.
4. Click on the "Edit" link.
5. The status and information of the position record you just selected will appear.
6. Select the appropriate filled method.
7. Click "Save".

How do I delete an erroneous posting?

If you entered the wrong Position Year or Program Type:

1. Log in to FindAResident.
2. Click on the "Positions" link.
3. Find the erroneous position record you would like permanently deleted.
4. Click on the "Edit" link.
5. The status and information of the position record you just selected will appear.
6. Click on the "Delete" link.
7. You will receive an alert message confirming your deletion. Click "OK".
8. Click "Save".

Using FindAResident Tools and Features

How do I conduct an applicant search?

1. Log in to FindAResident.
2. Click on the "Applicant Search" link.
3. Click on the specialty that will correspond to applicants' interest (To select more than one specialty, press and hold the Ctrl key and simultaneously click the specialties you want. Maximum: 5 specialties).
4. Click on the geographic preference(s) that will correspond to applicants' interest. (To select more than one geographic preference, press and hold the Ctrl key and simultaneously click the geographic area you want. Maximum: 5 areas or click on the "no preference" for national search).
5. Select the Position Year of applicant from the drop-down menu.
6. Click on "Search" to complete the query.
7. Click on an applicant's name to review their resume information.

How can I sort the applicants in my search results?

You can sort your search results by any of the fields listed as column headings: Name, Medical School, Graduation Date or Previous Residency. Simply click on a column head to sort in ascending order by that type of information; click the same heading again to sort in descending order. You can only sort by one field type at a time.

How do I notify an applicant of my interest?

1. Conduct an applicant search selecting the appropriate criteria.
2. Click on an applicant's name to review their resume information.
3. If you are interested an applicant, click the "Notify" link next to their name.
4. You will be asked to confirm that you want to notify this applicant, click "OK".
5. A notification containing your position advertisement will be sent to that applicant's FindAResident mailbox.
6. A record of this notification will remain in your mailbox in the "Notification Sent" folder.

Why can't I notify an applicant? N/A appears next to each applicant record.

The FindAResident notification function works for program users with an active position advertisement and an active account. Your programs account can be activated at any time:

1. Log in to FindAResident.
2. Click on the "Profile" link.
3. Just below the "Profile" tab will be an "Activate" link.
4. Click on the "Activate" to change your status to active.

You may search any PGY level for applicants. However, the notification function will only work if the PGY level for your active position is equivalent to the PGY level used to conduct your search.

How do I track applicants I have notified, or who notified me?

You can review and track any applicants you have notified in your FindAResident mailbox.

1. Log in to FindAResident.
2. Click the "Mailbox" link.
3. Click the "Notification Sent" tab to review resumes of applicants you contacted.
4. Click the "Inbox" tab to review resumes of applicants that contacted you.

How can I organize the resumes in my mailbox?

You can use the "Interested" and "Not Interested" folders to categorize resumes for easier organization and review.

1. Log in to FindAResident.
2. Click the "Mailbox" link.
3. Find the resume(s) you wish to organize.
4. Click the checkbox next to the resume(s) you would like to move.
5. Towards the top of the page use the drop-down menu to select which folder to move the selected records to.
6. Click the "Move" button.

Note: Once applicant records are moved out of the "Inbox" or "Notification Sent" folder those records can move freely back and forth between the "Interested" and "Not Interested" folders. However, they cannot be moved back to either the "Inbox" or "Notification Sent" folders (this helps us maintain the integrity of who initiated the connection).

How can I sort the resumes in my mailbox?

You can sort your search results by any of the fields listed as column headings: Name, PGY, Medical School, Graduation Date, Previous Residency and Sent/Received Date. Simply click on a column head to sort in ascending order by that type of information; click the same heading again to sort in descending order. You can only sort by one field type at a time.

Scramble Information

Will matched applicants appear in search results?

Programs searching for PGY1 and/or PGY2 applicants will not have access to the resumes of individuals for the years they are listed as matched by the NRMP. A fully matched FindAResident user will not appear in search results for PGY1 or PGY2 applicants. FindAResident users matched for PGY1 only will appear in search results for PGY2 applicants, but not for PGY1 applicant searches. The reverse applies for FindAResident users matched for PGY2 only by the NRMP. For a specific list of rules review our Scramble Alert.

Can I advertise Match positions in FindAResident?

As part of the AAMC, FindAResident is a partner program with ERAS and the NRMP. Programs are encouraged to participate in the NRMP Match and ERAS each year for their PGY1 and PGY2 positions for the upcoming Match season. Should a program be unsuccessful with the Match, FindAResident is happily available for post-match advertising of PGY1 and PGY2 positions.

For this reason we have restriction dates based on position start dates for PGY1 and PGY2 positions corresponding with the NRMP Match season. PGY1 positions with start dates after 6/30/2010 and PGY2 positions with start dates after 6/30/2011 cannot be posted until after Match results are released on Tuesday, 12:00 p.m. ET. For exact dates for the upcoming Main Residency Match events, please visit the NRMP Web site. If you need to recruit now for a position that cannot be entered in the Match, the only option in FindAResident is to post it with a start date less than 6/30 with an explanation of the true start date in the position description field. Please contact us directly if you have any further concerns.

Glossary of Terms

AAMC - Association of American Medical Colleges is the parent organization for FindAResident.

ACGME - Accreditation Council for Graduate Medical Education is responsible for the accreditation of post-MD medical training programs within the United States.

CV - Curriculum Vitae is a resume style document to list and describe your objectives, education, and work experience.

ECFMG - Educational Commission for Foreign Medical Graduates (ECFMG) assesses the readiness of international medical graduates to enter ACGME accredited residency or fellowship programs in the United States.

ERAS - Electronic Residency Application Service is another AAMC service designed to help applicants apply to residency programs.

FREIDA - The Fellowship and Residency Electronic Interactive Database Access offered by the American Medical Association is a searchable, online database by specialty and subspecialty of graduate medical education programs, aggregate training statistics, and career plans of recent graduates.

GMETRACK- An AAMC service designed as a resident database and tracking system to assist GME Administrators and program directors in the collection and management of GME data.

NRMP - National Resident Matching Program conducts the resident match each year for PGY1 and PGY2 level positions.

NBME - National Board of Medical Examiners develops and administers examinations to assess the medical knowledge and clinical skills of those seeking licenses to practice medicine in the United States.

NBOME - National Board of Osteopathic Medical Education administers examinations to test the medical knowledge of those who seek to serve the public as osteopathic physicians.

PGY - Post Graduate Year refers to the level of training by year starting after graduating medical school. The scale in FindAResident involves PGY1 - PGY6.

USMLE - United States Medical Licensing Examination assesses a physician's ability to apply knowledge, concepts, and principles.

Contact Us    © 1995-2009 AAMC    Terms and Conditions    Privacy Statement