Beyond the Portal: Designing a Thoughtful Recruitment Season
The July fellowship application season has opened. And whether you’re welcoming the next cohort of fellows or preparing to recruit residents, one thing is clear: you recruitment strategy can’t begin and end with ERAS or Thalamus.
The process may live inside the portals, but your program’s success?
That’s shaped by your people, your preparation and your purpose.
Why Early Prep Matters
Applications move fast, and your team has only a short window to make meaningful connections. In many ways, recruitment is less about selection and more about story.
Who are you as a program?
What kind of training experience do you offer?
And how will you show that in the materials, interviews, and touchpoints that follow?
When done intentionally, recruitment becomes more than a checklist. It becomes an act of culture building.
Start here: Three Key Areas to Audit
1. ERAS Program Pages
Treat your ERAS listing like a digital front door. Update key content such as:
Program director bio and photo
Rotation schedule highlights
Diversity, equity, and wellness initiatives
Mission-aligned innovations
Use warm, human-centered language that speaks to your values. Remember: numbers matter, but stories connect.
2. Thalamus Optimization
Thalamus is more than a scheduling platform. It can elevate the applicant experience when used thoughtfully:
Add branded welcome messages and videos
Use pre-interview surveys to tailor interactions
Streamline communication with templates that feel personal
Pro Tip: Build intentional pauses into your interview day. Breaks, buffer times, and unstructured moments of connection all matter.
3. Your Interview Day Flow
A smooth day is good. A meaningful day is better.
Review last year’s schedule: Where did it feel rushed or disconnected?
Create space for storytelling: Peer panels, recent graduate Q&As, authentic conversations
Train your interviewers: Encourage questions that bring your mission and values to life
Holistic Review: More Than a Buzzword
Now more than ever, applicants expect to be seen as full people not just paper credentials. That’s where a holistic framework shines.
Consider experiences, attributes, and alignment, not just scores.
Diversity your interview panels to reflect your values
Review biases in your selection process and rubrics
Implementing a holistic review approach isn’t just equitable, it’s strategic. It helps your find the applicants who truly thrive in your culture.
Track What Matters: Why Data is Your Silent MVP
Too many programs wait until the end of the season to review what worked. But if you’re not tracking as you go, you’re missing key insights.
Start with your ERAS applicant pool:
How many applicants match your mission-based priorities?
What schools or regions are over/underrepresented?
Are you diversity and outreach goals reflected in your data?
Set up simple dashboards or tracking tools early. This allows for real-time course correction and more powerful end of season reflection.
What Applicants Are Really Looking For
Applicants today want transparency, flexibility, and a sense of belonging. They’re not just choosing a program, they’re choosing a culture.
Use every touchpoint to reflect:
Your approach to mentorship
Commitment to DEI
Opportunities for Growth
How your team supports well-being and learning
Even small details- a warm email, a shared story, a quick follow up, can make a lasting impression.
Final Thought : Recruitment is Culture in Action
Technology will help you manage logistics, but the real recruitment happens in how you show up. This season use your tools, but lead with intention. Because in the end, people remember how you made them feel.
And it starts with clarity, kindness, and a team aligned behind a shared vision.
✅ Optional Checklist: Start Strong This Recruitment Season
ERAS & Thalamus Setup
☐ Updated program page with clear, human-centered language
☐ Branded content uploaded into Thalamus
☐ Pre-interview surveys ready to send
Interview Day Prep
☐ Review and revise last year's interview schedule
☐ Identify 2–3 new opportunities for connection (peer panel, storytelling, etc.)
☐ Interviewer training scheduled with holistic framework reminders
Holistic Review Framework
☐ Review and revise evaluation rubrics
☐ Train reviewers on implicit bias and mission-aligned selection
☐ Align outreach materials with values and culture
Tracking & Data Infrastructure
☐ Create or update ERAS applicant tracking spreadsheet
☐ Define key metrics (geographic diversity, underrepresented groups, etc.)
☐ Schedule mid-season check-in to review insights and adjust strategy