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Configuring Segments

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What are Segments?

Segments allow you to group and manage applicants by common criteria. For example, you can create segments of applicants missing evaluations, applicants with a home town state of NJ, applicants with gold signals, etc. Once you create a segment, you can access it as needed and perform various actions, such as emailing those applicants or moving them into a new phase. 

Video Overview

Working with Segments

Note: for commonly used segments, review our article on How To Create Frequently Used Segments.

When you build a segment, you apply it to your applicant pool to see all of the applicants who meet the criteria you specify. For example, you may want to find applicants who did not pass Step 1 on their first attempt. After you create the segment and apply it to your applicant pool, your application grid shows only the applicants who did not pass Step 1. On the application grid, click the checkbox next to the applicants you want to work with. Then, you can:

  • Email selected applicants important information.
  • Move applicants to a different phase and assign applicants to reviewers.
    • Note: you can automate your review workflow by connecting reviewers and evaluation forms to specific phases. Then, when you move applicants into a phase, the designated reviewers are automatically assigned the application and evaluation form for review. 
  • Tag applicants (i.e., label) for tracking or categorization purposes.
  • Create a chart focusing on a particular data point for these applicants.
  • Export their application PDFs.

Creating Segments

You can create segments in two places within the Program Portal:

Creating Segments from the Applications Grid

  1. Click Segment to open the segment builder. 

Segment Button circled in the top right corner of the page.

  1. Click Add Criteria, then, select the category of data. 
    • Note: data points from the application, such as USMLE scores, Medical School, Current Address, etc. can be found in the Application Form category.

Segment Builder open with the mouse clicking on the Add Criteria button.

  1. You can add additional criteria, as needed, using the AND/OR operators. For example, you might want to find applicants who are part of AOA and in Pennsylvania. You can add additional criteria to specify that you want applicants who have been inducted into AOA AND who are in your state. 

Segment builder showing AOA and PA resident segment example.

  1. Once you've added all criteria, click Apply to apply the segment to your applicants.
  2. If you anticipate using the segment regularly, you can save it for easy access in the Segments Selector. To save your segment:
    • Click Save Segment in the builder. 
    • Name your segment and place it into a category. Categories are used to group your segments; you can use an existing category or create a new one.
    • Then, click Create Segment.
      • The saved segment can be found in the Segments Selector which is a useful tool to work with in the applications grid.

ResidencyCAS Program Portal Segments Selector.png

6. To remove the segment from your applicant pool, click Clear.

Creating Segments from the Settings menu

  1.  From the Settings menu, open the Application Review section, then select Application Segments. Here you can view the current list of segments. Click any segment to view its criteria.  
  2. To create a new segment, click the + icon. Begin by naming your segment and placing it into a category. Categories are used to group your segments; you can use an existing category or create a new one. Then, click Add Criteria and start building your segment. In the example below, we're searching for applicants whose current address is in the state of New York. When you've finished adding the criteria, click OK to proceed. 

    ResidencyCAS Program Portal New Segment 1.png
  3. You can add additional criteria, as needed, using the AND/OR operators. For example, you might add additional criteria to specify that you want applicants who reside in New York AND who are applying to Program A. Once you've added all criteria, click Create Segment. 

Creating Segment Categories

When you create a segment, all users in your organization have access to it. If multiple people in your organization are creating segments, consider creating categories to organize the segments you create. To create a category:

  1. Click Save Segment in the builder. 
  2. Name your segment.
  3. Click the Choose Category drop down.
  4. Click Create Category and name the new category.
  5. Click Create and Assign. 
  6. Click Create Segment.
    • The saved segment can be found in the Segments Selector which is a useful tool to work with in the applications grid.

Managing Segments

  1. From the Settings menu, open the Application Review section, then select Application Segments. Here you can view the current list of segments. Click any segment to view its criteria.  

    ResidencyCAS Program Portal Segments 1.png
     
  2. Remove or add criteria, if necessary. 

Editing Segments in Application Review Settings.

  1. To delete, categorize, or copy segments, use the checkboxes.

ResidencyCAS Program Portal Segments 2.png

Default Segments Glossary

ResidencyCAS comes with several preconfigured segments to make it easier for you to get started filtering your applicants. 

On the Application Grid, click the segment selector to choose a segment from the list. Default Segments are found under ResidencyCAS Default Application Segments. 

ResidenyCAS Default Segment Selector.

Default Application Segments are defined as:

  • All Combined Degree Applicants: applicants with both a PhD and a Medical Degree.
  • All DO Applicants: applicants with a DO degree.
  • All International Medical Graduates: all applicants whose medical school is not based in the US.
  • All MD Applicants: applicants with a MD degree.
  • Applicants Missing Evaluations: applicants who are missing at least one SLOE or Narrative Letter of Evaluation.
  • Applicants with all Evaluations: applicants who have received all evaluations from their references.
  • CAS Application Received: all applicants who have started a CAS application.
  • DOs without Comlex: all DO holders who do not have COMLEX scores on their application.
  • Gold Signals: applicants who have allocated a gold signal to your program.
  • MDs Without USMLE: all MDs who do not have COMLEX scores on their application.
  • Residency CAS Complete Applicants: all applicants who have completed their residency application.
  • Silver Signals: applicants who have a allocated a silver signal to your program.

Application Properties Glossary

ResidencyCAS has preconfigured application properties that can be used as criteria when building a segment.

  • CAS ID: the applicant’s unique ResidencyCAS ID.
  • CAS Date Submitted: date the ResidencyCAS application was submitted.
  • CAS Date Last Updated: date the ResidencyCAS application was last updated.
  • CAS Application Status: the status of the ResidencyCAS Application, e.g. received, complete.
    • Note: the CAS App Status appears in the sidebar and takes into consideration all materials below it. 

ResidencyCAS Program Portal – CAS App Status.

  • CAS Application ID: the unique ResidencyCAS ID for this application. 
  • CAS On Hold: a true / false property that indicates if the application is on hold or not.
  • Date Last Imported: the date the application was last imported into the Program Portal.
  • Signal: the gold or silver signals allocated to the program. 
  • COMLEX Received: a true/false property that indicates at least one COMLEX score is received for the applicant.
  • USMLE Received: a true/false property that indicates if at least one USMLE score is received for the applicant.
  • MS Transcripts Received: a true/false property that indicates if the medical school transcript is received for the applicant.
  • Holistic Score Fields. The following fields are used in the holistic score calculations. For example, if you want to find a score above or below a threshold for a domain or subdomain, you can use these fields. These fields can also be found in Application Form  in the segment builder and will output the applicant data rather than the holistic score calculations. 
    • USMLE / COMLEX
    • USMLE / COMLEX Passed
    • Masters Degree
    • PhD Degree
    • Patient Care
    • Procedural Skills
    • Clerkships Passed Score
    • Medical Knowledge
    • Academic Metrics
    • Work Experience
    • Community Service / Advocacy
    • Research experience
    • Teaching Experience
    • Pell Grant Recipient
    • First Generation Student
    • Non Medical Work Experience
    • Background and Lived Experience
    • Personal Development and Resilience
    • Interpersonal Skills and Emotional Intelligence
    • Teamwork and Leadership
    • Professionalism Score
    • Innovation and Critical Thinking Score
    • Organizational and Time Management Skills
    • Values and Competencies
    • Holistic Score
  • Degree Granting Medical School: a property that extracts the primary medical school from the medical schools attended form.
  • MSPE Evaluation Received: a true/false property that indicates if at least one MSPE is received for the applicant.
  • Narrative LOR Received: a true/false property that indicates if at least one Narrative LOR is received for the applicant.
  • Standard Letter of Evaluation Received: a true/false property that indicates that at least one Standard Letter of Evaluation (SLOE) is received for the applicant.
  • AAMC ID: the applicant’s AAMC ID.
  • Medical School: duplicative of Degree Granting Medical School, required for the export to the Interview Portal.
  • Medical Degree Abbreviation: the abbreviation of an applicant's primary medical degree (MD, OD, etc.). 
  • Primary College: the name of the applicant's primary undergraduate school.
  • Primary Degree Abbreviation: the abbreviation for the applicant's primary undergraduate degree (BS, BA, etc.). 
  • NRMP ID: the applicant’s NRMP ID.
  • Contains Chair Letter: a true/false property that indicates that at least one Narrative or SLOE letters are received from a chair.
  • International Medical Graduate: a true/false property that indicates if the applicant is an IMG.
  • Total Clerkships Count: a number that counts how many clerkships the applicant completed.
  • Total Clerkships Passed: a number that counts how many of the applicant's clerkships were passed.
  • Best USMLE Step2CK Result: the applicant’s best USMLE Step2CK score.
  • Best COMLEX Level2-CE Result: the applicant’s best COMLEX Level2-CE score.

 

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