Residency Programs can now manage their SOAP applicants within their “main recruitment season” and have everything in one place.
Please note:
- All ERAS and non-ERAS residency programs with an active 2024-2025 Thalamus season will automatically receive SOAP Mode access. Programs not participating in SOAP can ignore any SOAP features with Cortex and Thalamus Core.
- Due to ERAS PDWS being unavailable Monday, March 17th, the import function will be unavailable starting Monday, March 17th at 6am ET. Applicants import/authorization will be available again beginning Tuesday, March 18th at 8am ET when ERAS PDWS opens for programs.
- Applicants will no longer be able to be imported or authorized in the SOAP Interview tab, following the conclusion of SOAP on Thursday, March 20th. Other actions can still be completed in this tab, such as scoring, sending emails, and marking applicants as Matched.
All features that were active for programs during their main season, will remain enabled for SOAP. For ERAS Participating Programs, this includes complimentary access to Thalamus Core and Itinerary Wizard. For those subscribing programs, including those purchasing add-ons, Cortex and Thalamus Video will remain available for those with an active subscription. Cerebellum is not available during SOAP.
Cortex, Thalamus tech-assisted, holistic application review and screening tool will remain available for programs during SOAP (for those with an active subscription). Programs that used Cortex during the main season will be able to toggle on a SOAP filter to view their applicants within Cortex. Programs interested in purchasing Cortex can email sales@thalamusgme.com for information.
Programs will be able to authorize their applicants from the Program Director’s WorkStation (PDWS) to Thalamus Core or Cortex from within the PDWS (identical to the regular recruitment season).
Please view our recorded training:
Utilizing Cortex & Thalamus During SOAP Week
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Cortex SOAP Mode
Authorizing ERAS Applicants into Cortex
For ERAS programs utilizing Cortex this season, SOAP applicants will need to be authorized directly from ERAS PDWS into Cortex. For instructions on how to do this please see our Authorizing Applicants from ERAS to Cortex user guide.
Navigating Cortex
To view and manage SOAP authorized applicants, programs can toggle “SOAP Mode” to active. This will allow programs to view SOAP applicants authorized from ERAS.
- To view SOAP applicants, toggle "SOAP Mode" to be active on the upper left corner of the screen.
- SOAP scorecards can be located in the score drawer for the applicant.
- Applicants should be assigned to reviewers on the "Assignments" page. See Cortex - Managing Applicant Assignments and Status for detailed instructions
- Program users begin reviewing SOAP applicants and making their status recommendations.
- Recommendations for SOAP applicants can be found under the applicant's application photo.
- With SOAP mode active, programs can export SOAP applicants with a SOAP Overall Applicant Status of “Invite” to Thalamus Core.
Please note, Program Directors and Program Administrators have the ability to assign applicants to specific faculty interviewers as well as make changes to an applicant's status within Cortex.
Thalamus Core SOAP Mode
Importing Applicants
ERAS Programs
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For ERAS participating programs, authorize SOAP applicants selected to be invited directly from ERAS PDWS into Thalamus Core. For instructions on how to do this please see our Import Applicants into Thalamus Core (Authorizing Applicants from ERAS to Thalamus Core) user guide.
Please note: Applicants that are SOAP Reapply applicants and have been previously imported into the Interview tab, the Tier and Scheduling Group previously assigned will automatically be assigned the same.
Non-ERAS Programs
- For Non-ERAS programs, SOAP applicants can be uploaded into Thalamus Core manually via CSV file. For instructions on how to do this, please see our Uploading SOAP Applicants into Thalamus NON ERAS user guide.
Emails
Programs that wish to create SOAP-specific invitation and interview confirmation emails, invitation or email templates sent by default, we recommend creating new SOAP invitation and SOAP interview confirmation email templates.
Please note, the SOAP confirmation email template must be set as a default template.
Calendar Events
Programs will need to create SOAP-specific calendar interview events with the event type "SOAP Interview" on the calendar page. Once applicants are invited from the SOAP tab, they will be able to see and schedule for the SOAP events.
Please note:
- The “SOAP” calendar event must include spots for the applicants scheduling group and tier, otherwise the program can manually schedule the applicant per usual scheduling workflows.
- The Sign Up Lock Interval on your Program page must also be within the timeframe to allow applicants to schedule for interviews (i.e., 1-2 days for SOAP events).
Snippet Video showing how to Create Calendar events in SOAP Mode:
Inviting
- From the Applicants page, select the "SOAP" tab.
- Once the "SOAP" tab has been selected, use search/filters to select the applicants that you wish to invite to interview.
- Once all desired applicants are selected, use the bulk “Actions” dropdown menu and select "Invite to Interview".
- Select the Invitation Email template you wish to use and select "Invite".
Snippet Video showing how to invite Applicants:
Scheduling & Interviewing
During SOAP, programs are able to access and utilize the Itinerary Builder and the Itinerary Wizard, as well as Thalamus Video (for active subscribers).
- After being invited, applicants begin to schedule into a SOAP calendar event.
- Begin creating itinerary sessions for the interview.
- Select Thalamus Video (if available), 3rd-party video subscriber (if API connection is enabled) or "Virtual Interview Manual" to insert a third-party link (Zoom, WebEx, Teams).
- Publish your itinerary.
Rank List
With SOAP Mode, a new SOAP Rank list will be created and automatically available to programs to build a priority list. This list can be utilized to populate SOAP scored applicants automatically and export to the NRMP's R3 system.
- Applicants with at least one submitted SOAP scorecard will automatically be placed on the SOAP Rank List.
Please note: SOAP applicants cannot be added to an additional rank list.
- Programs can export .txt file to import directly to the NRMP's R3 system from the Thalamus SOAP Rank List.
- Applicants will be Automatically ranked when added, but can be manually moved to the preferred rank via drag-and-drop or other methods (similar to the default rank list).
Scoring SOAP Applicants
Programs utilizing Thalamus Holistic Review to score SOAP applicants during the review or interview process must use the new “SOAP” Scorecard type. SOAP scorecards and scoring aggregation weights can be managed in the Scoring Administration available in Cortex and Thalamus Core.
SOAP applicants must be scored with a "SOAP" scorecard. Only SOAP applicants scored with a SOAP scorecard will appear on the SOAP Rank List. Please note, we recommend creating a new SOAP scorecard or duplicating an existing Core or Cortex scorecard, and saving the duplicated scorecard as a "SOAP" scorecard.
IMPORTANT: if a previously used Core or Cortex scorecard is updated to a "SOAP" scorecard, this action will impact your programs scoring existing data and may modify your default rank list. If your program would like to use a previously used scorecard, we recommend duplicating an existing Core or Cortex scorecard and saving the duplicated scorecard as a "SOAP" scorecard.
Creating a SOAP Scorecard
For more information on creating and managing Competencies & Questions, please see Creating a Scorecard - Thalamus Holistic Review and Utilizing a Single Competency vs Multiple Competencies to Build Scorecard Questions- Thalamus Holistic Review
- To create a new SOAP Scorecard, from the “Score Administration” page, select the “Scorecards” tab and click “+ Add Scorecard”
- Select the pencil-paper icon.
- Select the "Scorecard to be used in" dropdown.
- Select "SOAP" from the dropdown menu.
- Select "Save Changes".
Snippet Video on Creating a SOAP Scorecard
Duplicating an existing Thalamus Core or Cortex Scorecard
For Programs wanting to utilize the same scorecard(s) utilized in the main residency season, scorecards can be easily duplicated and modified with the SOAP scorecard type.
- From the "Score Administration" page, select the "Scorecards" tab and select the pencil paper icon.
- Select the 3-dot menu and then select "Duplicate scorecard" from the dropdown.
- Update the Scorecard type by selecting “SOAP” in the dropdown.
- IMPORTANT: Be sure to update "Scorecard to be used in" to SOAP.
- Select "Save Changes".
Creating & Managing SOAP Scorecards
SOAP submitted scorecards can be aggregated by specific scorecards or competencies. When enabled, only those submitted scorecards or competencies will be aggregated and counted towards the applicants SOAP score. This will also automatically assign a SOAP rank accordingly.
Enabled SOAP Scorecards within the "Aggregate Scores" tab will roll up to the SOAP Rank List. Applicants with at least one submitted SOAP scorecard will automatically be placed on the SOAP Rank List. For more information, please see Understanding Aggregate Scores & Formulas - Thalamus Holistic Review
- In Step 4, Aggregate Scores, select the SOAP Score tab.
- Select how the SOAP score should be pulled - from submitted competencies or scorecards.
- Enable any Scorecard or Competencies you wish to be aggregated towards the SOAP score. Anything not enabled will be counted towards the score, and this can be changed at any time.
- Click Save Changes.
- Please note: SOAP applicants cannot be added to an additional rank list.
- Programs can export .txt file to import directly into NRMP from SOAP Rank List.
Scoring SOAP Applicants
Applicants can have a SOAP scorecard submitted in multiple areas within Cortex and Thalamus Core utilizing the Score Drawer.
Cortex score drawer can be accessed by clicking on the Applicant Score. Within Thalamus Core, this can be found on the Applicants page, MySchedule page, Thalamus Video Interview panel, and the Rank panel.
- With the applicant score drawer opened, select the SOAP scorecard tab.
- Select the SOAP scorecard you wish to complete and submit
- Once completed, click Submit. (This can also be edited at a later time.)
Score administrators can view the aggregated SOAP Score by navigating to the Overall Scores tab and selecting SOAP Score.
Snippet Video on Scoring SOAP Applicants