Application Screening for Program Administrators in Cortex

Accessing Profile Information 

Application Screening Tools Available in Cortex for Faculty Reviewers

Filters

Cortex includes Advanced Filter options that allow users to build and apply filter sets to the application review process. These filters include "and/or" as well as the option to group filters for more granular application review.  Filters can be combined with any Applicant Index, Blinders, or other sorting options.

Creating & Saving Filters

1. To create a new filter, navigate to the Applications, Assignments, Evaluations, or Selections page in Cortex, click on the "Filters" dropdown, and select “Manage Filters”.
   
2. You will be prompted to "Select a Filter from the List" or add a new one.
3. Select the "Add New Filter" button at the bottom right of the pop-up to create a new Filter.
   
4. Name your filter (you have the option to edit this later).
5. The filter will default to ALL logic but can be switched to SOME logic by selecting the dropdown at the top right of the screen. More information on ALL/SOME and group logic is detailed below.
6. Select a field from the drop-down menu. The full list of fields is detailed below.
7. Select a condition. Conditions are dependent on the type of data you are filtering, and include, but are not limited to:
   • Is/ Is Not
   • Greater Than/ Less Than or Equal/ Not Equal
8. Select the criteria you would like to filter by. For Example: a filter indicating “Applicant Status is Invite, Reviewed, On-hold” will filter all applicants with a status other than those three.
9. Delete Filter criteria by selecting the “trashcan” icon.
   
10. Additional conditions can be added by selecting the “+ Condition” icon.
11. Condition groups can be added by selecting the “+ Group” icon.
12. Save your filter by selecting “Save”.
13. Apply your filter to the current applicant list by selecting “Apply”.
    
14. Additional filters can be created by utilizing the plus sign “+” next to the “Filters” Label.
15. Saved filters are now visible under the “Filters” label on the left-hand side of the page. You are able to edit or rename filters by clicking on them from the list, or delete the filter by clicking the trash can icon beside its name.

Applying/ Removing filters:

1. A previously created filter can be applied through the “Applications” tab in your Cortex account, without managing your filters.
2. Select the “filter” dropdown menu to choose your desired filter.
3. To remove the filter, click the "X" beside its name in the Filter drop-down menu.
   
   

AND/OR and Group filter logic

The Cortex advanced filters come with the following filtering options:
ALL Filters: identify objects that meet all criteria within the filter. For example, if you want to identify an applicant who was Chief Resident and Applicant status "Interview", you can utilize an ALL filter.

SOME Filters: identify objects that meet at least one criterion within the filter. For example, if you want to identify an applicant who received the medical degree of DO or Applicant Status "Interview", you can use a "SOME" filter.



Group Filters: sets the boundaries for an ALL/SOME filter. An ALL/SOME filter can be grouped between two fields within a larger filter. For example, if you want to identify ALL applicants from California AND applicants that are in Interview Status, AND an applicant who is either a member of AOA OR Gold Humanism, you can group the filter for AOA OR Gold Humanism.

Blinders

Programs can determine which application data should be blinded in Cortex. This is designed to promote a holistic review of applications and minimize conscious and unconscious bias in the pipeline. Faculty reviewers will have access to program-created Blinders and can enable them at any time during the application review process. 

Creating a Blinder

1. To create a new blinder, select the "Settings" dropdown and select "Blinders."

2. Click the "Add New" button

3. Name your blinder in the text box at the top left-hand side. Example here is, "24/25 IM Application Review".

4. Choose which list of attributes you'd like to blind reviewers to and switch that information field off

• Gray means that information will still be visible
• Blue means that information has been blinded 

5. Once you have your blinders set the way you'd like them click, "Save" at the bottom of the screen. 

NOTE: At this time, you, as a user, cannot create new attributes to blind. 

6. Under the "Blinder" tab, you will see your saved blinder options.

NOTE: You can create multiple blinder views. Examples include a blinder view specifically for Sex or Gender (either is acceptable), location, and so on. There is no limit to how many blinder views you can create.

Applying a Blinder

To apply a blinder view to your applicants:

1. Select the preferred blinder from the "Blinder Mode" drop-down menu on either the Applications, Assignments, Evaluations, or Selections page.
2. The data view will update automatically. 

3. To remove the blinder, click the "X" beside its name in the Filter drop-down menu.

   NOTE: At this time, there is no way to lock that blinded view into place. All reviewers will be able to switch to different views

Applicant Index 

Programs can create custom Applicant Index filters that will automatically score and weigh preferred applicant attributes.

Creating an Applicant Index

1. Open the "Settings" dropdown in the top menu bar, and select "Applicant Index" to build a custom Applicant Index.
2. To create a new index, select the "Add New" button located at the bottom left.
3. Name your Applicant Index. "Peds Science Physician Track,"  "Dr. Smith's Index" etc.
4. The following applicant criteria can be built into your applicant index
   • USMLE Step 1 Range
   • USMLE Step 2 CK Range
   • USMLE Step 2 CS Range
   • USMLE Step 3 Range
   • COMLEX Level 1 Range
   • COMLEX Level 2 CE Range
   • COMLEX Level 2 PE Range
   • COMLEX Level 3 Range
   • Alpha Omega Alpha
   • Gold Humanism
5. Select the "Enable" box for the specific categories to be included in your filter.
6. Once enabled, you can choose to apply an importance weight on any given criteria. These weights will produce an Applicant Index Score, identifying how closely this applicant matches the criteria selected
7. Once completed, select "Save" to finalize or "Cancel" to discard your changes.NOTE: Initially, the sliders will weight all categories enabled at equal weights (which add to 100%).  Use the sliders to adjust these values/weights as needed.

Editing or Deleting an existing Index

1. Select an existing index from your available list in the "Applicant Index" Tab.
2. You are able to change the name of the Applicant Index and Disable/ Enable any filtered criteria, or change the weight of enabled criteria.
3. Select "Save" to finalize or "Cancel" to discard your changes.
4. To delete your Applicant Index, select the X icon beside the listed index at the top of the screen.

To enable an Applicant Index

1. Select the "Applications" tab from the top toolbar in Cortex.
2. Utilizing the "Index" drop-down, choose your desired index.
3. Your list of applicants will be sorted by the criteria identified in your Applicant Index.
4. Your applicants will also receive an "Applicant Index" score, which will indicate how closely this applicant resembles your preferred criteria. Note: Your newly created "Applicant Index" score may take a short period to recalculate after it is applied to applicants or upon upload of new applications.
5. You can sort by Applicant Index score using the "Sort by" drop-down menu. 

6. To remove your applied Applicant Index, click the X on the Index drop-down menu.

   
   

Sort

Users can sort Application Data to allow for an efficient application review. Application Data can be sorted within the Applications, Assignments, Evaluations, and Selections pages. 

Application data can be sorted in the following ways:

• Applicant Index
• Keyword Count
• Cortex Score
• Last Name
• Medical School
• AAMC ID

To sort application data:

1. Select the "Sort by" menu
2. Utilizing the Sort drop-down, choose your desired attribute
3. Your list of applicants will be sorted by the criteria identified
4. To update your applied selection, click the newly desired sorting attribute the sorting drop-down menu.

Search

Users can search for applicants using the search bar. Applicants can be searched within the Applications, Assignments, Evaluations, and Selections pages. 

Application Review

Applicant Quick View

Within the Applications page in Cortex, users can efficiently begin the application review process using the Application Quick View. The quick view highlights the important application data:

• Name
• AAMC ID
• Application Signals
  • Signal Tokens
  • Geographic Preferences
  • Setting Preferences
• Medical School
• Tracks Applied
• Keyword Count
• Publications
• Core Clerkship Data
• Board Scores

• Interactive Applicant Timeline

Scorecards and Notes Button

Users can submit a scorecard evaluation on each application they were assigned to review. Users can access the program's scorecards and add notes by clicking on the "Score & Notes" button in both the "Quick View" and within the "Details" of the applications page. 

The applicant's score drawer will then appear on the right-hand side of the platform. Users are able to select the scorecard they wish to complete - please follow instructions sent by your program when selecting scorecards - and submit once they have answered all required questions. Notes on the applicant can also be added here by selecting the "Add Quick Notes" button.

NOTE: Only Program Directors, Program Coordinators, and Program Administrators will see the submitted scores, notes, and recommendations statuses of Faculty Reviewers. This is to help promote a holistic review of each applicant. 

PDF Button

If the program has not enabled any document permissions, users can download the applicant's entire ERAS application using the "PDF" button. 

Details Button 

Cortex allows users to review each section of the application in full detail by selecting the "Details" button. Once within the full application view, reviewers can click through each section of the application or scorll to navigate to navigate to the next section.

Faculty Recommendation Status

Faculty Reviewers will be asked by their programs to submit a "Recommendation Status" on each application after completing their holistic review. Input from Faculty Reviewers will assist Program Directors and Program Administrators in making their "Final Decision" on which applicants they will select to Interview.

Faculty will have a teal "My Recommendation" bar at the top of the application data in both the "Quick View" and within the "Details" of the applications page. Faculty will need to select from one of the following recommendations:

• Interview
• On-Hold
• Waitlist
• Reject 

NOTE: Only Program Directors, Program Coordinators, and Program Administrators will see the submitted scores, notes, and recommendations statuses of Faculty Reviewers. This is to help promote a holistic review of each applicant. 

Faculty Recommendation Status

On the Selections page. All Program Interviewer "Recommendations" appear to the right of the Applicant's final status. The "Final Decision" is shared by the Score Managers (Program Directors, Program Coordinators, and Program Administrators). Score Managers can select or change the final status of the application.