The 2025 University Hospitals Graduate Medical Education Retreat: The Evolving Landscape of Residency & Fellowship Recruitment

UH Research & Education Update

The 2025 UH Graduate Medical Education (GME) Retreat, The Evolving Landscape of Residency & Fellowship Recruitment, was held on August 25, 2025, at the Tinkham Veale Center at Case Western Reserve University. The retreat brought together program directors, administrators, and faculty to explore strategies for streamlining recruitment, conducting standardized and compliant interviews, strengthening program branding, and enhancing the overall candidate experience.

Participants gained a deeper understanding of Thalamus, the integrated platform with the Electronic Residency Application Service (ERAS) and learned how to maximize its features for interview scheduling and applicant management. Sessions also emphasized the implementation of behavioral-based interviews, guidance on appropriate and legal applicant questions, and best practices from programs already leveraging Thalamus and structured interview models. Program leaders left with strategies to better market their programs and attract the right candidates.

This year’s retreat featured a series of focused sessions, including:

• Optimizing interview scheduling with Thalamus and Cortex
• Understanding and applying preference signaling
• Comparing in-person versus virtual interview formats
• Utilizing behavioral-based interviewing techniques
• Standardizing and improving the interview process
• Strengthening program visibility through digital branding and online engagement

Attendees walked away with practical tools and actionable insights designed to improve efficiency, equity, and outcomes in residency and fellowship recruitment. Participants praised the well-structured agenda, engaging speakers, and valuable discussion opportunities. As one attendee shared, “They did an excellent job in choosing interesting topics, great speakers, and allowing for discussion time.” Notably, 95% of participants agreed or strongly agreed that their personal learning objectives were met, and 98% reported greater confidence in using technology and data to improve recruitment efficiency and equity.