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Are you application ready? Tips for navigating PhORCAS and writing your letter of intent

By Amelia Casalenuovo posted 11-30-2016 17:15

  

By: Laura B. Stokes, PharmD and Amelia L Casalenuovo, PharmD

 

What is PhORCAS?:

A crucial part of successfully navigating the residency application process is learning to use the Pharmacy Online Residency Centralized Application Service (PhORCAS) tool. PhORCAS is a web based platform that brings the residency application material and tools to manage the application process together in one location. In 2016, 2,180 pharmacy residency programs evaluated residency candidates via PhORCAS.

Residency program applicants create an online account through the PhORCAS Application portal to upload pertinent documents such as curriculum vitae and letters of intent. Third parties selected by the applicant may also upload documents such as letters of recommendation and official transcripts to an applicants’ profile via a separate portal. All information is available on the applicants’ online account through the PhORCAS portal in real time. Based on the progress of application completion, PhORCAS categorizes each application in a way that is viewable to the selected programs with the following statuses:

  • In-Progress: Program can see that an application is in progress, but the name/contact information of the applicant is not visible
  • Received: An application (where payment has been received) is missing a transcript or letters of recommendation has been received by the program
  • Complete: A complete application (including payment) has been received by the program
  • On Hold: Awaiting payment or duplicate application submitted

PhORCAS works closely with National Matching Service (NMS), offering applicants the ability to register seamlessly with NMS as part of the PhORCAS application process. Essentially, the PhORCAS Application portal serves as a one-stop-shop for residency program applicants to apply for residency programs and “the match”.

PhORCAS Pearls:

  • An applicant may upload a general letter of intent or a unique letter of intent for each program
  • Request your transcripts early! With many colleges being closed during the holidays and deadlines quickly approaching, processing times may be longer.
  • Applicants will be able to track the upload of letters of recommendation, but will not be able to read uploaded letters of recommendation
  • The initial PhORCAS application fee is $100 which includes 4 program selections. Each subsequent program selection is $40.
  • For more information, please follow this link: http://www.ashp.org/doclibrary/accreditation/phorcas-faqs.aspx

Letter of Intent:

Whether applying for a PGY1 or PGY2, writing a letter of intent is a challenging task. A letter of intent is an applicant’s first opportunity to impress a program and make a lasting impression. From a director’s standpoint, a letter of intent allows them to evaluate an applicant’s interest in completing their program as well as the applicant’s ability to communicate. When writing a letter of intent, it is important to tailor the letter to the institution. How to start:

  • Formatting: Be sure to include the date, program director name, title and credentials as well as the address of the pharmacy.
  • PHORCAS uploading: Be sure to save your letter of intent as a PDF document to preserve your formatting
  • Be concise: Many large institutions in popular cities review more than 50 applicants per PGY1 spot! Ensure your thoughts are communicated in a concise manner.
  • Length: While each program will give specific guidance, a common rule of thumb is to condense your letter of intent to 1 page with 1 inch margins at 11-12 point font.
  • Organization: While there is no standard format followed by all, a good piece of advice is to address the following questions:
    • Why pharmacy and residency?
    • What are your short and long term goals?
    • What about XXX program will help you reach your aforementioned goals?
    • Why are you the best fit for the program?
    • Conclusion
    • Note: Each of the questions above does not necessarily need its own paragraph and can be blended together.
  • Allow yourself time: Great letters are written in multiple sittings. Review examples from peers and seek input from mentors and clinical pharmacists.

PGY2 Transitions:

What should you change from last year’s letter of intent? Here are a few quick tips for modifying your letter:

  • What to address:
    • Why this specialty?
    • Why are you a strong candidate/ how have your past experiences put you closer to achieving your personal and professional goals?
      • Generally, most candidates focus on what they’ve completed as PGY1’s
    • Updated short and long term goals and how XXX program will help you achieve them
    • Why is XXX institution the ideal setting for completing specialized training in XXX?
    • Conclusion

 

For more detailed information on writing your letter of intent, please visit the following links:

 

  1. http://www.ashp.org/DocLibrary/MemberCenter/NPF/Writing-a-Pharmacy-Residency-Letter-of-Intent.pdf
  2. https://pharmacy.wisc.edu/wp-content/uploads/2016/05/propearls-writing-pharmacy-resletter.pdf
  3. http://career.ucsf.edu/sites/career.ucsf.edu/files/PDF/PharmacyResidencyWritingALetterOfIntent.pdf
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