Air Force Residency Match Blueprint

Navigating the USAF Match Process

Last updated 6/2023

So you want to be an EM physician? Welcome to the family! Being in the military will provide a lot of unique experiences, but comes with it’s unique challenges as well. The match process is completely different in the military as opposed to it’s civilian counterpart, and it can change by the year. Below is a step-by-step guide to help you navigate the yellow brick road that is the USAF matching process.

STEP 1: Choosing Your Program(s)

Decide what residency you want to do an audition rotation at and which ones you just want to do an interview.

  • Pro-tip: You should interview with every residency, even if it is only virtual.
  • Pro-tip: Audition rotations are month long rotations at one site, so choose wisely and spend time at programs you really are interested in. You can have up to two reimbursable ADTs and some programs allow you to rotate while not on ADT (SAMMC)
  • Pro-tip: Apply as early as you can for an audition rotation, even if it is the fall of your third year. Rather to be too early than too late and not get a shot at spending time at the institution of your choice.

STEP 2: Set Up Your Audition Rotation(s)

Once you decide the residency where you want to audition, set up a block with the residency FIRST. To set up a rotation, please reference the contact listed in the residency catalog. 

  • Pro-tip: Start emailing programs in November of your third year! Most of these rotations are offered on a first come, first serve basis. Have a CV ready to send.

STEP 3: Set Up Your ADT

Once the time block has been reserved and confirmed by the residency, then it is time to set up your ADT.

  1. Follow the link below to find the ADT form. Fill out this form with the agreed upon dates and send it to the contact listed:
  2. The program may send the form to AFIT, or you may have to send the form yourself to Mr. Alexander Crawford at Crawford@afit.edu. Mr. Crawford is a good resource for all ADT form and travel questions! 
  3. Once AFIT gets the form and approves it, they usually will send you an approval notice. The form needs to be scheduled at least 60 days in advance of the scheduled block.

Please note that once you are on an ADT, AFIT does not allow them to take leave for any purpose, and you are not permitted to leave rotations early. Orders for your ADT are generally received 1-2 weeks in advance of the ADT start date. Call TravCo immediately to schedule flights and your rental car. You will get the information for TravCo and how to request a reimbursement via email after you send in your ADT request forms. You can also apply for travel advances to help cover the expense of staying at hotels and getting rental cars although you will be reimbursed for this later. The finance office is often undermanned so you may have to wait a bit for reimbursements, be sure to budget accordingly.

STEP 4: Set Up an Interview with Your Desired Program(s)

Before you get to the residency, You need to schedule your interview, as it will not be automatically scheduled for you. Please find information for scheduling an interview under the “Residency Information” tab. If you are not able to make it to the residency site, there are options for phone interviews and, in the era of COVID, most programs offer virtual interviews as well. It is strongly recommended that you interview with each military program. The selection process for new residents involves a scoring system (explained later) that will determine your ranking. The scoring sheet is completed by three of the four program directors, and so making sure that they all know who you are is vital. 

  • Pro-tip: Set up interviews early! Email program coordinators early in the season (April or May) to start getting the interview process set up! Interviews are also given on a first come/first serve basis so it’s imperative to start reaching out to programs early on. 

STEP 5: Begin the Military Match Application Process

Start the process of MODS as soon as possible. MODS, or the Medical Operation Data System, is how you will apply for residencies. Please use the website below as it has a lot of great resources and will walk you through the process.

There are several ways to complete residency:  

  1. Active Duty: your residency is affiliated with a military base, you are paid by the military, and you do not incur extra duty time since you are active. You will match at one of the five active duty Air Force EM programs and you will have to meet Air Force fitness standards while in residency. Remember, time in service during residency does not count towards time owed. 
  2. Civilian Deferred: your residency is not affiliated with a military base, you are not paid by the military, and would be considered inactive. You will be paid by your civilian program and you do not incur more service commitment, however, your ADSC will start upon graduation. 
  3. Civilian Sponsored: your residency is not affiliated with a military base but your civilian training is paid for by the military and considered active, but with much less time commitment to actual military programs. You do incur extra duty time.

STEP 6: Begin the Civilian Match Process

Every HPSP student is required to apply to the civilian match through ERAS (https://students-residents.aamc.org/applying-residency/applying-residencies-eras/). If civilian deferment is your top choice, you must also schedule an interview with your Specialty Leader. You should complete the ERAS application at the same time as MODS and try to meet all the same dates as your civilian counterparts as several applications have due dates prior to the Air Force match date. Per the 2023-2024 HPERB, 22/46, Air Force spots in Emergency Medicine will be civilian deferred. Be prepared to match on the civilian side, especially if you rank one of  the civilian residency options (deferred or sponsored) high on your list!

Step 6.5: Have a backup plan

The major concern of applying to residency is not matching. Take a deep breath. In the military, many applicants end up completing an interview year not having matched into a categorical EM spot. These individuals generally complete their intern year, apply for residency again the next year, and match into great programs! 

Military EM is a competitive field, and sometimes it just doesn’t work out the first time around. This is why it is important to always go into this process with backup plans. Make sure that you are applying to civilian and military intern years, of which there are several different options (IM, surgery, or TY). 

IM and surgery years offer great opportunities, but just be aware that you will not have as much free time to do match stuff as you will with a TY, or transitional year. TYs are built for residents that are moving on to other residencies, and will naturally have much more selective time built in. You can take this free time to do additional audition rotations at the residencies where you are trying to match.

  • Pro-tip: You will have to fill out a PGY1 form as part of the MODS process, try and go to programs that have EM programs associated with the base so that you can get to know EM faculty during your intern year.

In addition to the three kinds of intern years, military residents also have the option to do GMO (General Medical Officer) tours, including some military unique opportunities such as dive and flight medicine. This can become your career, or you can use it to boost your points and apply to an EM residency. If you don’t match the first time around you have one additional shot to match, and if you do not you will automatically be placed into a GMO slot.

STEP 7: Letters of Recommendation

The Standardized Letter of Evaluation (or SLOE) is a special letter of recommendation that is required by EM residencies. You can find the SLOE, as well as all related information, on the CORD website at https://www.cordem.org/esloe. You should have at least two SLOEs, ideally one from your home institution and one from an away rotation. Officials and non-military letter writers may submit LORs, transcripts, licensing exam scores, and MSPEs via the Air Force Physician Education's organizational email (AFPC.DPMNP.PhysicianEducation@us.af.mil).

  • Pro-Tip: Be familiar with this process and everything the SLOE entails. Don’t assume it’s like any other LoR. The more you understand about the process the better prepared you will be for the evaluation.
  • Pro-Tip: Don’t assume SLOEs will be written for you. Ask at the beginning of your audition rotation.
  • Pro-Tip: While non-military letter writers are accepted, the military will give more weight to a SLOE from a military program director. Get these taken care of during your auditions.
  • Pro-Tip: The military and civilian match processes occur on different timelines. Some civilian programs require 3-4 total LORs so it may be best to have a backup LOR from a trusted faculty member to submit to civilian programs. MODS only allows for three and these should ideally all be SLOEs from your ADTs and your home rotation.

STEP 8: The Waiting Game

Now that you’ve submitted your applications, now comes the long night of waiting for a decision. After completing your application and interview; the PDs get together and spend the month of November putting their lists together and selecting who they would like to have as residents. The programs put together their order of merit list of candidates and turn them into their GME offices. These lists are then presented to a general officer board who determine the final lists. Nothing is official until the release day in mid-December. Even the PDs do not officially know the final selection board results until 13 December.

During the creation of the list you will be scored by three different people, usually one person from each branch of service (which is why it is so important to interview with every program). The scoring is weighted heavily towards people who have spent time as doctors in the military already. Each branch of service needs general medical officers for operational tours, and these individuals receive a few more opportunities to gather points then a 4th year medical student. The good news is that usually the medical students compete against medical students and the GMOs compete against GMOs. However, this is subject to change based on the needs of the Services.

The PDs from every program work diligently with senior leadership to ensure that the most qualified candidates are selected for positions regardless of medical student or GMO status. Because GMO’s have potential to earn more points based on prior service, the PDs strongly encourage medical students to strengthen their packets through research and superb performance on clinical rotations. Areas that can help increase your point total:

The Elusive Point System and Scoring Sheet

When you are evaluated by the residency programs you are scaled using a scoring system. There are three of the total programs that will score you, and the programs are chosen at random. The amount of points you are able to earn also varies on your level of training, with those who have completed intern years or been in operation EM having higher point earning potentials.

  • First year medical school
    • 0-2 points for school grades
  • Second year
    • 0-3 points school grades and board scores
  • Potential for success as a military officer
    • 0-5 points
      • Interviews, performance on rotations, general impression, previous things such as leadership and research.
  • Currently an Intern?
    • 0-3 points for performance during intern year
  • Already graduated from intern year at the time of application?
    • 0-5 points based on performance.
  • Served as a GMO or flight doc?
    • 0-5 points based on performance.

Best of luck with your residency application! You got this!

Military Air Force Match Medical Students

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