Presenting in Medical Conferences

Presenting in Medical Conferences

Reynaldo O. Joson, MD

The making of a learned physician involves a long, continuous and even lifetime process of studying, training, learning, mastering and perfecting ways of managing the health problems of human beings.  This process starts when a person has decided to become a physician.  It ends only when that person has decided to stop being a learned physician or when death or unwanted disability has forced him to stop.

The learning process spans from the undergraduate years to the postgraduate years with the attainment of M.D. degree being the end point of the undergraduate years and the starting point of the postgraduate years. The learning activities consist of the following:

1.       Reading

2.       Classroom learning

3.       Wet clinics

4.       Hands-on training

5.       Presenting in medical conferences

6.       Research and paper writing

7.       Teaching

Presenting in medical conferences is what I shall discuss today.

Presenting in medical conferences is an important activity in the making of a learned physician.  The activity involves reading, one, in preparation for the text of the presentation, and two, for the possible questions that may be raised by the audience.  The activity also involves writing the text, public speaking, use of visual aids, and answering questions on the spot.  In the process of preparing for the other things needed in the presentation, the presenter-to-be learns how to write the text, how to speak in public, and how to prepare visual aids.  In the process of presenting, the presenter learns a conglomeration of things including interaction with medical colleagues, logical thinking, confidence, etc.

Presenting in medical conferences, therefore, is an important learning process for the physician-presenter.   It is such an important learning process that it should be part of the training program before the M.D. degree.  It should also be part of the continuing medical education program after the M.D. degree.

Presenting in medical conferences is not easy.  It is hard work.  It is not learned and mastered overnight.  It needs continuous, lifetime practice and training.  It may be hard but it is very important.  It is a must for all physicians and physicians-to-be.  Medical students, interns, residents, fellows, academic physicians, and all types of physicians for that matter, should know how to present in medical conferences.  There is no escape for them.  The only time that they can escape this activity is if after getting an M.D. degree or after finishing a residency or fellowship program,  they decide not to continue on to become learned physicians.

There are various types of presentations in medical conferences or what I shall simply call medical presentations.  These are, namely:

1.       Lecture

2.       Case discussion

a.       Audit

b.      Clinicopathological conference

c.       Case presentation

3.       Journal report

4.       Research paper presentation

All these medical presentations require preparation.  Here are the basic important steps in preparing.

1.       Know the type of medical presentation that will be performed.  Know the format and requirements of each type of medical presentation.

2.       Consider the audience.  Consider the composition, the number, and the needs of the audience.

a.       Always have the audience in mind when writing the text.  Write text as if talking to audience.

b.      Use terms that are understandable to the audience. Define terms as needed.

c.       Strike a balance between presuming the audience knowing everything and knowing nothing.

3.       Consider the time allotment.  Stick to it.  Always allow time for open forum.  Strike a balance between too long and too short a presentation.

4.       Gather all the basic materials that will be needed for the presentation.

a.       For a lecture, know the topic or the title.

b.      For an audit and a case presentation, get the necessary charts, x-ray plates, and other records.

c.       For a clinicopathological conference, get the case write-up or protocol.

d.      For a journal report, get the necessary journal paper either assigned to or personally chosen by the presenter-to-be.

e.      For a research paper presentation, have the completed research paper ready.

5.       Gather all reading materials that may be needed in the preparation of the text.

6.       Make a text of what to say.  This represents the contents of the presentation.

a.       Consider the format and the requirements of a particular type of medical presentation.

b.      Consider the audience.

c.       Consider the time allotment.

d.      Make a text that is simple, easy to understand, easy to remember, systematic, accurate, logical, and valuable to the audience.

7.       Prepare the necessary visual aids properly.

8.       Prepare the other things that may be needed in the presentation, such as hand-outs, projectors, pointers, screen, writing boards, writing equipment, erasers, etc.  Make sure the necessary things are ready during the presentation.

9.       Rehearse and master the presentation.  Rehearse by yourself, with friends, or with experienced persons.  Master the text presentation through repeated rehearsals.

10.   Prepare for all possible questions that may be raised by the audience in and out of the text.  Think about the possible questions.  Think of the answers.  Read if necessary to look for the answers.

After the preparation comes the actual presentation.  With proper preparation, the actual presentation will not be much of a problem.

1.       Present the text that has been properly prepared. Present it as clearly and as systematically as possible.  Avoid reading a prepared written text verbatim.  Rely on cue cards or the visual aids.

2.       Present the visual aids that have been properly prepared.  Present them clearly and as visually appealing as possible.

3.       Answer the questions of the audience as ably as possible, as clearly, as concisely,  as completely, as logically as possible, and honestly.

With a properly prepared text and visual aids, the only problems left and which are commonly experienced by presenters during the actual presentation are stage-fright and the anxiety over the possible questions that may be raised by the audience.  The problem of stage-fright can only be solved by a desensitization program, meaning repeated exposure to public speaking until the fright diminishes or disappears.  The anxiety over the audience’s questions can be reduced by an adequate preparation, which consists of thinking of all possible questions that may be asked and mentally preparing answers to these questions.

With proper preparation and with repeated medical presentations, a physician who is bent on learning will eventually find the hard task of presenting in medical conferences easy or at least within his capability.  With a properly prepared text that has been clearly and systematically presented accompanied by properly prepared visual aids and with the audience appreciating the presentation, it can be rightfully judged a successful presentation.  That, in essence, should be the goal of all physicians who present in medical conferences.

I shall now discuss format and requirements of each type of medical presentation.

Lecture

Given a topic or subject matter to lecture on:

1.       Consider the audience.

2.       Consider the time allotment.

3.       Prepare a text that suits the needs of the audience.

4.       Read to prepare the text and to prepare for possible questions.

5.       Prepare a text that will be appreciated by the audience.

6.       Prepare proper visual aids.

7.       Rehearse for the presentation.

8.       Lecture.

9.       Answer questions.

10.   Learn from the experience.

Audits (Morbidity and Mortality Conferences)

1.       Gather the chart and all the necessary records, such as x-ray plates, laboratory results, histopathological results, autopsy findings, etc.

2.       Review and analyze the case as thoroughly as possible.

3.       Prepare text, visual aids, and answers to possible questions.

4.       Rehearse for the presentation.

5.       Present the case as completely, as systematically, as clearly, as accurately as possible and honestly.

6.       Identify the complications encountered.  Explain the cause. Examples: error in evaluation; error in judgment; error in treatment; or unavoidable complications.

7.       Explain lessons learned from the case.

8.       Discuss the statistical incidence and the usual causes of the complications, their prevention, and their management.

Clinicopathological Conferences

1.       Get the case write-up or protocol.

2.       Study and analyze the case write-up.

3.       Prepare for the presentation:  text;  visual aids; readings; rehearsals.

4.       Present the case write-up.

5.       Summarize and point out data which are pertinent and important in the making of a diagnosis.

6.       Tie up all these data to come up with a diagnosis.  Be logical. The primary requirement of a clinicopathological conference is a logical analysis to come up with a logical diagnosis.  A correct diagnosis is a secondary aim.  Remember that not all data supplied in the protocol are accurate and complete. Some data are purposedly withheld.  Clarification of data is always a problem, if not impossible.

Case Presentations

1.       Get chart and all the necessary records.

2.       Know the type of case presentations whether it is a case management, a case report, or a case analysis.

3.       Review and analyze the case as thoroughly as possible.

4.       Prepare for the presentation: text; visual aids; readings; rehearsal.

5.       Present the case.

a.       Explain why the case is being presented.

b.      Present the clinical data.

                                                               i.      History

                                                             ii.      Physical examination findings

                                                            iii.      Initial impression

                                                           iv.      Investigations

                                                             v.      Treatment

                                                           vi.      Course

                                                          vii.      Final diagnosis

6.       Discuss the case.

7.       Make conclusions, if possible.

8.       Answer questions.

9.       Learn from the experience.

Journal Report

1.       Get the journal paper.

2.       Read and digest the paper.

a.       Understand the content.

b.      Analyze the research methodology.

c.       Analyze the writing of the paper.

d.      Do supplemental readings, if necessary.

3.       Prepare for the presentation: text; visual aids; readings; rehearsal.

4.       Present the journal paper.

a.       Title of the paper

b.      Authors and institutions

c.       Title of journal and date of publication

d.      Objective of paper

e.      Materials and methods

f.        Results

g.       Discussion

h.      Author’s conclusions

5.       Present a critique of the paper.

a.       The content

b.      The research methodology

c.       The writing of the paper

6.       Answer questions.

7.       Learn from the experience.

Research Paper Presentation

1.       Get completed research paper.

2.       Prepare a text considering the time allotment.

3.       Prepare visual aids properly.

4.       Rehearse.

5.       Prepare for possible questions.

6.       Present the paper.

a.       Introduction

                                                               i.      Research questions or problem

                                                             ii.      Objective of the study

b.      Materials and methods

c.       Results

d.      Discussions

e.      Conclusions

7.       Answer questions.

8.       Learn from the experience.

The last thing that I am going to do is to present some tips on the preparation of visual aids that will be used in medical presentations.

Nowadays, the two most commonly used visual aids in medical presentations are slides and overhead transparencies.  Slides are more formal but more expensive.  Transparencies are faster to prepare, but slides are faster to present.

Overhead Transparencies

For overhead transparencies, the following materials can be used: 1) acetate paper; 2) ordinary plastic; and 3) clear x-ray plates.  Ordinary plastics are the most economical and the most readily available. Thus, they are the most practical materials to use for overhead transparencies.  Here are some tips on the use of ordinary plastics for transparencies.

1.       Cut into short bond paper size.

2.       Use permanent marker pen.  Use black color.  Use other colors sparingly because they do not stand out as much as the black color.

3.       Place white paper in between completed transparencies to avoid the transparencies from sticking to each other and blotting each other.

4.       Do not use typewriters to make word transparencies.  Typewritten words are not big enough to be clearly seen at a distance.

5.       Do not use longhand writing.  They are difficult to read.

6.       Print legible along a straight horizontal lien.  Use capital letters.  Use small letters sparingly.  The size of the printed letters must be big enough to be clearly seen at a distance.

7.       Avoid jampacking a transparency.  In other words, avoid a crowded transparency.

a.       Use key words.

b.      Use few lines (maximum = 10)

c.       Use few words per line (maximum =5)

Word Slides

Tips in making word slides:

1.       The text must be in bold capital prints.

2.       The text must be clear.

a.       Well-focused

b.      Correct exposure

c.       Big enough

d.      Clear message

3.       Avoid jampacked or crowded slide.

a.       Use keyvwords.

b.      Use few lines (maximum = 10)

c.       Use few words per line (maximum = 5)

Picture Slides

A good picture slide must be clear.

1.       It must have a correct exposure.  It should not be underexposed nor overexposed.

2.       It must be well-focused and not blurred.

3.       It must be big enough to be clearly seen.  Close-ups are essential.

4.       It must have proper pointers, proper markers, and proper illustrations.

5.       It must have proper orientation.

6.       It must have a clear message.

Proper Visual Aids

A proper visual aid is one that contains the following qualities:

1.       Clear

a.       Clear in letters

b.      Clear in illustrations

c.       Clear in message

2.       Promote understanding of presentation

3.       Visually appealing

a.       Clear

b.      Clean

c.       Beautiful

d.      Not jampacked