FAQ & Troubleshooting

Working with Clients

Q. I prefer to use Microsoft Word for editing, but many clients prefer Google Docs. Do I need to use Google Docs when working with those clients?

A. No, use the word processor that you prefer. Just be sure to state this choice to your clients. Typically, clients are understanding if you let them know that the specific word processor helps you edit more efficiently and will lead to quicker turnaround times for documents.

Q. I had a client defer last cycle. When will I begin working with them again for the upcoming cycle?

A. Courtney will work closely with the Student Success team to contact all previously deferred clients between December and January. At that time, Courtney will send an email to let you know of the clients who are returning from deferment and the number of RVUs each one has remaining in their package. Once they return, you should reach out to these clients to let them know you are ready to work with them and encourage them to re-engage early in the cycle.

Q. What if a deferred client does not return?

A. It is possible that a client may not come back from a deferment. The Student Success team will continue to reach out periodically. However, if they are unable to contact the client, then the client will remain in deferment. Additionally, the Student Success team is working on setting limitations for how long a client can remain in deferment.

Q. What if I am unable to work with a client who is returning from deferment?

A. If you are unable to work with a client who was previously offered to you and is returning from deferment, then please let Courtney know and she can offer the client to a new physician advisor.  

Q. My client just finished their primary, and it’s still early in the cycle. Now what?

A. Regardless of when a client finishes their primary application materials, it’s important to encourage them to start prewriting their secondaries. Editing client’s secondaries early in the cycle will ensure you don’t get overwhelmed with too many secondary edits during peak times. 

Client Requests

Q. My medical school client is asking me to edit their [update letters, CV, committee letters, other essay]. Is this included in their package?

A. No. If your client would like additional editing assistance on these materials, they can allocate one of their secondary slots for them. If their package does not include secondary editing, they can reach out to the enrollment team (enrollment@medschoolcoach.com) to purchase additional services.

Q. My client is interested in upgrading. Who should they contact?

A. Clients can reach out to the enrollment team (enrollment@medschoolcoach.com) for add-ons or upgrades.

Q. My client is asking me to edit letters of recommendation that they wrote themselves. Is this something WAs do?

A. No, Advisors should not review or edit LoRs because it straddles an ethical line.

Q. My client wants to defer their application to next year. Who should they contact?

A. If your client has not yet alerted MSC about their decision, email Courtney and she will ensure the Student Success team reaches out to them with the next steps.

Q. My residency client is asking me to condense their personal statement to one page. However, I read that it can be as long as 1.25 pages. Should I really cut it down?

A. While ERAS personal statements can be up to 1.25 pages long, one page is, generally, ideal. It’s essential to prioritize quality over quantity, and because programs review many applications, a concise, well-written statement is often more impactful than a longer one. While 1.25 pages is certainly acceptable, many applicants find that they can provide a clear, engaging narrative in one page (typically 600-750 words).

Client Troubleshooting and Support

Q. My client has not responded to my messages in over a month, and it’s peak season. What should I do?

A. Email the Student Success team at help@medschoolcoach.com for any unresponsive clients. They have other means of connecting with them to ensure they get back on track.

Q. My client keeps seeking outside feedback, and it’s impeding their progress. Is there anything I can do?

A. While asking for additional help is not inherently wrong, you can discourage it if it’s unproductive. Additionally, you can ask the client to resolve those outside suggestions before moving forward with editing.

Q. I have an emergency and need immediate coverage for my clients. What should I do?

A. Please email Luke and Courntey and they will help you. 

Q. I suspect my client is having someone else write their materials or using ChatGPT. What should I do?

A. Refrain from confronting clients of your suspicions. Instead, let them know that you noticed an inconsistency in the voice of their essay(s) compared to previously written materials, or that their lack of specifics in addition to buzzwords and abstract ideas make it “sound” as though it’s not their work. It’s important to let clients know that adcoms look for authenticity and personal insights that demonstrate an applicant’s unique qualities, experiences, and motivations for pursuing medicine, and another person or ChatGPT may not fully capture their personal journey or passion for medicine. Let them know that schools also have specific measures in place that detect A.I. writing, and any detection can result in the rejection of their application. Even if they do get an interview invite, their voice will be expected to match that of their application materials, so it’s essential that they integrate their own voice into their writing. Remind them that you are there to provide support and elevate their writing but that their work needs to be authentic to give them the greatest chance of getting accepted.

Invoices

Q. My client has required excessive edits, messaging, and/or video conferencing. Can I bill for additional RVUs?

A. Yes. Please email Luke and Courtney, detailing the work you completed. These will be evaluated on a case-by-case basis. 

Q. My client’s name isn’t populating in CHART’s billing list. What should I do?

A. First, try to search by your client’s last name or email (listed on the client’s CHART project). Sometimes they may be listed under a different name, but you will know it’s the same client if their email matches the one on their CHART project. If you are still unable to locate their name, select “[New Student]” from the “Student” dropdown menu and then enter the client’s name in the “New Student Name” box that appears.

Q. How do I bill for upgrades?

A. If a client upgrades from one package to another, submit an invoice for the difference between the package’s RVU rates. For example, if your client upgrades from silver (6.5 RVUs) to gold (9 RVUs), you should submit a custom invoice worth 2.5 RVUs. If a client adds on secondary editing, select the appropriate add-on from the “Package” dropdown menu. For any unusual editing add-ons (such as CVs or COVID essays), simply submit a custom invoice with a note, and Courtney will add in the correct number of RVUs.

Q. I just accepted a new client who is undecided about applying this cycle. Should I still bill for them right away?

A. You have the option to submit an invoice for the client immediately or hold off until you receive confirmation from the client that they plan to apply. Keep in mind that if you do submit an invoice for them immediately and then they defer before you begin working with them, any paid installments will have to be paid back to MedSchoolCoach.

Q. I just accepted a “Platinum Promise Guarantee” client. Do I bill for a platinum package?

A. No, a platinum guarantee is equivalent to a silver package, so submit a custom invoice noting that the client has a platinum package guarantee. You will earn the same RVUs for silver package.

General Questions

Q. Are TMDSAS materials included in any packages?

A. No. The client must purchase TMDSAS edits as an add-on through the enrollment team.

Q. Can clients allocate one of their secondary slots for common secondary questions?

A. Yes! You can have your clients choose up to five common secondary questions to count in place of a specific school’s secondary. It may be good to communicate this with the writing advisor to ensure everyone is on the same page.

Q. Is the COVID essay included in my client’s package?

A. No, the COVID essay is NOT included in any package and should be counted as one secondary. If the client has no secondary slots available, they can reach out to the enrollment team to purchase additional editing (enrollment@medschoolcoach.com).

Q. I hid some of my clients who deferred but now they are back, and I am unable to see them on my dashboard. What do I do?

A. Contact Courtney, and she can “unhide” them for you.

Q. When does the new medical school application cycle begin?

A. MedSchoolCoach recognizes September 1st as the first day of the new application cycle.

Q. Are there any examples of personal statements, activities entries, or secondaries I can view?

A. Yes! You can view examples of application materials here.