SMA's 2nd Annual Physicians-in-Training Leadership Conference

February 11-13, 2022
Tulane University School of Medicine
New Orleans, LA

Participate live, on-site in New Orleans, or virtually from the comfort of your home or office!

You are invited to participate by submitting an abstract for SMA's 2nd Annual Physicians-in-Training Leadership Conference! We are excited to announce this meeting which will be fully planned by physicians-in-training, and will feature digital posters, oral presentations, and other interactive sessions currently under development.

Because of the current public health situation, the PIT Leadership Conference is being planned in a hybrid format: members who prefer to be in physical attendance are invited to join us in New Orleans; but there will also be an option to attend and participate virtually.

We believe this is the safest approach for the well-being of our audience of healthcare providers and we are excited that a hybrid event makes it possible to broaden learning opportunities and engagement at this time.

Call for Abstracts
Oral and Poster Presentations

Who is Eligible to Submit?

Medical Students, Residents, and Fellows

What is the Deadline for Submission?

The deadline for submission of abstracts is November 19, 2021.

Are there Prizes?

Yes! There will be six prizes total, divided between the top oral presentations and digital posters.

  • 1st place: $600
  • 2nd place: $450
  • 3rd place: $200

What Types of Abstracts Are Not Eligible for Submission?

  • An abstract is ineligible for consideration if it reports work that has been accepted for publication as a manuscript (eg, full-length article, brief report, case report, concise communication or letter to the editor) prior to the SMA submission deadline of November 19, 2021, UNLESS written permission has been given from the entity that first published the work and is submitted to SMA ([email protected]), or at the time of abstract submission.
  • Abstracts that appear as more than one version of a single study will not be considered (eg, dual submissions of the same study with slightly differing titles).
  • Content prepared or presented by an employee or agent of an ACCME-defined ineligible company (e.g., pharmaceutical or device company) is not eligible for submission or presentation, as this is an accredited CME activity.

How is an Abstract Submitted?

All abstracts must be submitted online.

What are the submission and participation types?

Abstracts may be submitted as:

  • A digital poster presentation (approximately 5 minutes in length)
  • An oral presentation (approximately 10-12 minutes in length)

Presenters, at their designated presentation time, will have the option to:

  • Present live from the podium on-site; or
  • Present live, via our virtual platform

Registration Fees and Expenses

All presenting authors are required to register, pay the appropriate registration fee, and if attending on-site, are responsible for arranging travel and hotel accommodations. SMA does not have funds to assist with these expenses.

Important Dates to Remember

  • Submission Deadline: November 19, 2021
  • Acceptance Notifications: Will be emailed on or before December 17, 2021
  • Abstract Presenter Registration: On or before January 14, 2022
  • Abstract Presenters - Upload presentations: On or before February 1, 2022

Abstract Information

All submissions must include an abstract of the presentation that will be reviewed by the Physicians-in-Training Program Committee for consideration.

Expectations

By submitting your abstract, you are agreeing to be available on the designated date and time to present the abstract if accepted for presentation as a poster abstract at the Leadership Conference. 

Hybrid Format: SMA’s PIT Conference will be presented in a hybrid format; meaning, you will have the option to present “live, in-person,” or “live, virtually,” during your designated time. During the submission process, you will be asked your tentative plans about how you will attend and participate.

Recordings of Presentations: All abstract presentations will be recorded. Competition winners will be announced and highlighted on SMA’s social media platforms, website, and other published materials. By participating in the Assembly, you are granting permission to be recorded. Refer to the “Policies” tab on this website for additional information.

As English is the designated language for the meeting, the presenting author is required to speak English when presenting.

Submission or acceptance of an abstract does not register you or ensure hotel accommodations for the meeting. All presenting authors are required to register, pay the appropriate registration fee, and are responsible for arranging travel and hotel accommodations. SMA does not have funds to assist with these expenses.

Review and Notification

Abstract Review

  • After the submission deadline, completed abstracts will be peer-reviewed.
  • Incomplete abstracts cannot be processed and will not be reviewed.
  • To ensure the integrity of the review process, revisions to abstracts will not be accepted after the submission deadline – no exceptions.

Review Criteria

  • Clinical Relevance - Is the content concise and coherent? Is the focus and relevance clearly stated?
  • Scientific Merit - Does the research describe sound design and methodology? Is it likely to contribute to literature in the discipline or field?
  • Content - Is the context made clear? Are the goals, methods, objectives, results and conclusions available and clearly stated or described?
  • Originality/Uniqueness - Is the content interesting? Does it have the potential to create impact (e.g. change clinical or public health practice or policy, improve health, or change the course of science)? Is it novel or exciting?
  • Conclusions: Are the conclusions clear and concise? Do they reflect the learning objectives? Are they supported by the results presented? Are key study limitations acknowledged?
  • Overall Impression: Is the abstract free from grammatical and spelling errors? Is the abstract formatted correctly? Is the writing free of inaccuracies and easy to read?

Acceptance Notification

  • PRESENTING AUTHORS MUST SUBMIT AN EMAIL ADDRESS THAT CAN BE ACCESSED AFTER THE SUBMISSION DEADLINE.
  • Presenting authors will be notified of acceptance or rejection of their abstract via email in early to mid-December
  • The acceptance notification email will include an assigned date and time to be presented.
  • The presenting author is the only author who will receive notification from the SMA. It is the presenting author’s responsibility to then notify all co-authors.
  • IMPORTANT: The presenting author is the sole point of contact for all abstract co-authors. The SMA will direct all co-author inquiries to the presenting author.

Presenting Author Responsibilities

At the time of submission, the person submitting the abstract must identify who will be designated as the presenting author. The presenting author will be the sole point of contact for information regarding the submission and is responsible for the following:

  • Ensuring each co-author is aware of the content of the abstract and that it supports its data. Failure to receive approval from each co-author will result in the abstract being disqualified.
  • Ensuring each co-author is aware of the disclosure requirements.
  • Adhering to the Abstract Disclosure Policy and obtaining disclosure information from all co-authors.
  • Forwarding abstract acceptance/rejection notifications and ACCME and SMA policies to each co-author.
  • Notifying each co-author of any changes to the program, as corresponded by the SMA, in a timely manner.
  • Responding to inquiries, providing presentation information, and registering for the Assembly on or before the designated deadlines.
  • Presenting the abstract in the accepted format, at the appointed date and time.  Note – Abstract presentation schedules cannot be changed to accommodate presenting author scheduling conflicts.
  • Appointing a co-author (must be a medical student, resident, or fellow) to present the abstract in your absence if a schedule conflict is identified before the meeting, and providing all information related to your presentation (including deadlines) to the appointee. 
  • Complying with stipulated responsibilities or be subject to corrective action as deemed appropriate by the SMA leadership.

Registration and Housing

  • Submission or acceptance of an abstract does not register you or ensure hotel accommodations for the meeting.
  • All presenting authors are required to register and pay the appropriate registration fee, and are responsible for travel and hotel expenses. SMA does not have funds available to assist with these expenses. Please do not submit if you are unable to attend.
  • Notification of acceptance will be emailed mid-February and at that time, please visit the website to register for the meeting and book your hotel accommodations.
  • Scheduled abstract sessions will not be changed to accommodate travel schedules.
  • A registration link will be emailed under separate cover to all presenters.

Prepare The Following Information For Your On-line Submission

Submission type

Abstracts may be submitted as:

  • A digital poster presentation (approximately 5 minutes in length)
  • An oral presentation (approximately 10-12 minutes in length)

Submission Categories/Topics

Abstracts are categorized and grouped according to the broad area of the following topics.  Select the category and topic on the application.

  • Bioethics & Medical Education
  • Emergency & Disaster Medicine
  • Medicine & Medical Specialties
  • Mental Health
  • Public Health & Environmental Medicine
  • Quality Health Care, Patient Safety, & Best Practices
  • Surgery and Surgical Specialties
  • Women’s & Children’s Health
  • Global Healthcare

Submission Content Categories:

  • Case Presentation - A clinical scenario with discussion of a patient

  • Clinical Science Presentation - A well-defined basic or clinical research project

  • Community Project - A personal experience working on a community-based initiative to improve the health of a specific population. Student/resident applicant(s) must have served in a leadership role in the planning and execution of the project.

  • Health System Science - Health care delivery, improving the quality of healthcare for patients and populations, and/or business of medicine.

  • Work in Progress: Any type of project or idea that is in process which does not have established results. Student/resident applicant(s) must be actively involved in the development of the idea, and/or the planning and execution of the project.

Presenting Author's Contact Details and Information

  • Name and degree
  • Email address
  • Full postal address
  • Phone number
  • Disclosure Information (including off-label discussions)

Co-Authors' Details (there is no limit)

  • Co-authors’ names and degrees
  • Affiliation details: department, institution / hospital, city, state (if applicable)
  • Disclosure information

Abstract Title (limited to 20 words)

  • Title should be brief, clearly indicating the nature of the presentation.
  • Include only commonly used acronyms.
  • Enter the title in the “title” field only and do not enter the title in the body of the abstract.
  • Use mixed case (do not use all caps OR all lower case) and do not put a period at the end of the title.

Abstract Text (limited to 350 words)

  • Use standard abbreviations.
  • Place special or unusual abbreviations in parentheses after the first time the full word appears.
  • Use numerals to indicate numbers, except when beginning sentences.
  • Do not reference any company/product brand names, use generic names.
  • Abstracts must not contain any advertising, trade names, or a product-group message.
  • Separately upload charts or grafts in the designated space.

Clinical Science Submission – Organize as Follows:

  • Background/Purpose
  • Goals
  • Methods/Design
  • Results/Findings
  • Conclusions/Implication

Case Presentation – Organize as Follows:

  • Introduction
  • Case Presentation (include history, physical exam, differential diagnosis, tests, and results)
  • Final/Working Diagnosis
  • Management/Outcome/and or Follow-up

Work in Progress

Provide a detailed description of the idea or project, including an introduction, and outline of the main goals and objectives.

Learning Objectives

  • Provide 2 or 3 objectives (what the learner is expected to “know” or “do” at the conclusion).  Objectives are not included in the abstract text limit of 350 words.

Additional Information Required as Part of the Submission

  • To be eligible to present, presenting authors will be required to confirm agreement with the following affirmation statements at the time of submission:
    • I confirm I had full access to all of the data in the study, and take responsibility for the integrity of the data and the accuracy of the data analysis, and approved the data for presentation.
    • I confirm I made significant contributions to the study design, analysis or interpretation of results.
  • Any work with human or animal subjects reported in submitted abstracts must comply with the guiding principles for experimental procedures found in the Declaration of Helsinki of the World Medical Association.

Important Notice! 

  •  Students, Residents and Fellows must attest that arrangements will be made to attend and present the abstract, if accepted. Please do not be a no-show!  

Disclosure Policy

  • In accordance with ACCME requirements and SMA policy, abstracts selected for presentation must be free of commercial bias, and may not be prepared and/or presented by a commercial interest.
  • SMA requires that educational materials that are part of a CME activity, such as slides, abstracts and handouts, not contain any advertising, trade names or a product group message. Generic names may be referenced.
  • Disclosures for all authors and coauthors must be listed. State "no relevant financial relationships to disclose" if applicable.
  • SMA requires that all individuals who are in a position to control the content of an SMA CME Activity disclose:
  1. All relevant financial relationships with an ineligible company (companies producing, marketing, reselling, or distributing health care goods or services consumed by or used on patients) occurring over the past 24 months, and;
  2. Any inclusion in a presentation of a commercial product with an unlabeled use or an investigational use not yet approved by the FDA. 

Disclosure to Learners - SMA ensures that all attendees/participants of SMA CME activities are informed of relevant financial relationships (or “no” relationship) disclosed by individuals who are in a position to control the content prior to the beginning of an activity either in print, verbally, or by multimedia display. Conflicts of interest, if any exist, will be mitigated prior to the activity.

Resolution of Conflict of Interest (COI) Policy

Live CME:  Speakers – The speakers’ disclosure information, along with the provided content (slides, abstracts, etc.), will be reviewed either by SMA’s Education Committee, Physicians-in-Training Committee, or by a Conent Reviewer. If during this process a COI is identified, SMA Staff will provide direction to correct the conflict. Corrective measures will be documented in the activity file.

Abstract Embargo and Permission Policies

Accepted abstracts are made available to the public online in advance of the meeting and authors and titles are published in the onsite syllabus. In addition, the information/materials displayed and presented during this meeting are the property of SMA. Please contact [email protected] regarding the use of any content prior to the meeting.

Copyright Policy

This Conference is a private event. Activities presented at the meeting are for the education of attendees as authorized by the Southern Medical Association. The information and materials displayed and presented during this meeting are the property of the SMA and the presenter and cannot be photographed, copied, photocopied, transformed to electronic format, reproduced, or distributed without written permission of the Southern Medical Association and the presenter. Any use of the program content for commercial purposes, which includes, but is not limited to oral presentations, poster presentations, audiovisual materials used by speakers, and program handouts without the written consent of the SMA is prohibited. This policy applies before, during and after the meeting.

The names, insignias, logos and acronyms of the SMA are proprietary marks. Use of the names in any fashion, by any entity, for any purpose, is prohibited without the express written permission of the Southern Medical Association.

Photographs and Video Recording Policy

When you participate in an SMA event, you are participating in an event where photography, video and audio recording may occur. By participating in this Conference, you consent to interview(s), photography, audio recording, video recording and its/their release, publication, exhibition, or reproduction to be used for social media, webcasts, promotional purposes, telecasts, advertising, inclusion on web sites, or for any other purpose(s) that SMA’s Board, and/or staff representatives deems fit to use. You release SMA’s Board of Directors, its officers and employees, and each and all persons involved from any liability connected with the taking, recording, digitizing, or publication of interviews, photographs, computer images, video and/or or sound recordings. 

You have been fully informed of consent, waiver of liability, and release before participating in the SMA’s Assembly. 

Reproducing SMA Abstracts/SMA Posters

Contact SMA regarding the policy for reproducing or distributing abstract information.

Use of the SMA Name

The names, insignias, logos and acronyms of the SMA, are proprietary marks. Use of the names in any fashion, by any entity, for any purpose, is prohibited without the written permission of the SMA.

New Standards for Integrity and Independence in Accredited Continuing Education

The ACCME's new Standards were released in December 2020, replacing the Standards for Commercial Support. Please note the updates and changes related to disclosure outlined below.

Identification and Mitigation of Relevant Financial Relationships of Planners, Faculty, and Others

Disclosure Information:

Disclosure information must be completed by Planners, Faculty, and all Others Who May Control Educational Content of an accredited activity. It is SMA’s responsibility to determine which relationships are relevant. You must disclose all financial relationships that you have had in the past 24 months with ineligible companies (see definition below). For each financial relationship, you must provide the name of the ineligible company and the nature of the financial relationship(s). There is no minimum financial threshold; we ask that you disclose all financial relationships, regardless of the amount, with ineligible companies. You should disclose all financial relationships regardless of the potential relevance of each relationship to the education. The requirement of disclosing for a spouse/guest has been removed.

Ineligible companies are organizations that are not eligible for accreditation (formerly known as commercial interests). This new term is intended to clarify that eligibility for accreditation is not based on whether an organization is for-profit or nonprofit but is based on its primary mission and function. 

Upon receipt of your disclosure information, SMA staff will:

  • Review your submitted disclosure information. Please note that owners or employees of ineligible companies will be excluded from participating as planners, speakers, authors, or faculty. 
  • Determine whether your financial relationships with ineligible companies disclosed (if any), are relevant to the content of the education being planned. Financial relationships are relevant if the following three conditions are met for the prospective person who will control content of the education:
    • A financial relationship, in any amount, exists between the person in control of content and an ineligible company.
    • The content of the education is related to the products of an ineligible company with whom the person has a financial relationship.
    • The financial relationship existed during the past 24 months.
  • Choose a mitigation strategy: For any person who has a relevant financial relationship, a strategy to mitigate (formerly known as “resolve”) the conflict will be implemented by SMA staff before the person assumes their role. The following are examples of how the conflict may be mitigated:

Mitigation steps for planners:

Divest the financial relationship
Recusal from controlling aspects of planning and content with which there is a financial relationship
Peer review of planning decisions by persons without relevant financial relationships

Mitigation steps for faculty, authors, and others

Divest the financial relationship
Peer review of content by persons without relevant financial relationships
Attest that clinical recommendations are evidence-based and free of commercial bias (e.g., peer-reviewed literature, adhering to evidence-based practice guidelines)
Use other methods (please describe):

Additional Information/Changes Related to Accredited Continuing Education

  • New: The term accredited continuing education replaces continuing medical education to be inclusive of all health professions. The word “accredited” is included to explicitly differentiate between accredited and nonaccredited education providers and education.
  • New: Individuals must disclose relationships with ineligible companies within the prior 24 months (changed from the current requirement of 12 months). 
  • Removed: Individuals no longer need to disclose the financial relationships of their spouse or partner. 
  • Clarified: Research grants from ineligible companies are financial relationships that should be disclosed, even if the funds go to the researcher’s institution and not to the individual researcher.  
  • Clarified: Owners or employees of ineligible companies must be excluded from controlling content.  
  • New: When disclosing relevant financial relationships to learners, accredited providers must include a statement that all relevant financial relationships have been mitigated.

Question: May I submit more than one abstract?
Answer: Yes.

Question: May I submit/include tables, figures, charts, or photographs/images with my submission?
Answer: At this time, we are not allowing tables, figures, charts or photographs along with the abstract submission. Please describe the content within the text, and plan to incorporate images with your presentation, if accepted.

Question: May I submit/present my abstract elsewhere if accepted for presentation?
Answer: SMA’s policy is that abstracts presented during SMA events can be submitted and/or presented elsewhere. Please make sure to check with the organization and let them know that your abstract has been submitted elsewhere, and/or previously presented.

Question: May I submit an abstract that has been previously presented elsewhere?
Answer: An abstract is ineligible for consideration if it reports work that has been accepted for publication as a manuscript (eg, full-length article, brief report, case report, concise communication or letter to the editor) prior to the SMA submission deadline of November 19, 2021, UNLESS written permission has been given from the entity that first published the work and the permission is submitted to SMA.

Question: I made an error on my submission. May I correct it?
Answer: If after you have submitted your abstract you realize there is an error, please email SMA staff: [email protected]. Include the presenting author’s name, the abstract title, and specific changes.

Question: Is there a word limit?
Answer: Yes. Please limit your abstract to 350 words (not including the title, authors, or learning objectives).

Question: Since submitting, I am now unable to present my abstract. May I designate a substitute?
Answer: Yes, as long as the person is listed as a Co-author on the abstract, and agrees to present in the accepted format. Please email SMA Staff: [email protected], and include: Your name, the abstract title, and the designee’s name and email address.

Question: Do I have to be an SMA member to submit?
Answer: No – however, members enjoy discounted registration fees for the Conference! Medical Students’ membership fees are free, and Residents only pay $100 per year. Join today to save on your Conference fee!