Submissions

Key Dates

Submission Length

Submission Structure

Graphics

Presentation Format

Presentation Selection & Scheduling

Submission Categories

Scientific Abstract Award Eligibility

Non-Commercial Funding Source

Authors

Go to Submission Site

Submission & Presentation Tips

Designing a Poster

Topic & Intended Audience

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Key Dates

October 24, 2022: Submission portal opens
December 19, 2022: Submission portal closes 
February 8, 2023: Acceptance notifications sent
February 22, 2023: RSVP Responses due
March 31, 2022: Presenter Registration Deadline 

Submission Criteria

Submission Length

Scientific Abstract submissions are limited to 3,000 characters, including spaces with the option to include either one table or one figure that is part of the character count.

Maximum character count limit applies only to these sections:

• Background
• Methods
• Results
• Conclusions
• Tables/Graphics (if included)

Character count limit does not apply to author information

Submission Structure

1. Title No all caps, quotes, underlining or bolding.
2. Background Describe the context and importance of the study and state the objective(s) and/or hypothesis and/or research question of the study.
3. Methods Include a description of the methods used including study design, setting, population, measures, and analytic procedures.
4. Results Describe the results in sufficient detail to support the conclusions. Tabular or graphic results are acceptable. It is not satisfactory to state, "The results will be discussed," or "Other data will be presented.” Abstracts that do not provide actual results will not be considered for publication or presentation.
5. Conclusion State the implications of the findings for clinical practice, research, education, or policy.
6. Learning Objectives (2 required) Each learning objective should reflect one of the six ACGME Core Competencies.
7. Graphics (Optional) See below.
8. Presentation Format Oral Presentation Only, Poster Only, or No Preference  See below.
9. Submission Category See below.
10. Award Eligibility (Optional) See below.
11. Scheduling Restrictions for Presenting Authors (Optional) See below. 
12. Non-Commercial Funding Source (Optional) See below.
13. Policy Verification Confirm understanding of Submission Policies & Presenter Register Policy.
14. List of Authors See below.

Graphics

Optional Inclusion of a Graphic:

• Scientific abstract submissions have the option to include either one table or one figure.
• Graphics should be compact and used only to display essential results, where textual presentation would be less efficient.
• Large tables and figures intended for use in an oral or poster presentation are not appropriate for abstract submissions. See below for specifics on size of graphics.

Graphic Sizes:

• Maximum size: 3 inches in width
• Graphics are included in the online publication of SGIM Annual Meeting abstracts in the JGIM Supplement. Abstracts are printed in two columns with optimal publishing with legible text at 3 inches in width.

Graphic Size/Character Count:

• The size of the graphic will count against the overall character count of your submission. The larger the graphic, the less text you may include. If a graphic is too large, the ScholarOne system will notify you upon upload to either scale the image down or reattach a smaller original image to conform to the character limit.
• Check the character count in the top right-hand corner of each ScholarOne webpage.
• Please ensure enough time before the submission deadline to upload a graphic and potentially resize the image.

Graphic Size/Character Count Examples: 

• 3"w x 2" h graphics will count as 672 characters
• 3"w x 3" h graphics will count as 768 characters
• 3"w x 4" h graphics will count as 990 characters
• 3"w x 5" h graphics will count as 990 characters
• 3"w x 6" h graphics will count as 990 characters

Total character limit is 3,000 characters (excludes author information).

Format your graphics for submission upload:

.tiff format:

• 300 dpi halftone
• 600 dpi with text
• 600 dpi combine halftone and text (embedded text)
• 1200 dpi bitmap (pure text and lines (b/w)

.eps format:

• 300/600/1200 dpi objects combine embedded images and vector

Example Graphics:

• The recommended graphic size is 3 inches wide by 2 inches high; this graphic size accounts for the least amount of characters at 672 from the overall character count.
• Remember, the inclusion of graphics is optional and should only be included where textual presentation is less efficient. Graphics should be compact and used only to display essential results.
• If accepted for presentation, more detailed graphics can be included during the poster or oral presentation.

To Create a Graphic for Import: 

1. Download example graphic template (Microsoft Word Document)
2. Create table or graph and save document as a .PDF
3. Save the .PDF as a .TIFF or .EPS
4. Upload into ScholarOne and click Save Changes

DOWNLOAD EXAMPLE GRAPHIC TEMPLATE EXAMPLE .PDF GRAPHIC EXAMPLE .TIFF GRAPHIC EXAMPLE .EPS GRAPHIC

Submission Disqualification:

• Abstracts may lead to disqualification from consideration if the submission includes more than one graphic (figure or table).
• Graphics created by combining multiple images into one file for upload or that are larger than 3 inches in width may lead to disqualification for presentation.

NOTE - Do Not include Personally Identifiable Information in the body of the submission

Including information within the body of the abstract that has the potential to identify the submitting or contributing authors and/or their institutions is detrimental to the blinded peer review process. Instead, institutions may be identified as either a “community” or “academic” or “VA” medical center and as by region: California-Hawaii, Mid-Atlantic, Mid-West, Mountain West, New England, Northwest, and Southern region.

 

Acceptable examples are listed below:

• Focus groups were conducted at academic medical in the Mid-West Region. 
• Data were collected through a consortium of community medical centers in the Southern and Mid-Atlantic regions.

Unacceptable examples are listed below:

• Focus groups were conducted at an academic medical center in Ohio. 
•  Data were collected at a VA Medical Center in central Florida.

Presentation Format

Identify your preference for presentation format: 

• Oral Presentation Only
• Poster Presentation Only
• No Preference

Preferred Presentation Format Choice Matters: 

• SGIM schedules accepted submissions based on the results of the peer review process. The most highly rated submissions are scheduled for an oral presentation followed by those rated highly enough for presentation as posters.
• We recommend stipulating “no preference”, as it will increase the likelihood of your submission being accepted.
• If you stipulate “oral presentation only” and your submission is only ranked highly enough for a poster presentation, you will receive a rejection notification.
• Submissions funded through direct commercial support should select “poster only” as their choice, as poster sessions do not offer CME credit hours.

Presentation Selection & Scheduling

Oral Presentations:

Highly rated submissions will be scheduled as oral presentations during Oral Presentation Sessions. Each session typically features four total oral presentations with 10 minutes of presentation and 5 minutes of audience Q&A.

Poster Presentations:

Well-rated submissions will be accepted to present as posters. Presenters will be asked to create both a physical poster for display onsite and a digital poster that will be accessible throughout the meeting on the meeting app.

Submission Categories

• Acute Disease Management
• Adolescent Medicine and Transitioning to Adult Care
• Career Development, Professionalism, and Wellness
• Chronic Disease Management
• Clinical Informatics and Health Information Technology
• DEI, Health Equity, and Social Determinants of Health
• Geriatrics and Palliative Care
• Healthcare Delivery and Redesign
• Health Policy
• Medical Education and Scholarship
• Medical Ethics and Humanities
• Mental/Behavioral Health and Substance Use Disorders
• Quality Improvement and Patient Safety
• Women’s Health, Sex, and Gender-Informed Medicine

Go to the Submission Categories page for more information.

Additional Details:

• Submitting authors should decide whether the unique and central feature of a submission is related to its methodology, topic, or other content and then select the category that best reflects the work.
• Scientific Abstract categories also determine its assignment to review committees.

Scientific Abstract Award Eligibility

Mack Lipkin, Sr. Associate Member Scientific Abstract Oral Presentation Awards:

• Three awards will be given to the associate members whose abstracts are ranked the highest by the judging panel.
• Eligible candidates must be a current SGIM Associate Member (Student, Resident, or Fellow)
• Candidates must be the primary (first) author of a scientific abstract submitted for the annual national meeting and must have had a major role in the work being submitted.
• Finalists are selected from the top-rated eligible submissions (usually 12 abstracts are selected)

Judging of presentations for these awards will take place at the Annual Meeting. If the eligible author cannot present at the Annual Meeting, he or she may identify a co-author to present in his or her place, BUT that negates eligibility for the award.

Milton W. Hamolsky Junior Faculty Scientific Abstract Oral Presentation Awards: 

• Three awards will be given to junior faculty members whose abstracts are ranked the highest by the judging panel.
• Eligible candidates are junior faculty who are in their first two years of a faculty appointment.
• Candidates must be the primary (first) author of a scientific abstract submitted for the annual national meeting and must have had a major role in the work being submitted.
• Finalists are selected from the top-rated eligible submissions (usually 12 abstracts are selected)
  

Judging of presentations for these awards will take place at the Annual Meeting. If the eligible author cannot present at the Annual Meeting, she or he may identify a co-author to present in her or his place, BUT that negates eligibility for the award.

Scheduling Restrictions for Presenting Authors

Optional. Authors may identify any schedule conflicts at the time of submission

Non-Commercial Funding Source

Optional. Choose as many as apply:

• AHRQ Funding
• DOD Funding
• NIH Funding
• PCORI Research Grant
• RWJ Foundation
• VA Funding
• Other

The program committee reserves the right to use this information in scheduling. 

Authors

Adding Authors:

You will be asked to enter the names and affiliations of all authors who contributed to your submission. Please confirm all authors contact information before submitting.

To add an author in the submission form:

1. Search for author’s existing account in ScholarOne to avoid creating duplicate accounts.
   1. Search by first name, last name, or email address.
2. If no account exists, create an account for the co-author.
3. Co-authors will receive an automated email inviting them to update their contact information and fill out a disclosure.

After adding an author, please ensure the information is correct and current

• Name 
• Email Address Co-authors will receive an automated email notification inviting them to fill out a disclosure at the email address listed. 
• Affiliation If their current institution is not on the list, select "Add new Institution" and search for their institution in the pop-up menu. You can create an institution if not listed in the system.
• Function Select the role the person is serving for the submission. In most cases, this will be "additional faculty."
• SGIM Membership Status Select the person's member status. If unknown, select "non-member."
• Ethnic Background Select the appropriate ethnic background from the list or enter their self-description. This information is for internal use only. 
• Gender Select the appropriate gender from the list or enter their self-description. This information is for internal use only. 

Designate Presenting Author:

Select the presenting author option next to the author in the author listing to designate the presenting author. This author will present the poster or oral presentation if accepted. This author’s name will be underlined in the Journal of General Internal Medicine’s Annual Meeting Online Supplement. Only one author can be designated as the presenting author.

Order Author List:

Arrange the order of the author listing by selecting order number next to each author. Typically, first authors are designated as the presenting author, unless another co-author is designated to present.

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Submission & Presentation Tips

Designing a Poster

Poster Design & Presentation Tips

Topic & Intended Audience

Know your topic and your intended audience: 

• Which attendees are your primary target audience?
• Why is this important to them?
• Is it innovative and creative?
• Is the topic timely?
• Does it help audience members meet an urgent need? (e.g. accreditation issues)
• How much time does your topic require?
• Choose the most appropriate category for submission.