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Author Submission Guidelines

Contents

Please see the Aims and Scope page for the journal’s mission and the topics acceptable for submission.

The journal is open source and charges no author or article processing fees to publish an accepted submission.

For HCA Healthcare Employees

The HCA Healthcare Journal of Medicine is open access for use by anyone, not just HCA Healthcare employees, therefore you must submit your work through PubCLEAR and get it approved prior to submitting your work to the journal. PubCLEAR is a process used to approve work by HCA Healthcare employees for external dissemination. This process in general takes less than 30 days and will aid in making your article closer to publication-ready, while ensuring your project does not contain any sensitive content.

Authorship Criteria

Follow the International Committee of Medical Journal Editors' (ICMJE) guidelines for determining authorship. These guidelines base authorship on the following four criteria:

  • Substantial contributions to the conception or design of the work, or the acquisition, analysis, or interpretation of data for the work; and
  • Drafting the work or revising it critically for important intellectual content; and
  • Final approval of the version to be published; and
  • Agreement to be accountable for all aspects of the work in ensuring that questions related to the accuracy or integrity of any part of the work are appropriately investigated and resolved.

Submission Types

The following are guidelines for the submission types we are currently accepting. Page, figure/table, and reference maximums are not hard limits but suggestions to help authors aim for a concise use of words and images and to make sure our peer reviewers aren't overloaded by verbose or needlessly complicated submissions.

     Original Research and Brief Reports

An article that presents original findings that advance scientific knowledge and have implications on patient care. The body text shouldn’t exceed 4000 words and should have a structured abstract (Background, Methods, Results, Conclusion, Keywords) of no more than 300 words. The article should have no more than 6 figures or tables. There are no limits on the number of references that may be included.

     Review

A survey of the academic literature on a topic of interest. The body text shouldn’t exceed 4000 words with no more than 5 figures or tables. Keep the reference list to 50 citations or less. An unstructured abstract of no more than 250 words should be included. Mini reviews will also be considered.

     Case Report/Image

A report of a unique clinical case, scenario, image or series. The body text has a limit of 2000 words with no more than 5 figures or tables. A case series will likely be longer and have more figures and tables. There should be less than 6 authors. No more than 20 references should be cited. A structured abstract (Introduction, Clinical Findings, Outcomes [including diagnosis, interventions, and outcome], Conclusions, Keywords) should have no more than 300 words.

     Quality Improvement and Patient Safety

An article that demonstrates an intervention or change that significantly improves patient outcomes. The body text shouldn’t exceed 3000 words. It should have a structure abstract (Background, Methods, Results, Conclusion, Keywords) with no more than 300 works. It should have no more than 3 tables or figures and 20 or fewer references.

     Metadata Analysis

An article that summarizes data from individual studies regarding a treatment or procedure. The body text shouldn’t exceed 4000 words and should have a structured abstract (Background, Methods, Results, Conclusion, Keywords) with no more than 300 words. The article should have no more than 6 figures or tables. There are no limits on the number of references that may be included.

     News and Other Non-Scholarly Submissions

Brief reports of new findings in research or innovations in educational or clinical scenarios. Articles should be no more than 1500 words and no more than 2 figures or tables. Keep references to no more than 20. No abstract is needed, but a 150-word synopsis should be included.

     Humanities Submissions

Submissions to the Humanities section are curated by Dr. Barbara Gracious in consultation with other Editorial Board members and the managing editor. Written submissions should be less than 3000 words. Photographs and other images shouldn't include identifiable persons without signed permission for sharing their likeness.

Each submission should include a cover letter sharing some background on the submission, a title, any descriptive elements needed, and acknowledgements of any contributions to the work from others.

Submission Requirements

     Cover Letter

Cover letter will include contact information for the corresponding author, with affiliation, postal address, email address, and telephone number. It should include the type of article being submitted along with a word count of the abstract and body text, and whether it has been previously submitted to other publications or presented at a conference or meeting. Disclosures of financial support, including grant numbers, should also be included.

     Formatting

Prepare your manuscript in accordance with the AMA Manual of Style, 10th edition or the ICMJE Recommendations for the Conduct, Reporting, Editing, and Publication of Scholarly Work in Medical Journals.

Manuscripts should be sent in a Word document not as a PDF. Make sure to turn on line numbers to aid reviewers in commenting on your article. Individual files should be less than 5 MB each. An exception to these rules can be made if a video is part of your submission.

The manuscript file should include an abstract, body text, references, and if needed, figure captions and tables. Don't include a title page with your submission as reviews are double blind. Any supplementary information should be included in separate files.

     Abstract

The abstract should include sections titled ‘Background’, ‘Methods’, ‘Results’, ‘Conclusions’, and ‘Keywords’ for most articles. Case studies should have an ‘Introduction’, ‘Clinical Findings’, ‘Outcomes’, ‘Conclusions’, and ‘Keywords’. News items and non-scholarly submissions should include a brief summary of the contents.

     Body Text

Use 10- to 12-point Arial or Calibri fonts for all text and double-space lines of text. Use bold type and all-caps for main headings and bold types with sentence case for secondary headings. If emphasis is needed in the text use italics not bold-face type.

     References

References should use AMA style. Author and editor lists of more than 6 should show the first 3 followed by “et al.” Journal titles should be abbreviated according to the style used for MEDLINE. References should be listed in the order they appear in the text.

     Tables

Tables should be formatted in Word or Excel, so your data can be directly imported for publication, avoiding errors in transcription.

Tables should be numbered consecutively with Arabic numerals and in order of their first citation in the text. Each table should have a short, but explanatory title that allows the table to standalone without the text. Make sure all tables are cited in the text.

Each column should have a brief title or heading. Footnotes can be used to expand on information rather than having lengthy titles or column headings. Use symbols in the following order for footnotes: *, †, ‡, §. Double these symbols in order for additional footnotes.

Data published or unpublished from another source should be acknowledged and permission obtained from the authors or publication.

Supplementary tables can be included when data is either too extensive or is ancillary to the discussion in the text but provides needed or useful context. Such tables should be cited in the text and noted that they are included in the supplements for the article. Include such tables as part of the manuscript submission so that they can be read by the peer reviewers.

     Figures

Photographs, illustrations, clinical, radiological, and diagnostic images should be high-resolution photographic image files. Any symbols, arrows, scale markers, or text on images should contrast with the background.

Graphs should include data sets in tabular form in either Word or Excel, if possible, to be recreated in a consistent style.

Figures should be numbered consecutively with Arabic numerals and in order of their first citation in the text. Each figure should have a short, but explanatory title. A caption may also be included for further exposition. Make sure all figures are cited in the text. All figure titles and captions should be included on a separate page of the manuscript.

If a figure has been published previously or is under copyright or requires a citation (such as under a Creative Commons license), the source should be cited in the figure caption and written permission for reproduction should be provided, when necessary.

     Supplements and Media

Media files and data sets should be included as supplementary material.

Additional supplements from those noted above should include statements of any conflicts of interest for all authors. Acknowledgements and any other notes of a personal or identifying nature should also be included in the supplementary materials to avoid revealing the authors’ identities to peer reviewers. If there are any previously published figures or tables, permission for reuse must be attached. If needed, patient permission should also be included for using their likeness, even for de-identified images. A PubCLEAR approval letter, when applicable, should be attached.

Revision Requirements

After a decision has been made regarding your submission, and assuming it wasn’t rejected, you should revise your work, informed by the comments from the reviewers and editor. We require you to submit your revision as a Word document with your changes tracked and major additions or changes highlighted. Once you have revised your manuscript you will go to your submission on this site and choose the “Revise Submission” link and upload the new version. Be sure to review the abstract you included earlier to ensure your revisions are reflected there. (Edits to the abstract don’t require tracked or highlighted changes, just make your edits in the revision window.)

Another requirement for the revision process is the reviewer letter. Each reviewer’s feedback should be addressed in a letter that notes how you resolved each critique or why you didn’t revise per their recommendations.

There are different ways to structure your reviewer letters, but make sure you respond to each item in the reviews. You can work from the original reviewer document and add your own notes following each action item. Make sure you use a different color of text or separate your comments in a table. When a change was made in the text, make sure to note the section, page number and line number where the change was made. The reviewer letter will speed up the re-review process and helps our reviewers.

When you submit your revised manuscript there is an option to also upload reviewer letters. Upload each reviewer letter there and the reviewers will be able to see your corrections while they read check the revised manuscript. It is acceptable to create a single document with your response to all reviewer comments that can be sent to each reviewer.

If you do not provide a tracked-changes Word file and/or don’t include a reviewer letter, the editor will not send the article out for re-review and the next decision on your article will be delayed.

Publishing Workflow

     Submission Procedures

Be sure your manuscript is complete and you have collected all required supplementary materials, including disclosures and permissions. Go to the journal home page and select “Submit”. Follow the instructions. Finally, click “Accept” on the submission agreement.

HCA Healthcare Journal of Medicine does not charge an article process fee for accepted manuscripts. To contact the editorial office, email HCA.GMEJournal@HCAhealthcare.com.

     Editorial and Peer Review

All submissions will be initially checked by the editorial team for completeness and to ensure the content and quality of the submission are in line with the journal’s mission and scope. Submissions may be rejected at this point or returned with the option to resubmit with changes or additions.

Articles approved for review will be read and commented upon by at least two peer reviewers under a double blind procedure. The reviewers will not know the identity of the author(s) and the author(s) will not know the identity of the reviewers.

There are four results of the submission procedures: accept, accept with minor revisions, major revisions required, or reject.

     After Revisions/Acceptance

After your article is accepted, you will need to make any changes suggested by the reviewers or document why you didn’t take their advice. If the changes are substantive, it is possible the editor will request an additional round of reviews. The Editor-in-Chief and/or one of the Clinical Co-Editors will make the final determination on whether your article is published.

If your submission is rejected, it can only be resubmitted with approval from the Editor-in-Chief or Clinical Co-Editors. See the Policies page for how to appeal a decision.