Planning for Successful Recruitment

1
Planning for Successful Recruitment Recruiting
for Retention

• Jennifer NeSmith, MBA
• Sterling Health Solutions

2

• Successful recruitment hiring the right person
  for the job, not just a warm body that can do
  the job
• Results of hiring the WRONG person for the job
  poor morale, damaged reputation, high costs of
  turnover (advertising, staff recruiting time,
  interview travel lodging, lost placement fees)

3
Identifying Need to Ensure Success

• Organizational Goals Objectives
• Do existing providers perceive a need?
• Formal or informal survey

4

• Is there enough business for a new provider?
• Physician-to-population ratio
• Market Share
• Primary secondary service areas
• Changes in the Local Market
• Age of providers
• Population changes
• Competitors
• Are employers growing or shrinking?
• Patient Experience
• Wait times
• New patients

5
Marketing Your Community

• Gather tangible information about your community
• Climate
• City / County size
• Geography
• Recreation facilities
• Educational opportunities for children
• Distance to airports, malls other
  amenitiesCollege or professional sports
  facilities
• Colleges or other higher education
• Culture / Lifestyle
• Community accolades

6
Marketing Your Community

• Develop packets of information to send to
  potential candidates, take to job fairs, etc
• Community information in a nice format
• Travel brochures from Kentucky Tourism
• Local newspaper
• Draft contract (no figures)
• Information about the organization and other
  practice locations of potential provider
• Contact business card
• DVD?

7
Know Your Opportunity

• What is the job?
• Job description (includes duties, call schedule,
  clinic, expected hours)
• Evaluation (measures of success)
• Reporting structure
• Who are you looking for?
• Education, experience, certifications,
  availability, etc.

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Know Your Opportunity, cont.

• Where will they work?
• Information on clinic, hospital (size, number of
  rooms, EMR, in-house services, equipment, etc.)
• Availability of referral specialties services
• What is the payor mix?
• Who is on the team?
• Providers, support staff, management
• Specialty, interests, age, experience

9
Know that Your Opportunity Isnt for Everyone

• What are your deal breaker non-negotiables?
• Discuss at the initial phone interview
• Location / community size amenities
• Expected income range
• Call schedule
• Know the negatives of your opportunity and
  provide viable solutions if they exist
• Hospitalist service
• Telemedicine
• Preceptorship opportunities

10
Establish a Formal Process

• Who makes ultimate decision of whether or not an
  offer is made?
• Who will have input on whether or not an offer is
  made? How will that input be received?
• What is the budget and who is responsible?
• Who will negotiate with candidates?
• Will you require drug tests or background checks?
• Who will be responsible for working with
  candidates?
• Sourcing
• Tracking
• Inviting for site visit
• Preparing conducting site visits
• Maintaining regular contact
• Continuous evaluation improvement of process

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Important Contract Provisions for the Candidate

• Length of agreement
• Auto-renewal provisions
• Restrictive covenants
• Malpractice insurance
• Death vs. termination
• Termination with cause vs. without cause

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More Contract Provisions

• Partnership or buy-in
• Compensation
• Salary
• Salary incentives
• Billed charges, revenue, quality, number of
  patients
• 100 productivity
• RVU

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More Contract Provisions

• Benefits
• Signing bonus?
• Loan repayment?
• Sick
• Relocation
• Vacation
• CME and time
• Retirement
• Insurances
• Health, dental, vision, life, disability

14
Is Your Opportunity Competitive?

• Recent compensation benefit surveys
• Google search
• MGMA
• ASPR

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NOW YOU ARE READY TO WORK!

• Activities Before, During, After the Site Visit

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Prior to Site Visit

• Sourcing Candidates
• Databases
• Mailing lists
• Internet job postings
• Social networking
• Colleges / Programs
• Journals
• In-house
• State medical associations
• Professional societies
• Firms

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Screening

• Google!
• Review CV
• Meet job requirements?
• Gaps in time frames?
• Know anyone where they used to work?
• Website of current employer, town, etc.
• Licensure board

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Phone Interview

• From job requirements non-negotiables,
  establish a list of questions topics to guide
  discussion
• Same for all candidates
• Ask what they are looking for in a new position
• Tell why position is open
• Ask if they have any questions
• If things are going well, ask for available dates
  for interview
• Remember what you CANNOT ask!

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If invited for interview, then

• Send recruitment packet to candidate
• Schedule travel lodging
• Prepare itinerary
• Tour locations of practice
• Meet staff informally
• Meet with negotiator
• Meet with credentialing / insurance person
• Meet with peer providers formally off-site
• Community tour

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Train Your Providers to Interview

• Know what they cannot ask!
• Arrive on time
• Pre-read CV other information provided
• Smile make eye contact
• Dont drink or smoke

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Provider Interview Training, cont.

• What is their role?
• To evaluate the candidates knowledge, skills,
  leadership, aptitude, judgment, problem solving,
  work ethic and intangibles like whether or not
  they would add value to the group
• Look for an Event, Action, and Result from each
  open-ended question
• Ask behavioral questions
• If a patient ____, how would you handle it?
• Ask about past performances
• Have you ever had a patient ____? If so, what
  did you do?

22
Provider Interview Training, cont.

• Close with
• Asking the candidate if they have any questions
• Thank them for visiting
• Do NOT state or imply that they will see
  candidate again or position offered
• Recommend hiring or not why

23
During the Site Visit

• Provide a welcome letter or note with more
  information (community map, newspaper, itinerary)
  with flowers, candy or other gesture at hotel
  upon check-in

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During the Site Visit

• Coordinator should
• Offer to pick up at airport
• Offer to pick up at hotel for days activities or
  provide clear meeting directions
• Stay with during the day in order to
• Listen and look for reactions
• Evaluate chemistry between candidate and those
  he/she meets
• Ensure timeline is followed handle unexpected
  glitches

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After the Site Visit

• Get some kind of communication out the candidate
  within a week
• Could be a letter of intent
• Could be a thank you, the next step is
• Could be continuing to evaluate candidates but
  will keep CV on file
• If offer to be made, provide a letter of intent
  with a response deadline
• Respond quickly to concerns or questions
• Keep up recruitment efforts until formal
  agreement signed!!

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Post-Hire

• Communicate openly regularly
• Begin credentialing process ASAP!!
• Licensure
• Payors
• Hospital
• Clinic
• Malpractice
• Assist with visits for house hunting, banking,
  spousal job interviews, child school enrollment,
  etc.

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Provide Practice Orientation

• Should include applicable hospital clinic tours
  meetings
• Medical records
• Information systems
• Case management
• Quality
• Medical library
• Pharmacy
• Nurse administration
• Medical staff office
• Emergency department

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Provide Community Orientation

• Help the family meet people of similar interests,
  hobbies, etc.
• Sports
• Art
• Education
• Clubs

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Retention from Beginning

• Market the new provider
• Community reception
• Medical society reception
• Newspaper or radio ads or features
• Volunteer or speaking opportunities
• Clubs
• Health department
• Schools
• Meet with the new provider monthly for 6 months,
  then quarterly for first 2 years
• Celebrate Doctors day in a special way

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BSW LCSW

• Sourcing
• Exhibit at meetings, lists from boards,
  professional societies, schools
• Compensation
• Benefits
• Remember Credentialing!
• Payors
• Clinic
• Hospital

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Dentists

• Sourcing
• Exhibit at meetings, lists from boards,
  professional societies, schools
• Compensation
• Benefits
• Remember Credentialing!
• Payors
• Clinic
• Hospital

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Pharmacists

• Sourcing
• Exhibit at meetings, lists from boards,
  professional societies, schools
• Compensation
• Benefits
• Remember Credentialing!
• Payors
• Clinic
• Hospital

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Locum Tenens

• Sources
• Firms
• Residency programs
• Credentialing
• Daily or hourly rate housing transportation