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Planning for Successful Recruitment & Recruiting for Retention

Planning for Successful Recruitment & Recruiting for Retention. Jennifer NeSmith, MBA Sterling Health Solutions. Successful recruitment = hiring the right person for the job, not just a “warm body” that can do the job

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Planning for Successful Recruitment & Recruiting for Retention

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  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.

  8. 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 Isn’t 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

  11. 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

  12. More Contract Provisions • Partnership or buy-in • Compensation • Salary • Salary + incentives • Billed charges, revenue, quality, number of patients • 100% productivity • RVU

  13. 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

  15. NOW YOU ARE READY TO WORK! Activities Before, During, & After the Site Visit

  16. 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

  17. 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

  18. 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!

  19. 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

  20. Train Your Providers to Interview • Know what they cannot ask! • Arrive on time • Pre-read CV & other information provided • Smile & make eye contact • Don’t drink or smoke

  21. Provider Interview Training, cont. • What is their role? • To evaluate the candidate’s 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

  24. During the Site Visit • Coordinator should: • Offer to pick up at airport • Offer to pick up at hotel for day’s 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

  25. 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!!

  26. 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.

  27. 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

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

  29. 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 Doctor’s day in a special way

  30. BSW & LCSW • Sourcing • Exhibit at meetings, lists from boards, professional societies, schools • Compensation • Benefits • Remember – Credentialing! • Payors • Clinic • Hospital

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

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

  33. Locum Tenens • Sources • Firms • Residency programs • Credentialing • Daily or hourly rate + housing & transportation

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