SOM Faculty Onboarding Best Practices: A Case Study in the Department of Surgery

1. SOM Faculty Onboarding Best Practices: A Case Study in the Department of Surgery November 2013

2. Why institute a checklist? Faculty selection missteps Inconsistency across divisions Unhappy Faculty Initial lost productivity Things fall through the cracks Bad first impressions Not in line with top ranked institution

3. Checklist Objectives • Dedicated focus on getting the right candidates • Changing the culture of onboarding: • Just because the candidate said yes, you aren’t done • When the candidate agrees to come, there is a lot of work that needs dedicated focus

4. Checklist Objectives Before they arrive Once they’re here Faculty recruitment • Dedicated focus on candidate selection: • Phone interviews • Reference checks • Enhanced communication to candidates: • Job description • Promotions criteria • Contact info & FAQs • Real estate & relocation info • On site interviews & candidate evaluations • Credentialing, Privileges, Activity Preparation: • Initial contact to faculty • what’s about to happen • who they will hear from • what items will be needed from them • Done by phone followed by email • Office confirmation • Supplies, phones, lab coats, business cards • OR, clinic, research, call scheduling • Schedule orientation & trainings • Comprehensive introduction to Emory: • Formal meetings with department representatives to go over: • Key contacts • IT systems • EU & TEC processes • Expense reports • Onboarding buddy • Faculty boot camps • Dedicated subject matter workshops

5. Checklist Development *Credentialing at Emory & non-Emory entities: the departments can find it challenging to know where each faculty member is those entities’ process.

6. [1] Former residents and fellows—one interview. External faculty—two interviews ImplementationSuccess & Lessons Learned Successes Lessons Learned Compliance to checklist is not 100% Takes time to change culture Long, tedious recruitments (difficult to recruit areas, working to get an offer organized within Emory & non Emory entities, competition) Re-evaluating how to interact more with the things we cannot control – credentialing Continually ask for feedback; just because we think this has been addressed, it has been updated multiple times • Greater confidence in candidate selection • Clear direction for staff • More organized weeks right before & right after candidate arrives • Boot camps & workshops very well received • Consistency across department • Less things fall through the cracks

7. Checklist Re-evaluation In FY13 Surgery began the creation of a shared service model, helping perform some central functions for otolaryngology & urology. Among the three departments there were approximately 20 new faculty. Here are some things we’ve heard: “This was a better onboarding experience than I had at my last job.” “Faculty workshops allow me to understand how to get involved in research at Emory.” “Can someone help me during benefit enrollment while I am online?” “Can someone help me with transitioning my retirement plan to my new Emory plan?” Engaged Faculty “I am 7/8ths VA but the VA does not have an office for me.” “The computer that was ordered for me does not meet my needs.” “How do I get to the OR? Will someone give me a tour?”

8. Future Updates • Improving communication with non Emory entities concerning office space & supply ordering. • Adding a tour of the facilities. • Creating contact lists for department, SOM & TEC staff. • Creating listing of key websites, IT systems, & delineation of which password is needed (EU, EHC). Things we are tweaking in our processes and adding to the checklist:

9. Future Updates • When appropriate, setting up conference calls with central HR representatives for benefits & retirement transfer questions. • Sending list of standard computer options ahead of time to get the right one ordered. • Contacting department leadership 2, 3, 4 weeks out from start date with the status of credentialing & office set up to determine if they need to get involved in anything. Things we are tweaking in our processes & adding to the checklist (cont.):