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Phase 2: Developing the Recruiting Process


The job description is complete and you think you are ready to move forward in the hiring process but there are several things to consider before posting the position. Finding candidates, especially in the medical field that sometimes requires highly qualified professionals takes planning.

Develop a List of Interview Questions

The list of interview questions will allow you to determine whether the candidates that are ultimately selected for the interview not only meet the minimum requirements outlined in the job description created in phase 1 but also allow you to determine whether the candidates personal traits align with the mission, vision and values of the medical office. When developing the list of questions for the interview, consider the requirements of the job that were identified in the job description. Personal traits should also be included as a determining factor in the selection process.

Personal traits are those personality characteristics that are needed for a candidate to succeed in the new position. Personal traits may vary depending on the level of the position. If the position is an entry level position, then it may not be necessary to consider leadership as a personality trait that is needed for the position. However, any position may need candidates to have integrity which shows that their actions and behavior at work is based on high ethical standards or embrace diversity which is recognizing and respecting the differences among people. Although, there are many more personal traits that can be considered, keep in mind that the ways in which the patients and their families are treated directly contribute to the level of success of the medical office.

Decide on the Type of Interview Method

When deciding on the interview method, consider the approach that best suits the current needs, timeline and budget of the medical office. There are several options.

  1. Management Team: This can range from one manager to several managers that are included on the same or different stages of the interview process. Sometimes the initial interview will be one-on-one and the final interview will include the management team of two or more to conduct the interview.
  2. Peer Interview Committee: This interview method allows a team of staff from all levels to participate in the interview process. This would work well in a small office that only has one manager. The manager may choose to perform the initial interview and allow the committee to be included in the final interview.
  3. External Agency, Consultant or Firm: This is a popular but expensive method of interviewing possible candidates. Using an external agency usually allows the medical office to offer the position on a “temp-to-perm” basis. The entire process of selecting the candidate is performed by the agency and once they have made a selection, the candidate reports to work.

Create an Advertisement for the Position

In developing the advertisement for the position, the use of certain details from the job description created in phase 1 will be very handy. The entire job description will not be necessary but can be used to address key points that will attract the applicants that meet the requirements for the position. Also, include the following application requirements:

  • Cover letter
  • Resume
  • References
  • Completed Application
  • Salary Requirements

Decide Where to Post the Position

When deciding where to post the position, it is more effective to consider locations that will attract the best, most talented and highly qualified applicants. Consider:

  • Posting internally
  • Using social media (LinkedIn is a great networking site)
  • Placing advertisements on websites that are geared to health care or medical office professionals
  • Targeting colleges, universities, and trade schools
  • Posting to national recruitment websites such as Hotjobs.com, Careerbuilder.com, Monster.com, etc.

The last step is developing a timeline and budget. These are based on the specific needs and financial position of the medical office. This may require that you consult with top decision makers before proceeding further.

Once this phase has been completed, you can move on to Phase 3: Identifying a Pool of Qualified Candidates for Selection.

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  6. Medical Office HR - Recruiting - Recruiting a Successful Medical Office Staff

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