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Phase 4: Recruit One of the Finalists

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At this point in the recruiting process, you should have reduced your pool of qualified candidates to one to two finalists. If you have selected a panel or committee to assist in the final decision, then this is the time to meet and gather the recommendations for the final decision.

1. Extend an Informal Offer

As soon as you have made your decision, contact the candidate to make sure they are still interested in the position. Let them know that the offer for the position is contingent upon the results of a pre-employment screening which will include a criminal background check, reference check, health assessment and verification of credentials.

Make sure the candidate signs a consent form giving permission for you to perform the pre-employment screening.

2. Criminal Background Check

It should be a part of your internal control program to utilize a criminal background check company to provide the information about each employee you hire. This allows the candidate to maintain a certain level of privacy.This should be a priority because they can sometimes take up to two weeks to be completed.

Criminal background checks are important part of your pre-employment screening. Failure to conduct these checks could possibly place your medical office at legal risk. For the safety of your patients and other medical office staff be sure the criminal background check includes the following:

  • County Criminal Record Search
  • Statewide Criminal Record Search
  • Federal Criminal Record Search
  • Nationwide Sex Offender Search

3. Reference Check

Conducting reference checks is an important step in finalizing the hiring process with your candidate. Reference checks can reveal a lot of information about your candidate that can validate the information supplied on the application and resume. Although there is a lot of information that employers are not allowed to disclose by law, many are more forthcoming with information especially if the candidate was a good employee.

Some questions to ask include:

  1. What were the candidate's responsibilities?
  2. How did the candidate perform these responsibilities?
  3. Is the candidate a team player or an independent worker?
  4. Was the candidate dependable?
  5. What are the candidate's strongest qualities?
  6. Is the candidate eligible for rehire?
  7. Is there anything you would like to say on behalf of the candidate?

4. Health Assessment

A health assessment is required especially for employees that work around patients. Your candidate should have a neg TB skin test to protect patients and other medical office staff and a drug screen to support a drug-free workplace.

Many employers have begun to perform alcohol testing and physical exams as well in order to recruit only the best employees. You can have the health assessment performed at a local urgent care, a pre-screening agency, or as a medical provider, you can perform the assessment yourself.

5. Verification of Credentials

Verifying credentials includes checking the status of certification, license and/or degree. Many positions in the medical office require higher education in order to perform the tasks of the job. At a minimum, you need to verify if the candidate has a high school degree for any entry-level positions. The job description should include the credentials that are needed for the position.

6. Final Offer Letter

Now that all of the verification and pre-screening is completed, you can now take the time to call the candidate back to make a verbal offer and follow up with a formal offer letter. With a formal offer letter, the candidate can now give their current employer a timely notice of resignation. The offer letter should include:

  • Position title
  • Beginning salary
  • Work schedule
  • Benefit summary
  • Job responsibilities
  • Expectations of the position
  • Orientation information
  • What to bring on the first day

7. Before the First Day

  • Invite the candidate back for a visit
  • Introduce the candidate to current staff
  • Finalize any loose ends

Don't forget to send thank you letters or phone the other candidates that they will not be considered for the position and you decided to hire another candidate.

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