Provider Recruitment and Retention: Where do I begin? October 24, 2012 Mike Shimmens Executive Director, 3RNet

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1 Provider Recruitment and Retention: Where do I begin? October 24, 2012 Mike Shimmens Executive Director, 3RNet

2 Resources O We are starting with a couple of key resources because that is where this material is taken from and both have other resource lists O Recruiting for Retention The Recruitment and Retention Manual of the 3RNet updated in 2009 O Recruitment and Retention of Clinicians NACHC Manual by Illinois, Mississippi, Arizona and Virginia completed in 2005 and updated in 2010 O You can obtain copies of both from Jennifer Higgins at the OACHC

3 Recruitment and retention are not separate events they are part of a process. Tim Skinner Recruitment Retention RECRUITENTION

4 A Four Step Process O Science organization and following a process O Art personalization of the process and creativity O Hard work diligence and perseverance O Luck result of all three and always welcome SUCCESS!!

5 Recruitment Plan Action Steps O Step 1: Assess need O Step 2: Gain stakeholder support O Step 3: Form recruitment/retention team O Step 4: Develop compensation package O Step 5: Define your ideal candidate O Step 6: Develop recruitment budget O Step 7: Create promotional materials O Step 8: Develop candidate generation strategies

6 Recruitment Plan Action Steps O Step 9: Develop receiving candidate information O Step 10: Develop interviewing process O Step 11: Develop process for reference checks O Step 12: Prepare for site visits O Step 13: Send follow-letter O Step 14: Develop site visit follow-up process O Step 15: Develop/implement retention plan

7 What do you consider the most important step in the recruitment process?

8 Assess the need O Have you done your homework and know the supply and demand of your service area? O What income can a new provider add to your bottom line? O Will this income cover the providers salary and benefit cost?

9 Gain support among key stakeholders O This will be done if you re adding a provider to your existing practice. O Share the need data with your board and clinicians to enlist their support O Who else needs to be supportive and helpful to ensure successful recruitment?

10 For me, it s all about the team!

11 Form a Recruitment and Retention Committee O No matter what the size of your organization this needs to be thought out and roles assigned O Some members may wear more the one hat in the process, but it is a team effort O Your efforts will be hard pressed to succeed if you skip this step!

12 Define your opportunity O Develop a complete practice profile; use your current providers to help make it complete regarding patients, facilities, call, etc. O Develop a complete community profile realtors and Chambers of Commerce are your best friends here

13 Develop a competitive compensation and benefit package O Itemize each benefit, assign a dollar value and present as a total dollar package O This is where we would talk about the different types of comp plans, but that would be another talk.

14 Pull it all together in an Opportunity Description O What is a USP? (unique sales proposition) O Each opportunity has a least a few of these discovered through this process O The opportunity description will be used for all R & R team members to refer to and send to interested candidates

15 Define the ideal candidate O What characteristics in a provider would give you organization the best chance for success O Use your R & R team to answer this question

16 Create a recruitment budget O Probably the single most skipped step in the whole process, but the one with the most impact O How much can you spend to find the ideal candidate?

17 Get creative and promote your opportunity O Use your USP s in a unique way with graphics, pictures, quotes, etc. O Create many different types of ads: O short profile O classified ad O Internet version O Promotional packages, maybe video? O elevator speech

18 Generate leads or Sourcing O Use multiple methods of sourcing to have greatest impact O On line job boards and advertising like 3RNet O Journals and print media O Direct mail O Databases like PracticeMatch, PracticeLink and Profiles O NACHC and state PCA recruitment services O Search firms Understand the different types and your responsibilities

19 Screen candidates and follow up quickly O EXTREMELY critical to follow up on all leads in a timely manner we recommend 24 to 48 hours O Set up a phone interview process to filter through candidates before inviting for a site visit

20 Develop an interview process O Who are the key members of the interview team O What questions do you want to ask, who should ask them and are they legal to ask? O Who is taking care of the spouse/partner and family activities?

21 Develop process to check references and credentials O Who is on the team and what should they ask O Know the FTCA and where you can get answers to questions on credentialing

22 The on-site visit O The more planning and choreography of this event the more success you will have O Develop a standard itinerary for consistency O Look for the details in the family s needs to modify each visit O Have a draft contract or letter of intent prepared in case you want to make an immediate offer

23 The offer O Clearly communicate all terms and ready lawyers for negotiation O Be very timely in this process to close the deal!!

24 Move into onboarding and retention process when successful O Assuming success, plan a well defined on- boarding process to welcome new provider and family O Retention plan extends the on-boarding process by three years with identified roles and milestones

25 Retention Resources

26 An ARRA retention toolkit just released from MN, WI, IN Midwest Retention Toolkit Created by: The National Rural Health Resource Center and the National Rural Recruitment and Retention Network under contracts from the Indiana State Department of Health; Minnesota Department of Health, Office of Rural Health and Primary Care; and Wisconsin Department of Health Services, Division of Public Health. 12 Indiana, Minnesota, Wisconsin

27 Why isn t this working? O Constantly review your processes and messages if you are laboring to find good candidates for your opportunities. O Remember that Einstein said the definition of insanity is to do the same thing over and over and expect different results!

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29 Mike Shimmens Executive Director