ROSMANSEARCHTARGETED NEUROSCIENCES RECRUITING

Hosting a Video Interview - Process & Planning Guide

IntroductionIf you’re new to video interviewing or it has always been a part of your interview process, we hope you can

find some helpful information in this guide. If you have questions or a topic you would like to see us address,

please let us know.

Planning1. Determine which platform is best for your organization

There are a number of programs that can be used to host video conferences. It might be helpful to determine

which, if any, platforms are already used by your organization. If you need to select an option, there are

various paid and free services each with their own pros and cons. We will provide more details for the most

popular platforms later in this guide: Skype, Zoom, WebEx, and Google.

2. Check your Technology

Once you have chosen your platform and get an account, make sure you have the technology that is required to

hold a successful video interview. Minimally, you need a computer with an internet connection, web camera,

and microphone. If you’re planning on using a laptop, it’s a good idea to test the camera and microphone.

Some laptops have cameras that are located in odd places (like at the top of the keyboard instead of the top of

the screen). This can result in very strange views and angles and makes it difficult to concentrate on the

interview. In addition, some laptop microphones are not great quality and can make it difficult to hear. If your

microphone falls into this category, we recommend using your phone for the audio portion of the call.

3. Selecting the Interview Location

Once you have the necessary equipment, you need to select a physical space in your hospital or office that

would provide an ideal location for the video call. A board room or meeting room, if one is available, is ideal.

Longer tables provide the ability for multiple people to be present on the video call. If you have a room that is

designed for video conferencing (often with a wall-mounted screen, camera, and microphones set up) this

would be great. If none of these options are available, opt for a location that is in a relatively quiet space with

minimal clutter.

4. Schedule the Interview

Communicate a number of possible times and let the candidate know how long the interview is expected to

last. If you are scheduling a series of video interviews, make sure to include time to reset in between

consecutive interviews in case one runs slightly over time (or to allow your candidate a short break!). If you

are planning to facilitate a virtual site visit for your candidates, there are several scheduling considerations that

don't often impact itineraries for in-person site visits that you should consider for your virtual site visit

schedules.During in-person site visits, bathroom breaks and transitions can occur organically on the way from one

meeting to the next. Consider placing video interviews 10-15 minutes apart from one another to allow your

candidate to take notes, process, get a drink of water, etc.

Don’t forget to leave time for a lunch or dinner break for your candidate. Whether they have chosen a home

office or a hospital office as their remote location to interview, they may need extra time to get something

to eat (you want them to be on their game and not fail to impress people because they’re hungry).

Try your best to make a virtual site visit as similar to a standard site visit as possible. If your standard site

visit has candidates meeting with 5 hospital physicians and administrators, you should schedule these same

meetings via whichever video conference platform you choose. It’s also great to think about other ways to

highlight your hospital and your community. Are there any marketing videos you could share? Does the

chamber of commerce have a great video that talks about how wonderful it is to live where you live? What

else would you normally show the candidate in person that you might have to show them virtually? For

example, if their significant other is in to yoga or wood-working, can you highlight opportunities they

might enjoy?

5. Before the Interview

Technical Readiness

Complete an internet Speed Test. Most video conference platforms recommend at least 1.5Mbps to

successfully hold a one-computer to one-computer video conversation.

Ensure that you and the candidate know how to log in, whether that is with a specific username, event

link, or calendar invite.

Do a dry run through (ideally with the candidate but at least with another staff member) to make sure

everything works as expected. Camera angles can be tricky! Lighting can make a huge difference. Is the

background too stark? Add a plant.

Have a backup plan. The best laid plans can sometimes go awry. Do you have the candidate's cell phone

in case you need to switch to a phone call? Does the candidate know how to reach you in case something

goes wrong on their end?

Free up bandwidth: When you are conducting the video interview, it is best to close all other programs

on your computer that are running. These programs use part of your computer's available memory and

can cause connectivity issues. On macOS, you can press command+tab to view which programs are

running. On Windows, you can open the task manager by pressing control+alt+delete to view programs

that are running.

Interview Readiness

Discuss the goals of the interview with your co-interviewers - Is this interview in lieu of a site visit?

Share details about your program, community, and the team that the interviewee will work with. They

are interviewing you as much as you are interviewing them. Sell them on why your practice is fantastic

and let them sell you on why they would be a great fit.

Formal vs Informal: A one-on-one video interview will feel more informal and provide a terrific

opportunity for you to get to get to know the candidate and vice versa. If you have 3 or more people

interviewing the candidate at once, it can feel more formal and intimidating. A formal video interview

can definitely be appropriate for certain situations but might not be ideal for the first contact with the

candidate. The candidate may be able to relax more in a one-on-one interview which might be ideal if

this is an initial contact.

Plan your questions and determine who will cover which portions of the questions.

If you will have multiple people on the video conference, send your candidate an itinerary with the

names and titles of each person they will be meeting. A prepared candidate is a better candidate!

Scheduling Considerations

If you didn’t think about breaks before you scheduled the video call, pay good attention to your

candidate during the call. Is he or she having trouble focusing? Maybe insert a break? If things are going

longer than expected, ask about their timing. Your candidate might be getting paged and may need to

step out.

There are several things that you should do before the interview to ensure everything is ready to go.

https://www.speedtest.net/

Introductions: Introduce everyone in the room.

Plan: Advise your candidate about any plans for unforeseen disruptions. What if there are connection

issues? Will you call back? Is the candidate expected to call back? Advise the interviewee of the interview

plan. Is this one interview out of many? What are the anticipated next steps?

Body Language: Smile, use non-verbal cues, etc. just like if the interview were face-to-face.

Microphone: Make sure you are speaking toward the microphone, wherever it is located. Microphones

have a pickup range of only a few feet, so if an interviewer is several feet from the microphone, your

interviewee may not be able to hear them.

Look at the Camera: When you are talking to your interviewee, make sure you are looking into the

camera and not at the screen. Looking at the camera will make the interviewee feel like you are talking to

them. Practicing this with a friend is a good idea (we've had candidates looking up the nose of the

interviewer and it was incredibly distracting!).

Mute when Necessary: Once the call has started, anything you can say can likely be heard by the

interviewee. If you've lined up several video calls one after the other, make sure you're on mute if you're

talking about the previous candidate (you never know when your next interviewee may arrive a few

minutes early!).

Set expectations: Let the candidate know how long the call will take. If you anticipate some type of

interruption, warn your candidate. Everyone understands that a physician may be running late or receive a

call during the interview. It's best to let your candidate know if you are expecting someone new to join you

partway into the interview or if one of the interviewers needs to leave during the call.

Recording: If not everyone can be at the interview, some platforms allow you to record the interview. If

this is something you would like to do, please let your candidate know that you are going to be recording

(and the reason why).

Benefit of the Doubt: Lastly and most importantly, make sure to give your interviewee the benefit of the

doubt. Video interviews can be an incredibly effective interview method, but there could be audio issues at

any time. If your candidate asks you to repeat a question, there may have been some type of interference.

On the other side of things, if you could not hear part of your candidate's responses, don't be afraid to ask

them to repeat themselves. If your interviewee is interviewing from home, it may also be possible that they

have young children at home that may interrupt the interview. Accommodating your candidate in this

instance can go a long way toward showing them the type of employer you are!

Once the video call has started, the interview has officially begun and there are several things that we

recommend all interviewers do to ensure that their interview runs smoothly:

Video calls can be a great substitute for phone calls or even first site visits if everything goes well! Preparation

and testing are critically important and ensure a positive experience for all parties. Let us know if you have

questions or how we can best help.

The Interview

Using Skype for Video Interviews

1. Create an accountCheck to see if your department has an existing Skype account. If

so, you can skip this step. If not, creating an account is free, even

if you do not have an existing Microsoft account. Go to

Skype.com and click Sign in in the top right. You can log in with

your existing Microsoft Account or can create a new free account.

Think about whose email to use for the Skype account. Do you have a department email account that would

make sense? Would it be ideal for the physician recruitment director to create one account for all recruitment?

When creating the account, pick a Skype name that makes sense and is easy for candidates to type. For our

company, we may choose RosmanSearchHR or RSSkypeInterview, especially if the Skype account is

exclusively for candidate/physician interviews.

2. Download SkypeThough Skype does have a web client, the application

works best if you download the app directly. You can

do this directly from Skype's website. Please access

Skype's webpage and follow the prompts to successfully

download the application.

3. Test Audio/Visual DeviceSkype has a built-in tool to ensure that your webcam and microphone are working as you expect in its settings.

If you are having issues with either your microphone or webcam, your IT department or Skype's website may

help you to troubleshoot.

4. Initiate the InterviewThere are two ways to actually initiate the video call when the time comes. The first is the easiest: you select

the interviewee's name in the contact list on the left and then click the video icon in the top right of the screen

(Left). Alternatively, if not all of your interviewees are in one location, you can also start a "meet now" and

share the meeting link with other participants (Right). Though this works just as well as a one-to-one Skype

interview, this does increase the complexity of the interview and could possibly increase the likelihood of

internet or ease-of-use issues.

To start the meeting, you can log into your

Zoom account at or shortly before the meeting is

supposed to start and you click the 'start meeting'

button at the top right of the meeting menu. If

this is your first Zoom meeting, a quick installer

will need to install the client. It is a quick

download and should then open the meeting

automatically.

Using Zoom for Video Interviews

1. Create an AccountCheck to see if your department has an existing Zoom

account. If so, you can skip this step. If not, creating an

account is free. There are paid versions that unlock more

premium features. Go to zoom.us and click 'sign in' or

'sign up' in the top right.

2. Schedule the MeetingIn your account, the tools to schedule a meeting arevery easy to access at the top right of the display. You

can initiate an instant meeting with host a meeting, or

schedule a meeting for a later date (most often used)

that you can then share with all of the participants.

3. Set up Meeting & Share Meeting LinkWhen you click 'schedule meeting, you will be able to edit the time, participants, and any specifics about your

meeting that you would like to apply. Some examples include prohibiting the interviewer from joining before

the host, automatically muting participants when they join, automatically record, and even password protect the

meeting, if desired. Once the meeting is scheduled, you will see a 'join URL' that you should ensure is shared

with all of your participants. If you have not added your interviewee to the email invitation, you will need to

send them this link separately so that they can join.

4. Start Meeting

1. Create an AccountCheck to see if your department has an existing WebEx

account. If so, you can skip this step. If not, creating an

account is free. There are paid versions that unlock more

premium features. Go to webex.com and click 'sign in'

or 'start for free' in the top right.

From the home page, you are able to start an instant meeting or schedule a meeting in advance. When you are

scheduling a meeting, you will be able to edit the time, participants, and any specifics about your meeting that

you would like to apply. Some examples include prohibiting the interviewer from joining before the host,

requiring a password, removing a password, among others. You need to add the interviewee to the list of

participants so that they receive the email invitation as well as the access link. For display purposes, we are using

the web client. Note that if you did not download the WebEx App, you are able to do so even from within the

web client as well, giving you multiple options at different points in time as to how to host the meeting.

To start the meeting, you can log into your WebEx account at or shortly before the meeting is supposed to

start. You can access your meeting most easily under 'upcoming meetings' on your home page, but

alternatively you can find it in the 'meetings' section across the left hand side of the screen. When you are

ready, you can click start meeting to start your webcam. When you click to start the meeting, WebEx will

once again give you an opportunity to download the WebEx app or to use their web client. Whichever you

choose comes down to your personal preference.

Using WebEx for Video Interviews

2. Download WebEx (optional)When you create an account, it will take you to a screen

letting you know that your account is ready. You will

need to check your email for further details about how

to download the WebEx App or how to log in on the

web client.

3. Set up Meeting & Share Meeting Link

4. Start Meeting

When you are logged in, and in any Google page, you can access the same 3x3

grid of squares to access the dropdown list of all Google Apps that you have

access to. From here, you can scroll down and navigate to Hangouts or Meet.

Please note that different Google Accounts may see different apps in this

dropdown list. The Hangouts icon is a quotation mark in a speech bubble and the

Meet icon is a video icon in a speech bubble. In this example, I am not a G-suite

user and therefore do not display Meet or have access to its interface.

To start the meeting, you can navigate to Hangouts or Meet and either start a video call with your

interviewee or start the meeting with your Meet code, depending on Hangouts and Meet respectively. If

both users are Google users (the interview host and the interviewee) there is more integration with the

Google Calendar where each participant can initiate the Hangout or Meet directly from the Google

Calendar. Please note that the image that is used behind the Meet and Hangout interface (seen below) does

change periodically, so it may have a different image, but the icons and functionality remain the same.

1. Create an AccountGoogle Apps can be used by anyone with a Google account, including Gmail.

If you don't have an account, signing up is easy and free. If your practice uses

the G-Suite and has Google as your email client, you will have access to the

more robust, Google Meet. Otherwise, you can use Google Hangouts.

With an account on any Google page, at the top right of your screen will be the

Google hub, which looks like a 3x3 grid of squares. Clicking this will open a

dropdown menu where you can select Google Calendar to schedule the Google

Meet or Google Hangout Interview. Click on the day on the calendar that you

would like to schedule the interview and select Hangouts or Meet next to the video

icon. Make sure to add the email address of your interviewee so that they receive

the invitation. For Google Meet, this will also provide your interviewee with an

access link. For Google Hangouts, you will still need to directly add your

interviewee to the call, which is discussed below.

Using Google for Video Interviews

2. Schedule on Google Calendar

3. Navigate to Hangouts or Meet

4. Start Meeting

One of the largest elements that is lost on a virtual site visit is the ability to show your facility and help your

candidate to imagine themselves working at your practice. We have some recommendations of options that

are available to you to work around this barrier. Some will work better than others, but being honest with your

candidate and showing that you are making an effort is likely to go a long way!

Virtual Hospital Visit

Virtually Anywhere*Virtually Anywhere is a company that we have seen as one of the most popular

options that hospitals and medical systems have utilized to build interactive,

3D tours of its facilities. This option may not be the best if you are looking for

a quick solution to virtual facility tours, but would be a fantastic investment to

allow for virtual tours for the future. You can view some of Virtually

Anywhere's tours here.

Google Maps*Google Maps offers its same "Streetview" technology in indoor locations to createinteractive virtual indoor maps of facilities. Very similar to Virtually Anywhere, this

possible solution can be helpful for patients, visitors, and candidates alike. These

indoor tours may need someone to guide a candidate through the hospital, but allows

for your interviewee to interact with the facility, even from far away. You can learn

more about Google Maps' Indoor Maps here.

Videographer or Live Video TourOne of the solutions to creating a virtual facility tour that could be the quickest response

would be to reach out to local videographers to create a video tour of your facility. We

have seen several hospitals take this approach and it has been quite effective. It may be a

more cost-effective solution to allow physicians to see your facilities if they aren't able to

visit in person. For an even more immediate solution, someone on your recruiting team or

even one of your physicians can do a live video tour via one of the video conferencing

platforms listed on the prior page. This does run a risk of being a less polished version of

the facility than a professionally-produced product, but if you are honest with your

candidate that you want them to see the facility and embrace the unpolished and

potentially awkward live video, showing them something is better than completely

avoiding a facility tour.

Resources for Virtual Hospital/Community Tours

Virtual Community TourThe other element of a site visit that is lost when candidates aren't able to physically come to your location is

that they don't get to see the community that they would be living in. Helping your candidate to know if your

practice is the ideal work environment is frequently only part of the recruitment strategy. You also need to show

your candidate that the community (or one very close nearby) is one that they can live in, raise a family in,

and/or have their expected quality of life in. For example, if you have a candidate that is seeking a location with

cultural ties, but there is no place for them to practice their religion or nowhere that makes them feel a sense of

personal community, it may be difficult to get them to sign with your practice. As a general practice, you should

show off any key features that your area has, some neighborhoods where physicians often live, and learn from

your candidate any other things that may interest them. If they have small children, they may have an interest

about learning about the schools, if they are religious, they may want to view specific places of worship, etc. It's

good to get some of this information in advance by asking what is important to them while deciding what to

show on a community tour. There are a few tools that you can use to show off your community places of interest

to your candidate.

https://www.virtually-anywhere.com/virtual-tour-examples/https://www.google.com/maps/about/partners/indoormaps/

A Google Expedition is a tour that you can build with the Google Tour Builder tool.You can use Google Maps, satellite data, and Google Street View in conjunction to

design a tour where a candidate can move from one site to the next and get to

"experience" the community at a street level without physically being in the

community. There is a little bit of a learning curve to utilize the features in Google

Tour builder, but once a tour is built once, it can be reused infinitely many times. It is

also a free service and only requires the time needed to develop your desired

community tour. For added flair, you can send your candidate a Google Cardboard,

which is a piece of cardboard that can transform a smartphone into a Virtual Reality

Headset to allow your candidate to fully immerse themselves in the community tour.

You can learn more about Google Tour builder here. To see a fully developed

Google Expedition, you can download the app in the Google Play Store or the Apple

App Store and view on your smart phone.

Google Tour Builder & Expeditions*

Concept 3D*Concept 3D is an interactive virtual tour company that can help you to build interactive

maps and 3D tours for your physicians. The company offers a free trial to see if it's the

right product for you with up to two mini-tours of up to three stops apiece. This could

be a good solution to show key areas of your community, but the full enterprise version

would likely best fit the need for a whole community tour. You can learn more about

Concept 3D here.

*Please note we do not sponsor any of these products nor are we sponsored by these products. These products/services/companies are named based upon our research

into solutions for the healthcare industry to participate in and facilitate virtual site visits and virtual interviews for either health or financial reasons. Any omissions

are unintentional.

Microsoft Powerpoint and Adobe Acrobat (PDF)If all else fails, as we stated before, an attempt to put together some type of community

tour is better than moving forward without any effort at all. You can put together a

slideshow or a PDF in either Microsoft Powerpoint or Adobe Acrobat to compile

resources that are available in the community and provide photos and descriptions. This is

certainly one of the lowest cost (time and money) alternatives but physicians who aren't

able to visit will absolutely appreciate the effort.

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This material is a confidential trade secret and proprietary information of RosmanSearch, Inc. and may not be reproduced, used, sold or transferred to any third party

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Questions?

Contact me!

TJ Wasserman

330-697-4388

twasserman@rosmansearch.com

Check out our other resources:Preparing for your Video Interview (Candidate)

How to Make the Most of Your Interviews and

Site Visits (Candidate)

Neurology Compensation

https://tourbuilder.withgoogle.com/https://www.concept3d.com/https://www.rosmansearch.com/files/9024/file/preparing-for-a-video-interview-neurology-or-neurosurgery-position-video-interview-tips.pdfhttps://www.rosmansearch.com/files/9023/file/ns-how-to-make-the-most-of-your-interviews-and-site-visits.pdfhttps://www.rosmansearch.com/pages/Neurology-Compensation.html