wpta spring conference 2017 recruit & retain...

WPTA Spring Conference 2017 Recruit & Retain Top Talent

Session Objectives

1. Learn 8-10 fundamentals of Human Resources specifically related to employee

recruitment,

1. retention, and engagement.

2. Understand key components of writing an effective job advertisement

3. Develop a standard set of interview questions

4. Learn best practices of reference and background checks to increase hiring

effectiveness.

5. Understand legal requirement of hiring process to ensure compliance.

6. Develop strategies related to employee retention and engagement.

7. Get inspired to enhance the culture of your organization.

Human Resources Fundamental Concepts

1. The people who work for an organization are important, unique and valuable.

2. Hiring good quality people is important to help ensure success for an organization.

3. It’s not just about filling a position, but rather finding a good fit for both the individual

and the organization.

4. The hiring process must follow legal requirements.

5. Candidates within the hiring process should be treated with respect and special care.

6. Top talent is typically relatively happy in their current position and can be difficult to

find and engage within a hiring process.

7. Hiring decisions must be fair and performed with minimal bias to ensure the best person

is hired for the job.

8. Creating a positive organization culture is worth the effort.

9. Engaged employees perform better which leads to continued organizational success.

10. Retaining the people who work for the organization is important.

Career Tree Network – Brian Weidner – Recruit & Retain Top Talent – April 2017

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Development of a Standard Hiring Process

1. The hiring process helps ensure that candidates are properly recruited and evaluated

prior to joining your team.

2. Having a hiring process in place will ensure that candidates hired are of a consistent

quality level.

Sample Hiring Process

1. Determine Position Requirements

2. Advertise and Source Candidates

3. Review Resumes and Screen Candidates

4. Phone Interview

5. In-person Interview

6. Reference Checks

7. Background Checks

8. Extend Job Offer

9. Rejection Candidates Not Hired

10. Pre-Employment / Orientation / First Day

The A, B, and C of talent

1. ABC Definitions

a. A = Best performers with solid work ethic, loved by patients, etc.

b. B = Decent employees with good reliability and overall acceptable performance.

c. C = Poor performers who should not have been hired.

2. The goal within the hiring process to find and hire A Talent while avoiding C Talent.


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Sample A, B, C talent

Jane – A Talent

• Always on time with a smile on her face.

• Patients seem to enjoy Jane and request to work with her.

• She seems to really care about the organization.

Scott – B Talent

• Usually completes what is asked of him with acceptable quality.

• Takes an occasional sick day.

• Just bumping along without many problems or great successes.

Pete – C Talent

• Shared with a colleague that he’s looking for another job.

• Patients on his caseload often don’t return or recommend the clinic to others.

• Seems to take much longer lunch breaks then the rest of the staff.

How to attract and retain A Talent in your hiring process?

1. Keep the hiring process moving quickly.

2. Be clear about the open position including details on the open position.

3. Employ a laid back / approachable style to help encourage honesty from candidates.

How to keep C Talent from entering your hiring process?

1. Have clear requirements for an open position and stick to those standards.

2. Understand what you need and compare that with what a candidate might offer.

3. When many people are interested or might be interested in a position, do not give

candidates the benefit of the doubt. They are showing you their best self while they are

in the hiring process. ie: reject candidates with any spelling mistakes on their resume.

4. Avoid hiring friends or family. It’s very unlikely that the best person for the job is

someone that you already know.

5. Require that people interested in a position jump through a small hoop by answering

some additional questions about their interest and background.


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Passive vs. Active Job Seekers

1. Passive Job Seekers

a. Are often the best candidates.

b. They are relatively happy in their current position

c. Typically don’t have their resume updated

d. Need to be sold to consider an open position

e. Depending on what opportunities they find and offers available, they are not

sure if they will leave their current job.

f. They will often have many questions about the employer and potential career

opportunity.

g. They may not be quick to return phone calls and can drop out of the hiring

process without notice.

2. Active Job Seekers

a. They have an updated resume.

b. They are actively applying for jobs

c. Have already decided to leave their current employer (or might be unemployed).

d. Easier to work with as they are planning to leave their current job and are within

a career search.

3. It’s a good strategy to engage both passive and active job seekers within your hiring

process to ensure that the best and brightest talent considers your open position.

Development of Position Requirements vs. Desires

1. Position Requirements

a. Should be clear and quantitative focused.

b. Essential and absolutely vital. – Who (what) do you need?

c. People who don’t meet the minimum requirements would not be eligible for the

position.

2. Position Desired Traits

a. Nice to have, but not absolutely necessary

b. Preferred qualifications


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Sample Position Requirements vs Desires

Requirements

• Must have CCCs. Unfortunately, CFY candidates are unable to be considered.

• Eligible for New Mexico state licensure as a Speech-Language Pathologist.

• Minimum of 3 years of experience working as an SLP is required.

Desires

• Any experience as a CHT is preferred

• Our ideal candidate has experience in home health or medical settings.

• Exposure to SNF setting is preferred.

What is the difference between a Job Description and a Job Advertisement?

1. Job Description

a. Internal Focus

b. Shares essential functions of the position

c. Might be signed by the candidate when hired to ensure that understand

expectations and are able to perform the essential functions.

2. Job Advertisement

a. External Focus

b. Sells potential candidates to consider the opportunity

c. Shares only details that would be of interest to an external audience of potential

candidates.

3. Both are important, but the key is to really treat them as two separate items rather than

using the job description as a job advertisement…which happens fairly often.

Writing an effective job description

1. Share the essential functions of the job.

2. Require that a candidate review and sign the job description to ensure that everyone is

on the same page regarding the duties, requirements, and essential functions of the

position.


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Sample Job Description

Weidner Therapy Unlimited JOB DESCRIPTION

TITLE: Physical Therapist

Department: Therapy Reports to: Director of Rehab Supervises: PTA

Job Summary: The primary purpose of your job position is to plan, organize, develop, and direct our facility’s Physical Therapy Services in accordance with current applicable federal, state, and local standards, guidelines and regulations, and as may be directed by the administrator, to assure that the highest degree of quality resident care can be maintained at all times. Essential Functions: 1) Plan, develop, organize, implement, evaluate, and direct our facility’s physical

therapy, as well as its programs and activities, in accordance with current rules, regulations, and guidelines that govern nursing care facilities.

2) Meet with DOR, medical and nursing staff, as well as other related departments in planning therapy services.

3) Represent the facility at and participate in meetings as directed. 4) Develop and maintain physical therapy standards. 5) Assist in standardizing the methods in which physical therapy will be accomplished. 6) Participate in discharge planning, development and implementation of resident care

plans, resident assessments, ect. As necessary. 7) Assist the Quality Assessment and Assurance Coordinator in developing,

implementing and maintaining an ongoing quality assurance program for physical therapy services.

8) Work with facility’s consultants as necessary and implement recommended changes as required.

9) Maintain an adequate liaison with families and residents. 10) Agree not to disclose assigned user ID code and password for accessing

resident/facility information and promptly report suspected or known violations of such disclosure to the Administrator.

11) Agree not to disclose resident’s protected health information and promptly report suspected or known violations of such disclosure to the Administrator.

12) Report any known or suspected unauthorized attempt to access facility’s information system.

13) Serve on, participate in, and/or attend various committees of the facility as required. 14) Evaluate and implement recommendations from established committees as they

may pertain to physical therapy services. 15) Provide guidance and training for new and/or less experienced personnel 16) Maintain an excellent working relationship with eth medical profession and other

health related facilities and organizations.


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17) Create and maintain an atmosphere of warmth, personal interest and positive

emphasis, as well as a calm environment throughout the department. 18) Develop and maintain a good working rapport with inter-department personnel, as

well as other departments within the facility to assure that services and activities can be properly maintained to meet the needs of the residents.

19) Coordinate physical therapy with other departments 20) Report occupational exposures to blood, body fluids, infectious materials, and

hazardous chemicals in accordance with the facility’s policies and procedures governing accidents and incidents.

21) Report known or suspected incidents of fraud to the Administrator. 22) Ensure that departmental computer workstations left unattended are properly

logged off or the password protected automatic screen-saver activates within established facility policy guidelines.

23) Participate in the development and implementation or resident assessments (MDS) and care plans, including quarterly reviews.

24) Ensure that documentation and billing meets State Practice, Medicare and company guidelines.

25) Assist with an effective orientation program that orients the new employee to the facility, its policies and procedures, and to his/her job position and duties.

26) Be alert for resident safety during any/all therapy. 27) Ensure that the therapy area is maintained in a clean and safe manner for resident

comfort and convenience by assuring that necessary equipment and supplies are maintained to perform such duties/services.

28) Report missing/illegible labels for MSDSs to the safety officer or other designated person.

29) Recommend to the D.O.R the equipment and supply needs of the department. 30) Assist in the physical therapy budget and submit to the D.O.R as directed. 31) Report suspected or known incidence of fraud relative to false billings, cost reports,

kickbacks, ect. Additional Responsibilities:

• Additional duties may be assigned by your supervisor. Qualifications:

• Must possess, as a minimum, a Bachelor’s Degree in Physical Therapy from an accredited college or university.

• Must possess a current, unencumbered license to practice as a Physical Therapist in the State of Wisconsin.

• Must possess leadership and supervisory ability and the willingness to work harmoniously with and supervise other personnel.

• Professionalism, accuracy, and dependability are essential.

• Position requires good organization skills, independent decision-making and work planning.


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Working Conditions:

• Potential exposure to blood borne pathogens.

• Potential exposure to residents' aggressive, unpredictable and loud behavior.

• Must be able to push, pull, move and/or lift a minimum of 25 pounds to a

minimum height of 5 feet and be able to push, pull, move and/or carry such

weight a minimum distance of 50 feet.

• Continuous exposure to latex, tyvex, plastics and/or materials which are used for

personal protective equipment. Employee Signature Date

Writing an effective job advertisement

1. Share specific details on the open position.

a. Overview of tasks

b. Schedule / Hours

c. Compensation

d. Work location

2. Sell candidate on the open position, your organization, and your community.

3. Provide avenues for direct contact from candidates. Top talent is often not interested

to apply on-line as the first step of a hiring process.


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Sample Job Advertisement

Now Hiring

Physical Therapist - Full-time Outpatient Orthopedics / Private Practice

Weidner Therapy Unlimited 391 Crispy Sugar Road Columbus, Ohio 43215

Overview: Weidner Therapy Unlimited is now hiring a Physical Therapist for an Outpatient Orthopedic position in Columbus, Ohio. We are looking for someone with strong clinical skills to work with confidence and independence to manage an independent caseload of Direct Access patients within a PT owned Private Practice. This full-time position will work a schedule of 8:30am until 6:15pm Monday through Thursday and 9:15am until 3:15pm on Friday. No weekends or holidays to help provide an excellent work / life balance. The Physical Therapist will work with autonomy to treat a well-balanced mix of patients. Caseload typically includes general outpatient orthopedic, all ages, with some sports. Our ideal candidate is a positive and enthusiastic Physical Therapist with private practice interest and a commitment to professional development. Job Requirements:

• Eligible for Ohio state licensure as a Physical Therapist.

• Must have strong orthopedic and clinical problem solving skills.

• Both new grads and experienced Orthopedic PTs will be considered. Join Our Team: Prior relevant orthopedic experience is required; however exceptional new grads seeking an orthopedic mentorship are welcome to apply. Learn More: Brianne Hemingway - 414-465-8897 (call or text) - [email protected] About Weidner Therapy Unlimited: Centrally located to serve Columbus as well as Marble Cliff, Upper Arlington, Grandview Heights, Grove City, and Hilliard areas, it is the mission of Weidner Therapy Unlimited that each patient is treated individually, with professionalism and respect, using a patient-specific and evidence-based approach to care.


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Recruitment Advertising 101

1. When candidates are available, recruitment advertising is pretty easy.

a. Post the job on Indeed.com for free and you can manage everything from there.

2. When candidates are not available, recruitment advertising is hard (and expensive).

Candidate Sourcing 101

1. When few candidates are interested – Poor Candidate Flow – Focus on Sourcing

2. Searching LinkedIn Profiles or Resume Databases is a good first step to the world of

candidate sourcing.

Candidate Screening 101

1. With many candidates interested – Good Candidate Flow – Focus is on Screening

2. Avenues for Candidate Screening = resume, interviews, references, & background check

Resume Review Techniques

1. Look for gaps between periods of employment

2. Look for length of employment

3. Look for a reasonable career progression

4. Looks to see if they meet the minimum required qualifications

a. If not, reject the candidate.

5. Based on the duties and location of the position, the resume and work history should

add up and make sense. There is a good gut feeling when a strong connection is there.


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What is an Employment Application and why do you need one?

1. Goal is to gather information from candidate and then have the candidate sign the

document to ensure the information is accurate. ie: Resume doesn’t have a signature.

2. If you learn that an employee lied about their qualifications, the employment

application will be very helpful.

3. The employment application also asks about salary history which is useful when making

a job offer.

4. It also asks about criminal history which is helpful for the background check.

5. Always have candidates complete the employment application before you’d extend a

job offer.


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Sample Employment Application

Weidner Therapy Unlimited – Employment Application Recently named as a “Top Workplace” by the Chicago Tribune, Weidner Therapy Unlimited is an employer of choice for therapy professionals across the greater Chicago area. We take great pride in building personal relationships with our therapists to support and nurture their career advancement. Thanks for your interest in a career opportunity with our organization. Please complete this Application for Employment and return using one of the following options:

1. Personally deliver to the Director of Rehabilitation during a scheduled interview. 2. Scan / Email to [email protected] 3. Fax to 815-331-5210

4. Mail to: Weidner Therapy Unlimited Attn: Recruitment 411 Main Street Milwaukee, WI 53208

APPLICATION FOR EMPLOYMENT Weidner Therapy Unlimited is an equal opportunity employer and fully subscribes to the principles of Equal Employment Opportunity. It is the policy of Weidner Therapy Unlimited to provide employment, compensation and other benefits related to employment based on qualifications, without regard to race, color, religion, sex, national origin, age, veteran status or disability, or any other basis prohibited by federal or state law. As an equal opportunity employer, Weidner Therapy Unlimited intends to comply fully with all federal and state laws and information requested on this application will not be used for any purpose prohibited by law. Disabled applicants may request any needed accommodation.

(PLEASE PRINT) Date of application ________________ Position(s) Applying for: Name: Last First Middle Address: Number Street City State Zip Code Telephone (_____) _____________________ Social Security No. _____________________(Optional) Email Address ________________________________________________________________________ Are you at least 18 years old? � Yes � No If not, state your age: _______ Are you a United States citizen or do you have an entry permit which allows you to lawfully work in the U.S.? � Yes � No Have you filled out an application here before? �Yes � No If yes, when ______________ Have you been previously employed by this Company? �Yes � No If yes, when? ________________________________ In what capacity? ________________________


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Are you available to work: � Full-time � Part-time � PRN / Pool � Temporary Shift preference: � Days � PM's � Weekends / Holidays Are you willing to work overtime as necessary? � Yes � No Have you ever been convicted of or pled guilty to a crime (other than municipal forfeiture)?� Yes � No (Conviction will not necessarily disqualify applicant from employment.) If yes, state nature of offense, when, where and disposition. Have you ever been sanctioned by the Office of Inspector General of the Department of Health and Human Services or the Government Services Administration or have you ever been excluded or suspended from participation in any federal or state health care program? � Yes � No If yes, please explain: __________________________________________________________________ _____________________________________________________________________________________ Has your professional license ever been suspended or disciplined? � Yes � No If yes, please explain: __________________________________________________________________ _____________________________________________________________________________________ Who referred you to this Company? � Advertisement �Friend � Relative �Walk-in � Employment Agency � Agency � Other ________________ EDUCATION

Name & Address of School

Course of Study Diploma Degree Years Completed

Grammar School

High School

Undergraduate College

Graduate School Professional

Other (Specify)


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EMPLOYMENT EXPERIENCE

Start with your present or most recent employment. Please give accurate and complete information. Include any job-related military service assignment and volunteer activities.

EMPLOYER TELEPHONE #

ADDRESS

TELEPHONE NUMBER(S)

JOB TITLE SUPERVISOR

DATES EMPLOYED: FROM TO:

HOURLY RATE/SALARY: STARTING FINAL:

WORK PERFORMED

REASON FOR LEAVING


ADDRESS

TELEPHONE NUMBER(S)




WORK PERFORMED

REASON FOR LEAVING


ADDRESS

TELEPHONE NUMBER(S)




WORK PERFORMED

REASON FOR LEAVING


ADDRESS

TELEPHONE NUMBER(S)




WORK PERFORMED

REASON FOR LEAVING


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NOTE TO APPLICANTS: DO NOT ANSWER THIS QUESTION UNLESS YOU HAVE BEEN

INFORMED ABOUT THE REQUIREMENTS OF THE JOB FOR WHICH YOU ARE

APPLYING.

Are you capable of performing the essential job functions involved in the job or occupation for which you have applied? A copy of the job description is attached. �Yes �No

REFERENCES

1. Name Telephone #

Email

Relationship

2. Name Telephone #

Email

Relationship

3. Name Telephone #

Email

Relationship


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Applicant’s Statement: (Read carefully before signing)

I understand and agree that the information that I have provided on this application is true and complete to the best of my knowledge. I also understand that any misrepresentation or omission of any fact in my application, resume, or any other materials, or during any interviews, may be justification of refusal of employment, or if employed, termination from Weidner Therapy Unlimited’s employ. I understand that any offer of employment I may receive from Weidner Therapy Unlimited is contingent upon my successful completion of the Company’s total pre-employment screening process, including the Company’s receiving references that it considers satisfactory, and my satisfactory completion of any post-offer pre-employment medical examination that the Company may require. I understand as a condition of employment, I may be required to undergo and successfully pass a screening for drugs. I also understand and agree that, if employed, I may be required to submit to an alcohol or drug screening at any time at the discretion of Weidner Therapy Unlimited. I hereby consent to having the results of any such alcohol and drug screening I may be required to undergo disclosed to Weidner Therapy Unlimited, this being a continuing authorization and only revoked if the collection center has received a written revocation from me. I understand that Weidner Therapy Unlimited may be required by federal regulation to investigate an applicant’s background for convictions or pending charges, including but not limited to, abuse, mistreatment, neglect or theft and that this background check is done by a criminal record search. Relevant convictions or pending charges also include the sale, possession or use of illegal or controlled substances. Accordingly, I authorize Weidner Therapy Unlimited to make a thorough investigation of my past employment, criminal record, and state nurse aid registry (if applicable), and agree to cooperate in such investigation and release from all liability or responsibility all persons supplying such information. I understand that, if I am hired, I am required to abide by all Weidner Therapy Unlimited policies and procedures, which are subject to modification. Nothing in this application or in any prior or subsequent oral or written communication is intended to create a contract of employment or to create any rights in the nature of a contract. Any and all employment with the Company is “at-will.” Finally, by my signature below, I authorize and request that all of my present and former employers and those individuals I have listed as personal references furnish information about my employment record, including a statement of the reason for the termination of my employment, work performance, abilities, and other qualities pertinent to my qualifications for employment, hereby releasing them from any liability for damages arising from furnishing the requested information. Signature ________________________________________ Date ________________


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Why is speed in the hiring process so important?

1. The best talent will be hired quickly and is only available for a short period of time.

2. Top Talent (A Level) will not wait around and does not have a tolerance for inefficiency.

3. Look to keep the process moving with minimal delays between steps.

Employment Interview Best Practices

1. Conduct a phone interview as the first step.

2. Pending a positive result, schedule an in-person interview.

3. No 2nd interviews – make every effort to gather any information needed to make a

hiring decision after that first in-person interview.

4. Probe any areas that are not clear or not adding up. – Stop and think, am I missing

something? It’s better to dive deeper around one topic than to cover multiple areas.

How to develop a standard set of interview questions?

1. The best interview questions are open ended with no right or wrong answers.

2. Candidates look to tell you what you want to hear during the interview process.

Sample interview questions

Education

1. Thinking back to your time in school, what were some of your favorite classes?

2. How did you spend time outside of the classroom?

3. Did you participate in any special projects or research opportunities?

4. What skills would you like to develop in the next six months?

5. What certifications do you have?

6. What certifications are you planning to pursue in the next year?

7. How would you describe your learning style?

8. Have you had the opportunity to teach others? What was the topic?

9. What elective or concentration area did you pursue in school?

10. What was your GPA?


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Experience

11. What were your main responsibilities within your last position?

12. What did you enjoy most about working for _______ ?

13. What did you least enjoy about working for _______ ?

14. Was the work at _______ more autonomous or team based?

15. How long did you work at _______ ?

16. How many hours per week were you working there?

17. Are you also working PRN or Pool for other organizations?

18. Why are you looking to leave your current employer?

19. What are you looking for in your next position?

20. How have you taken time to develop your skills in the last year?

21. What are your areas of expertise?

22. What are some of your clinical strengths?

23. What are some of your clinical weaknesses?

24. Why did you choose _______ as a career?

25. How many years of work experience do you have?

26. Have you worked with a _______ population? (insert Geriatric, Pediatric, etc.)

27. What do you like most about working with a _______ population?

28. What do you least enjoy about working with a _______ population?

29. Have you ever worked on a multi-disciplinary team?

30. What are some areas where you lack experience or training?

Organization

31. How should an organization support the professional development of its employees?

32. What type of environment do you feel fosters the best patient recovery?

33. How do you feel about electronic medical records?

34. What does “patient focused care” mean to you?

35. How important is collaboration in a Rehab Department?

Career Aspirations

36. Why do you want to work for us?

37. Under what circumstances would you be willing to relocate for a job?

38. Where do you see yourself in five years?

39. What is your greatest achievement?

40. Some people say that they have a “thirst for knowledge”. Does this describe you?

Why or why not?

41. What did you most like about working for your last employer?

42. If you could change one thing about your last employer, what would it be?

43. Would you recommend your last employer as a good place to work? Why or why not?


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Personality

44. How many times per year is it acceptable to call in sick?

45. How do you feel when co-workers show up late for work?

46. When did you first learn about our company?

47. How did you hear about the open position?

48. What is your personal mission statement?

49. Please describe your leadership style.

50. Who are your heroes? Who do you admire?

51. Is it ever acceptable to lie to a patient? If yes, under what circumstances?

52. What would you do if you won $100 million dollars in the lottery?

53. If you could choose one superhero power, what would it be and why?

Quality of Work

54. How can technology enhance patient care?

55. Why should we hire you over the others waiting to be interviewed?

56. Who has impacted you most in your career, and how?

57. What’s the most important thing you’ve learned in school?

58. List five words that describe your personality.

59. Tell me the difference between good and exceptional.

60. How do you prioritize?

61. If this was your company, would you hire yourself? Why?

Quality of Work – Behavioral Based

62. Think back to a time when a patient thanked you for a job well done. What was the

situation? What did the patient say?

63. Tell me about an idea that you had which saved time or made your job easier.

64. Give an example of a time where you used technology to enhance patient care.

65. What would past patients say about your treatment style?

Interpersonal Skills – Behavioral Based

66. Have you ever dealt with a family member who interfered with your ability to treat a

patient? What was the situation? How did you handle it?

67. Disagreements with co-workers happen often, have you ever experienced this? How

did the situation get resolved?

68. Think back to a time when you had to be assertive. What was the situation? How did

you handle it?

69. Have you ever had a demanding supervisor or clinical instructor? What made the

person demanding? How did you deal with the situation?

70. Think about a negative person that you’ve recently met. How did you handle the

situation?

71. Describe a situation in which you were able to use persuasion to successfully convince

someone to see things your way.

72. Talk about a time when you had to work with a team of people to reach a common

goal.

73. Give me an example of a time when you motivated others.


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Supervision – Behavioral Based

74. What would past managers/supervisors say about you?

75. What was it like working for your last supervisor?

76. Who was your best boss? Why?

77. Who was your worst boss? Why?

78. Think about a time when someone gave you a suggestion or piece of constructive

criticism. What was the situation? What did you learn from that?

Goal Accomplishment – Behavioral Based

79. Talk about a time that you’ve faced adversity to achieve a goal.

80. What is one new skill that you’ve learned in the last year?

81. What career goals do you have in place? How are you working to accomplish those?

82. What is the most difficult goal that you’ve ever accomplished?

83. Tell me about a time when you failed to meet a deadline?

84. Give an example of a time where you didn’t have the resources to effectively do your

job. How did you resolve that situation?

Cognitive Skills – Behavioral Based

85. Give me a specific example of a time when you used good judgment and logic in

solving a problem.

86. Talk about a time when you were effectively able to multi-task.

87. Give me an example of a time when you had to make a split second decision.

88. Describe a time when you anticipated potential problems and developed preventive

measures.

89. What techniques and tools do you use to keep yourself organized?

90. Give me an example of when you showed initiative and took the lead.

91. Describe a time when you were faced with a stressful situation that demonstrated

your coping skills.

92. Why are you the best person for this position?

Requirements & Preferences

93. What other organizations are you considering?

94. Do you have a target date in mind on when you’d like to start in a new position?

95. How long have you been looking for a position?

96. What are your salary requirements?

Next Steps

97. May we contact your references?

98. What additional information do you need to further research us?

99. Is there anything else that you’d like to share?

100. What questions do you have for me?


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How to complete a phone interview?

1. If the call is scheduled, ask the candidate to call you at the interview time.

a. If they don’t call or are late to call, take that into consideration.

b. If they call you while driving or have bad reception, also take that into

consideration.

2. Keep the phone interview short and casual.

a. Share details about the company and open position.

How to develop a Benefits Summary?

1. The Benefits Summary is meant to provide a nice neat overview of the benefits offered.

Create one version of the file that could be used for both full-time and part-time

openings.

2. Keep the benefits summary to one page.

3. Send to candidates via email as a PDF file.


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Sample Benefits Summary

Weidner Therapy Unlimited Benefit Summary - Updated: January 31, 2017

BENEFIT DESCRIPTION

Health Insurance* Blue Cross and Blue Shield of Illinois

HMO or PPO insurance (as chosen by the employee) is available on the first day of the month after sixty (60) days of employment. The employee’s portion will be deducted per paycheck. Please refer to plan documents for coverage details and rates.

Dental Insurance* HMO or PPO insurance (as chosen by the employee) is available on the first day of the month after sixty (60) days of employment. Coverage includes preventative and additional services. Please refer to plan documents for coverage details and rates.

Vision Insurance* Annual eye exams and vision hardware at discounted rates. Available after on the first day of month after sixty (60) days of employment. Please refer to plan documents for coverage details and rates.

401k A 401(k) plan will be available at the first possible entry date into retirement benefits program. The plan entry dates are January 1 and July 1. A discretionary contribution to the 401K and profit sharing programs are included in the plan.

Vacation Time Two (2) weeks, ten (10) vacation days are accumulated during the first year. After four years, three (3) weeks of vacation will be available per year. After seven years four (4) weeks of vacation will be available per year.

Holiday Time Six (6) paid national holidays each year.

Sick Time Six (6) sick days per year.

Continuing Education $250 per year for continuing education funding and two (2) paid education days (after 3 months of service), subject to the approval of the Director of Rehabilitation. You will also have access to unlimited online courses through Care2 Learn University (after 90 days). Additional continuing education is available based on the discretion of the Director of Rehabilitation.

Referral Bonus A referral bonus will be paid for the successful hiring of a referred candidate, after three (3) months of candidate’s employment. The referral bonus is $500 for a full-time employee and $250 for a part-time (20 hours or more per week) employee.

*Must be Full-time (working a minimum of 32 hours per week) to obtain Insurance benefits.


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Note: Although we try to keep this information accurate, please note that the designated plan documents or policy language will take precedent to what is outlined in this summary.

Why spend time with references and background checks?

1. Most references do not provide any negative feedback, however about 5% of the time

something does surface which may impact the hiring decision.

2. References can shine light on concerns you might have after completing the job

interviews.

3. Background checks ensure that an employer understands any past criminal history of a

job applicant.

How to complete reference checks?

1. Complete reference checks via the phone. Talking personally with the people listed as

references. Do not email the questions.

2. Ensure the references listed are professional and can speak to how the candidate

performs within a work related context.

3. If the references do not call back, it might be a sign that they think poorly of the

candidate.

4. You can go back to the candidate to ask for additional references or to ask for the

candidate to help contact the references for them to return your call.

5. It might take multiple attempts to reach the references.

6. Listen for any hesitation and probe to learn more about that area.

Sample Reference Check Questions

1. How do you know XXXXX?

2. How long did you work together?

3. Thinking about your experience with XXXX, what are some of his/her areas of strength?

4. We all have areas of weakness, at least it’s common for most people to have a thing or

two that they might be a little weak on. What would you say is an area of weakness for

XXXXX?

5. Probe on any specific areas of concern that surfaced during the interview process.

6. Would you hire XXXXX if given the opportunity?

7. Is there anything else you think we should know about XXXXX?


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Sample Completed Reference Check:

References for Claire Munson, PTA

Completed on March 20, 2017

Reference 1

Name: Jeff Soldman, PT

Phone: 773-732-1777

Relationship: I was Claire’s former Clinical Instructor at Brentwood North. She was here doing

her clinical rotation as a student for about two months.

Strengths: Claire knows how to communicate with patients and staff well. She is really good at

monitoring patients, especially cardiac patients. Claire was very confident as a student in terms

of working with patients. She is knowledgeable and good at taking direction. If I showed her

how to do something, usually the next day Claire was able to do it herself. Claire is able to

figure out the weakness of a patient well and will focus on that, which not all therapists do.

Area of Weakness: Claire is really confident, so in terms of an area of weakness, I would just

say that she just needs to get more experience, that’s all.

Additional Information: Claire is reliable. She is very good overall as a student. When Claire was

here as a student, both the patients and staff really liked her. Claire would be an asset.

Reference 2

Name: Lisa Olson, PTA

Phone: 847-376-7777

Relationship: I am the head of the PTA program at Oakton Community College and I was one of

Claire’s former professors.

Strengths: In the beginning, Claire had a hard time due to the rigor of the program, but she

really rose to the occasion. Claire has a background as an activities therapist, so I think one of

Claire’s biggest strengths is that she is great with conversing with patients. She is very

comfortable working with them and is a good communicator.

Area of Weakness: One area of weakness for Claire is just continuing to shift to think

therapeutically. She’s good at it and really rose to the occasion, but instead of running through

a task of activities, Claire just needs to continue to work on analyzing how the patient is

performing the activity and identifying if or where there is a new weakness.

Additional Information: Claire is a good hire. I think that the SNF/Subacute setting is perfect for

Claire; she is great with that population.


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How to complete background checks?

1. Verification of State Licensure (if applicable)

2. Criminal History Background Check

3. Court System Search

4. Might be easiest to use a 3rd party background check company such as: goodhire.com or

a similar service.

How to extend a job offer?

1. Job offers are best extended to a live person (ie: not via email or mail)

a. You want to see / hear the candidates initial reaction and be able to answer

questions at the time when they receive the offer.

2. Most job offers are extended via phone.

3. If leaving a voicemail don’t say, “I’d like to extend you a job offer so if you could please

call us back.” You might change your mind or something might happen so it’s best to

deliver the offer to a live person. You also don’t want an offer hanging out there within

someone’s voicemail. You need a decision on the job offer from the candidate so that

you can know if they are taking the position or if you need to continue recruitment.

4. If they ask for time to think about it or talk to a spouse, one week is a good deadline for

the job offer.

When to extend the job offer?

1. There is a distinct advantage if you can move quickly to extend the job offer.

2. The job offer can be extended with an expiration date.

3. Offer can include contingencies so that you can extend prior to references / background

check.

4. If possible, have the offer ready to extend at the end of the in-person interview (or

shortly after). You can have the offer prepared in advance and then during the

interview you can decide whether or not to extend it to the candidate.


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Sample job offer

CONFIDENTIAL

April 22, 2013 Ms. Bertha Kale 410 Lilly Court Milwaukee, WI 53208 Dear Bertha, I am pleased to confirm our offer of employment as the Therapy Office Clerk for our Weidner Therapy Unlimited office in West Allis, reporting directly to Jason Reyonolds, Director of Rehab. We have your tentative start date as April 29, 2013.

Annual Base Salary

This position is a non-exempt position. Your starting hourly rate will be $13.00 which when annualized is equivalent to $27,040 per year, less payroll deductions and all required withholding. Payment will be made in accordance with the Company’s regular payroll schedule.

Company Benefits

You are eligible to elect the Weidner Therapy Unlimited, Inc. Medical Plan (which includes medical/dental/prescription drugs). Information on these and other benefits will be given to you at a later date. There are two health plans which you may choose to participate in. As discussed, we are self-insured and our plan has a working spouse provision. You will receive detailed information regarding our benefits package during your orientation.

Orientation

Orientation will be conducted on your first day of employment. Please bring with you a blank deposit slip or voided check for direct deposit and employment eligibility documents.

Employment Relationship

Please be advised that neither this letter nor any statement made by the Weidner Therapy Unlimited, Inc. is intended to be a contract of employment. That means the employment relationship established by this letter is “at will” and either Weidner Therapy Unlimited, Inc. or you may terminate the employment relationship at any time and for any reason, with or without notice. This offer of employment is valid until April 26, 2013. Failure to get back to us in writing as to your decision to accept or decline this offer by April 26, 2013 will make this offer null and void. Please return signed offer letter to Weidner Therapy Unlimited Inc, 227 Main St. Milwaukee, WI 53208 Attn: Brian Weidner Bertha, we are excited about you joining the Weidner Therapy Unlimited team. We are confident that we can offer you the challenge you seek. If any issues or questions arise, feel free to contact me directly at 414-231-3500. Sincerely, Brian Weidner President Please sign below indicating your acceptance or rejection of this offer.


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____________________________________ ____________________________________ Accept Date Decline Date

Salary negotiation

1. Consider asking for a candidate’s salary expectations within the phone screening.

2. Consider listing the salary range within the job advertisement.

3. Include a section on the employment application for the candidate to share their salary

history.

4. Based on the candidate’s salary history, extend a job offer at or above the salary of their

last position.

5. Some candidates will ask about salary early in the process. If that happens, you can say

something like: “We pay based on experience and the actual salary is determined at a

later point in the hiring process. Did you have a certain salary expectation in mind?”.

They will probably respond with something like: “Well I’m currently making $XX and so

I’d like something with that range or higher.”

Rejection Notice

1. Rejecting candidates is important to help build goodwill among job seekers and the

community at large. Many candidates become frustrated when they spend time

applying for a position or interviewing and then don’t hear back from the employer.

2. It’s best to wait 10-14 days after the candidate applies or interviews for the position.

You want the candidate to think that they were rejected because stronger candidates

were available, rather than being rejected because they were not “good enough” to fill

the opening. The time delay helps sell that they had a chance for the position and also

helps to lessen the blow that the rejection may provide. Ie: if you reject too soon, they

might ask questions about why, etc. With the time delay, their interest in the position

has faded a little and the rejection will be easier for them to accept. You may also need

to go back to candidates that you originally had in the rejection pile. This is easier to do

before they have been rejected…rather than rejecting someone and then saying that

you’d like to re-consider them for the position…which has happened.

3. Send rejection notice via email.

4. Do not provide any details about why a candidate was rejected.


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Sample Email Rejection Notice

Email Subject:

HIRING UPDATE: Full-time PTA - Milwaukee, WI

Email Body:

Hi XXXX,

Thank you for your interest in the full-time Physical Therapist Assistant position that was

recently available with Weidner Therapy Unlimited in Milwaukee, WI.

Unfortunately, the position has been filled by another candidate.

This was a difficult decision for the hiring team.

We'll plan to keep in touch for future opportunities.

Thank you for your continued interest.

Kind regards,

Brianne

Legal Overview – Understanding the laws around the hiring process

1. We are not lawyers. This is not legal advice.

2. Use standard set of questions when interviewing.

3. Don’t get personal during the interview.

a. Avoid talk about age, race, marital status, religion, pregnancy, family, etc.

4. Some questions not to ask:

a. Age: Birth date? How old are you?

b. Family: Specific questions concerning spouse, spouse’s employment or salary,

children, child care, or dependents.

c. Height and weight: Any question that is not based on actual job requirements.

d. Martial status: Are you married? Divorced? Separated?

e. Pregnancy / Medical History: All questions related to pregnancy, medical history

or any related matter.

f. Race or sex: What is your race? Sex? Request of the applicant to furnish a

photograph. Hair and eye color?


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g. Religion: For most employers, questions regarding a person’s religious beliefs are

unfair.

5. Contact an Employment Lawyer for Guidance.

Conceptual Overview of Employee Retention and Engagement

1. Benefits of a Healthy Organizational Culture with Engaged Employees

a. Reduces turnover which reduces hiring needs.

b. Strengthens patient care

c. Creates a better working environment

2. Strategies for Employee Engagement will vary from one organization to the next.

a. You may consider an anonymous survey or suggestion box to obtain ideas.

3. Two important factors are commonly communication & employee-manager

relationship.

How to enhance your Organizational Culture

1. Listen to your employees.

2. Remove barriers which might be limiting the success of your employees.

a. Top talent wants the resources to do their job most effectively and will become

frustrated when tools / support to promote success is not available.

3. Develop strong relationships with your employees through occasional off-site one-on-

one “coffee” meetings.


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~ NOTES ~

wpta spring conference 2017 recruit & retain...

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