Recruitment/Hiring
True or False:
If you do not have open shifts, there is no need to look for recruitment opportunities
False:
We should always be recruiting. Your scribes schedule my change every semester and be prepared for unexpected departures.
True or False:
It is okay to not set specific deadlines for OLT and CRT when you have a candidate that has a busy schedule.
False:
We should always be setting specific expectations and deadlines
True or False:
If unsure how to handle an incident, refer to the employee handbook.
True:
The employee handbook defines the steps of our disciplinary action and offers some examples as well.
True or False:
It is okay to clone a schedule in UKG.
False:
Please do not clone schedules.
*If for any reason you need a new schedule, schedule settings, or workload template, please ask your direct supervisor for assistance
True or False:
You can deny a time-off request.
True, if the request affects business operations, we can deny the time-off
When should you be reviewing applications?
-always
-every couple days
-every week
Screen share:
Where can you find the medical scribe interview guide?
Menu Icon>My Info>My Company>Documents>Search Medical Scribe Interview in Document Name
When would we want to request documentation for a call off?
The only time we would request documentation for a call off is for bereavement. Remember, the reason for the call off does not matter. A call off is a written warning regardless.
What should you do if you are unable to post your schedule on the 15th? and when would you do it?
-Communicate the delay to your team
- Make sure you have the schedule to your site by the 20th
You have a lead trainer that is not managing the BST process? How do you address this?
Reminder that Lead Trainers and Educators report to the Lead scribe. There will be times when Lead Scribe needs to review the disciplinary process for other leads.
-Have a conversation with your lead about what the process is and why it is not being followed
-document as an incident, this more than likely is a feedback and coaching
-set up expectations going forward and monitor to make sure they are being met
When would you disqualify an applicant and move to not a fit? And what are some reasons?
After having a conversation or interview or if a candidate does not respond to phone, email or text
-availability
-transportation
-candidate not interested
- candidate cannot meet minimum requirements like year commitment, 2 shifts per week, extended time off needed
What pieces of information must be included in an offer letter?
-unavailability/availability
-Minimum requirements like year commitment, hours/shifts per week
-Onboarding deadlines like new hire paperwork and I9 completion
-OLT and CRT expectations
You receive a call that a scribe has not shown up for their shift. What steps do you take?
1. Let site/provider know you are working on the issue
2. Jump in schedule, see who is scheduled and make a note that they are a no call no show
3. Call Scheduled Scribe
4. Start making phone calls for coverage: Get creative. Are there other scribes there who can shift responsibilities? Can someone stay late? Can someone come in early?
How would you manage a scribe that has provided unavailability that does not meet minimum requirements?
Have a conversation with them about how to properly submit unavailability and remind them of the minimum hours/shift expectations
You have a scribe with no previous incidents, works 4-5 shifts a week and all the providers love them. The AOM calls you to tell you that there is an investigation because they opened a chart of a patient that was not seen on the day they are working.
-be prepared to follow the health system's policy
-understand iScribeMD policy
- recruit, we may need to terminate the employee
-make sure we are doing HIPAA reminders regularly in monthly meetings
2 part question:
1. What is passive recruitment and give some examples
2. What is active recruitment and give some examples
Passive - online job posts, social media engagement, word of mouth. Examples include: Indeed, handshake, LinkedIn, Instagram takeovers, passing out flyers
Active - presenting at clubs, classrooms, events, tabling events, and job fairs
You interviewed an applicant that you have some yellow flags/concerns that their personality could clash with some of your providers. How do you decide if you will move forward with that applicant or not?
Have your direct supervisor have a conversation/interview with an applicant
Steps
Define the progressive disciplinary policy and each of the steps
Progressive disciplinary policy provides a structured corrective action process to improve and prevent a reoccurrence of undesirable behaviors and performance issues.
Step 1 - Feedback and Coaching
Step 2 - First Written Warning
Step 3 - Final Written Warning
Step 4 - Withhold compensation, demotion, PIP, Suspension, Termination
You have exhausted all efforts to get your open shifts covered but still have 4 open shifts on your schedule. What do you do?
-talk to your direct supervisor to see if there is any other solution
- communicate with your providers
- ramp up recruitment efforts
What are some common policies you may reference in the handbook when managing performance?
- attendance
-provider feedback
-performance issues
How do you go about making your recruitment plan each month?
-determine your hiring needs
-prepare in advance for successful events we did in the past and school breaks
-work with school/universities for opportunities on campus
-research events
What did you do the last time you had a call off that went unfilled?
-communicated with provider/site
-entered incident and handled per the progressive disciplinary process
-exhausted efforts to get the shift covered - partial coverage, asking scribe to come early or stay late
-document appropriately
- make sure we have proper recruitment efforts in place
Screen Share:
Give an example of an incident and show how you will document and how will you resolve
-attendance
-performance
-misconduct
You were able to get an open shift covered, however, on the day of the shift the scribe that offer to cover called off, how would you manage this call off?
-explain how you entered in UKG to make sure that you had it documented correctly
-talk to the scribe that called off, make sure they are ok and explain the policy - see if they can cover partially or find coverage
-check to see if they have any prior incidents and follow disciplinary action policy
-try to get full/partial coverage
You have a provider that reached out you with concerns about a new scribe and their performance, how would you respond and manage this situation?
- make sure that you talk to the provider to understand the details of their feedback
-talk to the scribe about the performance issues
- can it be corrected with a conversation
-do you need remedial training
-do you need to start the disciplinary process?