Creating an Effective Recruiting Plan
Katie Adams
Dr Queensberry
HSA 530
July 29, 2011

Creating an Effective Recruiting Plan
A job description for the new position that includes a general summary, essential functions and duties, job specifications, performance standards, and the required levels of education, experience, and competencies.
Job Description
Department: Admissions Position Title: Patient Access Associate
Reports To: Patient Access Manager Pay Grade: Hourly, Non-Exempt
General Summary:
The Patient Access Associate is responsible for interviewing the patient and gathering all demographic information for patient to accurately complete the registration process. It is the responsibility of the Patient Access Associate to assist Team Leaders and Manager in the continuity of the department and maintaining a working knowledge of all registration policies and procedures.
Essential Functions and Job Duties: 1. The Patient Access Associate is responsible for gathering pertinent information from the patient and obtaining all demographic information to assure accuracy and completeness for the patient’s registration. 2. Responsible for complying with HIPAA Regulations. 3. Verification of insurance coverage: must verify all insurances through payers’ websites and other available verification systems according to the Department’s process. Self – pay patients need to be addressed and notes properly entered into computer system. 4. Ensures all data entered is accurate and is responsible for making corrections when needed. 5. Scan into system picture ID and insurance information, front and back for every patient. 6. Person will have working knowledge of CPT codes and ICD9/ICD10 codes. Ability to interpret and carry out physician orders for registering the patient accurately. 7. Maintain excellent Customer Service skills with patient and all departments within the facility. 8. Displays the ability to resolve patient or customer concerns as they relate to Patient Access services and promptly notify Manager of all complaints. 9. Functions as a team member within the department, demonstrates flexibility and cooperativeness in assistance with staffing needs; be available occasionally for alternate schedules. 10. Observes hospital and departmental dress codes and wears identification badge as required by the facility. Appearance is neat and professional so as to create a positive image for patients and families.
Job Specifications: – Employee must demonstrate excellent computer skills and customer service skills. – While performing the duties of this job, the employee uses multiple fine motor skills (typing/data entry) and reaching with hands and arms. – The employee is frequently required to walk, stand, sit, stoop, kneel, pull, push, lift and/or move up to 25 lbs. Employee is responsible for pushing un – ambulatory patients (in wheelchair) to specified location up to 250 pounds without assistance. – Employee is often times subject to experience unpleasant odors and expected to handle them professionally. – Employee is required to maintain hospital policy in regards to isolation patients and may be subject to wear gowns, masks, gloves, etc in order to obtain patient information for registration purposes.
Performance Standards:

Qualifications:
High school diploma or GED equivalent, Associates preferred; Excellent verbal and written communication skills, knowledge of Medical Terminology; knowledge of Third Party billings, and ability to quickly and proficiently enter data is required. Experience in hospital admissions/registration setting is highly encouraged. Basic knowledge of STAR Navigator, GroupWise, Medicaid verification system, and other computer skills required. The employee must be able to function well with others and work as a team with minimal supervision. Person is recommended to be certified in CPR and/or initial responder (facility offered).
Competencies:
Behavioral:
Supports the values of the organization by exhibiting the following key competencies: • Maintains positive, effective relationships with patients, co-workers, managers, physicians, and others. Listens and seeks to understand then to be understood. • Active participation in staff meetings. • Problem solver with assistance as needed. • Upon completion of personal tasks, assist other co – workers with their duties to ensure all tasks are completed within a timely manner. • Works efficiently and independently by effective planning, organizing, and prioritizing work. • Is proactive in both patient and employee safety issues by reporting to his/her immediate supervisor any potential and actual patient/employee safety issues. Ensures patients/employees safety at all times and works to prevent any safety risks.
Skills:
• Annual medical terminology examinations • Written examination for understanding of departmental policies and procedures • Annual online learning through facility Health Stream system • Initial Responder competencies every 2 years
Approvals:
Director/Manager Approval:
VP Approval:
VP of HR Approval:

I have reviewed and understand that I am responsible for performing within the guidelines of the above stated job description.

____________________________________ ___________________________
Employee Date

____________________________________ ___________________________
Supervisor Date

A recruitment plan that includes the following: How and where the position will be advertised/promoted and why this method should be effective in attracting appropriate candidates for the position.
“Internal recruiting means focusing on current employees and others with previous contact with an employing organization” (Flynn, Mathis & Jackson, 2010, p 112). As HR manager, this approach would be the first attempt in recruiting for this position. Internal candidates are often times more able to have grasped the understanding and knowledge for the facilities policies and procedures; therefore less training time in this area would be beneficial to the department. As identified within the text by Flynn, Mathis & Jackson (2010), “one advantage of internal recruiting sources over external sources is that management can observe the candidate for promotion (or transfer) over a period of time and can evaluate the person’s potential and specific job performance” (p 112). This is definitely a proven benefit for internal recruiting. Internal recruitment will assist with motivation among employees if they see that the organization is willing to promote or transfer positions within the organization. Therefore; this position of Patient Access Associate will first be posted on the organizations Intranet, made viewable only in – house by current employees.
The selection process: how candidates will be evaluated and who will be involved in the interviewing process.
Selection process that will be used in this recruiting attempt will begin with review of all applications and resumes that have been received. Once all applicants have been identified to meet the qualifications as specified, they will be given to the Admissions Director to review and screen as to who they are interested in interviewing. Possible selection exams will be given to narrow down the candidate pool; this will be determined by Director of Admissions and the HR Manager. Once all applicants have been thoroughly screened and reviewed. Eligible candidates will be scheduled for an interview.
The type of interview that will be used.
Candidates for the Patient Access Associate position will be interviewed with two different approaches. Structured interview and Panel (Peer) Interview process. Flynn, Mathis, & Jackson (2010) identify these processes as such, “structured interview uses a set of standardized questions that are asked of all applicants. Every applicant is asked the same basic questions, so that comparisons among applicants can more easily be made” (p 126) and “panel interview as, several interviewers interview the candidate at the same time. All interviewers hear the same responses” (p 127). Personally, the Peer Interview process will allow the Director to see which candidate is more of a “fit” for the department.
The legal requirements of the selection process referencing any appropriate employment laws and/or regulations.
With all processes in recruitment and hiring, there are do’s and don’ts to all of them. In the selection process, it is important for the recruiter to remember there are something’s that cannot be done. A person being interviewed for a position cannot be asked personal type questions, it is important that the interviewer ask non – redundant questions, do not talk down to the applicant, do not insert your personal opinion or your view on things, etc.
What will be included as part of the background check.
As with all positions within a healthcare organization, it is important to conduct a drug screen and criminal background check on all employees. This would definitely be a required screening for all candidates for this position. Due to the patient contact, medical examinations will be conducted on all final candidates to ensure that immunizations and TB statuses are up – to – date. References will be checked on all final candidates.

References
Flynn, W. J., Mathis, R. L., & Jackson, J. H. (2010). Healthcare Human Resource Management. 2nd ed.). Mason, OH: Cengage Learning.