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Doc-in-a-Box Physician Recruiting Software Version 8.X Don’t let the easy ones fall through the cracks! Please Click on the right arrow key to continue.

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Presentation on theme: "Doc-in-a-Box Physician Recruiting Software Version 8.X Don’t let the easy ones fall through the cracks! Please Click on the right arrow key to continue."— Presentation transcript:

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2 Doc-in-a-Box Physician Recruiting Software Version 8.X Don’t let the easy ones fall through the cracks! Please Click on the right arrow key to continue Doc-in-a-Box Software Bob Epstein, President PO Box 7192 Bellevue, WA 98008 Phone: (425) 641-2025 Fax: (425) 644-0412 E-mail info@diabsoftware.com

3 Welcome to Doc-in-a-Box Slide show Press the right arrow key, the enter key or click on the mouse to begin the slide show. Some slides during the show will self activate otherwise, just press the right arrow key. You can return to the previous step in the slide show by pressing the left arrow key. You can end the slide show at anytime by pressing the [Esc] key. You can exit and run the slide show again at anytime. It will take about 10 to 15 minutes to view.

4 The challenge is to integrate the separate pieces of the recruiting puzzle Communications Opportunities (job orders) Marketing Sites (Clients) Candidates

5 A good database system should organize your process for you.. Sites (Clients) Communications Marketing Candidates Opportunities (job orders)

6 How can Doc-in-a-Box benefit me? Track your own candidates on your computer. As a computer based system instead of a web based system, you purchase the program once instead of renting it month after month. Unlimited technical support is available at no extra charge for the first 90 days after installation. An optional annual support agreement is available after the initial 90 days after installation.

7 How can Doc-in-a-Box benefit me? (continued) Search for candidates by name, specialty, board certification, licensure, where they now live or geographical interests and many additional criteria. Easily manage splits with other search firms. Search for opportunities by client name, specialty needed, geographical location and many additional criteria. Track pertinent information on your clients (sites) and job orders (opportunities) Manage follow-up phone calls and a “to do list” for candidates and contact people at your clients without using post-it notes. Track multiple contact people for each client.

8 How can Doc-in-a-Box benefit me? (continued) Link your candidate referrals (presentations) to your clients and opportunities. View a client’s record and see: All the opportunities (job orders) for that client. All the candidates referred to each job order. The current status of each referral based upon the candidates’ and clients’ own comments. View a candidate’s record and see all the opportunities they were referred to along with current status of each referral. Each recruiter can view the status of other recruiters’ referrals.

9 How can Doc-in-a-Box benefit me? (continued) Send e-mail to candidates or clients & keep a copy of the message in your database at the candidate or client level Send broadcast e-mail to to your candidates as individual messages with their own name on the address instead of using the carbon copy or blind carbon copy feature. Import incoming e-mail into candidate or client records. Mail merge letters, contracts, print labels and envelopes.

10 How can Doc-in-a-Box benefit me? (continued) Manage candidate travel. * Who is traveling, where to and when. Track candidate travel expenses. Prepare a report showing expenses by type of travel within a time period. Allocate travel expenses to one or more opportunities. Display the sum of all travelers’ expenses at the opportunity level. * Of specific interest to in-house recruiters

11 How can Doc-in-a-Box benefit me? (continued) Manage advertising expenses. * Which journals or web sites you are using. Track advertising placed and expenses. Display all ads running at a particular point in time, i.e., during the month of November. Allocate advertising expenses to one or more opportunities. Display the sum of all advertising expenses at the opportunity level. * Of specific interest to in-house recruiters

12 How can Doc-in-a-Box benefit me? (continued) Manage use of outside search firms and expenses. * Which search firms you are using. Track contract expenses as obligated and when paid. Allocate expenses to one or more opportunities. Display the sum of all search firm expenses at the opportunity level. * Of specific interest to in-house recruiters

13 How can Doc-in-a-Box benefit me? (continued) Link filed electronic documents to files. * File a candidate CV and link it to the candidate’s record allowing easy access for one or more users. Link a copy of the job description Link a copy of the community chamber of commerce description to a site. Link advertising copy sent to publishers to a particular placed advertisement. Link recruiting contracts, * Of specific interest to in-house recruiters

14 How can Doc-in-a-Box benefit me? (continued) Track the candidate employment and credentialing process. * Track receipt of documents from the candidate such as CV, licensure, DEA, state licenses. Track steps needed to be taken to place the provider. Retrieve all incomplete actions for easy follow-up Track need for billing site for successful recruitment effort. * Of specific interest to in-house recruiters

15 How can Doc-in-a-Box benefit me? (continued) Print the candidate’s profile. Send this profile to your client along with the CV and any other files : The Client gets everything you want to share with them about the candidate in the same place every time. Avoid writing extensive cover letters to describe the candidate. Avoid having to or rely upon accurate oral dissemination of information you provide to the primary contact person. Use this profile as a cover sheet for your file on the candidate. File paper records numerically by candidate ID number instead of alphabetically by name.

16 How can Doc-in-a-Box benefit me? (continued) Have Doc-in-a-Box customized to meet your specific needs. * Add new fields to screens as desired Custom reports Import data from other programs. * Of specific interest to in-house recruiters

17 How can Doc-in-a-Box benefit me? (continued) Some examples of features that have been customized for our clients. * Track provider insurance application process. Fill in provider insurance enrollment applications from data in the Doc-in-a-Box program. Prepare opportunity descriptions for the web site using data in Doc-in-a-Box. Download applicants from web site and import into Doc-in-a-Box. * Of specific interest to in-house recruiters

18 How can Doc-in-a-Box benefit me? (continued) Some more examples of features that have been customized for our clients. * Track employed providers’ 90 day and annual evaluations. Track physician liaison/physician relations issues with current staff physicians. Track employment contract expiration dates for timely contract renewals. * Of specific interest to in-house recruiters

19 Table of contents..... Select a place to begin the slide show on the left. Click on the right arrow or enter key within the slide to step through an explanation of each of the following slides. You can use the left arrow key (not the button) to backup to the previous explanation. Use the left arrow button at the bottom of the screen to backup to a previous screen. Main menu Or just press enter to continue the slide show Sites Opportunities Candidates System requirements

20 Click on a menu item to open a submenu opens to the right This is the main menu … return to table of contents Click again on find Click on candidates to start search

21 Candidates The candidate screen contains general information about the person. The specifics are shown on the following slides. This is the heart of the system. return to table of contents

22 This is the find candidate screen... return to table of contents enter as many criteria as you wish to narrow the selection This screen allows you to search for a candidate based upon criteria entered

23 We are searching for a Family Medicine doc, who is board certified and already licensed in Washington We then click on Find Candidate to retrieve all candidates meeting the search criteria This is the find candidate screen...(continued) return to table of contents

24 Find Candidate screen...... Jane Blakley seems to meet our criteria. We will double click on the record selector to the left to open her record. (For this demo, only 2 records are found even though others might have met the criteria)

25 Candidate.. (the pages). Geographical interests and referrals There are a number of pages tracking the specific info on the candidate return to table of contents personal info professional info memos and notes employment and credentialing references Link documents & scanned images candidate status track phone calls track e-mails sent & received track interview visits

26 Candidate. (status page). This page contains basic information about the candidate’s status, address phones etc. specialty subspecialty board certification name of spouse or significant other Home address and e-mail address phone numbers Track phone calls contact manager..”to do list” how much you like the candidate return to table of contents

27 This page contains personal information about the candidate languages spoken marital status info on children info on the candidate’s roots, family info on the spouse’s roots, family return to table of contents Personal information... Personal information...

28 This page contains professional information about the candidate current position honors states of licensure Educational and work background. You can enter as many programs and positions as you want to. How about the doc who went to three different medical schools? return to table of contents Professional info... Professional info...

29 Track referrals... This page contains information of where the candidate is interested and where they have been referred states or regions of geographical interest Candidate’s comments about the selected opportunity Client’s comments about the this candidate jump to the selected opportunity by double clicking here return to table of contents Check or uncheck the Act or Mat boxes to indicate whether the candidate is still active or has already accepted the position.

30 Track site interview visits... This page tracks candidate travel for interviews, house hunting or relocation. Track multiple visits where they are traveling to and cost allocation. track the visit schedule such as tour guides, hotel arrangements return to table of contents Results of the site visit interview, e.g., are they taking the job

31 return to table of contents Track site interview visits... This tab tracks candidate travel expenses for budget reports and allocation to opportunities.

32 This page tracks the employment (credentialing) process. track multiple employment events if necessary you can customize up to ten fields here to track issues such as receiving certain documents. notes on the employment process return to table of contents Track the employment process..

33 This page contains notes made on the candidate, such as what they are interested in doing clinically, what they are looking for, etc. return to table of contents notes can be stamped with the current date and the initials of the recruiter making the data entry. Maintain memos and notes... Maintain memos and notes...

34 This page tracks verbal references on the candidate return to table of contents Track references... Track references...

35 A click of the mouse button takes you directly to word document or a scanned image return to table of contents Link Documents...

36 This is the candidate’s CV in a MS Word document format as opened by the previous screen return to table of contents Link Documents...

37 This page tracks phone calls return to table of contents Track phone calls... Track phone calls...

38 This page tracks e-mail messages sent using Microsoft Outlook return to table of contents Track e-mail messages...

39 Find another candidate add another candidate One of two ways of doing mail merge Add an item to the to do list (contact manager) Look for opportunities for this candidate There are a number of buttons at the bottom of the screen. return to table of contents Other actions from this screen.. Import e-mail for this candidate

40 Print candidate profile Print the candidate profile for distribution to the client or for use as a cover sheet for your file on this candidate. Then file the profile and attached documents numerically instead of alphabetically. return to table of contents Print the candidate’s profile..

41 return to table of contents Candidate’s profile, page 1.. This is page one of the candidate’s profile.

42 return to table of contents Candidate’s profile, page 2.. This is page two of the candidate’s profile.

43 return to table of contents Track active referrals... Find all candidates who are still actively considering a position as based upon the check box on the candidates opportunity referral tab. Follow up on these to determine their current level of interest. This is where your referrals can fall through the cracks if you are unable to keep on top of the process.

44 Sites The sites screen contains general information about the site (client). The specifics are shown on the following slides. The opportunities at these sites draw upon the information found in the site records. return to table of contents

45 Sites... (the pages)... return to table of contents general site info opportunities at this site and candidates referred to these opportunities Placements previously made general community info memos on this site site description track phone calls track fax cover sheets track e-mail messages There are a number of pages tracking the specific info on the site Linked documents

46 Status page... return to table of contents contact manager or “to do list” like the one found in the candidate screen. basic info on the recruiting contract in place with this client click on a contact person to expand the details about that contact a listing of as many key contact people at the site as you wish to track the smooze box

47 Track opportunities & referrals.. return to table of contents track each opportunity at this site select an opportunity and display the candidates referred to the site select a candidate and display the candidate’s comments about the site you referred them to at the same time, view and update the client’s comments about the candidate double click on the selected opportunity to jump to that opportunity screen double click on the selected candidate to jump to that candidate’s screen

48 Track placements to site... return to table of contents This page tracks all previous placements to this site with entry & termination dates. An easy recap of your success.

49 Track info on the local area... return to table of contents This page tracks general info on the community

50 Opportunities Sites can have one or more opportunities over time. You can search for opportunities based upon a number of criteria i.e., specialty and location. The opportunity is the link between the candidate and the site, i.e., a candidate is referred to a specific opportunity at a given site. Much of the information about an opportunity is automatically gathered from your site information therefore you do not have to make duplicate entries. return to table of contents

51 Opportunities (continued) Candidates referred to an opportunity are automatically linked to that opportunity and to the site. Expenses for candidate travel, advertising and the use of outside search firms can be allocated to opportunities and shown at this level. * return to table of contents * Of specific interest to in-house recruiters

52 Opportunities.. (the pages) return to table of contents general information recruiting contract information information on referred candidates community information (same as the site screen) financial information about the offer memo on this opportunity chamber of commerce type site description from the site level track phone calls There are a number of pages tracking the specific info on the opportunity track expenses Link documents such as job description track e-mail

53 Status page... return to table of contents the same contact person info as in sites contact manager or “to do list” like the one found in the candidate screen. candidate characteristics the site is looking for

54 return to table of contents Recruiting contract info... details on the recruiting contract, i.e., dollar amount, splits etc.

55 Referred candidates... candidates referred to this opportunity Candidate’s comments about this referral. Same as entered on the candidate’s screen. Client’s comments about this referral. Data entered here shows up on the candidate’s screen. details on referrals to this opportunity return to table of contents

56 The same info about the community as entered on the site’s screen Community information...

57 return to table of contents Financial details of the offer, i.e., salary offered, benefits, size of the group, call coverage, etc. Financial package offered...

58 return to table of contents Memo on this opportunity... Maintain notes on the opportunity, i.e., details about the group, equipment available, space layouts.

59 return to table of contents Link documents such as the job description for this position. Linked documents...

60 return to table of contents Recruiting Expenses... View recruiting expenses for this opportunity, i.e., advertising, candidate travel and use of search firms

61 System requirements... Windows XP, XP Professional, VISTA or Windows 7 1 gigabyte of RAM, preferably 4 gigabytes. More RAM means more programs working at the same time. 300 megabytes of free disk space. Microsoft Outlook, Lotus Notes or Groupwise for using the e-mail function. MS Word for the mail merge function. return to table of contents

62 Thank you for viewing this slide show You have seen only a portion of the program. We did not go into advertising, candidate travel, reports etc. For more information, please contact us at: Phone (425) 641-2025 e-mail us at info@diabsoftware.com. Write to us at P.O. Box 7192, Bellevue, WA 98008 We look forward to hearing from you.

63 Remember, the Key Issue for Success is… Get organized Get organized Thank you for viewing this presentation


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