ASSIGNMENT 3 - RECRUITMENT, SELECTION & ORIENTATION PLAN TEMPLATE Job Title: Multilingual Medical Health Receptionist Organization: Hôpital Chauveau Names of Team Members: Leia Grace Elaine Unarce, Sheila Masangcay, Claris Mariya Benny We chose the job description prepared by: Leia Grace Elaine Unarce 1. Target Candidates a. Review the sample Target Candidate Description. b. Prepare a detailed description of your target candidates (1-2 paragraphs). Describe the specific characteristics of the candidates you want to attract (i.e., the experience, KSAs, and other relevant characteristics). c. Avoid using language which may discriminate based on any of the protected grounds. d. Include in-text citations. The ideal applicant for a Multilingual Medical Health Receptionist will have a Diploma in Health Information Management or a Certificate in Medical Office Assistant (Glassdoor, 2023). They will be A1 Level in French, Spanish, and English (Sioux et al., 2023). Having at least one year of experience as a Medical Health Receptionist (Indeed, 2003) and a certificate in Medical Office Administration or Health Information Management (Indeed, 2023) is necessary. Target candidates should have the skills and abilities such as: Skills: Demonstrate skills in responding to online/phone appointments and fluent in French, Spanish, and English, both written and spoken (SimplyHired, 2023) Effective in organizing patient schedules and ensuring efficient bookings (WowJobs, 2023) Adept in using computer programs (MS Office, Google Apps) to update patient information (Workopolis, 2023) Display positive and respectful relationships with stakeholders (Indeed, 2023) Provide administrative support to nurses and doctors (Bebee, 2023) Receptive to constructive feedback (Government of Canada Job Bank, 2023) Abilities: The ability to perceive and value cultural differences in a healthcare setting (Indeed, 2023) Compassionate in assisting clients to improve their overall healthcare experience (Linkedin, 2023) Utilize autonomous judgment and initiative to manage patient prioritization. (Indeed, 2023) Ability to work in flexible schedules, including weekends, nights, and holidays (BeBee, 2023) Ability to adapt to a constantly changing environment (Indeed, 2023) Ability to handle sensitive information with professionalism (Monster, 2023) 2. External Advertising Recommendations (Describe where you recommend advertising) a. Identify three places where you recommend advertising externally to attract the highest number of target candidates. b. In the “Where to advertise?” column, list the recommended advertising places in order of effectiveness. Begin with the place you have determined will be most successful. Hint: Be specific (e.g., Use “LinkedIn” instead of “Job websites”). c. In the “Why are you recommending this?” column, write a rationale for each recommendation based on best practice, course content, and your research. Explain why you believe each place will be successful (i.e., yield a high number of target candidates). Include in-text citations. Where to advertise? (Be specific) Why are you recommending this? (2-3 sentences) 1. Instagram Instagram is an excellent medium for job postings due to its 1 billion subscribers specially for international applications.Jobseekers may conduct quick company searches and share employment advertisements with others. Instagram promotes the business, and its direct messaging feature is an excellent method to reach out to potential prospects, (Berard, 2023). 2. Indeed Employers may post positions for free on the well-known employment portal Indeed. Indeed provides companies with a sponsored pricing model that increases the visibility of their job advertisements. Every month, the website receives more than 300 million unique visits, allowing businesses to add "deal-breaker" questions to job postings and integrated skills assessments, (Indeed, 2023). 3. Job Bank Job bank is still the most reliable source of information about jobs and the labor market in Canada, (Job Bank,2023). It is an essential player in the Canadian labor market, uniting organizations to facilitate employment and recruitment in Canada. It has more than 12.8 million job posting views monthly, 270 thousand registered employers, and 100,000 positions published monthly, (Job Bank, 2023). 3. Recommended Steps in Selection Process a. Identify your proposed approach for selecting a candidate from your applicant pool. b. Provide a detailed description of each step in your proposed approach by completing the table below, following these instructions: • In the “Recommended Steps” column, list the required steps in your proposed approach. Hint: Be specific (e.g., state the specific type of interview/questions). • In the “Who Performs Step” column, list the job title of the person who performs each step and why they are the most appropriate person to perform the step. • In the “Rationale” column, explain why each recommended step should be adopted. Provide support/reasoning based on best practice, course content, or your research. c. Include in-text citations. Recommended Steps (1 sentence for each step) Who Performs Step (1 sentence each for each step) Rationale (2-3 sentences for each step) 1. Find out information about prospective employees through their submitted application materials, or resumes, (Peacock et al., 2023). HR managers are trained to evaluate applications and resumes using non automated or automated technologies (Brutus & Baronian, 2020). Summarize relevant information from the application forms/resumes, such as education, language certification, and work experience. Both approaches acquire consistent information if a candidate satisfies the minimal requirements of the job, (Peacock et. al., 2023). HR Managers or Business Managers are experienced in choosing the applicants for interviews after determining whether applications satisfy the basic requirements, (Brutus & Baronian, 2020). Interviews are essential in the hiring process and may be performed by technology-based, panel, one-on-one, and phone interviews. It aims to obtain pertinent data to establish if the applicant possesses the KSAs required for effectiveness in their position in the business, (Peacock et al., 2023). The goal of an employment evaluation is to learn more about a candidate so that it is possible to forecast their success on the job inside the company. These consist of assessments or aptitude tests that gauge an individual's potential, (Peacock et al., 2023). 2. Administer an employment interview, asking precise questions (structured) or general and open-ended questions (unstructured), (Peacock et al., 2023). 3. Conduct an employment evaluation to assess the jobseekers' competencies, KSAs, and other attributes. (Peacock et al., 2023) HR managers are equipped with knowledge to use a range of psychological tests, skills assessments, and job knowledge to evaluate key performance indicators (KSA's), (Brutus & Baronian, 2020). Recommended Steps (1 sentence for each step) 4. Check character references to learn about a job candidate's work ethic and skills, (Indeed Editorial Team, 2022) 5. Making a job offer to the selected applicant is the final stage in the selection process which can be done through email or by letter, (Brutus & Baronian, 2020). Who Performs Step (1 sentence each for each step) Rationale (2-3 sentences for each step) The hiring manager is experienced in obtaining character references throughout the recruitment process, as well as contacting the jobseeker's prior company or coworkers, (Indeed Editorial Team, 2022). It is customary to go over a candidate's responsibilities and qualities with a former employer to assess their fit for the position. Hiring managers typically gain more insight into an applicant's character and teamwork skills when they interact with their previous coworkers, (Indeed Editorial Team, 2022). A job offer should be made carefully. Following the right procedure is essential to guarantee that the chosen applicant joins the company with the terms stated in the offer letter, including the role, responsibilities, location, title, pay, benefits, and company policy, (Making a Job Offer, 2023). In big organizations, the HR practitioner is responsible for informing candidates of the final decision and extending a job offer; in small organizations, this responsibility falls on the manager, (Peacock et al., 2023). 4. Minimum Required Qualifications: Screening Chart a. Review the sample Minimum Required Qualifications: Screening Chart. b. Prepare a chart to use in your initial applicant screening. List the minimum required qualifications (up to four) in the table below. Please note the following: • Only include the basic, “must-have” qualifications that can be screened from a resume, cover letter, or application form. • Keep your proposed selection process in mind as you choose items for the screening chart. Will the proposed application process provide the information needed to assess every item in your screening chart? • Remember, if an applicant does not have all the minimum required qualifications, you will screen out the candidate immediately, meaning they would not proceed to an interview. • Leave the checkboxes blank; you will use the checkboxes when you screen the applicants. c. Include in-text citations. Minimum Required Qualification Yes Diploma in Health Information Management / Medical Office Assistant, Certificate, (Glassdoor, 2023) ✔ A1 Level (French, Spanish and English), (Sioux Lookout First Nations Health Authority, 2023) ✔ 1 year or more Medical Health Receptionist Experience, (Indeed, 2003) ✔ Medical Office Administration Certificate or Health Information Management Certification, (Indeed, 2023) ✔ No 5. Sample Interview Questions a. Write one behavioural based question and one situational based question. b. Write an example of an excellent response for each question. c. Include in-text citations. Behavioural Based Question: (2-3 sentences) Tell me about a specific situation from your prior position where you had to deal with a patient/visitor language problem, (Indeed, 2023). How did you resolve the communication issue, and how did your efforts improve their overall experience and satisfaction with the assistance they received? Example of an Excellent Response for Behavioural Based Question: (1 paragraph) Complete answer with situation, task, action and result is an excellent response to behavioral questions, (Sweeney, 2023). Example" In my previous job, a Chinese tourist arrived at the medical desk with his crying son. He talked n Chinese which we could not understand. I quickly paged a Chinese colleague, opened my Google Translate phone app to communicate, and discovered that the son accidentally swallowed a laundry pod. The doctor provided appropriate healthcare since we know the exact cause of the problem. My Chinese colleague arrived and helped him how to fill out forms. The father was grateful and gave us a 5-star review on our social media page with my name on it. After that, I created a list of all staff and the languages they can speak. Our patients can usually speak in French or English but that situation taught us to be fully prepared in case similar situation arise again." Situational Based Question: (2-3 sentences) Your workstation colleague is on break; imagine a doctor wanting to talk to you about a patient's recent appointment, (Indded, 2023).There are also two visitors waiting in line and a ringing phone. How would you prioritize these things? Example of an Excellent Response for Situational Based Question: (1 paragraph) Situational questions aim to test your problem solving skills, (Kohler, 2021) .Example "My friendly approach and multitasking expertise will first address the doctor's inquiry so he can leave and attend to other emergency patients. I will offer a warm smile and apology to the visitor in line before answering the phone call. If the call is not urgent, I will ask them to leave a number to call them back after assisting the visitor waiting in line. If the call is urgent, I will transfer them to the emergency hot line of the Hospital to properly address their concern. I will then assist the visitor, with an apology since I kept them waiting. I will ensure that the visitor receives efficient assistance to compensate for the inconvenience. As for the phone call, I will call back after the visitor leaves apologize that they waited and will do my best to address their concern immediately." 6. Skills Demonstration a. Read the sample Skills Demonstration. b. Identify 2-3 key skills that you will assess using your proposed skill demonstration. c. In the “Key Skills and Explanation” textbox, list the key skills and explain why you chose each skill. d. In the “Skill Demonstration” textbox, provide a detailed description of the skills demonstration. Be sure to include all the necessary information and materials (e.g., scenario or questions) required to conduct the skills demonstration. The demonstration should not exceed 15 minutes. e. In the “Objective Assessment Criteria” textbox, list and explain the objective assessment criteria you will use to test each candidate’s performance. Include at least one criterion for each key skill. Explain how you will assess each criterion (i.e., meets expectations or does not meet expectations). f. Include in-text citations. Key Skills and Explanation: (1-2 sentence explanation for each skill) Multilingual Communication Skills. Daily communication with patients, visitors, colleagues and supervisor to ensure prompt response to medical situations. A multilingual health receptionist must demonstrate English, French and Spanish proficiency to communicate effectively with a diverse patient population, (SimplyHired, 2023). Organizational Efficiency. Organizing patient and doctor appointment is essential in healthcare to avoid conflict of schedules. Being organized and attentive to detailed information is necessary, (WowJobs, 2023). Adaptability and Multitasking. Healthcare receptionist often work in a constantly changing environment. The receptionist must be able to adapt and skilled in autonomous judgment in managing patient prioritization, (Bebee, 2023). Skill Demonstration: (1-2 paragraphs) Demonstration: Coordinating and prioritization of medical concerns in a multilingual environment, (Simplyhired, 2023). Ortiz (2022) said that a skills demonstration should be provided sufficient materials to properly respond to the situation. For example, the candidates will be presented with the following scenario and a copy of the November to February appointment. A copy of acceptable private insurances will also be given. Candidates will have 20 minutes to respond to the inquiries using English, French or Spanish. Ortiz, (2022) also mentioned that a skill demonstration should identify the exact skills needed. An example of this is written below; Scenario: The multilingual healthcare receptionist received an email written in Spanish, requesting that his appointment on November 20, 2023, be moved to December 1 because of an urgent travel. At the same time, a foreign intern doctor from the United Kingdom who only speaks English asks the receptionist to page the son of his patient, who seems to have wandered around the hospital and may be missing. The phone made a sound, it is a voicemail from a local French resident in Quebec who wants to ask what private insurance the hospital accepts. Objective Assessment Criteria: (1-2 sentence explanation for each criterion) Multilingual Communication Skills. Assessment criteria: Presence or lack of clarity, coherence and accuracy of the candidate's communication in each language, (Indeed, 2023). Organizational Efficiency. Assessment criteria: Capability or inability to manage the appointments and reply to inquiries using the information provided to the candidate, (Workopolis, 2023). Adaptability and Multitasking. Assessment criteria:Skilled or lack of skills in handling unexpected challenges. Prioritizing tasks based on urgency and multitasking, (Bebee 2023). 7. Recruitment Advertisement a. Choose one of the advertising places you recommended in Question #2 - External Advertising Recommendations. b. Identify which place you chose in the space below. c. Create a sample recruitment advertisement for this job. d. Ensure your advertisement follows the AIDA formula. e. Include in-text citations in the space below. f. Submit your job advertisement as a separate PDF to the Assignment 3 group submission folder on D2L. Chosen Advertising Place: Instagram In-text Citations: Hanlon (2023) said that a job advertisement content should adopt on the website culture or brand. The Instagram post caption about welcoming patients with a contagious smile was acquired from that idea. Citations for the Job Qualifications on the job advertisement and benefits; Sioux Lookout First Nations Health Authority (2023) Indeed, (2023) Glasdoor, (2023) 8. Orientation Checklist a. Read the sample Orientation Checklist. b. For each timeframe below, list 3-5 items that should be included in an orientation for your chosen job and organization. c. Ensure each item listed is concise and precise. • The supervisor and the new employee reading your checklist should understand each item. • Items must be specific to the job and organization. Please Note: Generic items that apply to all employees in all organizations such as "set employee up in payroll" or “show employee where the lunchroom is” will not receive marks. d. Include in-text citations. Timeframe Orientation Items (3-5 items for each timeframe) First Day 1. Give information on the organization's policies such as dress code, attendance (HRIS), and privacy, (Medical Receptionist Onboarding Checklist, 2023). 2. Organize an HR on boarding orientation about the regulations, organizational structure and culture, objectives, and core values, (Indeed Editorial Team, 2023). 3. Filling out paperworks such as tax, health insurance and essential documents requiring wet signature, (Indeed Editorial Team, 2023). 4. Provide tour, detailing the location of each department, examination rooms, and common spaces, (Medical Receptionist Onboarding Checklist, 2023). 5. Set up a meeting with their supervisor to offer a snapshot of the team culture and welcome them to the team, (Indeed Editorial Team, 2023). First FirstWeek Week 1. Allow new hires to observe expert receptionists to obtain practical expertise and observe daily tasks, (Medical Receptionist Onboarding Checklist, 2023). 2. Train on phone manners, including how to answer questions, greet patients, and transfer calls, (Medical Receptionist Onboarding Checklist, 2023). 3. Give access to IT devices, including computer and communication systems, and healthcare software, (Medical Receptionist Onboarding Checklist, 2023) 4. Instruct the new hire about security precautions, how to manage medical crises and evacuation procedures, (Andreev,2023). 5. Teach about safety protocols like correct handling of dangerous substances and infection control, (Medical Receptionist Onboarding Checklist, 2023). Timeframe Orientation Items (3-5 items for each timeframe) First Month 1. Education on patient privacy, HIPAA rules, and the value of protecting patient data, (Medical Receptionist Onboarding Checklist, 2023). 2. Training on health record software to manage patient details, appointments, and invoicing, (Medical Receptionist Onboarding Checklist, 2023). 3. Educate on handling insurance claims, processing bills, and confirming insurance coverage, (Medical Receptionist Onboarding Checklist, 2023). 4. Arrange a one-on-one meeting about the employees job satisfaction or dissatisfaction, (Andreev,2023). 5. Check in on their development and go over their objectives and accomplishments, (Indeed Editorial Team, 2023). 9. References a. Review the sample APA References Page. b. In the blank space below, create an APA formatted References page. Ensure all the sources you cited in this assignment are included in the References page, except personal communications. Note: For this assignment, you do not need to use italics, double-spacing, or hanging indent for your references. References Andreev, I. (2023, June 17). Employee onboarding checklist. Valamis. https://t.ly/RhtNh BeBee. (2023, October 8). Medical Office Assistant/Receptionist, MH&SUS - Anmore, BC, Canada - Fraser Health Authority. https://bit.ly/3Q8YPP1 Berard, V. (2023). How to Post a Job on Instagram. GrabJobs Pte. Ltd. https://shorturl.at/gMP29 Brutus, S., & Baronian, N. (2020). Human resources management (Canadian Edition). Pressbooks. https:// opentextbooks.concordia.ca/hrmcanadian/ Glasdoor. (2023, October 3). RocklandMD Medical Health Representatives. Bilingual Medical Receptionist. https:// rb.gy/jk1wdw Government of Canada Job Bank. (2023, September 19). Medical receptionist. https://shorturl.at/tzGL7 Indeed Editorial Team. (2022, September 30). Employee Selection Methods: How to Select the Right Employee. Indeed. https://t.ly/v7Wcs Indeed Editorial Team. (2023, January 16). How to onboard new employees with tips. Indeed. https://t.ly/nd7q9 Indeed. (2023, October 4). Solutions auditives annik hearing solutions-casselman ontario | indeed.com. https:// shorturl.at/ivDVX Indeed. (2023). Betterteam. https://www.betterteam.com/ca/indeed Kohler, C. (2021, August 16). How to answer situational interview questions. TopInterview. https://shorturl.at/cerB7 Hanlon, A. (2023, March 20). The AIDA model and how to apply it in the real world - examples and tips. Smart Insights. https://shorturl.at/cABLZ Making a job offer. (2023). Tutorialspoint. https://t.ly/VJ0tn Medical receptionist onboarding checklist. (2023). Open Onboarding. https://t.ly/N5Ngo Monster. (2023, October 4). Medical Receptionist Headlands Research. https://rb.gy/zmzqaf Organ, C. (2023, May 17). How To Post A Job On LinkedIn For Free In 5 Easy Steps (K. Main, Ed.). Forbes Advisor. https://shorturl.at/luCPT Ortiz, S. (2022, June 28). Why Every Hiring Process Should Include A Skills Assessment. Jobillico.com. https:// shorturl.at/kopIK Peacock, M., Stewart, E., & Belcourt, M. (2023). Understanding Human Resources Management: A Canadian Perspective (Second Edition). Cengage. SimplyHired. (2023, September 9). Bilingual Certified Medical Assistant (CMA). http://surl.li/mtvnd Sioux Lookout First Nations Health Authority. (2023, August 9). Clinic Receptionist/Clerk Interpreter – Ref #2023-039. http:// surl.li/mtvmz Sweeney, M. (2023, January 10). How to answer behavioral interview questions. ZDNET. https://shorturl.at/mFNW0 Workopolis. (2023, October 3). Bilingual Patient Reimbursement Specialist-Oakville, ON. https://bit.ly/3LSoVUa WowJobs. (2023, October 1). Adjoint(e), Services linguistiques | Assistant, Linguistic Services. http://surl.li/mtvkk Your career starts here. (2023, September 28). Job Bank. https://www.jobbank.gc.ca/aboutus Appendix A Sample Target Candidate Description A sample target candidate description for a Human Resources (HR) Advisor: The target candidate for the job of HR Advisor will have a diploma in HR and have at least 2 years’ experience as an HR Assistant or HR Coordinator (WestCorp Solutions, 2023). They will have foundational knowledge of all areas of HR and be committed to further learning and developing their HR competencies; working towards, or an interest in obtaining, the CPHR designation is ideal. Target candidates for this job will: • Demonstrate the highest level of ethics and respect for privacy and confidentiality (Alis, 2023) • Be an excellent verbal and written communicator (ESDC, 2021) • Possess excellent teamwork and collaboration skills. (A. Drew, personal communication, July 11, 2023) • Prioritize building effective working relationships (WestCorp Solutions, 2023) • Value and demonstrate tact and diplomacy (Alis. 2023) • Have strong attention to detail and accuracy (WestCorp Solutions, 2023) and the ability to multi-task and adjust priorities as needed • Be highly organized and responsive (ESDC, 2021) Appendix B Sample Minimum Required Qualifications: Screening Chart A sample screening chart, including minimum required qualifications, for an HR Advisor: Minimum Required Qualification Diploma in Human Resources (ESDC, 2021) Two-years of experience in an entry-level HR role (WestCorp Solutions, 2023) Yes No Appendix C Sample Skills Demonstration A sample skills demonstration for an HR Advisor: Key Skills and Explanation • Written communication (ESDC, 2021) o • Accuracy (WestCorp Solutions, 2023) o • An increasing amount of workplace communication is written, e.g., emails, instant messages, chats during online meetings. An HR Advisor must have excellent written communication skills and the ability to ensure the tone of written communication is appropriate for the recipient(s) and situation. Providing accurate information is critical for HR professionals. Employees rely on HR to accurately covey information from many sources. Tact and diplomacy (Alis, 2023) o HR professionals are frequently involved in stressful and difficult employee situations. Being tactful and diplomatic is essential. Skill Demonstration Demonstration: Preparing a Written Response to an Employee Candidates will be given the following scenario and a copy of the Casual Sick Leave policy. Candidates will have 15 minutes to prepare an email response to the employee. Scenario: The HR Advisor has received a voicemail from an employee who is frustrated by the company’s casual sick day policy. The employee seems to think that casual sick days cannot be used to care for a sick child. The policy does in fact allow this, so it appears the employee has misunderstood what they read in the policy. The employee works the late shift and the HR Advisor works the early shift so it isn’t possible to speak to the employee in person or by phone. Objective Assessment Criteria • Clear, concise communication o • Accuracy o • Assessment criteria: Meets workplace standards for written communication or does not meet Assessment criteria: Provides correct information/provides incorrect information from policy (Alis, 2023) Tact and diplomacy o Assessment criteria: Is tactful/is not tactful when explaining the employee has possibly misunderstood the policy Appendix D Sample Orientation Checklist A sample orientation checklist for an HR Advisor: Timeframe First Day Orientation Items (3-5 items for each timeframe) 1. Provide log-in credentials for HRMIS 2. Provide email signature template and show how to add to Outlook 3. Introduce to floor warden and show where the HR department’s muster point is (British Columbia, 2022) First Week 1. Half-day shadowing Recruitment Specialist (WestCorp Solutions, 2023) 2. Explain the communication tools used and when to use each tool (e.g., use Slack for quick questions; use email for detailed information/questions) 3. Complete Information Security online training module (British Columbia, 2022) First Month 1. Attend meeting of Joint Occupational Safety and Health Committee 2. Participate in one department recruitment and selection process 3. Complete Records Management online training module Appendix E Sample APA References Page References British Columbia. (2022). Virtual onboarding for managers and supervisors. https://www2.gov.bc.ca/gov/content/careers-myhr/managers-supervisors/set-up-employee/virtualonboarding Alberta. Ministry of Seniors, Community and Social Services. (2023). Occupations in Alberta - Human Resources Professional. https://alis.alberta.ca/occinfo/occupations-in-alberta/occupation-profiles/humanresources-professional/ Employment and Social Development Canada (ESDC). (2021). 11200 – Human resources professionals. https://noc.esdc.gc.ca/Structure/NocProfile?objectid=tF97t0xNCX6e%2B0XlgLQnmoG8R%2FsaUvU3JBY vz3LY%2FCk%3D Employment and Social Development Canada (ESDC). (2021). 14102 – Personnel clerks. https://noc.esdc.gc.ca/Structure/NocProfile?objectid=jqIhlS7NOTurzCEd5evfRcyLsSR8B%2FHZ1mIeuBX MOlI%3D Gharibian, G. (2022, September 12). How HR can set the tone for the best possible employee onboarding experience. PeopleTalk Online. https://peopletalkonline.ca/how-hr-can-set-the-tone-for-the-bestpossible-employee-onboarding-experience/ WestCorp Solutions. (2023, May 15). HR Assistant | indeed.com. https://ca.indeed.com/jobs?q=HR+Assistant&vjk=7dbb26fa1f2b7800&l=canada&=&aceid=&gclid=Cj0KC QjwsIejBhDOARIsANYqkD3KW_ZhUNXM0ZgSXQ8fL9ORVErb8ht7nL9i2k8OVHguWO6bsPwMN0aAi_iEALw_wcB&gclsrc=aw.ds&from=mobRdr&utm_source=%2Fm%2F& utm_medium=redir&utm_campaign=dt&advn=941057429998322 Peacock, M., Belcourt, M., & Stewart, E. B. (2023). Understanding Human Resources Management: A Canadian perspective (2nd ed.). Cengage Canada.