Department of Surgery Recruitment and Onboarding
Event
Candidate PreScreen and
Recruitment
Preparation
New Faculty Recruitment
Detail
Timeline
Week 1
Core Requirements Assessment
1.
6.
7.
3.
4.
Site Visit1
2.
4.
Candidate
Evaluation
Administrative Assistant to Division
Chief
Week 2
Clinical faculty: Division
Administrator
Research faculty: Lisa Carlson
Week 2
Administrative Assistant
Candidate e-mail with benefits and
compensation: Chris Rayburn
Week 4
Week 6
Reconcile Decision Documentation
MD is rejected for hire:
MD is accepted for hire:
Phone call to MD and letter
of conciliation mailed
 Term Sheet is created.
 Term Sheet is extended
 IRB and e-commons
account info retrieved.
Former residents and fellows—one interview. External faculty—two interviews



Candidate brings wife/husband
Staff meet candidate
Research or hospital contacts established
Introduce real estate agent
New Faculty Onboarding
1
Week 1
Formal Interview with Guide: Interviewers
designated by division administrator
a. Strategically Important
b. Culturally Compatible
c. High Performing
d. Academic Performance
Facility Tour: Emory campus and OR
Lunch and/or Dinner
6.
Second On-site Interview:
1.
2.
3.
Division Chief
Hotel Accommodations
Flight
Restaurant Reservations
Create itinerary and e-mail CV with Definition and
Scope of Position to interview participants
E-mail candidate Benefits and Compensation Plan
5.
First On-site Interview:
1.
Week 1
Job description.
Promotions Criteria.
Information of practice culture (The Pledge).
Organization & department history and strategy.
Recent achievement in patient care, research,
leadership achievements that differentiate the
organization from competitors. (Wise Heart CD)
Contact information for questions.
Real Estate Information on city of Atlanta.
Definition and Scope of Position Established
1. Clinical
2. Research
Preparation for First On-site Interview:
1.
2.
Division Chief
One person who you report to.
One person who reports to you.
Colleague
Others
4.
Recruiting Packet Sent to Candidate
1.
2.
3.
4.
5.
Week 1
Formal or informal phone call with Division Chief
a. Reference contacts established
Reference Check
1.
2.
3.
Division Chief
Review of CV: Training, Years of Experience
Phone Interview
1.
Persons responsible
Within 48
hours of
interview
Within 72
hours of
interview
Interview: as designated by
division administrator
Tour: Resident/fellow/post-op
Lunch/Dinner: Administrator
and Chief

Division Administrator to
coordinate: Hospital
Representative (Bob Bachman,
Dane Peterson)

Lisa Carlson to coordinate
research faculty introductions
Administrative Assistant to Division
Chief


Development of term sheet:
Chris Rayburn
Communication: Division Chief
Check
Department of Surgery Recruitment and Onboarding
Event
Detail
Credentialing and
Activity Preparation
Red Cap System Checklist
TEC Checklist: Lab Coat, Business Cards, etc
Master Schedule Development
Introduction to
Department of
Surgery
School of Medicine Introduction Meeting
1.
2.
3.
4.
5.
6.
7.
8.
9.
Timeline
Week 0
Week 1
Department Org Charts and Contact Names
Routing a grant (EPEX and eCommons access)
Conflict of Interest
IRB and IACUC contacts
Managing grant awards / Effort Certification
Faculty Time Report
Faculty Development (promotions prep, CDCR, cv)
Expense reports, travel and smartkeys
PTO, CME and Benefits
TEC Division Introduction Meeting
1.
2.
3.
4.
5.
6.
7.
8.
Persons responsible
Vertis Walker
Karen Gines
Division Administrator
Lisa Fisher
Lisa Carlson
Week 1
Division Administrator
Week 1
Chief
Chief
Meeting Schedules
OR and Clinic Scheduling
Call Center Orientation
Volume goals
External Referral Outreach
Internal Referral Outreach
Benchmarks for success: Clinical activity
verification and FPSC group
TEC Orientation date established2
Introduce Onboarding Buddy
Mentor identified for new faculty member
Dept of Surgery
Welcome—
Lunch/Dinner
Culture: Mentorship, Pledge, MD Wellness, Family Support,
Department of
Surgery Boot
Camp (Half Day)
Welcome
Care Transformation, Patient Satisfaction
Overview of Emory Healthcare and the Department
of Surgery: Woodruff Health Sciences, Emory Strategic
Plan, ESA, CIN, CMS Initiatives, SOM, DOS finances, DOS
leadership and organization, Clinic vs. University
Overview of the Department of Surgery: Department
Chiefs, Administrators, Structure, Resources, Clinic vs.
University.
First 12
months
November
(Division
Chiefs
Meeting.)
January
In FY14
Chair, Division Chiefs, and New hires
Chris Rayburn
Dr. John Sweeney
Chris Rayburn
November
In FY15
and fwd.
Dr. John Sweeney
Chris Rayburn
Faculty Development and Promotions 101: Tracks,
Criteria for Promotion, Promotion Packet, timelines
Dr. Ken Newell
Surgery Education 101: Fellows, resident selection,
rotations, performance standards
Surgery Academic Affairs 101: Funding, Trends,
Getting started with research
Dr. Keith Delman
Dr. Barbara Pettitt
Johanna Hinman
Dr. Allan Kirk
Lisa Carlson
Surgery Business 101: Grady, RVUs, Coding, Marketing
Lisa Fisher
Resources, Referral Outreach, Accounting Systems (Fund),
Scope of Surgery: size and impact.
Clinic Operations: Management Advice, Volume Goal
Setting, Coding, Travel, Vacation, On Call Scheduling.
Quality: Outcomes, Scorecards, UHC.
2
TEC Orientation must be attended within first 90 days of hire.
Melissa Schuermann
Chris Rayburn
Melissa SchuermannDr. John
Sweeney
Check
Department of Surgery Recruitment and Onboarding
Communication Resources: Intranet, Slide Loop,
Newsletter, Videos of Presentations
Department of
Surgery Drill Down
(90 minute
workshops)
Lisa Fisher
Research: Learning the basics of research, finding funding,
trends, effort reporting, conflict of interest, compliance
Promotions: Faculty Peer Review, Career Development
Review, Training Opportunities
Education: Building your teaching portfolio, Residency
Program, Selection Process, Rotations, Performance
Revenue Cycle and Billing Workshop: E&M Overview,
Coding and Billing Drill-down, Review of new hire coding
Feb – May
Dr. Allan Kirk
Lisa Carlson
Dr. Ken Newell
Dr. Keith Delman
Dr. Barbara Pettitt
Johanna Hinman
Babs Decatur
Department of Surgery Recruitment and Onboarding
Instructions to Division Administrator: Please circle questions specific to each interviewer’s area of expertise in order to achieve a
comprehensive assessment of the candidate. Interviewers may ask questions from any combination of the attribute categories.
Designated Interviewer:__________________________________________
Please ask assigned questions, offer any notes, and rank candidate for each applicable attribute.
Attributes to consider
Questions to ask
Candidate Rating
A. Strategically Important 1.
What evidence do you have that patients and their families
Notes:

Clinical expertise
trust you/are loyal to you?
 Ability to build loyal
2.
What clinical skill set most differentiates you from your peers?

patient base.
Character/Background
3.
Describe the most complicated patient care problem/diagnosis
you have dealt with.
4.
Tell me about how you have handled conflict with a patient
and/or patient family in the past.
5.
What is the most important part of a physician/patient
interaction?
6.
B. Culturally Compatible



Team orientation
Ability to work within
a system
Interpersonal skills
7.
What is your proudest clinical achievement?
8.
Tell me about how you have evaluated or remedied a clinical
performance concern in the past?
9.
Would you be willing to make indicators-say, on core
measures- visible to your peers?
10.
How do you handle conflict with your physician peers?
11.
Individual priorities and organizational priorities may
sometimes conflict. How have you managed that in the past?
12.
Describe the role of an ideal support staff/mid level provider
working with you.
13.
C. High Performing


Time management
skills
Work ethic
Describe your reputation as a clinician, among your patients
and families.
Describe your idea of the role of an administrator in your
department.
14.
Describe your reputation as a clinician, among your colleagues.
15.
When is the last time you felt overwhelmed at work, and how
did you manage it?
16.
Give me an example of when you handled conflicting priorities.
17.
How do you maintain appropriate and successful work/life
balance?
18.
How do you manage stress?
Please circle rank:
Deficient
Average
Outstanding
1
3
5
Notes:
Please circle rank:
Deficient
Average
Outstanding
1
3
5
Notes:
Please circle rank:
D. Academic
Performance & Teaching
 National influence
 Quality of
publications
19.
What academic achievement are you most proud of?
20.
Tell me more about that experience: What aspect of it did you
enjoy the most (the writing, the analysis, the research).
21.
Is there a theme of academic research that interests you the
most?
22.
How do you define academic excellence?
23.
In what ways do you keep current within your area of
specialty/expertise?
24.
What do you hope to achieve by joining an institute like
Emory?
Deficient
Average
Outstanding
1
3
5
Notes:
Please circle rank:
Deficient
Average
Outstanding
Department of Surgery Recruitment and Onboarding
1
3
5
Candidate Name: __________________________________ Interview Date: ____________
**Please complete Candidate Rating Reconciliation within 48 hours of interview and contact candidate with a decision within 72
hours. **
Candidate Rating Reconciliation
ATTRIBUTES
1
2
Interviewer
3
4
5
Average
Rating
A. Strategically Important
B. Culturally Compatible
C. High Performing
D. Academic Performance & Teaching
Total Average Rating
Results hierarchy:
 Top Tier: 17-20
 Middle Tier: 13-16
 Low Tier: 9-12
 Insufficient: 5-8
 Deficient: 0-4
Final questions for consideration:
1. Do any of the individual or cumulative ratings create concern?
2. What are the areas of strength and the areas needing development?
3. Do the interview results indicate that this person fits the definition and scope of the position being offered?
4. Will the candidate advance the commitment for Emory to be a leading academic, clinical, and research center?
Department Hiring Decision:
Yes
No
Representative Signature: _____________________________________ Date: _______________________
Please print: ____________________________________