department of surgery, council of chairs presentation on faculty onboarding november 2013 som...
TRANSCRIPT
Department of Surgery, Council of Chairs Presentation on Faculty Onboarding
November 2013
SOM Faculty Onboarding Best Practices: A Case Study in the
Department of Surgery
Page 2Department of Surgery, Council of Chairs Presentation on Faculty Onboarding
Why institute a checklist?
Inconsistency across divisions
Things fall through the
cracks
Bad first impressions
Not in line with top ranked institution
Initial lost productivity
Faculty selection missteps
Unhappy Faculty
Page 3Department of Surgery, Council of Chairs Presentation on Faculty Onboarding
Checklist Objectives
1. Dedicated focus on getting the right candidates
2. Changing the culture of onboarding:o Just because the candidate said yes, you
aren’t doneo When the candidate agrees to come, there is
a lot of work that needs dedicated focus
Page 4Department of Surgery, Council of Chairs Presentation on Faculty Onboarding
Checklist Objectives
Faculty recruitment Before they arrive Once they’re here
Dedicated focus on candidate selection:
•Phone interviews•Reference checks•Enhanced communication to candidates:
• Job description• Promotions criteria• Contact info &
FAQs• Real estate &
relocation info•On site interviews & candidate evaluations
Credentialing, Privileges, Activity
Preparation:•Initial contact to faculty
• what’s about to happen
• who they will hear from
• what items will be needed from them
• Done by phone followed by email
•Office confirmation•Supplies, phones, lab coats, business cards•OR, clinic, research, call scheduling•Schedule orientation & trainings
Comprehensive introduction to Emory:•Formal meetings with department representatives to go over:
• Key contacts• IT systems• EU & TEC
processes• Expense reports
•Onboarding buddy•Faculty boot camps•Dedicated subject matter workshops
Page 5Department of Surgery, Council of Chairs Presentation on Faculty Onboarding
Checklist Development
Activity Timeline
1. Top tier schools & healthcare organizations were interviewed
Spring 2012
2. Interviews with new faculty Spring 2012
3. Determine what can be controlled by the department; spend less time focused on things outside our control*
Spring 2012
4. TEC Management Development Program (MDP) staff created 1st draft of checklist
Summer 2012
5. Implementation Fall 2012 - present
*Credentialing at Emory & non-Emory entities: the departments can find it challenging to know where each faculty member is those entities’ process.
Page 6Department of Surgery, Council of Chairs Presentation on Faculty Onboarding
ImplementationSuccess & Lessons Learned
Successes Lessons Learned
1. Greater confidence in candidate selection
2. Clear direction for staff
3. More organized weeks right before & right after candidate arrives
4. Boot camps & workshops very well received
5. Consistency across department
6. Less things fall through the cracks
1. Compliance to checklist is not 100%o Takes time to change cultureo Long, tedious recruitments
(difficult to recruit areas, working to get an offer organized within Emory & non Emory entities, competition)
2. Re-evaluating how to interact more with the things we cannot control – credentialing
3. Continually ask for feedback; just because we think this has been addressed, it has been updated multiple times
Page 7Department of Surgery, Council of Chairs Presentation on Faculty Onboarding
Checklist Re-evaluation
In FY13 Surgery began the creation of a shared service model, helping perform some central functions for otolaryngology & urology. Among the three departments there were approximately 20 new faculty. Here
are some things we’ve heard:
“The computer that was ordered for me does not
meet my needs.”
“Can someone help me during benefit
enrollment while I am online?”
“Can someone help me with transitioning my retirement
plan to my new Emory plan?”
“I am 7/8ths VA but the VA does not have
an office for me.”
“Faculty workshops allow me to understand how to
get involved in research at Emory.”
“This was a better onboarding
experience than I had at my last job.”
“How do I get to the OR? Will someone give
me a tour?”
Engaged Faculty
Page 8Department of Surgery, Council of Chairs Presentation on Faculty Onboarding
Future Updates
1. Improving communication with non Emory entities concerning office space & supply ordering.
2. Adding a tour of the facilities.
3. Creating contact lists for department, SOM & TEC staff.
4. Creating listing of key websites, IT systems, & delineation of which password is needed (EU, EHC).
Things we are tweaking in our processes and adding to the checklist:
Page 9Department of Surgery, Council of Chairs Presentation on Faculty Onboarding
Future Updates
5. When appropriate, setting up conference calls with central HR representatives for benefits & retirement transfer questions.
6. Sending list of standard computer options ahead of time to get the right one ordered.
7. Contacting department leadership 2, 3, 4 weeks out from start date with the status of credentialing & office set up to determine if they need to get involved in anything.
Things we are tweaking in our processes & adding to the checklist (cont.):