Editor's Note: Part 1 of this article appeared in the December 2020 issue and discussed three overlooked keys to finding the right CA. Whether you're hiring now or will be once COVID restrictions lift in your area, it's crucial to hire the right person to help your practice thrive in 2021 and beyond.
The Right Ad
Once you've gained clarity and have your policies in place, you're ready to advertise online for a CA. Your classified ad should lay the foundation of what qualities you prize in an assistant.
When it comes to the classified ad, I recommend hiring for characteristics and basic skills; the rest is trainable. If at all possible, post your ad in both health care and admin/office sections. Here are the components of an amazingly effective ad:
- Use a positive adjective that identifies your practice. Fast-paced is much more positive than busy. Listing chiropractic in the ad is important in order to automatically rule out any closed-minded, solely medically-oriented applicants.
- Specify "will train," as there truly isn't any specifically appropriate experience necessary, just appropriate qualities.
- Include the starting hourly wage so that candidates looking for more don't waste their (and your) time. Those who do apply for the listed pay rate will likely be very satisfied with the pay scale, rather than merely accepting the position and continuing to look elsewhere for more money.
- It's preferable that the candidates apply in person so your office isn't bombarded with phone calls or emails. Because they will need to complete a brief clerical test along with their application, having them apply in-office ensures they do not receive any assistance with it. After all, it makes no sense to waste your time interviewing someone who fails a clerical test, so use the test to screen out applicants. Having them come to the office in person also helps you to form a first impression (for example, someone who comes in straight from the gym may not have the professional judgment you probably want).
Evaluating Candidates
When applicants come to your office, make sure your application covers the basics: contact information, student status, current employment status, reliable transportation availability, available hours, date available to start, preference of full or part time, prior employment with references, education, computer experience, office skills, etc.
Our brief clerical tests consist of number transposition and alphabetization, both of which require an attention to detail that is essential for accuracy in many CA duties. Rule out candidates with any errors. Keep in mind, they're trying their best with their full concentration – imagine how they'll do when juggling patients, the phone and their duties at the front desk.
We also list a few open-ended questions to gauge their written communication skills and determine their current understanding of chiropractic.
The next step in the hiring process is the group interview. I typically schedule a maximum of 12 applicants per group; usually 8-10 will show up. The group-interview format takes just 45 minutes and saves you from repeating the same information over and over on an individual basis. After all, time is your only non-renewable resource.
During the group interview, you want to ascertain how well they fit the characteristics listed in your ad, explain chiropractic and gauge their interest, and manage their expectations regarding the hour requirements, pay and benefits, and position requirements. Field questions and determine how closely each applicant comes to matching your ideal team member.
Schedule follow-up individual interviews to clarify any application issues, check understanding from the group interview information, and ask further questions to identify a good fit for your practice. Make sure to find out about their goals, long-term plans and how they describe their interaction with previous co-workers.
If you have others on your team already, have them meet with the applicant and get their feedback. Before offering a position, make sure to carefully check the applicant's references, OIG fraud status, social media profiles and possibly credit history.
There are many pitfalls throughout the application and interview process, so it's important to know how to spot red flags. To learn how to avoid the 15 biggest hiring mistakes, watch this free 10-minute video: www.chiropracticassistants.com/hiring-mistakes/.
Kim Klapp is the founder of Assistants for Chiropractic Excellence, which offers online CA training and coaching courses. She has been the team leader of First Choice Chiropractic in Ann Arbor, Mich., since 1995 and is a guest speaker at chiropractic college and association events nationwide. learn more at www.chiropracticassistants.com.