APPLICANT SCREENING: THE GROUP INTERVIEW

Finding a new employee can be a very time consuming process. To consolidate efforts and streamline the initial stage of the interview and selection process, have all the applicants who meet the basic criteria come into the office for a “group interview” session. The purpose is to consolidate the Office Manager’s efforts and to provide you with an opportunity to see the applicants and screen out those you do not care to invest more time in. The finalists from this segment will then be invited back for an in-depth individual interview.

Once you have collected all of the resumes from your advertising, go through them and screen out those who do not have the basic qualifications you are seeking. Consider whether or not the resume included a cover letter and if the letter really communicates something about the applicant. Look at the experience, background and talents being conveyed in the resume and letter.

Phone the applicants who appear to be the very best and schedule them to come into your office to complete an application and brief interview. During the phone call, “rate” phone voice, composure, professionalism and willingness by making notations on the resume. Schedule all of the applicants for the same time, such as an evening after work or a Saturday morning.

Make preparations ahead of time. Have packets of paperwork ready for each of your applicants. Packets should contain an application, questionnaire and a form for applicants to state employment goals and their understanding of what a dental practice is. Applicants will also be asked to write a brief collection letter and to sign an authorization for release of information form. These forms are in the back of the Office Manager section in this manual.

When the applicants arrive, welcome them all and deliver a brief statement about the practice and the position. It is best to limit this statement to fewer than ten minutes. Then and direct them to the packets handed out. Each person should complete the following.

1. an application
2. the job application essay
3. the hiring questionnaire
4. Write a brief letter to a client who has an overdue account. This gives you a good indication of how the person deals with others regarding sensitive matters.
5. Sign and date the Authorization for Release of Information Form.

As the applicants complete their forms, rate them on their appearance, interaction with the other applicants, demeanor and reaction to this “group” interview session. As each person finishes the paperwork, take him/her individually into a private office to conduct a brief interview. Take just a few minutes to look over the forms and thank the applicant for coming in. You should also answer any basic questions at this time. Inform the person that you will review the paperwork for each applicant and determine who will be called back for a longer interview.

Before your applicants leave, give them each a card for a complimentary exam at your office. This is optional but could garner new patients even if they are not hired. Thank them all for coming in and let them know that they will be hearing from you within the next few days.

After your applicants leave, you can go over what you know about them so far by rating them each in the following categories.

THE APPLICATION

1. IS IT NEAT AND LEGIBLE?
2. IS IT THOROUGH?
3. DOES THIS PERSON “JOB HOP”?
4. ARE THERE UNEXPLAINED LAPSES IN EMPLOYMENT HISTORY?

THE EMPLOYMENT GOALS

1. CHECK THE SPELLING, PUNCTUATION, GRAMMAR AND COMPOSITION.
2. WHAT DOES THIS PERSON’S GOALS TELL YOU ABOUT HIM/HER?
3. DO HIS/HER GOALS INDICATE THAT HE/SHE IS LOOKING FOR A LONG TERM POSITION?

THE COLLECTION LETTER

1. CHECK THE SPELLING, PUNCTUATION, CONTENT AND PROFESSIONALISM.
2. IS THIS LETTER FRIENDLY, YET FIRM?
3. DOES THIS LETTER ACTUALLY “COMMUNICATE”?

WRITTEN VERSION OF THE PURPOSE OF A DENTAL PRACTICE

1. LOOK FOR THE PERSON’S BASIC UNDERSTANDING OF THE PURPOSE.
2. CHECK THE PERSON’S ABILITY TO ARTICULATE AND COMMUNICATE EFFECTIVELY.
3. DOES THE STATEMENT CONVEY THE ATTITUDE YOU ARE LOOKING FOR IN THE POSITION YOU ARE FILLING?

Based on what you know at this point, you will be able to determine whom you wish to have back for a second interview. Phone those applicants and schedule them for their second interview. These will be scheduled separately as they take longer than the first interview.

Send reference letter request forms to former employers of your final applicants. Send rejection letters to those applicants who did not qualify for the second interview.