To-Do Lists & Physician Data-Tracking

Being a physician recruiter is a lot like being a juggler. At any given point in time, you have a lot of balls in the air, and it takes a considerable amount of balance to keep things in motion. It also takes some serious organizing power. Here’s where to-do lists and data tracking make things easier for your physician recruiting endeavors.
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Handwritten Notes & To-Do Lists

Although we live in a modern world with all kinds of helpful recruiting data management software, you may still want to write some of your information and to-do lists on paper. According to a recent study published in Psychological Science, writing notes by hand boosts memory and the ability to understand and retain information.

Some recruiters find that starting the day with several checklists of the day’s tasks helps them to systematically work their way through priorities and get things done.

“I couldn’t function without them,” says Miranda Grace, FASPR, Physician Recruiter with Geisinger Health System in her article, “Don’t Agonize, Get Organized!” published in the Fall 2014 issue of JASPR. “Each morning, I make a to-do list with the tasks to be completed that day. I also use a detailed physician recruitment checklist for each candidate, which outlines all candidate activities from receiving a physician’s CV through completing the hire.”

For recruiters who prefer digital to-do lists and calendars, there are a wealth of free online resources, like Google Calendar and Wunderlist.

Physician Applicant Tracking Systems

When it comes to keeping track of multiple candidates you are screening, physician applicant tracking systems come in extremely handy.

Mike Fitzner, Physician Recruiter at War Memorial Hospital, says, “Finding doctors is a numbers game,” in “Five Strategies for Smarter Recruiting,” a blog post in which he is quoted. Fitzner uses the HealthcareSource Quality Talent Suite to keep conversations with candidates organized and be able to flag top physicians for follow-up. This type of software can also help recruiters share data with the administrative team.

Jeannie Diaz, CPC, Senior Physician Recruiter at Keystone Healthcare Management, prefers KontactIntelligence, saying “KontactIntelligence has been an excellent tool for me to manage my recruitment data. I can quickly and effectively organize and track the recruitment process which has given me more time to focus on recruiting physicians.”

There are a number of programs out there, from MedCruiter to PracticeFolio—it’s just a matter of determining what suits your needs best.

Other Tips for Staying Organized

Keeping your desk clutter-free is another easy way to avoid on-the-job overwhelm. While it may be true that creative people tend to have messier desks, a teetering stack of files certainly makes it harder to find things at a moment’s notice. Although the days fly by, try to devote at least 15 minutes each day to hardcopy file management. You’ll thank yourself during that next surprise client call!

More tips:

  • Color-coding files makes them pop out at you when you search through your folders.
  • Visual voicemail offers you transcripts of messages received while you were on the other line.
  • Actually getting up and stretching or taking a brisk walk down the hall for a minute or two will give you a moment’s pause to clear your mind (and break up all that sitting time, which is hard on your mind and body) before you dive back in again.

What are your tips for staying organized when recruiting candidates for physician jobs? We’d love to hear them!

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