Recruitment and retention of health care professionals is always challenging. It seems that staffing needs always outpace the supply of professionals. However, successful health care organizations do find a way to identify the right people, select them, hire them, onboard them, and retain them over time.
As a director of human resources for your own hospital, how will you plan for successful recruitment and retention of staff? What will be the key elements of your plan? Create a recruitment and retention plan. In your plan, please describe:
the process for budgeting,
recruitment, and
Recruitment and
Retention Plan Samples
Tools and Templates for Networks and
their Members
April, 2017
525 South Lake Avenue, Suite 320 │ Duluth, Minnesota 55802
(218) 727-9390 │ info@ruralcenter.org
Get to know us better: www.ruralcenter.org/rhi
This is a publication of Rural Health Innovations, LLC, (RHI), a subsidiary of the National Rural
Health Resource Center. The Technical Assistance for Network Grantees Project is supported by
Contract Number HHSH250201400024C from the U.S. Department of Health and Human Services,
Health Resources and Services Administration, Federal Office of Rural Health Policy.
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RECRUITMENT AND RETENTION PLAN SAMPLES
CONTENTS
Background and Purpose …………………………………………………………………… 3
Practice Opportunity Profile Sample …………………………………………………. 4
Recruitment and Retention Marketing Plan Sample ………………………………. 6
Recruitment Budget Workplan Sample ……………………………………………… 7
Interview Sample Questions ………………………………………………………….. 9
Orientation and Onboarding Workplan Sample ………………………………….. 10
Recruitment and Retention Plan Evaluation Scorecard Sample ……………….. 12
Employee Performance Agreement Sample ………………………………………. 13
Employee Satisfaction Survey Sample…………………………………………….. 14
Employee Exit Interview Sample …………………………………………………… 15
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RECRUITMENT AND RETENTION PLAN SAMPLES
BACKGROUND AND PURPOSE
Rural Health Innovations (RHI), LLC is a subsidiary of the National Rural Health
Resource Center (The Center), a non-profit organization. Together, RHI and The
Center are leading national technical assistance and knowledge centers in rural
health. In partnership with The Center, RHI enhances the health of rural
communities by providing products and services with a focus on excellence and
innovation.
One of the ways RHI supports networks is by providing a Recruitment and
Retention Plan Toolkit. In general terms, a Recruitment and Retention Plan is an
internal, organized work plan consisting of critical activities or steps to ensure
timely placement and lasting retention of quality health care professionals. The
purpose of the Toolkit is to proactively addresses both recruitment and retention as
critical and necessary to the process.
The Recruitment and Retention Plan Toolkit Consists of Four Documents:
1. A Guide, describing the components of an effective recruitment and
retention plan for networks and their member organizations. Each
component includes a description and useful tips or suggestions.
2. A Recruitment and Retention Assessment used to measure network
member organizations’ readiness to hire and retain quality health care
professionals.
3. An Assessment Summary Template used to summarize and document
averages of completed Recruitment and Retention Plan Assessments, to
assist in identifying areas networks can best assist their member
organizations in their recruitment and retention efforts.
4. An Action Plan Template used to document identified areas from the
Assessment Summary, and create individual action plans describing how the
network will provide member support in those areas.
Content for the Recruitment and Retention Plan Guide and Assessment and the
Network Recruitment and Retention Action Plan Template have been adapted by
Rural Health Innovations, RHI, from the Midwest Retention Toolkit, 2012, National
Rural Health Resource Center and the National Rural Recruitment and Retention
Network (3RNet), and Recruiting for Retention, The Manual, National Rural
Recruitment and Retention Network (3RNet), March 2015. See the Resources
section for other content authors and helpful links and documents.
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Practice Opportunity Profile Sample
Enhance your life with 5,000 beautiful acres of lakes, woods and trees with an
abundance of recreational opportunities, while being part of an expert team of Physical
Therapists at Cuyuna Medical Clinic in Crosby, MN.
Practice Description:
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Full-time position, Mon-Fri 8:00 a.m. – 5:00 p.m.
Outpatient Practice
No call
Average of 10-12 patients per day
Department supported by 3 Physical Therapists and 6 Physical Therapy assistants.
Competitive compensation package, loan repayment, relocation, CME and full
benefits.
Qualifications:
Must be able to work as part of a team to provide physical therapy services under the
direction and supervision of the physical therapist. PTA will implement selected
components of patient/client interventions (treatment), obtain data related to the
interventions provided, and make modifications in selected interventions either to
progress the patient/client as directed by the physical therapist or to ensure
patient/client safety and comfort.
PTA will assist the physical therapist in the treatment of individuals of all ages, from
newborns to the very oldest, who have medical problems or other health-related
conditions that limit their abilities to move and perform functional activities in their daily
lives.
Education:
Must have graduated from a CAPTE-accredited PTA program with Associates Degree and
appropriate state certification.
Cuyuna Medical Clinic:
Located in the heart of the Cuyuna Lakes Area, Cuyuna Medical Clinic is able to attract
dedicated, quality health care professionals and support staff, along with the required
up-to-date technology, and regional resource for advanced diagnostic and therapeutic
healthcare services. University Clinic’s unique brand of personalized care is characterized
by a record of sustained strength and steady growth reflected by an ever-increasing
range of services offered.
University Medical Center:
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Critical Access Hospital
25 beds
Located in Crosby, MN
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RECRUITMENT AND RETENTION PLAN SAMPLES
Hospital Services:
State-of-the-art surgery center, ER and ambulance, radiology, laboratory, rehabilitation,
oncology, pharmacy, birthing center, hospice and home health. There are also three
outpatient clinics located in Baxter Longville as well as a care center and a senior living
community offering independent, assisted and memory care services. Partnerships
include the Minneapolis Heart Institute, Allina Health’s Virginia Piper Cancer Institute,
Home Health Partnership, Adult & Pediatric Urology, and Great River/Crosby Eye Clinic.
Branded service lines include the Minnesota Institute for Minimally Invasive Surgery
(MIMIS), Minnesota Center for Orthopedics, Breast Health Alliance, and Presbyterian
Homes. Ranked along with the Mayo Clinic and University of Minnesota as a site for
major surgery innovation, CRMC was the first hospital to offer minimally invasive
surgery. MIMIS is the only fellowship program in the United States and Canada to
achieve accreditation in three specialties: minimally invasive surgery, bariatric surgery,
and flexible endo-surgery. The organization offers numerous teaching and other
fellowship programs and has attracted specialists who could practice anywhere in the
world.
Crosby, MN (Crow Wing County):
Welcome to Crosby where small town friendliness and service are a tradition. Built
around Serpent Lake in the heart of Cuyuna Country, the Crosby area offers dozens of
beautiful natural lakes and is well known for some of the finest walleye, northern pike,
trout and pan fish in Minnesota. There is a lot more than great fishing. Diving clubs from
across the Midwest are drawn to the pristine waters of our mine lakes to explore
remnants of the old mining days under the surface.
Summer is a special time to visit Crosby, but fall and winter offer their own rewards. As
the temperature cools, the northern pike get extremely aggressive. Grouse, ducks, small
game and whitetail deer are available to the hunter. If you want to work out, swimming,
play hockey or garden, check out the Hallett Community Center. When the day is done,
just sit back, relax and savor the freshest, cleanest air around, right here in Crosby.
Nearly 2,200 companies are located in Crow Wing County. Our major employers include:
University Medical Center, Cuyuna Medical Clinic, Brainerd School District, Grand View
Lodge and Madden’s Resort.
New graduates are encouraged to apply.
Contact Information:
Jane Doe, Human Resources Specialist
1234 Main Street
Crosby, MN 55555
505-555-5555 – janedoe@abcxyz.com
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RECRUITMENT AND RETENTION PLAN SAMPLES
Recruitment and Retention Marketing Plan Sample
Marketing Activity
Due
Date
Lead
Person
Description
Due
Date
Lead
Person
Description
Due
Date
Lead
Person
Items
Description
Target
Audience
Target
Audience
Promotion Items
• Print Materials
(i.e. fliers, brochures,
postcards, letterhead,
envelopes, stationary)
• Give-Aways
Advertising Venues
• Website
• Internet Websites
• Journals
• Newspapers
• Radio
• Social Media
• Direct Mailing
In-Person
Recruitment Events
• Career Fairs
• Education Programs/
Institutions
• Exhibits
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RECRUITMENT AND RETENTION PLAN SAMPLES
Recruitment Budget Workplan Sample
[Insert Health Professional type here] Recruitment Budget
Recruitment Activities Start Date:
Length of Budget Period:
Developing Materials for Promotion
Talent fee (graphic artist, photographer, writer, video):
$
Printing (display ads, brochure, fliers, postcards):
$
Materials (letterhead, envelopes, stationary):
$
Other:
$
Total: $
Advertising Venues
Internet site(s):
$
Journal(s):
$
Newspapers:
$
Radio:
$
Other:
$
Total: $
Outside Recruitment Assistance Consulting
Recruitment Firm:
$
Candidate Sourcing Services:
$
Other:
$
Total: $
Direct Marketing Expenses
Postage
$
Mailing Lists
$
Toll-free Number:
$
Other:
$
Total: $
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RECRUITMENT AND RETENTION PLAN SAMPLES
In-Person Recruitment
Educational Program Visits (include travel expenses):
$
Exhibits (Include booth fees and travel expenses)
$
Career Fairs (Include booth fees and travel expenses) :
Other:
$
Total: $
New Hire Background Checks
$
Credentials Check(s):
$
Background Check(s):
$
Other:
$
Total: $
Budget Total: $
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RECRUITMENT AND RETENTION PLAN SAMPLES
Interview Sample Questions
Allied Health Professional Specific Questions
1. What previous experience do you have in this Allied Health Professional role?
2. How has your past work experience and education prepared you for this position?
3. How do you keep up with the latest advancements in your field?
4. What support training would you desire or require to be able to do this job?
5. How would you present complicated information/instructions to patients?
6. What do you do if you disagree with a patient?
7. How would you communicate with a patient who was confused about your
presence?
8. Tell me about a recent situation in which you had to deal with a very upset patient
or staff member.
General Questions
1. Tell me about yourself.
2. What do you see as your main strengths and weaknesses?
3. What unique qualities or abilities would you bring to this job?
4. List five words that describe your character.
5. Describe how you keep yourself organized with a heavy case load.
6. Give an example of how you work well under pressure?
7. Describe a time when you were faced with a stressful situation and you
demonstrated your coping skills.
8. Give an example of how you worked well within a team and how did good work
independently?
9. Describe a time when you anticipated potential problems and developed
preventive measures.
10. Give an example of how you handled a difficult situation with a supervisor?
11. What is your typical way of dealing with conflict?
12. What are your professional goals?
13. What do you look for in terms of organizational culture?
14. Give me some insight on why did you left your last job?
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RECRUITMENT AND RETENTION PLAN SAMPLES
Orientation and Onboarding Workplan Sample
Provider Name:
Profession:
Anticipated Start Date:
Clinic Location:
Action Step
Due
Date
Lead
Person
Status
Notes
PRE-ORIENTATION ACTIVITIES
Send welcome letter including
date/time/location of orientation.
Coordinate photo arrangements, new
employee announcement (department,
organization website, organization
newsletter, newspaper, etc.)
Assign and notify new hire and
spouse/family mentors and schedule
weekly lunches if applicable.
Schedule hospital and clinic tours with
staff introductions.
Coordinates and ensures ID badge,
uniform, parking instructions and building
keys are ready to distribute on first day.
Assign phone number, email address and
passwords as necessary.
ORIENTATION ACTIVITIES – FIRST WEEK
Provide name/ID badge, uniform, parking
instructions and building keys if
applicable.
Provide general orientation of hiring
organization, mission/vision, affiliated
clinics/programs, departmental
relationships, staff meetings, job
responsibilities and work schedule.
Provides orientation on department
processes/procedures, medical
equipment, electronic health record and
referral system.
Human Resources holds meeting with new
hire to cover employee handbook, tax
forms, benefit package, pre-employment
physical, timesheet/payroll procedure,
relocation expenses, etc.
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RECRUITMENT AND RETENTION PLAN SAMPLES
Mentor introductions to new hire and
spouse/family mentors along with provide
weekly lunch meetings schedules.
ONBOARDING ACTIVITIES – FIRST YEAR
Gather feedback from new hire to
determine necessary improvements with
orientation/ onboarding process.
Community Mentor remains in contact
with spouse/family on a quarterly basis
for first year of new hire employment.
(If applicable)
Hold quarterly meetings for the first year
to gather feedback on
organization/community integration, job
duties/work schedule and
problems/questions.
Administer annual new hire and
spouse/family mentor programs
satisfaction surveys.
Administer annual employee satisfaction
survey.
Implement an employee performance
agreement.
Hold annual employee performance
review.
Ideas for Supplementary Recruitment and Retention Activities
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Establish a spouse/family mentor program
Establish a new hire mentor program
Establish a staff recognition program
Consider new offerings to employees such as stipend and paid time off for
continuing medical education or reimbursement for licensure renewals and/or
additional certifications
Establish a teaching/preceptor site program
Determine if your state offers State or Federal Government loan repayment
Regularly performs environmental scans of state/regional health care professional
salary and benefits to maintain competitiveness
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RECRUITMENT AND RETENTION PLAN SAMPLES
Recruitment and Retention Plan Evaluation Scorecard Sample
What
Recruitment
and Retention
Plan Measure
Target
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Definition of
Measure
Method of
Data
Collection
When
Who
When
Frequency
of Data
Collection
Person
responsible
for Data
Collection
Due
Date
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RECRUITMENT AND RETENTION PLAN SAMPLES
Employee Performance Agreement Sample
Name:
Mid-Year Review Date:
Anniversary:
Annual Review Date:
Position:
Goal Success
Measures
Key
Performance
Areas
Action Plan
Goals/Objectives
Steps taken meet
goals/objectives.
How will success of
goal/objective be
determined?
Results
List results/
outcomes
Organization
Values
Comments/
Follow-Up
for Upcoming
Year
6-month & annual
check-in
comments and
follow-up
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Customer
Service/
Satisfaction
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Specific Job
Duties or
Responsibilities
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Teams
Participation
and
Engagement
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Learning and
Growth
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RECRUITMENT AND RETENTION PLAN SAMPLES
Employee Satisfaction Survey Sample
Employee Satisfaction Survey
Questions
Strongly
Agree
5
Agree
Neutral
Disagree
4
3
2
Strongly
Disagree
1
1. I understand our organization’s mission and
values.
2. I received adequate orientation and training.
3. I am provided appropriate technology and
equipment for my job duties.
4. My work space conditions are adequate
(temperature, ventilation, space, clean).
5. I am satisfied with my work and call schedule.
6. My coworkers are approachable.
7. Interpersonal conflict is resolved effectively.
8. My supervisor is approachable.
9. I am given enough recognition by leadership for
my efforts.
10. Leadership supports my professional goals.
11. I am provided sufficient time off and funds for
CME or professional development.
12. I believe my salary is fair for my
responsibilities.
13. I am satisfied with my overall benefits
package.
14. The performance review process is fair and
effective.
15. Overall, I am satisfied with employment at
(Organization Name).
16. I would recommend working at my
organization.
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RECRUITMENT AND RETENTION PLAN SAMPLES
Employee Exit Interview Sample
Thank you for your service. Information from this questionnaire will be used to improve the
quality of working conditions for (organization name) and will be treated as confidential. If you
would like the opportunity to discuss your responses, please provide your contact information at
the end of the questionnaire.
Exit Interview Date:
Employee Name:
Job Title:
Employment Start Date:
Employment End Date:
Organization:
Manager:
1. What are your primary reasons for leaving employment with (organization name)?
2.
Rate all aspects of your employment experience.
Strongly
Employee Exit Survey Questions
Agree
4
Agree
Disagree
3
2
Strongly
Disagree
1
1. I received adequate orientation and training.
2. The community met cultural/recreational needs.
3. My job gave me a sense of accomplishment.
4. My workload was acceptable.
5. I was provided appropriate technology and equipment for
my job duties.
6. Coworkers were approachable.
7. My supervisor was approachable.
8. There was adequate communication between leadership
and staff.
9. (Organization) supported my professional goals.
10. Leadership provided recognition of my efforts.
11. Interpersonal conflict was resolved effectively.
12. I was provided sufficient time off/funds for continuing
education.
13. Performance review process was fair and effective.
14. My salary was fair for my responsibilities.
15. I was satisfied with my overall benefits package.
16.
Overall, I was satisfied with employment at
(Organization).
17.
I would recommend employment with (organization)
Additional Comments:
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