Initial Interview Tips - Updated 2024 (Interview Preparedness Pt 1)

While a well-designed resume or LinkedIN profile can open the door to many opportunities, nothing can solidify or ruin an opportunity like the outcome of the initial interview. 

Over the years I've witnessed candidates with very few of the necessary technical requirements land jobs easily, and I've also witnessed candidates that are Spot-ON for the technical requirements repeatedly miss out on employment.... why?  Because the candidates lacking in requirements knew how to CRUSH the initial interview, and candidates with excellent qualifications were (for whatever reason) unable to adequately express their knowledge during the interview.  Here are a few tips for guidance:

• Be prepared for ANYTHING:  It’s become very apparent that many employers have not refined their interview process. Some don't consistently have the same people conducting the interviews.  Most are often pressed for time, and they sometimes don't even have a firm understanding of exactly what qualifications will be a good fit for their current needs.  I've sat in on interviews where the interviewer has interrupted the conversation, excused themselves, and had someone else take over mid-interview.  I've sat in on interviews where SURPRISE, there was an impromptu panel interview and there were 5 people sitting in.   I've unfortunately sat in on interviews where the employer didn't even know what position they were interviewing the candidate for.  With this over-whelming lack of consistency, the interviewee must be prepared for anything and be able to "go-with-the-flow" without getting flustered or tongue-tied.
• What to do if your time is limited: Initial interviews customarily last between 30 minutes and 1 hour.  Always be prepared to express your qualifications in 30 minutes or less;

1. Make sure you have a job description of the position you are interviewing for.
2. Take notes in advance of the interview listing examples of how your qualifications/experience are a match for the job.  With those notes in front of you, you will easily be able to recall your most important talking points.  If the interviewer says they have to cut the interview short, SPEAK UP!  Say something like: "I appreciate your time, however I feel I wasn't able to adequately explain my qualifications, could we schedule more time to speak later this week?" 
3. Since your time is limited, don't go bouncing off on rabbit trails.  Stay focused.

• If you have a specific technical ability, know how to translate your on-the-job responsibilities into words.  For instance.... if you are an Technical Application Trainer be ready to explain
• Where you've trained (classroom?, elbow to elbow?, locations? etc.)
• What you've trained (Name of the applications/technologies etc.)
• How you've been involved (curriculum build? Principal or Lead Trainer? Go-Live Support?)
• Who you've trained (Physicians, Nurses, end-users, -along with classroom size, how many people) 
• Then be ready to explain the details of your understanding of the technologies you have trained.
• A good interviewer will ask “open-ended” questions that require more then just a Yes or No answer. One such question is: "Tell me more about yourself".  It is always best to have a prepared statement for this question. Keep it short & focused to the industry.  Point out your professional timeline such as: "I entered the Healthcare industry 14 years ago after graduating with a degree in Nursing, and over the years have transitioned from nursing into Clinical Information Systems, my focus for the last few years has been in EMR Implementation Project Management." Then ask the what specifically they’d like you to expound upon.
• Prior to an initial interview with any employer you should have a firm understanding of who they are and what they do.  If you're working with a recruiter, gain as much info from them as you can and then go Google!  Research the potential employer.    Normally the last question they will ask is "do you have any questions?" and you don't want to hang up the phone and then snap your fingers and say "Darn! I forgot to ask...."
• Know the job you’re interviewing for: If you're working with a recruiter request a full job description.  If there isn't one available make sure one of your first questions during the interview is "I'm not sure I have a firm understanding of the responsibilities of the position, could you take a moment to discuss your expectations?"
• Be relaxed and be yourself: Even though the interviewer cannot see you, they can definitely FEEL you, and if you're nervous they're going to pick up on it.  Also, try to concentrate on what they're saying, not what you're going to say next.  If you are busy mentally preparing your next statement you're going to miss important information.  Do away with any unnecessary distractions during the call (including your own over-active thought processes). From a Recruiter’s stand-point;  I've conducted interviews with candidates that are so busy talking over me or mentally preparing their answer that they've missed important information like who the client is, what they pay rate is, what the job responsibilities are etc., and this will be a detriment as they move on to a client interview.
• PRACTICE - PRACTICE - PRACTICE: If you don't have a recruiter to assist you, get a friend that understands your industry and have a practice interview with them.
• It's OK to call the whole thing off: If at any time during the interview information is provided that is not in line with your employment desires, wait for a break in the conversation and express your concerns.  If it is something that you feel the potential employer might be able to modify make that request, if an agreement cannot be met, thank them for their time and end the call early.  No need to take up more of your time and theirs if it isn't a fit.  
• Panel vs. One on One Interviews: Normally the initial interview is a one on one conversation with a decision maker, but more and more frequently employers are conducting "panel" interviews.  Typically a meeting invite will be sent that will include the names and titles of all the attendees, but sometimes a panel interview will be conducted without the candidate’s prior knowledge.  The panel usually consists of one or more hiring managers and one or more team members.  They will hope to learn if you are the right personality fit for their team, and also if the you have s the right qualifications for the role.  Be yourself... you don't want to be hired to a team of folks that is expecting something different when you show up for your first day on the job.
• Don't embellish!:  If you do not have the qualifications for the position, don't try to expand your experience and "fake" your way through the areas you aren't familiar with.  You might be able to fool a recruiter, but you will not be able to fool your peers in the industry.  If you do not have some of the requirements for the position and you somehow manage to make it through the interview process, it won't take many days on the job for your new employer to figure out you're not as knowledgeable as you lead them to believe. 
• NEVER discuss your prior boss or employer in a negative light.  In all matters try to stick to the positive.  Don’t discuss your personal issues, reasons you might have been fired previously (unless legally necessary) etc.  If you absolutely hated your last boss you can say something like “There were some departmental changes and I wasn’t comfortable where things were headed so I decided to find work elsewhere”. 

Learning to easily and fluently express your abilities is the most important part of the interview process. By following the steps above, and with some practice you should master the initial interview.
Being able to talk about your knowledge, milestones and qualifications is an asset.  Who is going to "sell" you better than YOU?  If you lack confidence this will hurt you deeply in the interview process.  To gain perspective, talk to prior co-workers and ask them what stands out about your work to them.

If you're in a position where you are the interviewer & regularly conduct interviews, review the "Part 2 Post"
Best wishes in your career endeavors! 
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Interview Follow - Up. The interview is over - Now what?

So you've taken the time to create an impactful resume, you've submitted your resume to a position that is a strong fit for your qualifications and career path, you've gone through the interview and now what?

I'm a bit old-school , I remember when one had to look for employment opportunities in the local newspaper and had to  mail (US postal service snail mail) or fax a resume to a potential employer.  Back when there were no cell phones, linkedin, emails etc. 

At that time it was common for everyone that was fortunate enough to go through the interview process to send a Thank You note.  We've now graduated to the speed of light.  Everything is moving faster, and with this rapid movement it seems that some of the professionalism of the past has been lost.  I would estimate that of every 100 people I interview, on a handful actually send a follow up email thanking me for my time and interest.  What's worse, is that fewer than that send follow up emails to thank the client when they've finished an interview with the Manager from the client site.

There are a vast number of reasons why people have gotten away from the habit of a follow - up thank you... some of which are:  lack of time, applying and interviewing for multiple opportunities at once, lack of knowledge, and lack of interest.  By "lack of knowledge" I mean that some individuals don't know who to Thank or how to go about Thanking them.  We'll cover that shortly.

There are times when a Thank you note is not necessary:  If you have had a particularly negative interview with a recruiter or manager, if you were turned down for the position during the interview or you turned down the position during the interview.  That doesn't mean you shouldn't bother, it just means it isn't expected or necessary.

Who to send the Thank you email to can depend on the situation.  If you are interviewing directly with your potential employer you will probably have the interviewer's email address, in which case a "Thank You" email within 24 hrs of the interview is appropriate*.  You might experience multiple interviews within the same company, and the same rule applies:  a "Thank You" email within 24 hrs of each interview.  If you are starting the interview process via a staffing company (search firm) then a quick email to your recruiter after your initial interview is appropriate.  Thank you notes for subsequent interviews with the staffing firm's client should be sent to your recruiter to be forwarded on your behalf to their client.  If the interviewer from the client site has provided you with their contact information then any thank you email you send to them should also be CCed to your recruiter.  This keeps the recruiter up to speed on how the interview process is moving along so no miscommunication transpires. 

This process is a two-way street.  In general Recruiters will send an interview follow - up email if the person they have interviewed is moving on to interview with the client or if the person might be a potential fit for future opportunities.  If the person is moving forward to interview with the client the Recruiter's Thank You email should supply the following:  A quick Thank you for your time, a full (or at least as full as they have) job description, the name of the client, and any information about next steps in the process.  I will be honest in saying that there have been times where I've dropped the ball on this process.  I might hang up the phone after an interview, prepare and submit the resume to the client and then get side tracked.  We all have those days.  If you haven't received confirmation from a recruiter that has stated they are sending your resume to a client.... ASK FOR IT!  You should always have a communication trail and record of what positions you have been submitted to. 

I wonder what Emily Post would think if she were alive today?  Miss Manners writes about this topic occasionally, but she tends to be a bit rude and condescending... which leads one to believe she's also lacking some manners.  The rule of thumb for Thank you notes should be "when in doubt, send it out".  It never hurts to show appreciation.  I've provided example content below.

*when interviewing directly for a potential employer for a C-Level position or a position you are extremely interested in, sending a Thank You card in the mail is a great way to stand out and show your interest.

Example Thank You for a recruiter:

Hello (Recruiter),
Thank you for your time on the phone today regarding the XYZ role at XYZ Company. Per our discussion, my qualifications seem to be an ideal fit for this position.  I look forward to the next steps in the process.  If there is any additional information you require, don't hesitate to call or email me.

Sincerely,


Example Thank you for Direct Manager:

Monster.com has a great section on Thank you letters with examples:  http://career-advice.monster.com/job-interview/following-up/sample-interview-thank-you-letter/article.aspx

One last piece of advice:  try not to be TOO flowery.  There is a tipping point between professional and sappy.  Some executives might be looking for a kiss-up, but is that really the type of person you want to work for?  Don't use words like EXCITING! EXCELLENT! SUPERB! AMAZING! and don't over-sell yourself.  Even the above example from Monster made me a bit queasy.  Make references to how your skills and experience fit with the touch-points from the interview, but stay away from telling the reader how to do his job ie: "you won't find a better fit for this position" or "I am your ideal candidate for the job".

A simple Thank you can go a long way..... (in all situations)


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Negotiating Salary or Hourly Rates - Updated 2021

Recently I received a request to write a blog post about negotiating salary and/or hourly rates.  I've avoided this topic until now because the financial aspects are always a complicated and touchy subject.  

I'm certainly not giving away any trade secrets when I say that consulting firms and staffing firms make their money by placing Healthcare IT Professionals at their client sites for either contract work or permanent placement.  

Placing someone into a permanent position is usually a cut & dried affair.  The firm will source, approach, screen and present qualified candidates to their client, if one is chosen and agrees to employment the firm will receive a % of that person's first year's salary as a "finders fee".   The industry standard is 20% but it can be higher or lower depending on the type of position being filled and the rates agreed upon by the client.  

With regard to contractors, the firm follows the same scenario as above but the candidate will be retained for a specific amount of time to complete a specific project.  Regardless of the employment method the consultant chooses (corp to corp or W2) the firm will bill their client at a higher rate than they are paying the consultant to increase their bottom line.

A firm determines the client bill rate by considering the following factors:  the consultant's desired hourly rate, the "burden" to carry that consultant (man hours spent for recruitment, any necessary care the consultant will require during the contract, cost of pay rolling, any benefits provided, liability insurance and how long the contract is expected to last etc.) and X amount of dollars for profit.  The rates charged to clients vary a great deal in this industry, in particular; large consulting firms tend to charge higher rates than the smaller staffing firms.  

So, what does all that mean when it comes to negotiating rates? 
> If you are seeking a salaried position, your rate is going to be whatever yearly salary you have determined makes sense to you.  Your recruiter will ask you up front for a figure, and I suggest you give them one.  If you're needing $120K and their client is only willing to pay $80K for the role, then you are aware immediately it isn't a fit.  Always be forthright about your salary demands.  If you want an idea what the industry standards are in a particular geographical location - check out: www.glassdoor.com

>Being an hourly contractor is a bit more complicated, due to COVID-19, the hourly rates have dropped across the industry. The best practice is to be flexible with your rates, but have a hard stopping point.  Also, take into account other benefits of a particular engagement and adjust your rate accordingly:  does it offer100%  remote work, does it require extensive travel, is it a long term engagement, will you learn new skills or gain new certifications, are there difficult tasks associated with the role, and so on. 
Below is a list of industry averages for various roles, and a few reasons why you should work through a consulting firm  instead of trying to work directly for the healthcare / hospital system. Keep in mind these rates are just an example and can vary quite a bit due to numerous factors.* 

Go-Live Support Analyst -  $30 - 55  / Hour
Trainer -                               $55 - $75 / Hour
Certified Trainer -                $65 - $95 / Hour
Junior Analyst -                   $45 - $75 / Hour 
Analyst -                              $55 - $85 / Hour 
Senior Analyst -                   $65 - $110 / Hour
Project Manager -                $75 - $150 / Hour 
Project Director -                 $95 - $175 / Hour 
(the above rates do not factor in travel expenses)
*The rates above can increase dramatically if you have a clinical background or specific certifications.

Reasons to seek contracts through consulting or staffing firms:
1.  The firms have direct contact to the internal hiring managers and can communicate your strengths directly to them.
2.  The firms can offer healthcare benefits during the engagement
3.  The firms will continue to negotiate extensions for you.
4.  The firms will work to find you future engagements

Reasons to seek permanent employment through staffing firms:
1.  The firms have direct contact with the internal hiring managers and will present your resume directly to them, on the other hand, when applying via a hospital web site your resume often falls into a "black hole" or it has to be processed through HR before the IT hiring manager ever sees it.
2.  The firm will negotiate your salary requirements (and it's in their favor to get you higher pay)
3.  The firm can often present your resume to multiple clients
4.  The firm may have a number of roles that are not posted online
5.  The firm normally has developed a strong working relationship with their client and might be aware of upcoming roles that would interest you but have not yet been announced.


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Why Working Remotely is Still Working!

I'm one of those fortunate individuals that works remotely.  (from a home office aka virtual office)  I've been working remotely for over 20 years now, and there is never a moment that goes by that I'm not grateful for this opportunity!  

Of course, some people enjoy the hustle and bustle of an office environment or weekly travel as many consultants do in our industry, but I like the peace and quiet of working from home. (obviously I no longer have small children in the house)  Except for the occasional fed ex package delivery person or door to door salesman, there are normally no distracting interruptions.  

I have noticed over the years that family members and friends often assume that because you work from home that you are immediately available to tend to their needs or that you're always open to a social visit in the middle of a work day.  It took me quite a few years to get them to understand that working from home is the same as in an office somewhere else... since they'd never just drop by my office during the middle of the day if I were working in a corporate building, I'd truly appreciate the same courtesy at my home office.  I also made a sign for my office door that would alert my children when I was on the phone so they wouldn't interrupt me unless someone was bleeding to death.  (this doesn't distract from the fact that I was able to get to know the High School secretary very well due to my multiple morning visits to drop off lunches, money, school work etc.  Something I couldn't have done had I worked in a corporate office)

For the multi-tasker, working from home is a blessing in disguise.  You can simultaneously be on a conference call, responding to emails and doing a load of laundry.  It is also a great situation for people with dogs.  Your dogs get more attention and more visits to the outdoors.  Dogs can also be a distraction however, especially if they bark at every little sound they hear.  My dogs only bark when someone comes to the door, so I put a sign on the front door when I'm working that reads: "Resident is working from home office, PLEASE DO NOT KNOCK unless absolutely necessary. Thank you."

When people find out that I work from home they always ask "How can I do what you do?"  I wish there was a good answer for that question, but unfortunately there isn't.  Not everyone has responsibilities that will translate into a home office environment.  Also, not everyone has the discipline it takes to work remotely and stay focused.  If you have a job that you could do from home, the best way to make that happen is to talk to your boss and inquire if you can work from home 1 day a week.  If you can show you are productive from a home office, eventually you may be able to work from home all the time.  I basically got lucky and found a temp position that allowed me to work remotely and I was so productive that they hired me as their first remote recruiter.  

Typically a remote worker can almost double the production of someone working in an office environment IF that office environment is like the following example:  It usually takes at least 30 minutes to commute to work on a good day.  You arrive at your company building and 3 people stop you on the way to your desk to ask you personal or work related questions. You get to your desk and if you are in an open air environment aka "bullpen" you are hearing multiple other individuals talking on the phone, to each other etc.  30 minutes before your lunch time the group you normally lunch with is trying to determine where to eat, then you all drive to the restaurant, spend about an hour eating and talking, drive back to the office, and possibly finish up whatever conversations were going on during lunch.  If a mandatory meeting is scheduled, the on-site employees might take time to prepare for the meeting prior to the meeting, then attend the meeting and then discuss the meeting after the meeting (I call this meeting paralysis) while the remote employee will dial or log into the meeting for the duration of the meeting.  At the end of your day it may take 30 minutes or more to return home.  If you do not have the capability to work from home in any capacity, then your production is over when you leave the office building, however the remote worker can break for dinner and continue working if necessary.  

One major draw-back to working remotely is that in some instances out of sight means out of mind.  If your boss and co-workers are in the office, they may tend to forget you exist and forget to loop you in on impromptu meetings or office announcements (such as: someone leaving the business or new hires etc).  I've also worked for companies that were new to having remote employees and they often would forget I wasn't in the same time zone, or forget to remove me from office related emails like "Thursday is refrigerator clean out day, if you have food in the cafeteria fridge it will be thrown out" or "Friday there will be an Earthquake drill, please be prepared" and there have been numerous times when they would forget to use webex, or skype and I'd call into a meeting only to find out they're discussing graphs or visual items that I can't see.

Not everyone is geared to work remotely and not everyone would enjoy working remotely, but if it is something you're new to or something you'd like to do, consider the following:

• Is 100% of what you do compatible with working from home?  (computer/internet/phone related)
• Do you have a quiet space in your home that you can dedicate to a home office?
• Do you have access to a reliable, fast internet provider?
• Are you self disciplined?
• Do you understand your work responsibilities enough to conduct them with little or no supervision?
• Do you have small children or dogs in your home? - Are you prepared to put the children in daycare and the dog in another room if necessary?
• Are you prepared to explain to your family / friends why they cannot distract you during work hours?
• Are you tech savvy enough to set up the necessary tools? - Computer, web meeting software, work related software etc?
• Will you work too much? - Are you able to give yourself a break when you need one to eat, or exercise or relax?
• Can you stay consistent and organize your daily routine so you are able to accomplish your required production without going off on too many rabbit trails

Tips:

• Don't be afraid to put signs on the door to alert people that you are busy and cannot be distracted.
• Once you figure out what works best, get into a routine and stick with it.
• Always allow yourself down time.  Having your work under your nose makes it easy to work 24-7 but that is never a good idea.
• Don't over-extend yourself.  Just because you CAN work 24-7 if necessary doesn't mean your boss should pile on more and more work, particularly if you're being paid salary and not by the hours worked.
• Think outside the box.  Be prepared for power outages or cable outages.  If you cannot access the internet at home, know the local places you can (Panera, Library etc)
• Keep the contact information for co-workers on paper, that way if there are power outages, or your cell phone or cable has no service you will still know how to get in touch.
• Don't frequent social media unless you need them for work related responsibilities.  It is easy for your employer to track your internet activities.  Definitely don't access personal websites via your work computer, always use your personal computer for those activities. (same goes for work email, only use it for work related content)
• During work hours log yourself out of instant message applications that are not work related so you aren't distracted by people wanting to chat with you.

If you are a remote worker, please comment and provide additional items I might have missed!

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Why Being A "Quick Learner" Doesn't Matter

If I had a dollar for every time I've heard "but I'm a quick-learner" in my recruitment career I could retire right now.  It seems to be a theme when someone is told that they do not have the right qualifications for the role they have applied for.
It is certainly understandable that in the current job market some people are stuck between a rock and a hard place, over-qualified for many roles and also under-qualified for many other, so when they don't match certain specifications they are eager to point out that they could learn quickly - hoping to score an interview and convince the potential employer to take a risk on them.

While that might work when a candidate is dealing directly with their potential employer, it will not work when applying for a position through a staffing firm or consulting firm.  Both staffing and consulting firms are retained by their clients to find very experienced people with very specific qualifications.  Either the client has tried to find someone matching their desires without success or possibly they don't have a dedicated recruiter and need outside assistance to fill their open positions. 

For this reason, your resume should be a good representation of your qualifications as they pertain to the job listing.  If you are reading a job posting and feel you are well qualified, before you click "send" ... make sure that your experience with each of the requirements is clearly stated in your resume and in your cover letter!  

If you are on the phone with a recruiter and they ask you if you have experience with a certain EMR system [or other requirement] and you express that you do not... and they tell you you are not a fit for the position, there is no point in arguing with them or expressing that you are a "quick learner".  Their client has given them that list and if you are not a match for the items on that list they are not able to present your resume.  All recruiters know which items on that list are negotiable with their client and which aren't.  If a recruiter is expressing to you during or after your discussion with them that your qualifications are not a fit, don't take offense, just understand that according to the specifications of their client, your experience and skills do not match the requirements.

While there are always exceptions to the rule, most  recruiters have a firm understanding of their client's needs.  Rest assured that recruiters want to fill the position as badly as you want to fill the position.  If they felt there was any possibility that your qualifications might be of interest to their client, they would submit your resume.  

If you have had issues with Recruiters that lack understanding of your qualifications or are calling you on positions that are unrelated to your area of expertise, please see my previous blog about those topics.

Are you a "Nodder" or a "Note Taker"?

Imagine you are starting a new job (or engagement) and your new boss is showing you the ropes and training you on your new responsibilities.  Do you follow them around nod a lot and say "uh huh", "uh huh" to everything they show you, or do you take notes, ask questions and make sure you have a clear understanding of what is expected?  If you're a "nodder" and not a "note taker" chances are that you will regularly have to go back to your boss or one of your co-workers and ask questions about how to do things because you did not absorb all the necessary information during training.

 It's also likely that you will not be retained at your new position because your boss and co-workers don't have extra time to re-train you on things you should already know.  If you're a note taker it's likely that you will rarely have to request assistance since not only can you refer back to your notes, but it is a scientific fact that note takers retain more information.

Now... let's apply the above scenario to the interview process.  

When speaking with a recruiter, do you assume you can absorb all the information that will transpire during the conversation, or will you take notes?  

Do you ready a list of questions that you have such as:  Responsibilities?  Client location?  Contract Length?  Hourly rate or salary?  etc.

Do you make sure your important questions are answered during the interview?  

If a recruiter cannot answer all your questions are you prepared to ask them when you interview with the client?

Lately I have had more than one instance where a candidate has come back to me post-interview... not just after my interview but after their client interview and ask me the following questions:

Where was the client location again?  How much was the pay rate?  What were the responsibilities of the job again?  Are benefits offered?

These type of questions clearly show that the candidate was not paying during the recruiter interview or the client interview.  This also shows an incredible lack of professionalism and can show a lack of interest as well.  Unfortunately if this line of questioning is posed to the client it can make the recruiter appear as if they didn't provide the necessary information to the candidate during the initial interview which reflects poorly on the recruiter and their company.    

Obviously the candidates that are on the ball, prepared for an interview and have a firm understanding of the opportunity are the most likely to get hired.  By taking notes and making sure all your initial questions are answered during your recruiter interview you will be setting yourself up for success.

How to Successfully Communicate with a Recruiter

One of the chief complaints I hear from industry Consultants is that Recruiters do not follow up, particularly after the consultant's resume has been submitted to a client for review.  Unfortunately this is one of many areas of miscommunication between consultants and recruiters.  Fortunately however, there are so many recruiters and so many consulting and staffing firms in the Healthcare IT industry that no consultant has to be married to any one recruiter.  

Try to find 3 recruiters you trust from different firms, that have strong industry knowledge and connections and work with them exclusively.  If one isn't keeping you informed on new opportunities or providing you with enough employment options, drop them from the list and find another.  

When it comes to communication, keep in mind that recruiters are extremely busy as well.  At any given time a recruiter could be working on as many as 10 or more job openings and be receiving and reviewing 100's of resumes a week as well as interviewing multiple new candidates a day.   

To put this into a "typical day" perspective it might look something like this:  

8am - 9am Review all new emails and respond to possible candidates.  

10am - 11am conference calls.  

11am - Noon Interviews.  

Noon - 1pm lunch if you're lucky.  

1pm - 3pm Interviews and drafting submittals. 

 4pm - 5pm Recheck mail and respond to any needs of sales personnel, clients, candidates etc.  

5pm - 7pm Dinner and family time.  

8pm to 10pm resume sourcing, email responding, etc.   

Also factor into that schedule: un-expected phone calls, new job openings, scheduling requested client - candidate interviews, occasionally having the horrible task of firing someone, un-expected meetings, assisting new hires with on-boarding processes and travel arrangements etc., and you can now see why sometimes recruiters forget to follow up with consultants that have been submitted to a job that the client has not yet provided feedback for.  At any given time a recruiter could have as many as 20 (or more) consultants submitted to various job openings at a variety of client locations.  

Sadly, once a resume is submitted to a client, most clients do not respond unless they are interested in scheduling an interview, and it may take the client days or weeks to request the interview.  Behind the scenes recruiters and sales personnel keep in regular contact with the client to the best of their ability, but the decision maker on the client-side is also extremely busy.  Many clients learn the hard way that exceptional candidates will not wait around for a few weeks to hear back and will be swept up by other facilities. 

The general rule is: if the client has not responded to a resume within 2 full weeks of submittal, they are not going to move forward into interview, but there are always exceptions.  The one thing the consultant CAN rely on; is when the recruiter has received an interview request from the client they WILL call you immediately.  They  want you to be hired as badly as you do, so if you haven't heard from your recruiter that probably means that they haven't heard from their client, not that they are ignoring you.  The best way to get the type of communication you desire is to have an up front agreement (UFA) with your recruiter.  When you initially interview with a new recruiter let them know that you expect to hear from them on a regular basis (whatever time frame works for you).  Also assume some of the responsibility yourself by sending a weekly email to your recruiter(s) requesting status updates.  If the recruiter doesn't respond to your emails then it is definitely time to close that relationship.  Communication is always a two -way street.


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Successful Staffing - A Note To The Hiring Managers (Updated 2025)

While this blog normally focuses on the candidate / consultant employment process, it seems important to address the folks that are responsible for the hiring decisions as well. [In this post I will use the term: "Hiring Managers" this term is broad based and covers anyone that is involved with the decision making process.] 

For years I've watched the industry with interest, and have thought that it would only be a matter of time before hiring managers were more likely to consider candidates that were a bit outside their desired requirements or even be willing to consider the dreaded REMOTE WORKER... God Forbid.  Remote workers are normally highly qualified individuals that can perform their responsibilities well from a home office environment.  It is truly unfortunate in 2025 that more hiring managers are not willing to consider remote workers, and we're even seeing companies who have had success with remote workers since COVID, now requesting these people come back to an office.  Good Remote employees typically work more hours and save the company more money than onsite employees doing the same job.  

In other instances it might be necessary to consider a new employee that has less than the necessary requirements.  Most sharp candidates can pick up new skills quickly.  Nothing is more frustrating to both the recruiter and the candidate than to have a hiring manager say "This candidate only has 2 years of XYZ experience, we need someone with 5 years or more."  Usually those responses are made without the hiring manager ever speaking with the candidate to see if they might actually have enough know-how to be a beneficial member of the team.  Also, there have been many times when a highly qualified candidate has been declined because they weren't available on the exact start-date required, yet the hiring manager will find they are still seeking "the right candidate" weeks after the original candidate could have been on the job.  Commonly the hiring manager will come back after their desired start date has passed and inquire if the original candidate is still available, which of course they are not. (It is worth noting that the same can be said about hiring an apparently "over-qualified" candidate)

When I was responsible for both account management and recruitment I would provide my clients with the following analogy:  "There is a pond... and standing around that pond are 1500 Recruiters, all with baited hooks in the water, and in the pond there are 3 Big Awesome fish and NONE of those fish are hungry.  It is a waiting game to see which hook has the most attractive bait when one of the fish finally needs something to eat."  It just so happens that in that pond there are also dozens of slightly undersized fish that are very hungry, and when the big fish are so scarce, it is often worth while to go with a  smaller fish. 

Timing is another issue.  When a highly qualified candidate resume is received, an initial interview should be scheduled immediately and when the interview goes well any additional interviews schedule be conducted as soon as possible - taking weeks or months to get through an interview process is a sure-fire way to lose good candidates to other companies.  Additionally, an offer should be made within 24 hours after the final interview if all parties agree they want to hire the candidate.  The interview process plays a huge role in the % of hires made.  

To sum it up:
> A sense of urgency from the hiring manager is paramount to the % of hires made.
> Willingness to think outside the box and consider candidates that have most but not all of the requirements or highly qualified candidates that can work remotely is imperative.
> Timing is key...
> Remember that your recruiters want to fill the positions as badly as you do.  Working together and listening to each other is the best way to make hires. 
> The shorter the time between resume submittal to interview to offer, the higher your success rate will be.


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More Resume Fodder..

In my previous post about creating impactful resumes (Resume Tips - How To Make Your Resume Stand Out - 9/27/2011) I discussed how to format a resume, use key-words and other misc tips.  I'd like to elaborate on that today and bring attention to the cover letter and what information goes where.

I often have candidates apply for positions with resumes that do not show the appropriate skills for the position.  When I go back to them for more information on their qualifications I occasionally hear "that information was in my cover-letter".  At times I haven't even received their cover-letter.  Why would one want to put significant skills information on a cover letter and not include it in the body of a resume? [that is a rhetorical question]  Generally when a candidate submits their resume to a recruiter that resume is uploaded into a "Candidate Tracking" Database.  If the "cover-letter" was written in the body of the email and not sent as an attachment it often does not end up in the database, so that information is lost forever, particularly depending on how well the recruiter makes notes in the candidate file. 

A cover letter should house the following information and never be longer than 2 or 3 paragraphs:

• Highlights of background and achievements (pertaining to the job description)
• Salary or compensation desires
• Willingness to travel or relocate (pertaining to requirements of the job)
• Date of availability
• Reason for interest in the position

Any of the highlights you provide in regard to your qualifications should also be on your resume.
The cover letter should only bring them to the attention of the employer as a teaser so they actually review your resume. 

Resume content is extremely important.  You never want to be too wordy but you also want to make sure you're representing your qualifications thoroughly.  Below are two examples.  Both from the same candidate.  The first one was from the initial resume, the second was from the re-vamped / updated resume.  I've included a brief job description to show what the candidate had applied for:

Job Description:  12 month engagement for an experienced Cerner CPOE Trainer. 
Must have:  At least 2 years of recent Cerner CPOE training in a classroom and elbow to elbow environment, must have excellent communication skills, particularly with Physicians.  Must have prior curriculum build experience.  Clinical experience a plus but not necessary.

Old Resume:
XYZ Healthcare System  2010 - Present
Implementation Consultant
>Go-Live Support and Training
>Order entry with CPOE
>Both on-site and virtual training of staff

Updated Resume:
XYZ Healthcare System  2010 - Present
Cerner CPOE Trainer
> Classroom, Shoulder to Shoulder and web-based training of over 1200 Clinicians and Physicians for a 3 hospital Cerner CPOE go-live.
>Assisted with development of hospital training materials and curriculum development utilizing Adobe Captivate.
>Involved with multiple disciplines : Pharmacy, Surgery, Radiology, ED and NICU.
>Responsible for teaching schedules, go-live schedules and communications.
>Provided workflow and gap analysis
>Exposure to and understanding of: FirstNet, SurgiNet, PharmNet, RadNet, along with PowerChart, PowerNotes, PowerPlans, CPOE and LightHouse.
>Proficient in Microsoft Suite / Tools
>Proficient in Order Entry

See how much more information the 2nd example gives without being over-whelming?  A Recruiter can confidently send the 2nd example to their client knowing the client won't come back to them with a multitude of questions on how that candidate is a fit for their job opening.

Always keep in mind that we are now living in a virtual world and you no longer have the luxury of handing your resume to your prospective employer face to face.  Your resume must stand alone and sell your qualifications.  If you've done it and it's relevant to your desired employment... LIST IT!  When in doubt, ask a qualified recruiter from your industry to review your resume and provide you with suggestions.

Happy Hunting!


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"You Hang Up!" ~ "No... YOU Hang Up!"

When seeking a new employment opportunity, it is often difficult to determine when you should pick up the phone and call someone or simply communicate through email.  For some people, it's also difficult to determine when to hang up the phone once you've gotten involved in a  conversation, but more on that later. 

Let's start with picking up the phone.  If you, as a candidate, have reviewed a job description that interests you... whether you received it through linkedin, or email or you noticed it on a job board you should NEVER engage in a lengthy back and forth over email.  ALWAYS include your resume with your initial email.  NEVER send a one question email without a resume such as:  "I am interested in your job posting, how much does it pay?" (or where is it located or how long is the engagement etc)
Once the recruiter has had time to carefully review your resume, they will either call you or email you back if they are interested in moving forward.  When you receive their communication; schedule a time to speak with them on the phone.  Make sure you write all your questions down so you are prepared to ask them when you get them on the phone.  Going back and forth via email is a waste of every one's time.  If a recruiter that you have not worked with before is willing to submit your resume to a position without speaking with you on the phone that should be a huge red flag.

Now... about hanging up the phone...we have all had conversations that feel like they may never end... by the time you're able to hang up the phone you are exhausted from the call and feel the need for a nap, or a stiff drink.  Those dragging, tedious phone conversations should not happen on business related calls, particularly in an interview type of situation.
You should never hesitate to ask all the questions you have to ask to determine if the position is going to be a proper fit, however you should avoid getting off on too many rabbit trails.   You should also avoid any negativity whenever possible.  Berating your old boss or a prior client location is never a good topic of conversation.  Once you have your questions answered and the recruiter has had their questions answers, and you are aware of the next steps (resume will be submitted or 2nd interview will be scheduled etc) you should end the call.  Sometimes it can be difficult to bring the call to a close when the person on the other end is barely taking a breath in-between sentences.  These situations are why I've always been a fan of the UP FRONT AGREEMENT or UFA..  The UFA goes down something like this:  "Ring... Ring... (candidate:) "Hello"... (recruiter:) "Hi Jane! I'm calling you for our scheduled 3pm conversation to discuss the XYZ position with you.  I have 30 minutes to talk to you today and I want to make sure I am able to answer all of your questions before we get off the phone, so lets get started."    Either party on the line can initiate the conversation with an UFA.  What the above example accomplishes is to provide the other person with the knowledge that you are interested in them and what they have to say, but that you only have a specific amount of time to take care of business.  [this also works well on personal calls... lets say Aunt Bonnie is calling, you see her # on caller ID... the woman just never shuts up, but you love her and feel bad when you don't answer her calls.  Just pick up the phone and say "HI AUNT BONNIE! I'm so glad you called, unfortunately I have to leave in 15 minutes for {whatever excuse will work here}.  I didn't want to miss your call, I'm sorry I dont have longer to talk this time....]

The flip side of a dragging phone conversation is hanging up too early, and admittedly this is normally done on the recruiter's part.  Frequently I have candidates thank me for taking the time to really talk with them and answer all their questions.  It appears to be a growing trend that recruiters call candidates, spew out information about a position they assume the candidate is a fit for and then ask if the candidate wants to be submitted, if not they hang up the phone.  I call this the "Wham, Bam, Thank you Ma'am" mentality.  Recruiters cannot possibly represent a candidate without having a good idea of personality, work history and skill set.  If you receive this type of treatment, find another recruiter.  There are just about as many recruiters in the industry as their are consultants/candidates now, no reason you can't find a few that will treat you with respect and integrity.

So... to sum it up:
1.  If you want answers about an opportunity, whenever possible pick up the phone, don't have a bunch of back and forth on email.
2.  If you are working with a new recruiter always send your resume in your initial email.
3.  When you do get on the phone, focus the conversation to business and try not to get off on too many rabbit trails.
4.  Use the UFA (Up Front Agreement) to set the tone and time limitation for the call.
5.  Expect respect and give it as well.

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How to Chose the Right Opportunity - Job Selection

Not so many years ago candidates in the Healthcare IT Industry called Recruiters to find new positions.  Now candidates are receiving calls from multiple recruiters with a variety of opportunities.  With national unemployment high, this industry is a great place to be.  One of the major issues for qualified HCIT Consultants is how to choose the right position or engagement that will not only enhance their resume but offer conveniences like; short commute times, high pay, perks such as benefits, bonuses, company credit card etc and provide a good working environment.

Since we've discussed how to find and work with the right Recruiters and Agencies in a previous blog I won't touch on that now.  What we want to focus on is how to go about accepting the right position and navigating the process with grace and professionalism.

From a recruiter's standpoint, waiting for the client to make a final hiring decision is just as frustrating as it is for the candidate, particularly in the current climate. When candidates are entertaining a multitude of opportunities, putting them on hold until a client makes their decision is not a good practice, because they can easily accept another role.  However, as a Consultant... if you have been interviewing for a variety of positions that interest you, PLEASE be honest with each recruiter you are working with.  Providing the following information to each recruiter is considered a professional courtesy:
1.  Number of other positions you are interviewing for
2.  How far along in the interview process you are with those positions
3.  What those opportunities do or don't have in comparison to their opportunity
4.  How close you are to offer stage with those other companies.
5.  When you have accepted another offer.

Keeping everyone informed can actually increase your chances at landing the positions you are most interested in.  If your recruiter knows that you are in the final stages of the interview process for another position, they can contact their client and encourage them to move things along more quickly, they can also potentially obtain a pay rate increase or other perks of interest. 

A MAJOR faux pas is accepting a position and then accepted another position only to decline the initial position shortly before or after the engagement has started.  Every recruiter I know has at one point or another had to tell their client that the consultant they expected to start on Monday has decided to take another position.  This action will normally get the consultant black listed from the agency / consulting firm and from the hospital / healthcare system. 

As a consultant, if you have been interviewing for a variety of engagements and are aware that more than one of them will be calling with offers, it is best to alert all the recruiters and put each on hold until a final decision is reached.  For instance:  You are actively in the interview process for 3 positions with 3 different recruiters.  Each position has reached the final interview stage and you are feeling confident about 2 of the 3.  You have called each recruiter and made them aware that you are in the final stages of interview for a number of roles.  On Monday of the following week recruiter #1 calls you with an offer, you are open to accepting but would prefer recruiter #2's position.  You should let recruiter #1 know that you anticipate another offer and would like 48 hrs to make a final decision.  Normally that should not be an issue and recruiter #1 will call their client and let them know.  You should then call recruiter #2 and #3 and let them know you have an offer on the table and must provide an answer by Weds.  Both recruiters can then call their clients and let them know, giving their clients a chance to extend an offer before your deadline.  It is poor business to accept the offer from recruiter #1 and then 2 days later when another offer comes in that provides a higher rate, or is a shorter commute etc, you then accept that offer and call recruiter #1 to let them know you have decided to take something else.  This leaves recruiter #1, their company and their client in a lurch.  By accepting a position, you are making a commitment to both the recruiting company and healthcare system for the duration of that engagement and should follow that commitment through.  (When considering permanent positions the rule of thumb is the same, put the first offer on hold until you can consider the other potential offers)

Everyone benefits from an open and honest relationship, especially now when so many employment options are available.

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Applying Online ~ AKA The Resume Blackhole

How many times have you applied through a company web site never to hear a response?  Perhaps you've applied through a company web site and received a call from a recruiter months later after you've already landed a new position? These scenarios are all too common, particularly in the Healthcare industry.  Applying through a hospital web site can be akin to circular filing your resume...pointless. 
With that being said, do continue to make the effort to upload your resume via company web sites, but also back up your efforts with the following suggestions:
> Search Linkedin to locate the probable hiring manager for your desired position (ex: IT Director of XYZ Hospital) and reach out to them directly on linkedin.  Let them know you've applied online and would like to also send your resume to the appropriate person via email as you are very interested in the specific position.
> Review the original job posting that drove you to the company web site for a name of a Recruiter or Hiring Mgr.  Wait 1 week after applying and then put a call in to that person to find out if you are being considered for the role.  Many sites will specify NO PHONE CALLS, if this is the case you can usually google and figure out the email string for the company and then email the person instead.
>Make sure you keep a spreadsheet with the names of the companies you have applied to, the date you applied and the method you used to apply. 

Keep these things in mind: 
If your qualifications do not match the requirements of the position it is likely you will not be chosen and your efforts will be time wasted. 
If your qualifications are a close match but you are missing one or two of the requirements, when you follow up be prepared to give an over-view on why you'd be a good investment for the company even though you are lacking certain skills or experience.
If you've made the effort to follow up 2x and still have not received a response, check that position off your list and let it go.
Remember that HR Departments and Recruiters receive as many as 100's of resumes a week.  It takes time to go through them all.  If you have not received an personal response (automated emails don't count) within a few weeks of your submittal, it is unlikely they will be moving forward.

In today's electronic age when we rarely hand a resume to someone face to face anymore, navigating the virtual process can be frustrating, especially when you're confident that your qualifications are exactly right for the role you are applying for.  Hopefully by using the above contact methods you will increase your chances of an interview.


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The Importance of Keeping Appointments

This really should be a "given" but for some reason it is often over-looked.  When a business appointment is made, that appointment should be kept and if for some reason a person is unable to attend, plenty of notice should be provided to all parties involved.  This is imperative when it comes to interviews.  As a candidate, you rarely have more than one shot to make a good first impression and that is in the initial interview.  If you miss your initial interview, whether it is by phone or in person and you fail to provide advance notice, you can assume that the potential employer will not offer you another chance to interview.  Unfortunately I've seen this happen a number of times and it never bodes well for the candidate.  Yes we're all extremely busy, but that is no excuse to completely forget an interview. 
Scenario:
You have a phone interview scheduled with a potential employer, you suddenly get called into an unexpected meeting.  You:
A.  Grab your notepad and hustle into the meeting figuring you'll call the interviewing company later.
B.  Figure "screw it" the interviewing company will call you back, they couldn't possibly walk away  from your excessive expertise.
C.  Think "Oh well" there are so many jobs in the market place right now, if I lose this one, no big deal.
D.  Tell your current colleagues you'll be with them in just one moment and either pick up the phone or send an email to the person that scheduled the interview and let them know you will need to reschedule.

Obviously the correct answer is D.  Unless you've been abducted by aliens or you're completely incapacitated there is no excuse for not providing notice if you need to cancel or reschedule. Missing a scheduled interview with out providing notice is completely unprofessional.  By blowing off a scheduled interview you are wasting the time of the person that was to conduct your interview and potentially wasting the time of the person that was responsible for scheduling the interview as they work frantically to track you down and find out why you aren't available.

Even if you are going to be delayed by 5 minutes or more, call or email in advance and let people know. Again, this professional courtesy goes both ways... the person conducting the interview should also provide advance notice of cancellation, delay or need to reschedule.  I wont stand in a glass office and throw stones, I've been guilty of missing an interview I've scheduled with a candidate a few times over the years and I own up to it.  If you miss an interview, best to be honest and then grovel if the position is important to you.  Sometimes you'll get an understanding person that is willing to reschedule. This goes back to one of the oldest rules of all time... Do onto others as you would want them to do onto you.

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