Doc-in-a-Box Physician Recruiting Software Version 8.X

1. Doc-in-a-BoxPhysician Recruiting SoftwareVersion 8.X Doc-in-a-Box Software Bob Epstein, President PO Box 7192 Bellevue, WA 98008 Phone: (425) 641-2025 Fax: (425) 644-0412 E-mail info@diabsoftware.com Don’t let the easy ones fall through the cracks! Please Click on the right arrow key to continue

2. Welcome to Doc-in-a-Box Slide show • You can exit and run the slide show again at anytime. It will take about 10 to 15 minutes to view. • Press the right arrow key, the enter key or click on the mouse to begin the slide show. Some slides during the show will self activate otherwise, just press the right arrow key. You can return to the previous step in the slide show by pressing the left arrow key. • You can end the slide show at anytime by pressing the [Esc] key.

3. The challenge is to integrate the separate pieces of the recruiting puzzle Sites (Clients) Communications Marketing Candidates Opportunities (job orders)

4. A good database system should organize your process for you.. Marketing Sites (Clients) Candidates Opportunities (job orders) Communications

5. How can Doc-in-a-Box benefit me? • Track your own candidates on your computer. • As a computer based system instead of a web based system, you purchase the program once instead of renting it month after month. • Unlimited technical support is available at no extra charge for the first 90 days after installation. • An optional annual support agreement is available after the initial 90 days after installation.

6. How can Doc-in-a-Box benefit me? (continued) • Search for candidates by name, specialty, board certification, licensure, where they now live or geographical interests and many additional criteria. • Search for opportunities by client name, specialty needed, geographical location and many additional criteria. • Track pertinent information on your clients (sites) and job orders (opportunities) • Manage follow-up phone calls and a “to do list” for candidates and contact people at your clients without using post-it notes. • Track multiple contact people for each client. • Easily manage splits with other search firms.

7. How can Doc-in-a-Box benefit me? (continued) • Link your candidate referrals (presentations) to your clients and opportunities. • View a client’s record and see: • All the opportunities (job orders) for that client. • All the candidates referred to each job order. • The current status of each referral based upon the candidates’ and clients’ own comments. • View a candidate’s record and see all the opportunities they were referred to along with current status of each referral. • Each recruiter can view the status of other recruiters’ referrals.

8. How can Doc-in-a-Box benefit me? (continued) • Send e-mail to candidates or clients & keep a copy of the message in your database at the candidate or client level • Send broadcast e-mail to to your candidates as individual messages with their own name on the address instead of using the carbon copy or blind carbon copy feature. • Import incoming e-mail into candidate or client records. • Mail merge letters, contracts, print labels and envelopes.

9. How can Doc-in-a-Box benefit me? (continued) • Manage candidate travel. * • Who is traveling, where to and when. • Track candidate travel expenses. • Prepare a report showing expenses by type of travel within a time period. • Allocate travel expenses to one or more opportunities. • Display the sum of all travelers’ expenses at the opportunity level. * Of specific interest to in-house recruiters

10. How can Doc-in-a-Box benefit me? (continued) • Manage advertising expenses. * • Which journals or web sites you are using. • Track advertising placed and expenses. • Display all ads running at a particular point in time, i.e., during the month of November. • Allocate advertising expenses to one or more opportunities. • Display the sum of all advertising expenses at the opportunity level. * Of specific interest to in-house recruiters

11. How can Doc-in-a-Box benefit me? (continued) • Manage use of outside search firms and expenses. * • Which search firms you are using. • Track contract expenses as obligated and when paid. • Allocate expenses to one or more opportunities. • Display the sum of all search firm expenses at the opportunity level. * Of specific interest to in-house recruiters

12. How can Doc-in-a-Box benefit me? (continued) • Link filed electronic documents to files. * • File a candidate CV and link it to the candidate’s record allowing easy access for one or more users. • Link a copy of the job description • Link a copy of the community chamber of commerce description to a site. • Link advertising copy sent to publishers to a particular placed advertisement . • Link recruiting contracts, * Of specific interest to in-house recruiters

13. How can Doc-in-a-Box benefit me? (continued) • Track the candidate employment and credentialing process. * • Track receipt of documents from the candidate such as CV, licensure, DEA, state licenses. • Track steps needed to be taken to place the provider. • Retrieve all incomplete actions for easy follow-up • Track need for billing site for successful recruitment effort. * Of specific interest to in-house recruiters

14. How can Doc-in-a-Box benefit me? (continued) • Print the candidate’s profile. • Send this profile to your client along with the CV and any other files : • The Client gets everything you want to share with them about the candidate in the same place every time. • Avoid writing extensive cover letters to describe the candidate. • Avoid having to or rely upon accurate oral dissemination of information you provide to the primary contact person. • Use this profile as a cover sheet for your file on the candidate. File paper records numerically by candidate ID number instead of alphabetically by name.

15. How can Doc-in-a-Box benefit me? (continued) • Have Doc-in-a-Box customized to meet your specific needs. * • Add new fields to screens as desired • Custom reports • Import data from other programs. * Of specific interest to in-house recruiters

16. How can Doc-in-a-Box benefit me? (continued) • Some examples of features that have been customized for our clients. * • Track provider insurance application process. • Fill in provider insurance enrollment applications from data in the Doc-in-a-Box program. • Prepare opportunity descriptions for the web site using data in Doc-in-a-Box. • Download applicants from web site and import into Doc-in-a-Box. * Of specific interest to in-house recruiters

17. How can Doc-in-a-Box benefit me? (continued) • Some more examples of features that have been customized for our clients. * • Track employed providers’ 90 day and annual evaluations. • Track physician liaison/physician relations issues with current staff physicians. • Track employment contract expiration dates for timely contract renewals. * Of specific interest to in-house recruiters

18. Table of contents. . . . . • Select a place to begin the slide show on the left. • Click on the right arrow or enter key within the slide to step through an explanation of each of the following slides. • You can use the left arrow key (not the button) to backup to the previous explanation. • Use the left arrow button at the bottom of the screen to backup to a previous screen. Main menu Candidates Sites Opportunities System requirements Or just press enter to continue the slide show

19. This is the main menu … return to table of contents Click on candidates to start search Click on a menu item to open a submenu opens to the right Click again on find

20. Candidates return to table of contents The candidate screen contains general information about the person. The specifics are shown on the following slides. This is the heart of the system.

21. This is the find candidate screen . . . return to table of contents enter as many criteria as you wish to narrow the selection This screen allows you to search for a candidate based upon criteria entered

22. This is the find candidate screen . . .(continued) return to table of contents We are searching for a Family Medicine doc, who is board certified and already licensed in Washington We then click on Find Candidate to retrieve all candidates meeting the search criteria

23. Find Candidate screen . . . . . . return to table of contents Jane Blakley seems to meet our criteria. We will double click on the record selector to the left to open her record. (For this demo, only 2 records are found even though others might have met the criteria)

24. Candidate . . (the pages) . return to table of contents employment and credentialing Geographical interests and referrals Link documents & scanned images track e-mails sent & received track interview visits personal info professional info candidate status memos and notes references track phone calls There are a number of pages tracking the specific info on the candidate

25. return to table of contents Candidate . (status page) . subspecialty board certification specialty Track phone calls name of spouse or significant other how much you like the candidate Home address and e-mail address phone numbers contact manager ..”to do list” This page contains basic information about the candidate’s status, address phones etc.

26. Personal information . . . return to table of contents marital status info on children languages spoken info on the spouse’s roots, family info on the candidate’s roots, family This page contains personal information about the candidate

27. Professional info . . . return to table of contents current position Educational and work background. You can enter as many programs and positions as you want to. How about the doc who went to three different medical schools? honors states of licensure This page contains professional information about the candidate

28. Track referrals . . . Check or uncheck the Act or Mat boxes to indicate whether the candidate is still active or has already accepted the position. return to table of contents jump to the selected opportunity by double clicking here states or regions of geographical interest Candidate’s comments about the selected opportunity Client’s comments about the this candidate This page contains information of where the candidate is interested and where they have been referred

29. Track site interview visits . . . return to table of contents where they are traveling to and cost allocation. Results of the site visit interview, e.g., are they taking the job Track multiple visits track the visit schedule such as tour guides, hotel arrangements This page tracks candidate travel for interviews, house hunting or relocation.

30. Track site interview visits . . . return to table of contents This tab tracks candidate travel expenses for budget reports and allocation to opportunities.

31. Track the employment process . . return to table of contents track multiple employment events if necessary you can customize up to ten fields here to track issues such as receiving certain documents. notes on the employment process This page tracks the employment (credentialing) process.

32. Maintain memos and notes . . . return to table of contents notes can be stamped with the current date and the initials of the recruiter making the data entry. This page contains notes made on the candidate, such as what they are interested in doing clinically, what they are looking for, etc.

33. Track references . . . return to table of contents This page tracks verbal references on the candidate

34. Link Documents . . . return to table of contents A click of the mouse button takes you directly to word document or a scanned image

35. Link Documents . . . return to table of contents This is the candidate’s CV in a MS Word document format as opened by the previous screen

36. Track phone calls . . . return to table of contents This page tracks phone calls

37. Track e-mail messages . . . return to table of contents This page tracks e-mail messages sent using Microsoft Outlook

38. Other actions from this screen . . return to table of contents There are a number of buttons at the bottom of the screen. Add an item to the to do list (contact manager) Import e-mail for this candidate Look for opportunities for this candidate Find another candidate One of two ways of doing mail merge add another candidate

39. Print the candidate’s profile . . return to table of contents Print the candidate profile for distribution to the client or for use as a cover sheet for your file on this candidate. Then file the profile and attached documents numerically instead of alphabetically. Print candidate profile

40. Candidate’s profile, page 1 . . return to table of contents This is page one of the candidate’s profile.

41. Candidate’s profile, page 2 . . return to table of contents This is page two of the candidate’s profile.

42. Track active referrals . . . return to table of contents Find all candidates who are still actively considering a position as based upon the check box on the candidates opportunity referral tab. Follow up on these to determine their current level of interest. This is where your referrals can fall through the cracks if you are unable to keep on top of the process.

43. Sites return to table of contents The sites screen contains general information about the site (client). The specifics are shown on the following slides. The opportunities at these sites draw upon the information found in the site records.

44. Sites . .. (the pages) . . . return to table of contents opportunities at this site and candidates referred to these opportunities site description general site info Placements previously made general community info Linked documents track phone calls track fax cover sheets memos on this site track e-mail messages There are a number of pages tracking the specific info on the site

45. Status page . . . a listing of as many key contact people at the site as you wish to track return to table of contents click on a contact person to expand the details about that contact basic info on the recruiting contract in place with this client contact manager or “to do list” like the one found in the candidate screen. the smooze box

46. Track opportunities & referrals . . return to table of contents double click on the selected opportunity to jump to that opportunity screen select an opportunity and display the candidates referred to the site track each opportunity at this site double click on the selected candidate to jump to that candidate’s screen select a candidate and display the candidate’s comments about the site you referred them to at the same time, view and update the client’s comments about the candidate

47. Track placements to site . . . return to table of contents This page tracks all previous placements to this site with entry & termination dates. An easy recap of your success.

48. Track info on the local area . . . return to table of contents This page tracks general info on the community

49. Opportunities return to table of contents • Sites can have one or more opportunities over time. • You can search for opportunities based upon a number of criteria i.e., specialty and location. • The opportunity is the link between the candidate and the site, i.e., a candidate is referred to a specific opportunity at a given site. • Much of the information about an opportunity is automatically gathered from your site information therefore you do not have to make duplicate entries.

50. Opportunities (continued) return to table of contents • Candidates referred to an opportunity are automatically linked to that opportunity and to the site. • Expenses for candidate travel, advertising and the use of outside search firms can be allocated to opportunities and shown at this level. * * Of specific interest to in-house recruiters