1. Department of Surgery, Council of Chairs Presentation on Faculty Onboarding November 2013 SOM Faculty Onboarding Best Practices: A Case Study in the Department of Surgery

2. Page 2 Department of Surgery, Council of Chairs Presentation on Faculty Onboarding Why institute a checklist? Inconsistency across divisions Things fall through the cracks Bad first impressions Not in line with top ranked institution Initial lost productivity Faculty selection missteps Unhappy Faculty

3. Page 3 Department of Surgery, Council of Chairs Presentation on Faculty Onboarding Checklist Objectives 1. Dedicated focus on getting the right candidates 2. Changing the culture of onboarding: o Just because the candidate said yes, you aren’t done o When the candidate agrees to come, there is a lot of work that needs dedicated focus

4. Page 4 Department of Surgery, Council of Chairs Presentation on Faculty Onboarding Checklist Objectives Faculty recruitment Before they arriveOnce they’re here Dedicated focus on candidate selection: Phone interviews Reference checks Enhanced communication to candidates: Job description Promotions criteria Contact info & FAQs Real estate & relocation info On site interviews & candidate evaluations Credentialing, Privileges, Activity Preparation: Initial contact to faculty what’s about to happen who they will hear from what items will be needed from them Done by phone followed by email Office confirmation Supplies, phones, lab coats, business cards OR, clinic, research, call scheduling Schedule orientation & trainings Comprehensive introduction to Emory: Formal meetings with department representatives to go over: Key contacts IT systems EU & TEC processes Expense reports Onboarding buddy Faculty boot camps Dedicated subject matter workshops

5. Page 5 Department of Surgery, Council of Chairs Presentation on Faculty Onboarding Checklist Development ActivityTimeline 1. Top tier schools & healthcare organizations were interviewed Spring 2012 2. Interviews with new facultySpring 2012 3. Determine what can be controlled by the department; spend less time focused on things outside our control* Spring 2012 4. TEC Management Development Program (MDP) staff created 1 st draft of checklist Summer 2012 5. ImplementationFall 2012 - present *Credentialing at Emory & non-Emory entities: the departments can find it challenging to know where each faculty member is those entities’ process.

6. Page 6 Department of Surgery, Council of Chairs Presentation on Faculty Onboarding Implementation Success & Lessons Learned SuccessesLessons Learned [1] [1] Former residents and fellows — one interview. External faculty — two interviews 1. Greater confidence in candidate selection 2. Clear direction for staff 3. More organized weeks right before & right after candidate arrives 4. Boot camps & workshops very well received 5. Consistency across department 6. Less things fall through the cracks 1. Compliance to checklist is not 100% o Takes time to change culture o Long, tedious recruitments (difficult to recruit areas, working to get an offer organized within Emory & non Emory entities, competition) 2. Re-evaluating how to interact more with the things we cannot control – credentialing 3. Continually ask for feedback; just because we think this has been addressed, it has been updated multiple times

7. Page 7 Department of Surgery, Council of Chairs Presentation on Faculty Onboarding Checklist Re-evaluation In FY13 Surgery began the creation of a shared service model, helping perform some central functions for otolaryngology & urology. Among the three departments there were approximately 20 new faculty. Here are some things we’ve heard: “The computer that was ordered for me does not meet my needs.” “Can someone help me during benefit enrollment while I am online?” “Can someone help me with transitioning my retirement plan to my new Emory plan?” “I am 7/8ths VA but the VA does not have an office for me.” “Faculty workshops allow me to understand how to get involved in research at Emory.” “This was a better onboarding experience than I had at my last job.” “How do I get to the OR? Will someone give me a tour?” Engaged Faculty

8. Page 8 Department of Surgery, Council of Chairs Presentation on Faculty Onboarding Future Updates 1. Improving communication with non Emory entities concerning office space & supply ordering. 2. Adding a tour of the facilities. 3. Creating contact lists for department, SOM & TEC staff. 4. Creating listing of key websites, IT systems, & delineation of which password is needed (EU, EHC). Things we are tweaking in our processes and adding to the checklist:

9. Page 9 Department of Surgery, Council of Chairs Presentation on Faculty Onboarding Future Updates 5. When appropriate, setting up conference calls with central HR representatives for benefits & retirement transfer questions. 6. Sending list of standard computer options ahead of time to get the right one ordered. 7. Contacting department leadership 2, 3, 4 weeks out from start date with the status of credentialing & office set up to determine if they need to get involved in anything. Things we are tweaking in our processes & adding to the checklist (cont.):