Replies Re:Potential secretary / receptionist screening tool

Replies Re:Potential secretary / receptionist screening tool

Michael Kiser,C.O.

4/16/2012

This is my original Post,

 

 

I would like to post a question to the list server regarding competency
tests for potential secretary/ receptionist candidates.

We have a practice of 25 years and have very little turnover of employees.

One secretary retired and one is being replaced after 23 years due to health
issues.

I find resumes' to be exaggerations at best and was wondering if any of you
on the list have any tools you would be willing to share?

I will post all responses.

We are a paperless practice using OPIE and computer proficiency is a
mandatory requirement.

How do you sort out necessary skills and the ability to think in computer
terms?

I thank you all in advance for any insight and wisdom you will share with
the list serve.

 

Mike Kiser, C.O.

Kiser's Orthotic and Prosthetic Services, Inc.

 

 

Responses, Note I am not including responders names as I am not sure if this
is acceptable on the List server.

 

 

Hi Mike,

 

Funny thing is that I posted an ad for another front office person
yesterday.

 

What I look for first is a 'happy phone voice' as they will be the face of
the company to callers, then it is to talk with them and see how articulate
and easily understood they are in normal conversation.

 

We use OPIE as well and with all the training videos, there should be no
issues with them learning the system so long as they have good computer
skills.

 

If you find some sort of screening tool, please share it.

 

 

I am not sure if you are needing someone to do your billing, but if so, I
could help you out with that. I have been using copier for over 3 years. I
also currently have 2 clients that I do O & P billing for. I could log into
your computer and complete all billing remotely. My website is

 

Mike - hope all is well. For any front office position, I have required them
to write, format and save to the desktop a collection letter with very
specific financial details. I only give them the name and info up to them to
write the whole thing. This tests their language proficiency, financial
acumen and simple ability to format a document and save it.

If they can't spell, add/subtract, or use the computer, you'll know pretty
quick.

 

I would call local vocational schools, city colleges, or specific labor
training centers for secretarial occupations. Most all secretarial
graduates have the option of taking a MICROSOFT WORD completion exam
separate from the classwork. Hire from these candidates and expect to pay
on the level of proficiency they worked for; such as the, grade level they
achieved. Microsoft Word offers certificates for Word, and I think they are
issued a paper certificate that documents a passing grade. Your best to call
the school and talk with the teacher to find out who polished off the tests,
and if they were a well mannered student in class who got along with other
students. These individual programs run for 4 months, 6 months, or 1 year.
Ask the teacher for personal recommendations and send them an announcement
of your job opening.

 

I went through 9 one time till I found the one with me now for 7 years. You
truly will need to test them over time. Some you will be able to determine
in hours, others days, others a few weeks. After three Months if there
acting the part, you usually then begin to see there real character come
out. Good luck and keep looking until you find one that will help your
practice rather than to hurt it.

 

Have them do a working interview so you can see what they really can and
can't do. Validates what they say they can do.

 

Michael,

The problem I have found is that no one thinks anymore! The schools today
work of a memorize, regurgitate, and dump mentality. The student remember
something long enough for the test on Friday, then they dump it all. This
just does not work in the work environment! When you ask them to duplicate
something you have shown them, they can, but if a third element comes in,
they are screwed. Please let me know if you find something different. I have
my Master's Degree in Management and have discussed this topic a thousand
times. I still have not heard of a way to overcome it other than tearing
down the person's foundation and starting over. It is time consuming, and
you have to have a willing student or employee! Good luck.

 

We have had successes using a Human Recources consultant to screen
applicants. This included testing for proficiencies as well as profiling of
personality type and communication styles. This may reduce but not
necessarily eliminate hiring mistakes.

 

 

Thank You all for your responses.

It sounds like this will remain some a difficult process but I will
implement many of your fine suggestions