Onboarding Essentials For Medical Center


Hire For Fit

The onboarding process begins as soon as a vacancy occurs. The perceptions created by the organization and the department, the manner in which the interviews are conducted, and the processes for selection are all critical elements in choosing the best candidate for your vacant position. Careful consideration given during the “Hire for Fit” stage will help to ensure that you are hiring team members who not only support the mission, vision, and values of the Health System but also help us to achieve top performance.

  • UVA Medical Center Hiring Process

    Research has shown that over 70% of hospital new hire turnover occurs as a result of poor fit, not technical ability. Improved hiring processes have been designed to increase collaboration during the selection process for the hiring manager, the recruitment team, but most importantly, the new hire.

    • UVA Medical Center Expectations Agreement (ASPIRE Attestation)
      UVA Medical Center’s mission, vision, and specific behaviors that demonstrate the ASPIRE values. A form to guide discussions and gain commitment during the one-on-one New Team Member Meetings.
    • Required Interview Training:
    • In order to participate in the interview process, all hiring managers and designees (i.e., Peer Interviewers, Physicians, etc.) must complete EOP's University Staff Hiring Official Training. Individuals in a management job class (supervisor and above with the exception of some Lead job titles) will be auto-enrolled on a 24-month cycle in the Learning Management System to complete the course.  Any designees not in a management job class will need to self-enroll in the training on a 24-month cycle in the Learning Management System. Note: The course will show in the My Recertifications/Renewals section of NetLearning as a reminder but will not auto-enroll a user that is not in the management job class in the course.

    • Leaders participating in an Executive Level (Associate Chief and above) Search Committee must also complete EOP's Search Committee Training. This training is not an auto-enrollment.
    • To enroll, simply log on to the LMS and search for "Equal Opportunity Program (EOP) University Hiring Training". This will take you to a page where you select which course you want to complete.
    UVA Medical Center Expectations Agreement 
  • Behavioral-Based Interviewing

    Past experiences and behaviors are the best predictor of future performance. Behavioral-based interviewing helps to uncover specific examples of how a candidate has performed in similar situations in the past.

  • Peer Interviewing

    Including members of the work group in the hiring process (peer interviewing) helps to increase buy-in from the existing employees and gain support for the new employee. It is best practice to conduct peer interviews for all positions.

    • Peer Interviewing Expectations
      A detailed explanation of each step in the peer interviewing process.
    • Training PPT for Peer Interviewers
      A Powerpoint to help educate those selected as peer interviewers.
    • Required Peer Interview Training
    • In order to participate in the interview process, all hiring managers and designees (i.e., Peer Interviewers, Physicians, etc.) must complete EOP's University Staff Hiring Official Training. Individuals in a management job class (supervisor and above with the exception of some Lead job titles) will be auto-enrolled on a 24-month cycle in the Learning Management System to complete the course.  Any designees not in a management job class will need to self-enroll in the training on a 24-month cycle in the Learning Management System. Note: The course will show in the My Recertifications/Renewals section of NetLearning as a reminder but will not auto-enroll a user that is not in the management job class in the course.
    • Leaders participating in an Executive Level (Associate Chief and above) Search Committee must also complete EOP's Search Committee Training.  This training is not an auto-enrollment.
    • To enroll, simply log on to the LMS and search for "Equal Opportunity Program (EOP) University Hiring Training." This will take you to a page where you select which course you want to complete.
  • Job Shadowing

    Job shadowing allows a prospective employee the chance to observe and ask questions about the job before a formal offer is made. This provides the candidate with an opportunity to see firsthand what the position really entails and it gives the team a chance to see how the candidate reacts in the environment.

    • Job Shadowing Expectations
      A detailed explanation of each step in the job shadowing process.
    • Observation Form for Job Shadow
      A form for recording and documenting the areas, skills, and questions discussed with the candidate during the job shadow.
    • Job Shadow Agreement
      Candidates shadowing in patient care areas must complete this form. A copy must be saved as part of the interview documentation.
  • Pre-Hire Checklist

    Before a new employee arrives, it is critical to plan in advance so he/she can "hit the ground running"

    • Pre-Hire Checklist A list of recommended tasks to complete in preparation for the new team member's arrival (i.e. - arranging appropriate systems access, preparing welcome resources, etc.).
    Pre-Hire Checklist

Welcome & Assimilate (Day 1 - Month 3)

New employees need to understand their role and what is expected of them to feel socially comfortable and accepted within the department. It is important for new employees to also understand the UVA Medical Center culture by learning departmental norms, organizational practices, goals and values. The Welcome & Assimilate process ensures that new employees have the information, access, tools and other resources they need to effectively carry out their duties. Purposeful action on behalf of the manager also helps to improve the level of teamwork and engagement throughout the department.

  • Health System Orientation (HSO)

    Your new team member will be attending Health System Orientation (HSO). from 8:00 am to 4:30 pm. An important part of HSO is the Welcome lunch with the manager. This is a very important part of the day in providing a meaningful welcome to UVA for the team member. Please arrive at the Education Resource Center auditorium by 11:00am. You will be provided with a lunch coupon to use in either of the Medical Center cafeterias. If you are unable to attend, please make arrangements to send a representative from your department to meet your new team member. The Welcome lunch is one of our best opportunities to make our new team members feel proud and confident in their choice to join our team.

    We thank you for your efforts to help make this the best possible experience for our newest team members. For questions pertaining to the Welcome lunch, contact the Orientation and Career Services team at HROD@hscmail.mcc.virginia.edu

    During lunch, we ask that you take the time to welcome your new Team Member and reinforce their decision as a positive one. This includes:

    • Introducing them to our culture
    • Spending time answering questions and setting expectations

    • Avoid focusing on completing tactical tasks or trying to accomplish too much in one hour

    Suggested discussion topics with your new hire at lunch include:

    • What they are most excited about for their new role

    • What they can expect their first few weeks to look like

    • Who is their buddy

    • How clocking in and out is handled in the department – provide the name of the time keeper, if applicable

    • Your hire will start clocking on the 3rd day of hire. Discuss what is considered “late” for your area and where to clock time

    Help determine which afternoon activities new team member should complete during the Choose Your Own Experience session from 12:00pm to 4:30pm:

    • Visit ID Badge Office (West Complex)

    • Visit Employee Health for TB test placement/reading (1222 JPA)

    • Meet with Parking and Transportation/Benefits Representatives (Grove Street from 1:30pm to 3:30pm)

    • Meet with Benefits counselors

    • Complete assigned CBLs (Grove Street, Claude Moore Health Sciences Library, or work area/unit)

    • Complete additional online tasks – sign up for benefits/respiratory mask fit testing, guided technology support, etc. (Grove Street, Claude Moore Health Sciences Library, or work area/unit)

    Learn More About HSO
  • New Team Member Meetings

    Within the first two weeks of employment, it is essential that you conduct the Week 2 New Team Member Meeting. This meeting will help you begin to build trust with the new team member and reaffirm his/her decision to work at UVA Medical Center. Click below to access the Week 2 Meeting Guide.

    Week 2 Meeting

    • All Hires - Week 2 Meeting Guide Includes a checklist of required items to complete for your new team member and specific questions to ask the team member during your 1st one-on-one meeting (conducted within the team member's second week of employment).
    • Nursing Hires Only - Nurse Manager Orientation Checkpoint: Clinical Week 1 Used in conjunction with other Onboarding Documents.  Provides a list of clinically related discussion items and expectations to review with the new team member at the conclusion of his/her first clinical week of employment.

    Month 1 Meeting

    After your new team member’s first month of employment, it is essential that you continue to communicate with him/her regarding his/her progress. At this time, please schedule a Month 1 New Team Member Meeting. This meeting will help you identify the team member’s strengths and areas of opportunity, as well as solicit ideas for improving the department and organization. Remember that consistent leader involvement leads to deeper team member engagement! Click below to access the Month 1 Meeting Guide.

    Month 2 Meeting

    Month 3 Meeting

    Please schedule a Month 3 New Team Member Meeting. In this meeting, you will begin to set goals and clarify expectations with the new team member. This check-in is a great opportunity to recognize any accomplishments s/he has achieved in his/her first three months of employment. Remember that consistent leader involvement leads to deeper team member engagement! Click below to access the Month 3 Meeting Guide.

    *Month 6 and Year 1 New Team Member Meeting Guides are found under the Follow-up for Success section

Buddy Program

Each new team member is assigned a "Buddy" at the start of his/her onboarding experience – this Buddy should be someone other than the team member's preceptor

Learn More About the Buddy Program

Welcome Resources Toolkit

A repository of resources to help welcome and guide a new team member. Samples and templates are provided as a convenience to the hiring department. It is important to modify the documents so that the information is specific and relevant to your department.

Using the LMS Department / Unit Tour Guide Explore Charlottesville