Onboarding Essentials for Medical Center

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 UVA Health but also help us to achieve top performance.

  • UVA Health 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." The pre-hire checklist is 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 comfortable and accepted within their department. It is important for new employees to also understand the culture of UVA Health 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.

  • UVA Health Orientation (UVA-HO)

    Your new hire will be attending UVA Health Orientation (UVA-HO) from 8:00 am to 4:30 pm.

    An important part of UVA-HO is lunch with the new hire's manager, which provides a meaningful welcome to UVA Health. Please arrive at the Education Resource Center (ERC) auditorium by 10:45am. Your new hire will be provided with a lunch coupon and one for you to use in one of the Medical Center cafeterias.

    If you are unable to attend, please send a representative from your department to meet your new hire. This lunch is one of the best opportunities to make new hires 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 hires. Questions? Contact the Orientation and Career Services team at HROD@hscmail.mcc.virginia.edu.

    During lunch, we ask that you welcome your new hire and reinforce their decision as a positive one:

    • Introduce them to the culture of UVA Health
    • Answer questions and set 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 in their new role
    • What they can expect their first few weeks to look like
    • Who is their departmental "buddy" 
    • How clocking in and out is handled in the department – provide the name of the time keeper, if applicable

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

    • 12:00 P.M. - 4:15 P.M. - Obtain ID Badge as needed, ID badge office, West Complex
    • 12:00 P.M. - 4:30 P.M. - Computer Based Learning (CBLs): 999 Grove Street or UVA Health computer in department
    • 1:30 P.M. - 3:15 P.M. - Parking & Transportation, ERC, Room A
    • 3:30 P.M. - 4:30 P.M. - Benefits Presentation, ERC, Room A
    Learn More About UVA Health Orientation
  • 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
  • Follow-up For Success

    New hires are vital in helping organizations achieve goals, represent values and move forward. Continued onboarding throughout the first year of a new hire's employment helps lead to these successes. To ensure new hires are acclimating well and contributing to the success of the UVA Health, they are given the opportunity to ask questions and provide feedback on their experiences. This feedback will help the new hires feel invested in their positions and help to improve the department’s onboarding practices and reduce turnover within the first year of a new hire's employment.

    Available Tools & Resources:

    Month 6 Meeting

    If the new hire is meeting expectations in his/her role, please schedule a Month 6 New Team Member Meeting. In this meeting, you will continue to recognize the new hire’s accomplishments and solidify short-term and long-term goals. Remember that consistent leader involvement leads to deeper team member engagement! If the new hire is exhibiting any performance issues, please contact your Employee Relations Consultant prior to the end of the new hire’s probationary period, which occurs at Month 6 (Year 1 for Clinical RNs). 

    • All Hires - Month 6 Meeting Guide Includes a checklist of required tasks to complete before the new hire's sixth month of employment and questions to ask the new hire during your 4th one-on-one meeting (conducted once the new hire reaches six months of employment).

    Year 1 Meeting

    Please schedule a Year 1 New Team Member Meeting. In this meeting, you will celebrate the new hire’s one year anniversary and recognize his/her accomplishments and contributions to the team. You will also have the opportunity to receive feedback on what the new hire found most rewarding and most challenging in the last year, as well as recommendations for improvement regarding the onboarding experience. 

    • All Hires - Year 1 Meeting Guide Includes a checklist of required tasks to complete and questions to ask the new hire during your 5th one-on-one meeting (conducted once the team member reaches one year of employment.

Buddy Program

Each new hire may be assigned a "buddy" at the start of his/her onboarding experience – this buddy should be someone other than the new hire's preceptor.

Learn More About the Buddy Program

Welcome Resources Toolkit

A repository of resources to help welcome and guide a new hire. 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