Using ZOHO

Interview / Appointment Scheduling –

Candidates must be entered into ZOHO when scheduling appointments – candidates will be sent an automatic interview confirmation. This step should be done BEFORE the appointment.

  1. Login - *get login information from Mr. Dean
  2. Click Interview
    1. Add new employee
  3. Find New Employee Entered
    1. Set Up Interview Confirmation
  4. Email will automatically be sent with address, date and time selected

Candidates Arrival -

All candidates will need to sign in on iPad located in the front lobby

 

Employee Compliance Request Form –

  • Select “New ECR”
    • Complete form
    • Follow up with HR to ensure they have received

(Daily follow up is important to ensure we get employees to work ASAP)

Evaluations (Skill and Competency)

Prophecy Evaluations

The following is the map that will take you to The video to view is User Experience 1 – Sending Exams to Caregivers

  1. Log into www.prophecyhealth.com *get login information from HR
  2. Go to the ‘Help’ menu at the top of the screen
  3. Select ‘Training’
  4. Select the video entitled User Experience 1 – Sending Exams to Caregivers

There is also a video entitled User Experience 2 - Interpreting Exam Results, Sending Reminders & Removing Exams that will be very helpful to view as well

ProveIt Evaluations

Employee must be active to receive Kenexa test and Email must be set up for both you and the employee to send emails from TW to send Kenexa test.

  1. Locate employee that you would like to send test
  2. Choose the “finger” icon located to the bottom right of the employees name
  3. Choose “Request Kenexa Test” in the dropdown menu
  4. Type in the name of the test you would like the employee to take (I.e. customer service)
  5. Ensure that it is in the correct language and select it
  6. One all test are selected, choose “Next”
  7. Choose “Next” again
  8. Click on the “envelope” icon
  9. Select “Message” on the Message Action
  10. Enter the employee’s name on the subject line after “A Kenexa Proveit! Test is ready”
  11. If there are any instructions you would like to add to the body of the email, add them here
  12. Click “Send”
  13. Email will show a progress bar. Once the progress bar disappears it will bring you to the screen with the envelope again. Click “Finish”.

How to Run an Initial Background Check (Pre-Screen Background)

How to Check Pre-Check for a Disclosure

https://weborder.precheck.net/ClientAccess/LoginCheck.aspx?mode=9
*Get login information from HR.

  1. Click on “View all release forms submitted” on right hand navigation
  2. Enter data by First Name and last name
  3. Select Candidate and click “View Authorization”
  4. Print (remember to print header and footer)

Public Data – Criminal Search

http://www.publicdata.com/
*Get login information from HR.

  1. Under Criminal, click on Name Search
  2. Enter all data available
  3. Click on search all items below
  4. Click search
  5. Search results to match the date of birth listed on the disclosure
  6. Print results (remember to print header and footer)

Public Data – Sex Offender

  1. Under Sex Offender,  click on Name Search
  2. Enter all data available
  3. Click on search all items below
  4. Click search
  5. Search results to match the date of birth listed on the disclosure
  6. Print results (remember to print header and footer)

Verifing Professional License

  1. Google specific license in the state listed by the candidate.
  2. Example: Google: Physician Assistant License Verification in Tennessee
  3. Enter the requested data
  4. Print results (remember to print header and footer)

OIG – Texas

http://oig.hhsc.state.tx.us/Exclusions/Search.aspx

  1. In first line – type last name, first name, middle initial
  2. In second line – type last name first name – no middle initial
  3. In third line – type last name, middle name, first initial
  4. In fourth line – last name, middle name, no first initial

*process should be repeated for each last name. Print Results (remember to print header and footer)

OIG – National

https://exclusions.oig.hhs.gov/Default.aspx

  1. Click on search for multiple individuals
  2. In first line, last name, first name
  3. In second line, last name, middle name

*process should be repeated for each last name. Print Results (remember to print header and footer)

SAM

https://www.sam.gov/portal/SAM/?portal:componentId=0c0d95d1-a020-4d5d-9f91-4020bd008cb3&interactionstate=JBPNS_rO0ABXc0ABBfanNmQnJpZGdlVmlld0lkAAAAAQATL2pzZi9mdW5jdGlvbmFsLmpzcAAHX19FT0ZfXw**&portal:type=action#11#1

  1. Enter data - Last Name, First Name, Middle Name
  2. Under FILTER – click on “Performance Information” (By Functional Area)
  3. Select “Entity Information”
  4. Select “Individual Name”
  5. Select First Name, Middle Name, Last Name
    1. Enter data
    2. Select by SSN
    3. Enter Data

Click the button labeled “Apply Filters”. Print Results (remember to print header and footer)

How to Add a candidate manually in Tempworks?

*if you are using a paper application OR inputting the applicants into Tempworks BEFORE they complete the application via HR Center, you will have to add the candidates manually.

Manually Create Employee in Tempworks (TW)

Step 1: Create the Applicant

  • Create New Applicant (click the “+” Sign)
  • Enter Available Information
  • Save Applicant

Step 2: Invite to WebCenter

  • Click Actions Menu
  • Invite to WebCenter
  • Assign Role (Dean’s Employee)
  • Manually Create User Account (First Initial Last Name) Ex: bgraham
  • Select “Create”

Step 3: Access to HR Center

  • Click Actions Menu
  • Manage Web User Account
  • Reset Password

Two Options:

  1. Give temporary password to applicant
  2. Manually Reset Password (dps12345)
    1. Click on Username
    2. Enter Temporary & New Password
    3. Click Change Password

Step 4: Assign Workflow** if necessary

  1. Click Actions Menu
  2. Assign HR Center Workflows
    1. Select Workflow: Main Application
    2. Select Start at Step: Application
    3. Click Next & Finish

CDS - Candidate Data Sheets (Applicant Jackets)

What goes in the CDS? 

All documents associated with the candidates must be housed in the CDS. Candidate Data Sheets (CDS) are used to manage the candidate’s information.

  1. Resume
  2. Disclosure & Release Form
  3. Public Data
  4. OIG
  5. EPLS
  6. SAM
  7. License / Certification Verification
  8. Job Description
  9. Evaluations
  10. Skills checklist

The CDS must be filled out (front and back only). Once completed, the CDS must be filed in the filing cabinet in the blue folders until mailed. Must be completed at time of prescreening.

  • Front – Prescreen information - to be completed before candidate’s interview
  • Back – Post Interview – to be completed during / after interview

What is the process for the QUICK Events Application?

1. Prescreen

  1. DPS STAFF to complete the CDS (everything gathered should be stored in the CDS)
  2. Resume is received

2. Prescreen Background Check

  1. Release & Disclosure
  2. Public Data, EPLS, OIG, SAM
  3. License / Certification Verification

**Should be documented with a Tempworks message H-PreScreenBG

**One Appointment for Interview, Application, and Orientation

3. Interview, Application & Orientation 

  1. Interview Confirmation Via ZOOM **Should be documented with a Tempworks INTERVIEW SCHEDULED
  2. Face to Face Interview
    1. Review event orientation specific Policies & Procedures
    2. Discuss weekly availability
  3. Quick Event Application Package (paper or electronic)
    1. Includes onboarding, Sodexo paperwork, UT paperwork (if needed)
  4. Employee to present 2 forms of ID: for I9 acceptable forms of ID
  5. Take Badge Photo

**Once completed, should be documented with a Tempworks INTERVEIWED, ORIENTATION COMPLETE

**All documents up to this point should be scanned and uploaded to the TW file.**   

4. Internal Documentation

  1. Manually enter application information into TW
  2. Complete Event Checklist – add to CDS
  3. Add candidate to Event GoogleSheet (Shared)
  4. Document Availability Weekly

DPS Applicant Process (What does the employee have to complete?)

1. Prescreen

  1. DPS STAFF to complete the CDS (everything gathered should be stored in the CDS)
  2. Resume is received

2. Prescreen Background Check

  1. Release & Disclosure
  2. Public Data, EPLS, OIG, SAM
  3. License / Certification Verification

**Should be documented with a Tempworks message H-PreScreenBG

3. Application

  1. Quick Paper Application (must be entered into TW manually)
  2. HR Center Application

4. Interview

  1. Interview Confirmation Via ZOOM **Should be documented with a Tempworks INTERVIEW SCHEDULED
  2. Face to Face
  3. Zoom / Skype **Once completed, should be documented with a Tempworks INTERVEIWED

5. Paperwork

  1. Job Description
  2. Skills Checklist

6. Evaluation – *depending on position

  1. ProveIt - TW
  2. Prophecy

**All documents up to this point should be scanned and uploaded to the TW file.**   

7. DPS Process - *Completed by Corporate  

  1. Education Verification
  2. Employment Verification
  3. Professional References 

8. Orientation

  1. Orientation Confirmation Via ZOOM
  2. DPS P&P Overview, Payroll Process
  3. Take Badge Photo
  4. Required on Boarding Paperwork – I9, W4, DD/ADP, Orientation Acknowledgement, Workers Comp, Healthcare Questionnaires, Benefits Acknowledgement
    1. Paper (events only)
    2. HR Center – Onboarding Workflow
    3. Client Specific Paperwork

**FOR AUSTIN - Wednesdays – All files should be sent to corporate office via FedEx**