IT Terms

Call-Em-All – third party vendor used to send out mass calls / text through an automated system.

Constant Contact – third party vendor used to send out large volume of email communication. Provides an email management system as well as interactive features for emails.

DPS Websites –

·         Deansprofessionalservices.com – general website for clients

·         Dps-connect.com – general website for applicants and employees

·         Dps-hospitality-staffing.com – hospitality staffing website, clients can complete an order form, specific employees page for hospitality

·         Dps-solution-pool.com – Methodist Solution Pool website

·         Workeventsnow.com – event based website, applicants can complete a quick application

DSSI Intranet – forms and information can be found

Fax Cover Sheet – Must be typed and accompany everything we fax. A template can be found in NEW FORMS, under DPS Templates

Fonality –phone system used by DPS. HUD (heads up display) is the interface system managed by Fonality.

HUD – Heads Up Display for Fonality Phone System. HUD allows you to see inbound and outbound calls, answer and transfer (drop) calls to all DPS phone extensions. HUD allows you to see the status and contact all other DPS extension users (instant message, drop to a cell phone, email, text) – other features include: visual voicemail, broadcast message, call parking, conference “rooms”, etc.

IQ Navigator - VMS Online management system for Peoplescout / Aramark. Manages orders, submittals, active assignments and time entry.

Job Boards – third party online resource that will allow you to place a job advertisement on their site. Job boards can be paid or free, can include a resume database to search through. Most job boards advertise their site through multi-channel “mini” job boards. Job Boards under contract: Indeed, Careerbuilder, Zip Recruiter

Microsoft Office 365 – Microsoft Office 365 is the shared cloud-based system for all MS Office products, each user has access to download and use products using cloud based system for all devices.

Peoplefluent – VMS Online Management system for all rightsourcing clients. Manages orders, presentations, active assignments and time entry.

Prophecy (formerly Nurse Testing) – third-party online testing and skills assessment system for clinical staff.

Proveit.com – third-party online testing and skills assessment system.

ScheduleBase – Third party online shift management system. Client schedules and employee availability managed through schedule base.

Shiftwise – VMS Online Management System for Harris Health, HCSO, HCHD, CSCD, Seasons Hospice, and AMN. Usually used for clinical staffing needs. Manages orders, presentations, active assignments and time entry.

Tempworks – staffing software application, manages online applications, applicants, employees, orders and assignments, client information, client contacts, and payroll – interfaces with WebCenter.

Tempworks Terms:

Washed – the overview status that refers more to the applicant process. It answers the question “has this person interviewed with DPS?” Washed status includes: Familiar, Unfamiliar, Web Applicant.

Hire Status – the overview status that refers to the employment status of an applicant or employee. It answers the question, “is this person ready to be placed on an assignment?”

Tempworks WebCenter – WebCenter is the online data portal that can be accessed through the DPS website. WebCenter is the interface into Tempworks that allows clients and employees to access and update information. WebCenter features include: job board, reporting, time entry, job order and assignment access and information, etc.

Tempworks HRCenter – HR Center is the online application document management system. Candidates can login to HR Center and complete all application / onboarding documents.

Work-In-Texas – Job board, resume resource, and online career assistance program managed by Texas Workforce Commission.

Wufoo – Online forms software that holds interactive forms for DPS and DSSI. Forms are used for the DPS website for clients and employees and DSSI Employees.  All wufoo entries, forms, and reports can be accessed from any internet accessible computer with a designated username and password. Wufoo form entries can be edited, emailed and exported from there

Zip Recruiter – Job board currently under contract by DPS.  

Corporate Terms

HOT – refers to anything HOT – orders, employees, applicants, clients, etc.

Regroup – A daily meeting where Staffing talks about open orders, new clients, client issues and other important points.

Reports – Turned in daily / weekly (based on position) and typed on the appropriate template.  Must have all information complete and include people on hold for the next day (name, specialty and phone number).

Ringing the Bell – The bell is rung when there is good news for the DPS team. It is an exciting event in the office. 

HR Terms

5-Point Check System – DPS system that identifies all the areas covered by the DPS HR Process. The 5-point check system includes an interview, evaluation based on specialty, background check, education / licensure verification, employment/ reference check.

Any Lab Test Now – direct access lab testing service company that provides blood tests, STD tests, paternity testing and drug screening. Contracted vendor for DPS.

Candidate Data Sheet (Applicant Jacket) – 11x17 folded sheet of paper that creates a jacket for the application documents. The jacket includes applicant demographic and contact information, interview profile, management approval signature information. Jacket can be used as a quick reference for contact info, CBC info, applicant status, orientation status.

Attestation Form – Client’s verification form acknowledging that the information provided is true and correct. Usually includes immunization, demographic, and background check information. 

Background Check – Can include any or all of these items: Positive Identification – SSN Trace, Maiden & Alias Name Search, Criminal Record Search (County, State, and / or Federal), Sex Offender Registry, Education Verification, Employment Verification, Professional License, Sanction Checks.  **CBC refers to Criminal Background Check

Cardiopulmonary resuscitation (CPR) is an emergency procedure for manually preserving brain function until further measures to restore spontaneous blood circulation and breathing in a person who is in cardiac arrest. DPS only accepts American Heart CPR Certification

Clearance – refers to the approval of compliance documents from a client’s HR department.

Client Orientation – Client orientation refers to a client specific orientation that takes place at DPS offices. Includes paperwork that is required by the client for submission or acceptance to a position.

Compliance –documentation, medical records, background checks and verification required for someone to go to a specific client site.

Concentra – Outpatient medical services company that provides urgent care, occupational health (pre-employment drug, physicals, work injury care, alcohol testing, etc.), physical therapy, vaccinations, physicals, employer health and wellness services. Contracted Vendor for DPS.

Disclosure Form – authorization given from an applicant to DPS to conduct a background check, including but not limited to: criminal history, SSN trace, education, employment, professional references, driving record, and licensure or credentials.

DNA – “Do Not Assign” status refers to a specific client site. DNA status can be from the employee or the client.

DNU – “Do not use” refers to a working for DPS. DNU is equivalent to Termination from Dean’s Professional Services.

DPS Applicant Checklist – Must be completed by the HR Representative and signed by a manager to ensure that we have completed all information needed to meet our DPS Processing Standards.

Evaluation – Evaluations are a series of questions (usually referencing a skill set) based on the selection chosen. Do not refer to an evaluation as a “Test”. Evaluations are not a pass / fail but rather an assessment of skill set. Evaluations are completed through a third-party testing website.  (Proveit.com is the third-party vendor contracted for these evaluations)

FIT Testing - In order to protect from air-borne pathogens, federal and state law, as well as our Infectious Disease Prevention and Control Policies may require individuals in Environmental Services positions and positions involving direct patient care pass a respiratory fit test using the manufacturer, model, style and size mask available at the assigned facility.

Green Files – Refers to a working or worked employee’s personnel file. Can be green or yellow. Green – non-clinical, Yellow – clinical. 

GroupOne –a third-party background check vendor used by DPS

Hepatitis B - a serious disease caused by a virus that attacks the liver. The virus, which is called hepatitis B virus (HBV), can cause lifelong infection, cirrhosis (scarring) of the liver, liver cancer, liver failure, and death.

HR Process – Where each application is processed. This includes the DPS 5-Point Check System – interview, evaluation based on specialty, background check, education and licensure verification, employment and reference checks. Once verifications and checks have been completed, all the information entered into Tempworks. Staffing is not to remove a file from HR without approval.

Immunizations - is the process by which an individual's immune system becomes fortified against an agent. Immunizations are most commonly done through a vaccination.

Interview – Each person that is sent out by DPS must have a personal interview. If the employee has not been active in the past six months, they must have an updated file and interview.

Interview Profile – completed during the interview and put into Tempworks during the Data Entry Process.  Must be detailed.

Jacket Status:

ASAP – status that refers to someone who is going to work, or being submitted, should be scheduled for orientation.

Inventory – status that refers to an applicant that doesn’t match a current opportunity but will be marketed, should be scheduled for orientation

DNU / Incomplete – status that refers to an applicant that is “Do NOT USE”

Joint Commission - An independent, not-for-profit organization, The Joint Commission accredits and certifies more than 20,500 health care organizations and programs in the United States. Joint Commission accreditation and certification is recognized nationwide as a symbol of quality that reflects an organization’s commitment to meeting certain performance standards.

Manila Files –refers to a working or worked employee’s confidential file.

MMR vaccine - is an immunization vaccine against measles, mumps, and rubella (also called German measles). It is a mixture of live attenuated viruses of the three diseases, administered via injection

Nova – Occupational Health Services Center. Provides Pre-Employment Drug Screening, Physicals, Work injury Care, Vaccinations and Alcohol Testing. Contracted Vendor for DPS.

On-Site Orientation – Orientation held on client site by the client for the purposes of reviewing policies and procedures and usually includes paperwork that must be completed by employee before approval. May include an evaluation.

Orientation – This is the mandatory process that DPS takes each employee through to explain our policies and procedures.  It also serves as the OSHA training for each employee. (ASAP Orientation refers to a one-on-one orientation outside the scheduled orientation time)

PreCheck – a third-party background check vendor used by DPS.

Primary Source Verification – Verification from the primary source of distribution. (example: education verification from the school attended)

Proficiency Evaluation – skill evaluation for clinical specialty positions. (Prophecy is the third-party vendor contracted for these evaluations) 

Public Data – an online database of public information. Motor Vehicle, Sex Offender, Criminal Background, and Voter Registration information (any public data) is accessible. Public Data is our first step in the criminal background process. This data is re-verifiedby one of our background check vendors because of the inaccuracy and missing information that is sometimes included.

SAMA – Satori Alternatives to Managing Aggression Certification for clinical staff working with psych patients.

Sanction Checks – can include any or all of these:

            Federal Agencies – Department of Health and Human Services (DHHS), Office of Inspector General (OIG) – Federal and State*, List of Excluded Individual and Entities (LEIE), General Services Administration (GSA), Systems Award Management (SAM)*, Public Health Services (PHS), Office of Research Integrity (ORI), Administrative Actions Listing, Food and Drug Administration (FDA), Office of Regulatory Affairs (ORA), Debarment List and the disqualified, restricted and assurances list for clinical investigators, Department of commerce, bureau of industry and security, denied persons list, Health Resources and Services Administration (HRSA), Health Education Assistance Loan (HEAL).

            List of Defaulted Borrowers – Department of Treasury, Office of Foreign Assets Control, Specially Designated National (SDN), Blocked Persons List (Terrorists), TriCare Sanction List, Most Wanted Lists (FBI, DEA, ATF, Department of Homeland Security, Immigration and Customs Enforcement)

            State Agencies and Medicaid Sanction Lists.

*DPS checks OIG / SAM upon arrival, every 90 days (while working), annually (while working)

TABC Certification – Texas Alcohol and Beverage Commission Certification. Allows a person to prepare and serve alcohol.

Td - a booster vaccine for tetanus and diphtheria. It does not protect against pertussis.

Tdap - a combination vaccine that protects against three potentially life-threatening bacterial diseases: tetanus, diphtheria, and pertussis (whooping cough).

Titer - Titers can tell the doctor if the patient has immunity to diseases such as measles, mumps, rubella, small pox, and hepatitis. Titers can be used in place of a vaccine.

Tuberculosis (TB) Skin Test - The test is performed by injecting 0.1 ml of tuberculin purified protein derivative (PPD) into the inner surface of the forearm. The injection should be made with a tuberculin syringe, with the needle bevel facing upward. The test is an intradermal injection. When placed correctly, the injection should produce a pale elevation of the skin (a wheal) 6 to 10 mm in diameter. The skin test reaction should be read between 48 and 72 hours after administration. A patient who does not return within 72 hours will need to be rescheduled for another test.

Vaccine - the administration of antigenic material (a vaccine) to stimulate an individual's immune system to develop adaptive immunity to a pathogen. Vaccines can prevent or ameliorate morbidity from infection. Vaccination is the most effective method of preventing infectious diseases.

Staffing Terms

Presentation – the act of presenting a candidate to a client. Usually includes sending a resume, synopsis and could include compliance information.

Synopsis – An overview of the applicant’s experience and training to give the client a better view of the applicant.  All direct hire resumes should have one before being faxed. 

Working Interview – An amenity that DPS offers to our clients to assist them once they have chosen the person that they feel will work permanently in their facility.  DPS usually offers the prospective employee $25.00 for the day to cover expenses.  The client is charged nothing for this service, however, only one working interview is allowed per position.

Time Sheet – What the temporary employees use on-site to record their time at work.  Faxed copies are the responsibility of the Accounting Department.  This is their paycheck and our agreement.

Numbers – refers to a staffing / sales rep snapshot of revenue numbers at any given time.

Open Order List – A list of all open orders that are in Tempworks.

Availability – List of active applicants and employees that have called in available

General Status

1.     Applicant – person pending application process

2.     Candidate – person submitted for a position; in TW (candidate status until start date)

3.     Employee – person currently on assignment - working for DPS (already started an assignment)

Client Profile – A Client profile must be completed for every new client. It must be completely and accurately filled out. Information from the client profile is to be entered in the StaffSuite under the client profile

Confirmation Letter – Used when completing a Direct Hire Order. Must include client name, authorized signing representative, hiring/requesting manager, employee name, pay rate, placement fee, benefits, start date, guarantee details. Must be sent before start / invoice date. 

Daily Confirmations - Done three times daily and printed for the On-Call Staffer for the next day.  This is to confirm that the person made it to the site or confirm an employee for the next day.

Job Order Form – If you are not at your computer or cannot get to it to enter the job order in the computer, you can place it on a job order form. This must then be input into the computer as soon as possible.

Filled Order – When the order is filled with a prospective candidate. To be completed, candidate must be offered, accepted, assignment confirmation sent and confirmed with client, order must be filled in the TW system and all information documented.

Lost Order – When DPS could not fill the order.  A letter to the client should always accompany a lost order.  The Staffing Manager should be notified immediately.

Search – When filling an order after reviewing availability, you can do a search to expedite the process of filling all orders.

Push Out – Refers to “pushing out” an order through any external (online) vehicle – that includes email blasts, job boards, DPS job board, social media, etc.

In The Hopper! – refers to presentations / qualified applicants that are pending client approval.

Revenue Generating Time – a designated time for contacting potential, active or inactive clients for the purposes of generating new orders.

Q&A – Quality and Assurance Form used to gather information on a working employee. This gives us insight on performance, attendance, and overall success the client’s facility

Pay Card – payment option for DPS employees to receive their pay.

Confirmations – refers to an email that is delivered to a candidate after a verbal conversation for confirming an interview, orientation, vetting appointment, or new assignment.

Sales Terms

Conversion – The time that it takes a temporary employee to convert from temporary to a direct hire.  This usually costs the client a fee based on the amount of hours an employee has worked.  The conversion hours are usually received directly from the Accounting Department.

Dean’s List - A list of Prime Choice Candidates and a synopsis of their qualifications. This list is typically sent to prospective clients.

Direct Hire – When the applicant is hired by the client directly and is at no time on the DPS Payroll.

Exclusive Rates – The rates that are designed for a certain client based on volume of orders.

Mark-up - This is the amount DPS charges to ensure profit (75% or above).

Range of Rates – You must provide the client with a range of rates until you have determined the employee that you anticipate sending.  You determine the bill rate, then the pay rate, not the other way around.  Remember you must have 75% mark-up or better.

Rates – DPS has rates that are determined by the specialty.  The rate must always be given to the client.  If the client has exclusive rates, their special rate must be looked up to ensure that the correct rate is given.  Staffing must always give the client the rate before sending an employee to their facility.

Temporary – When an employee is paid directly by DPS from a minimum of 4 hours to indefinitely.

Temporary to Direct Hire – When the employee starts as an employee of DPS, but, after a time designated by the client, becomes an employee of the client.  Not on DPS payroll.

DPS Tools & Reports

Temporary Staffing Daily ReportUse this report to keep track of all staffing activity as it relates to working job orders.

After Hours Time Card:  When working away from the office, this form is used to keep track of your time and any bonus that may be given for an order filled after hours.

Availability List:  This report is generated from Tempworks enhanced search (employee messages).  It contains a list of all employees that have recently called in their availability.

Assignment Calendar: Report generated by Tempworks that displays a calendar of all new starts for a given period of time.

Assignment Register: Report generated by Tempworks that displays assignments based on the query selection chosen.

Employees on Hold:  This form is used to record all employees that have been confirmed to be on hold for possible assignments, usually the next morning.

Staffing Master Binder: Created to hold important content as it relates to your desk / clients. Should include compliance requirements, bill rates, any special notes for each client.  

Daily Staffing Ticker:  This form is to be used to help the Staffing Manager determine when the busiest time of the day is.  Use simple ticks to record time and type of job order activity.

Quality Assurance Survey:  This form is sent to current clients for them to critique the performance of their staffing experience.

Employee Quality Survey:  This report is sent to the client every time an employee is confirmed to an assignment.  It is used to critique the employee at the assignment.

Confirmation Letter:  This template is sent to clients that have requested an employee for a direct hire position.  It MUST be signed and returned before candidate’s tentative start date. 

Statements to be made:  Use this documentation to assist with your accuracy when confirming an employee to an assignment. 

Applicant Approach Procedure:  This documentation is a simple and effective way to present an assignment to an employee.  Use this methodology to help stay in control of the conversation.

Applicant Questions to be asked:  Always ask the questions on this form when confirming an employee to an assignment.