PRESCREEN & CV SUBMISSION

  • After screening a candidate, save a note in Bullhorn with note action "Prescreen" and tag the 4-digit job number in the Additional References field. This step is crucial for tracking all candidates to whom you presented the job.
  • Update the candidate's Bullhorn profile by clicking the Edit button and updating all fields.
  • To share a candidate with the team, add a note with action "Shared Candidate" and tag the rest of the team by adding 'PERM' in the Distribution List field. If the candidate is interested in Locums, both “Locums” and “Locums VMS” should be added in the Distribution List field.
  • Definition of Prescreens & Passes/Shares

Shared Candidate Protocol

To be eligible for a split placement, you must share a candidate within 48 hours of sourcing by: (1) tagging @Perm in your Prescreen note, and (2) adding a "Shared Candidate" note in Bullhorn. You must also submit the candidate within 7 days of receiving their CV and maintain continuous, documented communication in Bullhorn throughout the process. A split equals 0.5 placement credit and 50% of gross placement revenue. See the full Sharing Protocol document for scenarios and eligibility rules.

PERM Sharing Protocol

Calling Order Process

When a shared candidate is passed to you, go to their Bullhorn profile and check existing notes for a Calling Order. Add your own Calling Order note with the applicable job number(s). Recruiter #1 must call within 30 minutes and document the attempt — failure to do so passes priority to Recruiter #2. Text and email do not count unless a call is already attempted and documented in Bullhorn. Do NOT place a same-day calling order note if you are out of the office that day.

Calling Order Process

Locums-Perm Split Policy

On occasion, a candidate sourced for a Perm position becomes a Locums placement, or vice versa — refer to the Locums-Perm Split Policy for the applicable scenarios and commission payout structure.

Locums-Perm Split Policy

  • Follow the Calling Order Process when reaching out to candidates.
  • Send the candidate the PC Compass Report and a post-prescreen email. Include scheduling a follow-up call within 48 hours.
  • Include Chris or Courtney on the follow-up call with each candidate to assist in the process. (Exception: Senior & Director level recruiters are excluded from this requirement.)
  • On the follow-up call, review Sperling's Best Places — Cost of Living Comparison with the candidate and send them the link.
  • Request an updated CV from the candidate and save it in Bullhorn on the client's record.

DocuSign — Background Disclosure Form

DocuSign Web Login: https://account.docusign.com/

  • Send the candidate our Background Disclosure Form via DocuSign and upload the completed, signed form to the candidate's record in Bullhorn.
  • In DocuSign, go to Templates > Shared with Me and find "Disclosure Form — Perm". Select Use.
  • Enter the candidate's name and email address, then select Send in the bottom right.
  • Once signed, upload the completed form to the candidate's Bullhorn profile.
  • After speaking with an interested candidate, that you intend on sending to the client, Email a Name Clear request to the client using the Name Clear Template. Copy Business Development on the email.
  • Concurrently, while waiting for the client to confirm the name clear, log into the candidate's record in Bullhorn, select the Actions dropdown, and select Add Name Clear.
  • Enter the job number in the Jobs field and how you sourced the candidate in Current Source. Click Save. No other fields need to be edited.
    • If the candidate's name does not clear with the client, select the name clear and move the status to Client Rejected.
    • If the candidate withdraws, move the status to Candidate Not Interested.
    • Name Clear Template
  • Call the client to debrief them on your candidate's qualifications, motivating factors, and discuss next steps for the interview process.
  • Once you add a name clear, that will trigger an automated note action to run a background check, as well as verify Board Certification and State License(s).
    • Reminder: The candidate’s profile needs to be updated in Bullhorn prior to this step because the background check (Licenses, boards, etc.) will be ran based on what is in Bullhorn.
    • Once our team has ran a background check, they will tag you in a Bullhorn note. Review their comments and files uploaded documents in Bullhorn to confirm there are no issues.

Note: First candidate submission consists only of: CV, Background Disclosure Form, and an email highlighting the candidate's qualifications, personal life, and motivating factors.

  1. Place the PC Logo on the top left corner of the CV. Download the logo from SharePoint (link below), right-click the logo, select Copy Image, paste onto the CV in the header section, and resize as needed. Upload the updated CV to the candidate's Bullhorn profile.
    • If a CV is in a PDF format or if you need formatting help, you can email the CV to Sarah Bustamante and she can add the PC logo and/or format for you.
    • PC Logo https://pacificcompanies.sharepoint.com/:i:/g/Admin/IQC_pTmsIZXlT7IyOeWDR4g2AbHezOtSrYtCizcCKTfGaGw?e=57rxSx
  2. Review the CV for any gaps in employment. If gaps exist, request an explanation from the candidate and upload the updated CV to Bullhorn.
  3. Review the Background Disclosure Form. All "Yes" answers must include a written explanation. Upload the form to the candidate's Bullhorn profile.
  4. If there are any "Yes" answers on the Background Disclosure Form, discuss with Perm leaders to confirm they are acceptable, then call the client to verbally disclose.
  5. Call the client again to verbally present the candidate.
  6. Submit the candidate through the Bullhorn workflow.
    • On the candidate's record in Bullhorn, click the green “Name Clear” workflow button.
    • Under the Name Clear section, check the box next to your job number.
    • Click the Move dropdown and select CV Submission.
    • Select “Compose Email”
      • Message Type: Normal
      • To: Your Client Contact(s) - their contact information needs to be in Bullhorn in order for you to add them.
      • CC or BCC yourself
      • Subject Line: Candidate Submission — Dr. [First Last] — [Specialty]
      • Attach File from Record (See Step 7) – All of your files need to be in Bullhorn in order to select them.
  7. Email the following documents to the client for each candidate presentation:

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