Empowering Women Chiropractic – Avoid a $25,000 Mistake

Welcome to ChiroSecure’s Empowering Women in Chiropractic, the Facebook Live show for successful women by successful women, proving once again women make it happen. Join us each week as we bring you the best in business growth, practice management, social media marketing, networking, leadership, and lots more. If it’s about women in practice and business you’ll hear it here.

Now join today’s host Dr. Julie McLaughlin as she talks learning, living, and teaching, and now here’s Dr. Julie.

Welcome to Empowering Women. We are sponsored by ChiroSecure. I would like to thank them for helping us put this whole program on and all the programs they do. They are just really, really awesome. Thank you, ChiroSecure. I can’t thank you enough.

I am Dr. Julie McLaughlin of Vital Health Protocols. I am very excited to be with you all today. I want to introduce you to my guest. Her name is Dr. Shaelyn Osborn. She’s all the way from Canada and she is a full-time chiropractor, she’s a mom, she’s an entrepreneur, a business owner of 2Inspire Women and she is going to talk to us today about how you can best hire your best employees.

Welcome, Dr. Shaelyn. I am so happy you’re here.

Thank you for inviting me. I’m so happy to be here.

Well, so tell me a little bit about how you got started with all of this.

Great question. I have been in practice for 20 years now, which is absolutely incredible to think that I’ve been in practice that long. I’ve owned the practice for 17 years. One thing that I’ve done really, really well over those 17 years of owning the practice is recruiting great, phenomenal, excellent chiropractic assistants.

The big joke is one of my CAs has been with me as long as my husband has been with me. I actually spend more time with her sometimes than I do with him.

What I do is I [inaudible 00:03:13] for longevity. When I look for team members I want somebody tat sees chiropractic as a career and sees this position as a career.

What happened was I was getting calls and emails from a lot of colleagues and they were saying, “How do you do that? How do you hire? What do you do? What are you doing that’s different?”

Last year I created an online course about how to hire your ideal chiropractic assistant. That’s where it all started from. With the intention that we want to hire paraprofessionals. We need to treat our practice like a business, like a real business.

I know for me and I don’t know about for you, Julie, but that’s one thing that was lacking in chiropractic school was teaching about business. Part of it was going to the school of hard knocks and part of it was learning from mentors but I’ve just created a really great system for hiring team members that want to stay for a career. That’s how it all got started.

Yeah. That is so, so important. I agree. I’ve been in practice for quite a few decades myself. You know, you do want these people to stay with you because you’ve put all this time and effort into training them and you don’t want somebody to be here for a year or two years and then leave.

What’s your best recommendation that the docs out there can do to be able to help them find these really great paraprofessionals?

Yeah. One of the biggest mistakes I see in hiring is that people are hiring out of desperation, not out of inspiration. What I mean by that is all of a sudden their CA gives them notice and they feel like they have two weeks to all of a sudden get somebody in that role and they don’t have the systems in place to hire somebody properly.

They’re wasting time, they’re wasting money, and they’re creating a lot of frustration and hiring just to get a warm body to fill that spot. They’re not hiring their ideal … They’re not recruiting like a CEO.

I know a lot of chiropractors, especially if they run a family wellness practice, they say, “Yeah, but I want that family feel. I want that homey feel to my practice.” Not everybody does but just that community. You can still have that but you need to hire and you need to train like a Fortune 500. That’s what I coach people to do is to hire and train like a Fortune 500.

One of my best tips in creating that certainty in hiring is knowing who you want to hire. Who is the ideal person that you want to hire? What do they look like? What are their personality traits? What are their values? What are their characteristics? What are their skills? Same as writing out your ideal patient avatar you want to write out your ideal CA avatar as well so that you know exactly who you’re looking for.

Then the other piece, part two of creating that certainty, is knowing what you’re hiring for. Julie, a front desk CA has a very different set of skills and personality than a billing CA. You want to know exactly what position you’re hiring for and you want to write that out in as much detail as possible.

Hiring the wrong person can be very, very expensive even for a small business. According to Career Builders it can cost a business anywhere between $25,000 and $50,000 in the wrong hire.

Wow.

Absolutely. That’s a lot of money in my world.

Yeah. That’s a lot of money in my world too. Yeah.

The reason being is because when you hire somebody you go through the process of hiring and then you go through the process of training and then you get to the point where you or they realize it’s not the right fit and that you did make the wrong hire or you did hire out of desperation. It decreases your other staff morale. It decreases productivity. Then you have to go through the whole process again.

By looking for that paraprofessional and knowing who and what you’re looking for you can streamline and make sure that you’re hiring right the first time.

Yeah. I love that. I love that. I know … I have a gym here in my office and we do functional medicine and we do a variety of things. We created a position agreement for each position and then that’s kind of who we try to format of who is going to have that job and not having everybody wearing every different hat and good at many things and good at nothing, right?

Absolutely. Yeah. Another tip as well for that when you have that position agreement is you want to train for that position as well but make sure that your employees or your CAs or your team they know what a successful outcome looks like.

Here is the job description but then what does success look like for you? How do they know they’re successful? People really do want to succeed but sometimes we, as the chiropractors, fail in our leadership in telling them exactly what’s expected and what success looks like.

By setting that up and creating a system where you can show them, “Here’s the job. Here’s the roles and responsibilities. Here’s what success looks like” it makes your job as the leader much, much easier.

That’s a great tip. That’s a great tip. Do you set them up? Do you teach how to do their little interviews every so often to see how their performance is doing with the employees? And just keep everybody, your whole team, on track?

Absolutely. It really, really creates a much stronger team if you have those markers or those checks along the way. Definitely in the first year you need to be doing regular reviews with your employees so that they know how you’re doing and so that nothing is left … You don’t want to show up a year later and say, “You know what? I don’t really like how you’ve been doing” but you haven’t given them any feedback or any room for improvement.

We want to set our people up for success and, again, we as the leaders, we as the CEOs, have to put those proper steps in place. Definitely setup that probationary period for a new employee, whatever that looks like in your state or in your province, and make sure that you review/check in on a regular basis.

You know, great feedback as well is sometimes they will bring new ideas and new things to you that you think, “Oh, I haven’t thought about that” or you’ll realize where you have been lacking in your training a little bit.

With training … People always say, “My staff doesn’t seem as engaged as I want them to be” or, “They’re not as involved as I want them to be”, well, in my opinion that comes down to you, the doctor, who it’s your job and your role and your responsibility to keep inspiring them and keeping them connected to the vision and the mission of your practice.

Training is not a one time thing. You want to train your CAs and, as you said exactly, do those check-ins, do those reviews on a regular basis, and then you want to keep training and keep training and keep training.

Human nature, you know as well as I do, we forget the basics. We get really, really good and then we stop doing what’s been working well. By continuing to have those check-ins and that training it just keeps your team engaged and it keeps your team evolving and progressing as well.

I love that. That’s excellent. I think it’s so important. We do our team meetings, we have a meeting every week, and then we have a big thing that we all do together every month with our team and I try to share with them some of the cases that we have that are going on that maybe are a little different.

They know all the patients so maybe someone comes in and maybe they have a little memory problem or they have something that’s kind of out of the usual and so then my team will be able to jump in and say, “Oh, let me help you with that. Let me write down that appointment for you. I’ll give you a call.” Just little things and it makes them a lot more cohesive with the patient but also they feel like they’re part of the care as well.

Absolutely. Absolutely. You know as well as I do that front desk is a make it or break it for your practice. Patients spend a lot of time and they’re really connected to that front desk person especially. You want to create that sense of community and that sense of belonging.

Then the other thing too is that really gets the team inspired when they can see where somebody started and then as you progress through their care if you don’t share that with them they don’t know some of the wins along the way or some of the miracles that happened in your office. Once they start to see that and once they start to experience that then they’re onboard for … They’re lifers I say.

Right. Yeah.

They’re a team member. We want to create paraprofessionals that are just as excited and enthusiastic about chiropractic as we are as the doctors. That’s not going to happen unless you teach them, unless you lead them, unless you share with them, and unless you bring them into what it is that you’d love to create as the lead doctor.

Yeah. Absolutely. I love it. I think that’s what makes us practice so long in our lives in this profession because we just love it and every single day when our patients come in and they’re getting better and you’re like, “Yes. Look at this one. Look at this one.”

I just had a great one right before I came on this call. I was like, “Yes!” I went and shared it with my team I’m like, “Look at this.” That excitement that we get of getting people better and seeing these really positive results and it just rubs off on everybody else it really …

When you come to your office … I took my four boards this last weekend and I was with all these students. I’m like, “You are entering the best profession in the world” and if I didn’t believe that I sure wouldn’t be taking the part four boards after this many years.

Every day when I go into my office it’s my safe place, it’s my happy place, because you get people better and to teach that to the staff and the way that you’re teaching docs to help out with the staff is just phenomenal, Shaelyn.

[crosstalk 00:14:12] important piece when you were talking about team meetings. A lot of times we’ll go into those team meetings and we’ll point out what’s wrong or what needs to be done differently or what’s not going right.

I always like to start those team meetings, and we do weekly team meetings as well, I always like to start the team meetings with what we call a magic moment. That kind of brings our focus into what went well last week? You know, whether it’s a win with a patient, whether it’s a win with a procedure, whether it’s a personal win sometimes, but what went well last week that we can share and share excitement in?

Then we can go through some of the other stuff but we don’t want it to always be, “You’re not doing this right” and, “We need to change this” and, “So and So complained.” We want to share in the good. We want to share in the good stories and raise that vibrational energy of who we are and what we do in our practice and then also in our profession as well.

That’s awesome. Awesome, awesome. If the docs want to reach out to you and get a hold of you and learn more about your training how would they contact you?

They can email me at Dr. Shaelyn … It’s D-R S-H-A-E-L-Y-N at Number 2 Inspire Women dot com. Or you can just find me on Facebook or go to the 2Inspire Women website.

I also have a free resource, a free report, and it’s 2Inspire Women forward slash Perfect Hire. You’re more than welcome to download that. If you have any questions they can always reach out and email me or message me. I’d be more than happy to help.

Oh, well, thank you. Thank you so much. These are great tips I think the docs can take and start to implement in their practice now and then they will be able to learn more from you as well. Thank you for being on Empowering Women with me today.

[crosstalk 00:16:03]. I appreciate it.

Yeah. Thank you. Next week we are having another doc from Canada, Dr. Nathalie Beauchamp. She will be hosting Empowering Women next Thursday at one o’clock Eastern time, 12 o’clock Central time. Be sure to log in and check it out.

Join us each week as we bring you the best in business growth, practice management, social media marketing, networking, leadership, and lots more. If it’s about women in practice and business you’ll hear it here.

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