HEALTH AND MEDICAL DIVISION

SPECIAL HIRING PROCEDURES

1. The Health & Medical Division shall identify all vacant positions within each program’s respective budgets and the program managers/directors will seek approval from the Deputy for the Authorization to Advertise.

2. The Authorization to Advertise packet shall contain the information contained in Step 1 of EBCI’s Hiring Procedures as well as a memo addressed to the Employment Office from the H&M Division clearly indicating the geographic areas in which the printed advertisement should issue.

3. The appropriate Program Manager/Director shall forward the Authorization to Advertise packet to the H&M Human Resource Coordinator.

4. The Employment Office will accommodate any special requirements contained in the H&M memo regarding geographical areas. All advertisements shall run continuously until the position is filled and all advertisements shall state that the position is open until filled.

5. Due to the critical need for health care staff with in the H&M Division, Indian Preference language shall be omitted in all H&M advertisements. However, at the time the Employment Office qualifies applications received (see step 8 below), an Indian Preference analysis shall be performed and qualified Indian applicants shall receive Indian Preference in hiring or at the executive committee approval stage if step 8 is utilized.

6. “Stand Alone” advertisements shall be developed by the H&M Division and in collaboration with the Employment Office. Stand Alone advertisements shall have the approval of the Deputy of the H&M Division before publication.

7. Applications received by the Employment Office will be reviewed and qualified for release to the H&M Division every Friday at which time an Indian Preference analysis will be performed by the Employment Office. It shall be the responsibility of the H&M Division to obtain these applications. In the event an application contains unclear or subjective information relating to qualifications, the Employment Office shall consult with the H&M Division to determine if the application is appropriate for consideration. It shall be the responsibility of H&M to obtain all necessary credentials required for the position before the applicant is presented for hire. This step is essential to maintain health care standards that are directly related to Medicare and Medicaid compliance regulations.

8. Each Friday when H&M retrieves all qualified applications, the H&M Human Resources Coordinator will be required to log in all qualified applicants and maintain an application pool for each job classification. The H&M Division may access these application pools in order to directly recruit qualified applicants, giving preference first to qualified Indian applicants, for positions that become vacant. This step will not replace the final procedure for hiring, but will eliminate the Request to Advertise procedure. If this step is utilized, then all documents required in the Request to Advertise (except the optional memo in step 2) will need to be attached and verified at the time the Request for Hire is made. This step is essential to maintain health care standards that are directly related to Medicare and Medicaid compliance regulations.

9. In addition to the hiring and advertising mechanisms contained in these procedures, the H&M Division shall be allowed to use other recruitment methods. These methods include but are not limited to active solicitation by distributing applications with job descriptions for health care provider positions to the general public and on the Indian Health Service website. This may result in applications being received by the Employment Office when there are no vacant positions available. When these applications are received, they will be qualified by the Employment Office and retrieved by the H&M Division to be deposited, on file in the application pool with the H&M Human Resource Coordinator. The H&M Human Resource Coordinator shall issue letters to these applicants explaining that while no current positions are available, the application will be kept on file for future recruitment when positions become vacant.

10 The H&M Division shall be responsible for scheduling and conducting interviews. Interviews will be conducted as soon as practicable.

11. All Request to Hire packets shall contain a memo from the program manager/director indicating their hiring preference order and shall be delivered to the H&M Human Resources Coordinator for record keeping. The H&M Human Resources Coordinator will then transfer the Request to Hire packets to the Employment Office.

12. All H&M Requests for Hire may be immediately presented for approval to the Executive Committee by the Employment Office and Deputy (or designee). In the event that Vice Chief is unavailable, Requests for Hire may be presented to the Chief for approval. If the Chief is unavailable, Vice Chief may approve after notification and consent of the Chief through Chief’s representative. This step is essential to maintain health care standards that are directly related to Medicare and Medicaid compliance regulations.

13. The H&M Human Resource Coordinator shall be responsible for issuing follow-up letters to all applicants who were denied employment after being interviewed pursuant to step 8 above.

UNLESS SPECIFICALLY ALTERED BY THESE SPECIAL HIRING PROCEDURES ALL OTHER ASPECTS OF EBCI’S HIRING PROCEDURES SHALL APPLY.
ANY CONFLICT IN THE INTERPRETATION OF THESE SPECIAL HIRING PROCEDURES SHALL BE RESOLVED IN A MANNER THAT PROMOTES AN EXPEDITIOUS SCREENING AND HIRING FOR THE H&M POSITION.
Revised April, 2005