This document is for Fast Track-enabled agencies whose account managers oversee submissions. If your agency is on the recruiter submission workflow, please review this article.
What is “Fast Track”?
- “Fast Track” is a program that allows you to submit Vivian candidates for relevant jobs directly to the Vendor Management System (VMS) of participating VMSs on our platform. Submitting the applicants you receive from Vivian to the VMS directly saves time.
- By allowing this, we further streamline your submission processes by reducing the manual effort of gathering documents and transferring them to multiple platforms—now you can do it all in one place.
Are “Fast Track” candidates different?
- There aren’t any “Fast Track” candidates. We attach the “Fast Track” label to VMSs that participate in the program and allow direct connection to the associated VMS.
- Any candidate, regardless of their profile completion, can apply to these roles.
- We do ask candidates applying for these roles to complete a detailed application process. However, this process is still optional to ensure our application flow is never too difficult for candidates to complete if they’re limited on time. Check out the candidate flow in the video here (also linked below).
How do I find the candidates most ready to submit?
- You can find the candidates who’ve applied to the associated jobs by using the “Fast Track” filter in your inbox, shown in the video here (also linked below).
- After filtering for candidates who’ve applied for “Fast Track” jobs, the best strategy is to leverage the profile % filter and sort candidates by the highest completion score.
- Combine the profile completion filter with more specific attributes, such as filtering within your unread, response needed or search a specific specialty attribute to target candidates with the best odds of being placed. You can still add custom tags to “Fast Track” candidates.
How do I receive “Fast Track” applicants?
How you receive “Fast Track” applicants depends on the lead routing rules your team has set up:
- If you don’t have any rules, these candidates are routed on a round-robin basis.
- If you only have specialty or location rules, etc., these candidates are routed according to those rules.
- Recommended: You also have the ability to create a team that routes “Fast Track” job applicants to specific recruiters. You can use this to predetermine exactly which recruiters you want to receive these candidates. See how to create this team here (also linked below).
As a recruiter, how will I initiate the submission process?
- Watch our training video for recruiters here.
- FAQs:
- How will I know if the candidate was submitted?
- You’ll receive an email when the candidate’s submission goes through.
- You can also reference the submission status in the relevant chat on Vivian or the Submission page.
- How will I know if I need to make edits to the packet?
- You’ll receive an email if the Account Manager (AM) requested that you edit the packet.
- You can also see this status in the chat, and then click into it to make adjustments and send it back to the AM.
- How will I know if the candidate was submitted?
As an Account Manager, how will I review and approve submissions?
- Watch our training video for account managers here.
- Important note: After submission, some facilities may need to go into Wand to add required custom fields. We’ll resolve this issue in the near future.
- FAQs:
- How will I know if there’s a submission I need to review?
- You’ll receive an email when a recruiter has requested that you review a submission.
- You can also check your submission dashboard at any point via the “Submissions” tab in your primary navigation to see if you need to take any action.
- Can I edit the packet?
- Yes, you always have the option to edit the packet. You’ll see this option in the step where you preview the packet. Learn more about this in the training video.
- Can I send the packet back to the recruiter for edits?
- Yes, you can send the packet back to the recruiter and add a note by selecting the option in the packet preview modal to “Send back to recruiter for edits.”
- How will I know if there’s a submission I need to review?
Training Videos
How do I customize the RightSourcing universal cover sheet?
https://www.loom.com/share/19acfc1dc29e414ca293cb1d150e9dea?sid=1efc9b27-ab93-4221-8dcc-2ff33de8f84a
What do candidates see when they apply to a “Fast Track” job?
https://www.loom.com/share/1b20de259496439bbc51fae3e90dd312?sid=89fc6046-f622-4f64-a461-5a0852d755d2
How do I create teams for “Fast Track”?
https://www.loom.com/share/043e6fffb3f8440cb5be86fee9dfd6b2?sid=5614b8ff-4e86-432d-a328-db0c59e0c47d
Additional FAQs
Does Vivian validate the submission packet/profile information?
- Vivian doesn’t validate packets or profile information before submission.
- Vivian does provide license verification PDFs and reusable reference check PDFs (if the candidate opted in) that you can include in submission packets. However, we don’t do any other validation on documents or information that the candidate added to ensure it matches the job requirements. The person submitting the packet must ensure it includes all required documents and that the candidate is qualified for the job.
Does the submission get logged in my ATS? Does it get logged in my CRM?
(only applicable to lead customers)
- Not at this time, but we have this planned for a future enhancement.
Questions about Submitting from Vivian to Magnit
How do Magnit jobs get posted on Vivian? How will this be different from the way I post jobs today? What do I need to provide to get started with “Fast Track”?
- “Fast Track” eligible jobs are posted via your existing job feed, but some changes may be necessary.
- “Fast Track” requires the agency to provide Vivian with the VMS data from their ATS/job feed source or another relevant data source for each RightSourcing (RS) job, so that we can match the agency version of the job to the Magnit version.
- This help article explains what we need, where to find it and how to add it to the system:
- Again, the easiest way to answer these questions may be to link to the help article that explains what we need, where to find it and how to add it to the system: Integrating VMS Credentials on Vivian.
What gets sent to Magnit when I hit “Sync to VMS” in Vivian?
- Basic candidate information, including the clinician’s name, email, work history, education, etc.
- The submission packet that was created or uploaded during the submission workflow
- Information necessary to create the submission record, including the requisition ID, bill rate, cover sheet and other required fields
How will the fields get populated for any other notes or information we normally fill in on Magnit?
- The majority of required fields are completed when the submission is pushed to the VMS. If you wish to add additional information to the profile or submission, or if the facility requires custom fields, you can enter this information in Magnit.
- Required fields:
- First Name
- Last Name
- Summary
- Job Title
- Company Name
- Start Date MM
- End Date YY
- University School Name
- Degree
- Major
- Primary Phone
- Base Pay Rate
- Position ID
- Required fields:
How does the submission show up in Magnit? Does the submission show up as submitted by my agency?
- The submission should look the same as a manually created submission and will be attributed to your agency. The automation will complete all required fields, but optional fields may not be filled in. See screenshots below.
What happens if a candidate already exists in Magnit, and I sync to VMS?
- Per RightSourcing, a new candidate will be created, but Magnit has both automated and manual processes in place to find and merge the duplicate profiles.
Who does RS reach out to after the submission on Vivian?
- RS will reach out to the same point of contact that it does when you submit manually. If you need to change this, contact the RS program manager you work with.
Comments
0 comments
Article is closed for comments.