Step By Step Guide To Recruiting Your Next CA

S T E P B Y S T E P
G U I D E
T O R E C R U I T I N G
Y O U R N E X T C A

RYAN
RIEDER
CONTENTS
LET'S GET READY TO
HIRE
2
JOB ADVERT EXAMPLE
3
NEXT STEPS
6
FILTERING
APPLICATIONS
7
INTERVIEW QUESTIONS
8
CLINIC OBSERVATION
9
THE OFFER
10
EXAMPLE CONTRACT
10
GET THEM STARTED
15
FEEDBACK FORM ON
FISH
16
FEEDBACK FORM ON
GUNG HO
17
FEEBACK FORM ON
REALITY CHECK
18
VITAL TRUTH SUMMARY
19
APPRAISAL FORM
23
© 2018 - 2021 Rieder Wellness Ltd.

RYAN
RIEDER
LET'S GET
READY TO
HIRE
CA’s can be your biggest asset to
holding context for your clients, for
the client journey and for the
atmosphere your clinic provides. This
step by step guide will help you hire
the right person for the role.
STEP 1
We like to add a disclaimer stating
that only applications with a cover
letter attached will be considered. In
the first couple of lines, briefly
describe your business. Follow this
with a brief description of the role,
outlining the working environment
and key responsibilities.
Post advert using job sites such as
Indeed where you are able to ensure
candidates have to do an assessment
with 2 x assessments to be
completed. (Close the job advert in 1
- 2 weeks depending on timing)
You can boost your Indeed advert for
as little as £3 per day if you want to
get applications in quickly. This will
also help your job listing show closer
to the top results. For the 'job title',
keep this very generic, Front Desk
Assistant” will do in most cases. To
encourage applicants to include a
cover letter,
© 2018 - 2021 Rieder Wellness Ltd.
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JOB ADVERT EXAMPLE
Job Description
Clinic Assistant/ Front Desk Receptionist
Clinic Name Here (£XXX/ Hour Starting salary)
Job Summary
We are looking for an enthusiastic person to join our ________________ clinic,
serving the local community and helping people to get better and healthier!
You would be part of the Insert interesting fact about the clinic, so lots of room
for learning and growth!
Our ideal candidate would be energetic, personable, organised and enjoy client
interaction. The clinic can be fast paced and full of energy so you would need to
be able to work at a fast level with the computer whilst still providing the high
level of client interaction, and completing all tasks for the day, and running the
clinic from all front of house aspects.
Benefits Include:
- Full Initial Training over the course of 2 – 3 weeks
- Pensions Scheme for those eligible
- Free Chiropractic care for you, and a discount for your family
- Ongoing training, seminars and personal development
- Christmas and Summer Party (WHEN ABLE)
- Incentives and competitions in the company
© 2018 - 2021 Rieder Wellness Ltd.
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Please apply with a cover letter and CV for consideration.
Job Type: Full-time
Responsibilities and Duties
Clinic Assistant (CA) Job Description
Reports to: Practice Manager
Work Hours:
• The role is carried out Monday - Saturday.
• This is done in a shift pattern of AM/ PM shifts. Insert Shift patterns here
• Flexibility is required to assist with covering a colleague's holiday which
provides an opportunity to increase earnings!
Purpose
• To provide a Clinic support role to the practitioners & management team,
whilst coordinating with your Clinic Assistant team within your Clinic.
• To provide a high standard, client focused experience, ensuring diary
management, the daily running of the clinic and various administrative tasks are
completed accurately and in a timely manner.
Tasks
• To provide a general Clinic Assistant support role in front desk operations to
include all aspects of diary management: booking and amending client
appointments, taking client payment, liasing with client insurance companies,
and solving any general client queries.
• To take responsibility for ensuring the accurate running of everyday tasks
within the clinic, to ensure all daily tasks are completed accurately and within a
timely manner.
• To provide an excellent client focused and unique experience.
• To participate in regular training of policies and procedures as well as
attending practice meetings at least once per month.
• To provide support to all practitioners and carry out requests as instructed, as
well as providing support within the CA team, and effectively communicating
daily information.
• To attend educational conferences and workshops when required to do so.
• To undertake such other duties, training and/or hours of work as may be
reasonably required and which are consistent with the general level of
responsibility of this job.
© 2018 - 2021 Rieder Wellness Ltd.
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Scope and level of responsibility
• It is a supportive front desk role in which you should be client focused, and are
responsible for ensuring clients have a smooth and enjoyable experience during
their time at the clinic.
• You will support all aspects of the front desk operations of the clinic you are
assigned to, and are required to carry out any ad-hoc duties as requested by any
single practitioner and the management team.
• You may be delegated individual tasks by the Head CA within your team.
Skills, knowledge and behaviour
• To use previous client focused and customer service experience to deliver tasks
in a competent, accurate and timely manner.
• You should have the ability to communicate at a high level, be a team player,
and develop and maintain internal and external relationships.
• To understand and promote a healthy and wellness-based lifestyle, with a high
energy approach.
• To be able to read, speak and write fluently in English.
Benefits
Free chiropractic and physiotherapy care
Pension scheme
Job Type: Full-time
Salary: £XXX /hour starting Salary with increase at probation with completion of
certain requirements
© 2018 - 2021 Rieder Wellness Ltd.
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STEP 2 - NEXT STEPS
Anyone who has completed the assessments get's the following email:
Good Evening,
Thank you for your application and for completing the assessment section required.
The job description is thorough so please take the time to read through this once more and let
me know if you have any further questions.
To reiterate, there are currently 5 shifts per week which stay fairly consistent and are carried
out in a mixture of AM (07:15 – 13:45) and PM shifts (13:30 – 20:00). Other shifts are
available based on colleague holiday / emergency cover so we do hope for someone with
flexibility in their hours. We are a small team who work together to make sure things get
done, so require someone who is organised and able to work independently.
As the next stage of the interview process, please could you send over a 2 minute video
letting me know more about your interest in this role and the strengths you would bring to
the team. In the body of your email please also let me know your notice period at your current
job if applicable, as well as how you have been staying healthy this year!
I look forward to hearing from you soon.
© 2018 - 2021 Rieder Wellness Ltd.
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RYAN
RIEDER
STEP 3 - FILTERING
APPLICATIONS
Applicants who sent over a video
and answered the questions (and
were suitable) get the next email
Good Afternoon,
Thank you for completing all the tasks thus far- success really is about showing up and many
applicants would not have taken the time to complete these, so THANK YOU! Thank also for
your patience while awaiting all videos to be received it is appreciated.
As mentioned in the advert the shifts are a mixture of AM and PM shifts. The morning starting
at 7:15 to get the clinic set up and ready for clients at 8! The afternoon shift starting at 13:30
giving you 15 minutes to handover any info required before the AM person finishes at 13:45.
Usually you will be finishing around 8pm unless a client is running late for any reason- We
never expect this to be later than 8:30 pm! The current shift pattern works on a two-week rota
where you would do Monday - Friday in week 1 and Tuesday to Saturday in week 2, doing
either the AM or the PM each day. In cases of colleague holiday or sickness we do hope for
people to be able to help out with doing a long day if needed which would of course, be
added to your timesheet. The role is client facing and is really about ensuring that clients are
well looked after, and that the clinic runs smoothly. This does involve a PA element to your
practitioners to support with anything they need from an admin point of view.
Below I've listed our Code of Honour- I would love to hear back about what you think these
could mean in the work place and how they sit with you. This is something that was
developed by the company for the company, based on the type of place we all wanted to
work!
List Code of Honour Here
As part of your training during your probation period we also ask you to read 3 books and one
summary of a book to give you a better understanding of the company as well as chiro and
physio. On completion of these books, you would also get an increase in pay!
Please let me know your thoughts on the code of honour any other questions you may have by
Friday Morning and I will aim to let all applicants know regarding interviews once received.
© 2018 - 2021 Rieder Wellness Ltd.
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RYAN
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STEP 4 - INTERVIEW
Pick the most suitable applicants and sent them a calendly link to book themselves into your
diary - allocate 15- 20 minutes per interview.
EXAMPLE INTERVIEW QUESTIONS
Intro:
Explain your business, who you are and what you do. Also explain the role in a little more
depth and what you are expecting from the person filling this position
Questions:
What made you apply for this role?
Why do you think you would be a good fit for us?
What receptionist experience do you have?
Do you have any other experience that you think would be relevant to the role?
What part of your previous job did you like/dislike?
What is your key strength?
What are your key weaknesses?
What do you like to do in your spare time?
What should make us hire you over the other candidates?
Do you have any questions?
© 2018 - 2021 Rieder Wellness Ltd.
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STEP 5 - CLINIC OBSERVATIONS
Offer observations in the clinic to your best candidates. Use calendly for this again so that it is
easier to allocate times that work for your busy team to observe them.
Here is an example observation checklist:
Candidate: _______________________________________________
CA Observing:____________________________________________
Please rate behavioural traits on shift observation on a scale of 1 to 10
1= Behaviour not shown at all
10 = Excellent display of behaviour
Enthusiastic
Interest in Role/ asking questions
Positive
Smiley
Friendly and welcoming
Energetic
Presentable
________
________
________
________
________
________
________
Additional comments
STEP 6 STEP 6
Offer the role to your best candidate - ask them to respond either way
within the next 48 hours ( always good to put a deadline to make sure they
are serious about the role)
© 2018 - 2021 Rieder Wellness Ltd.
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STEP 7
Send them their contract - again put a deadline
on getting it sent back - Here is an example of a
contract:
© 2018 - 2021 Rieder Wellness Ltd.
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© 2018 - 2021 Rieder Wellness Ltd.
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© 2018 - 2021 Rieder Wellness Ltd.
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STEP 8 & 9
STEP 8
Set their start Date
STEP 9
Give them their 3 Books and One Book Summary to start working through
The summaries for these are on the next pages
© 2018 - 2021 Rieder Wellness Ltd.
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FEEDBACK FORM ON “FISH”
Having read the book “Fish”, please give your comments on the four subjects below:
“Choose Your Attitude”:
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
Give one example of how this relates to the practice:
__________________________________________________________________________________
“
Play”:
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
Give one example of how this relates to the practice:
__________________________________________________________________________________
“Make Their Day”:
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
Give one example of how this relates to the practice:
__________________________________________________________________________________
“Be Present”:
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
Give one example of how this relates to the practice:
__________________________________________________________________________________
Name: ______________________________________
Date:______________________________________
© 2018 - 2021 Rieder Wellness Ltd.
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RYAN
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FEEDBACK FORM ON “GUNG HO”
Having read the book “Gung Ho!”, please give your comments on the four subjects
below:
“Spirit of the Squirrel”:
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
Give one example of how this relates to the practice:
_______________________________________________________________________________
“The way of the Beaver”:
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
Give one example of how this relates to the practice:
_______________________________________________________________________________
“Gift of the Goose”:
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
Give one example of how this relates to the practice:
_______________________________________________________________________________
Name: ______________________________________
Date:______________________________________
© 2018 - 2021 Rieder Wellness Ltd.
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RYAN
RIEDER
FEEDBACK FORM ON “REALITY CHECK”
Having read the book “Reality Check”, please give your answers on the questions
below.
What do we mean by the term vertebral subluxation?
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
What does Dr Heidi believe a subluxation is?
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Symptoms maybe your brain’s attempt to:
_____________________________________________________________________
What do we mean by dysfunctional sequences of muscle activation?
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
How can chiropractic care reduce injuries?
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Describe the research carried out assessing chiropractic care and falls risk in
the elderly:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
What was the outcome of the research?
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Name: _____________________________ Date:______________________
© 2018 - 2021 Rieder Wellness Ltd.
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VITAL TRUTH SUMMARY
What is Vitalism
Vitalism-a philosophy that the human body has an innate intelligence that governs
all areas of health. This intelligence, or vital force, is found in physical tissues,
mental processes, mental health and spirit and can heal a great many ailments
when given the opportunity. When the vital force is not able to express to its
fullest potential, disease begins to show up. To restore health, an individual must
be supported on all levels to strengthen vitality.
Mechanism-a theory that the phenomena of life is based on the same physical and
chemical laws that govern inorganic matter. It looks at the body as being a
combination of parts, processes that carry out a common function.
Mechanism vs Vitalism
© 2018 - 2021 Rieder Wellness Ltd.
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The power that made the body heals the body.
The body is a temple for growth and health expression.
The body has an innate ability to heal itself. No one has to tell their body how to
heal a broken bone it knows!!!
The body gives us signs and symptoms for the benefit of finding out more about
ourselves and the imbalances with which we are living. Disease is necessary for the
optimum growth of our bodies. Allowing the body to build natural immunity
through overcoming disease brings advantages to our health. This is why you will
hear people say your body is having a health expression rather than you are ill. You
would not take drugs to suppress the symptoms of the disease allowing your body
to use its innate ability to heal itself and building up its immune system.
When we have a well-functioning nerve system with reduced interference, we have
a greater opportunity of optimum health.
Think of ways that your body can heal itself other than a cut finger?
How can we help our body reach its optimum health?
There are 3 main stressors in our life that we can manage that will help us reach
optimum health.
Chemical
What are we putting in our bodies?
What are we putting on our bodies?
Can you think of another one
Physical
What movement do we have in our life ?
What is our posture like?
Can you think of another one
Emotional
How much stress are we under?
Are we looking after our mental health?
Can you think of another one
© 2018 - 2021 Rieder Wellness Ltd.
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This is why we ask some of the questions on our history form to a get a greater
understanding of our client’s lifestyle. What a client does outside of the clinic is as
important as the adjustment they are receiving in the clinic. This is where they can
become an active participant of their health rather than just relying on the
adjustments to work. This is the reason why we have our boards in clinic and do
health talks to help clients take back control of their health. This is where we as
CAs can educate our clients and set an example by standing at the desk, eating
healthy foods. We all need to take time to make changes in our life to see what we
will gain form the experience rather than what we will lose. “Those who spend
little time on their health have little time”.
Can you give one example of something you could do to lead the way in showing
clients how to take control of their health.
Can you give an example of a board you could do to help clients with their health?
You can have pain with no disease and disease with no pain. Explain this statement
Why have an adjustment?
The communication of the body is housed in the nervous system. In order for your
body to functional at its peak it must be able to communicate with itself. When
disruption/ interference to the communication system takes place, it is called a
subluxation. Clear your subluxations regularly, clear the way to optimum health.
REMEMBER having no symptoms/pain doesn’t mean you are healthy and having
symptoms/pain doesn’t mean you are sick!!!
© 2018 - 2021 Rieder Wellness Ltd.
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NATURAL NEEDS NO HELP,
JUST NO INTERFERENCE.
AMAZING FACTS ABOUT YOU
A nerve can send on to a 1000 impulses per second
The adult brain has 1.4 billion nerve cells
The brain uses 25% of all the body’s oxygen
The longest nerve is located in the leg and extends from the large toe to the
spinal column
The body is most sensitive in the afternoon
Nerve impulses travel at 170MPH (274KM)
There are 230 joints in the body
The femur is the longest bone in the body
You shrink 1.25cm during the day, due to compression of the spinal column
There are 20 muscles in the hand
All the body muscles pulling in one direction would equal over 22,600kg of
force
Bones are 1/5 of the total body weight
Muscles normally account for 40% of body weight
There 26 bones in the foot
The last bone to mature is the collar bone
One in 20 people have an extra rib
It takes 17 muscles to smile and 43 to frown
There 206 bones in the body
The brain has approximately 100 billion nerve cells
© 2018 - 2021 Rieder Wellness Ltd.
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STEP 10 - APPRAISAL FORM
Book in their appraisal for just before their 3 month probation
Here is an example appraisal form:
Name:
Position:
Appraisal time and date:
A. Company Name
1. What are the Core Values of Company Name
2. List the main expectations of a member of Company Name
3. Give 3 examples of “Magic” that you have observed members of your team doing at
Company Name
4. What qualities do you think a Company Name team member needs to have/be nurtured?
5. What differences are you looking for from the leadership team?
6. Please state your main duties
7. Name 3 challenges you have experienced in the last 3 months
8. Name 3 areas you think you excel at in your role
9. What additional skills would you like to acquire and how would you like to achieve this?
B. Discussion points:
1. Have the past 3 months been good/satisfactory/bad/other? Please expand on your answer
2. What do you like about working at Company Name?
3. What do you dislike about working at Company Name?
4. What could we do to improve Company Name to get us towards a place on the top 100
places to work in the Country?
© 2018 - 2021 Rieder Wellness Ltd.
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C. Please grade yourself in the following areas (1 being poor, 10 being best)
Time management
Building rapport
Energy
Determination
Honesty
Dealing with Pressure
Work/Life Balance
Motivation
Leadership
Participation in Workshops/Training
Confidence in Systems
Communication skills with your team
Meeting deadlines
Customer Service
Consistency
Work ethic
Confidence
Appearance
Communication in Meetings
Delegation
Marketing Events Attendance (e.g. screenings)
Accountability
D. Rewards and Appreciation
1. How do you like to be shown appreciation?
2. If you were given a reward/bonus, what form would it take?
E. Achievements so far
1. Please list and explain your 3 main achievements in improving and maintaining Team
Culture
2. Please list and explain your 3 main contributions to bringing more business into Company
Name
3. Please list and explain 3 ways in which you have helped Company Name reduce expenses
F. Personal Development
1. List the activities (seminars, training, books read) in the last 3 months to develop yourself
professionally.
2. Please highlight any areas you wish to discuss not covered in this form.
THANK YOU
© 2018 - 2021 Rieder Wellness Ltd.
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NOTES
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NOTES
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Rieder Wellness Ltd accepts no responsibility and any reliance you place on such material is therefore strictly at your own risk. All rights reserved, no part of this publication may be reproduced, distributed, sold or transmitted in any form or by any means, including photocopying.
The Information provided by Rieder Wellness Ltd is for general informational and educational purposes only and
should be used as a model or guideline to base your work on and tweak where necessary.
You should not rely solely upon the material or information as a basis for making any business, legal or any other
decisions, and should ensure that any information you use sits in line with your own /governmental current legislative
guidelines and procedures Rieder Wellness Ltd accepts no responsibility and any reliance you place on such material
is therefore strictly at your own risk. All rights reserved, no part of this publication may be reproduced, distributed,
sold or transmitted in any form or by any means, including photocopying..
© 2018 - 2021 Rieder Wellness Ltd.