It’s spooky season, and your practice may be haunted by the dental professionals who have ghosted you recently.
If you’re unfamiliar with ghosting, let me explain. In the dental field, ghosting happens when a dental assistant, hygienist, or front office staff:
- Schedules an interview.
- Schedules a working interview.
- Accepts a position and start date.
- Accepts a temp shift.
And then… they don’t show up! No replies to texts or calls—vanished, like a ghost.
After 10 years in dental staffing, I’ve noticed a few reasons why ghosting occurs:
- Poor calendar management.
- Lack of care.
- Confusion with multiple job offers.
- Oversleeping and fearing the consequences.
- Not knowing how to decline a job.
- Anxiety, making it hard for them to address their concerns.
While we can’t control all of these, like oversleeping, we can focus on preventing ghosting by engaging with candidates who may be overwhelmed with job options and guiding them into accepting your offer.
In this post, we’ll explore ways to reduce ghosting at every stage of the hiring process.
#1 – Get them to call you back.
You’ve worked hard to craft an engaging job post and attract great applicants. However, only 4 out of 10 responded.
While that’s good, wouldn’t 7 or 8 responses be even better?
There’s a strategy behind getting more applicants to call you back, perfected over the past 10 years. Here are the 7 steps to success:
- Create a memorable job post.
- Call at the right time.
- Smile and dial.
- Text them.
- Be flexible with interview times.
- Sell them on your practice.
- Keep the interview process under 7 days.
Read more here: How to Get Dental Applicants to Call You Back.
#2 – Get them to show up for the interview
I don’t love giving this advice, but in today’s world, reminding candidates of their interview is often necessary. Ideally, they should remember on their own, but reality proves otherwise.
Our team stays in touch consistently, sending friendly text reminders: immediately after scheduling, the day before, and two hours before the interview. This drastically increases show-up rates and builds rapport, leading to higher retention throughout the hiring process.
For best results, aim to schedule, interview, and hire within five days. Anything longer, and you may lose great candidates.
#3 Address Their Concerns
60% of Gen Zers and 20% of the overall U.S. population have been clinically diagnosed with anxiety. We’ve found that addressing concerns during the phone interview eases this anxiety and increases the chances that applicants show up. When scheduling an interview, it’s best practice to proactively answer questions they may be hesitant to ask or might not even realize they should ask.
Interviews can be nerve-wracking, but by addressing these common concerns, you can help reduce anxiety and create a more comfortable experience for applicants and decrease the odds of them ghosting you.
Why is there an opening for this position?
Many applicants are curious but too nervous to ask why the role is available. By volunteering this information and framing it positively, you can alleviate concerns and even build excitement about the opportunity.
What is the parking situation?
Parking logistics can be a source of stress. Applicants may feel anxious about permits, valet, or the risk of being towed. Clearly explain the parking situation to prevent any last-minute no-shows due to parking confusion.
Attire?
As a recruiter, I always inform applicants of the appropriate attire. A simple “Doctor might have a test for you, so please wear scrubs” or “We’re a formal office, so business attire is expected” can ease nerves. If they’re coming straight from work, say, “No worries about scrubs—we’ll make sure the doctor knows.” This prevents any stress about not being able to dress up.
When I arrive for the interview, who should I ask for?
Let them know who to ask for when they arrive and give them the name of the person they will be interviewing with. For example, “Judy will be at the front desk, tell her you are interview with Holli and she’ll notify me” This makes the candidate feel more confident and prepared.
How long will the interview take?
Time constraints can stress candidates, especially those who may have childcare issues or a limited break. Let them know the approximate duration of the interview to alleviate any concerns.
Other best practices when scheduling a formal interview over the phone is to.
Other Best Practices:
- Immediately after the phone call, text the address, date, and time of the interview.
- And, again, send a reminder text the day before, expressing excitement and asking them to confirm or reschedule if necessary.
#4 Get them to show up for their first day of work
This one causes me the most tears. They called you back, showed up for every interview, and then poof—no show on their first day. The FURY!
The #1 culprit? They handed in their notice, and their current doctor countered with a raise. Sadly, this happens when offices lack a structured compensation plan.
While we can’t do anything about that, here are some tips to keep them engaged and excited about joining your team:
- Ask how it went when they gave notice.
- Invite them to any work events or CE courses during their notice period.
- If they connected with a team member during the interview process, have that person reach out with a warm welcome.
- The night before their first day, text them! Ask if they have questions, and offer to treat them to lunch on their first day. Let them know you can’t wait to see them at 8 a.m.
#5 – Onboarding for Keeps
Now that they showed up, let’s make them long term employees.
I have several posts on this which I will post here. But the gist is:
- Have an onboarding plan
- Have a structured compensation plan
- Check in early and often to make sure they are happy with their decision to join your practice.
Here are some other posts to read to perfect your onboarding process.
4 Tips to Effectively Train Your New Employee
Onboarding Dental Professionals to Increase Retention
Make Your New Dental Employee Stick
I hope this post introduces some new ideas to help you get those dental applicants to show up.
Smiles,
Holli Perez
DirectDental
DirectDental- How it works for Dental Professionals
DirectDental- How it works for Dental Offices
