Peer References Require Special Tactics
The Joint Commission defines a peer as someone from the same discipline with essentially equal qualifications. To be able to provide a reference, the peer would need to be familiar with the individual’s actual performance. However, in situations where there is no peer from the same discipline who could provide a peer reference, it is acceptable for a physician or D.O. with essentially equal qualifications, or who is familiar with the allied health practitioner’s performance, to provide the reference. We also include department chairs and chief medical officers who are not necessarily practitioner peers but who can provide a reference nonetheless.
The following tips are aimed at making your peer reference efforts as effective as possible.
1.Health practitioners are busy people (I’m stating the obvious here) and often they are more responsive to their peers than to strangers. Put the name of the peer who has requested the reference front and center in all your communications with the interviewee.
2.Whenever possible, get the subject of the reference to contact the peer ahead of or in conjunction with your call to emphasize the immediate need for a reply. For example: “Dr. Jones, this is Dr. Smith. This peer reference is needed before I can be considered for XYZ position with ABC organization, and your immediate attention is appreciated.”
3.Because health practitioners tend to receive many calls and emails all day, every day, the only way to make sure your message stays near the top is to keep sending it. Once per day guarantees it will get buried. Twice per day, early and late, gives you a fighting chance. More than that? Well, you be the judge. There is a fine line between effectiveness and harassment.
4.Emergency health practitioners are especially difficult to reach, given their hours and the demands of the job. If the ER has a secretary, that person can help you get your message delivered at the right time. In a regular doctor’s office it’s best to start with the office manager.
5.Use every means of communication at your disposal, including email, phone, and fax. Make sure the interviewee has all the necessary information to contact you in return.
6.Communicate a deadline by which you need the interview completed. If you don’t get a reply by then, you can always extend your deadline, but putting a date out there will tend to drive you and the interviewee to complete the interview by the stated date.
7.Send the reference provider a Thank You note. A peer who has been thanked sincerely will remember it and be more responsive the next time you need him or her to provide a reference.
As always, courtesy is a paramount attribute of the successful reference interviewer. This is especially true when requesting the time of busy health practitioners. However, it should not dissuade you from being persistent as well. It’s the combination of the two that wins the day.
by Craig Caddell
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