Tutorial

If your questions are not addressed either in this Tutorial or the FAQ Page (frequently asked questions), feel free to call us. Please read before calling, as most questions are answered very easily within.

We have beefed up the security with our IP Discovery Format. We identify every user to the system to find any misuse. If this is not your account, you will cause the owner of the account to lose all access without recourse for any illegal entry.

DO NOT SHARE LOGIN NAME AND PASSWORD WITH ANYONE THAT IS NOT WORKING FOR THE COMPANY LISTED AS THE REGISTERED USER AS THIS WILL IMMEDIATELY CAUSE THE ACCOUNT TO BE DISABLED.

To get started using the Profiles Physician Database, you may be asked to download "Crystal Software". Click agree and it will automatically download the software that is included with Profiles.

Before you will be able to print or preview printed material you must download Crystal Reports Software. When you try to print your first report, this software will attempt to download. This may take several minutes. If there is a small object icon in the window, then crystal is still loading. Please be patient. If the icon is a red X, you most likely do not have permission to install this program on the PC. Please check with your IT department to verify security permissions. Once Crystal Reports has downloaded, the computer will prompt you to install. Simply agree and your report will promptly be displayed.

Turn off any Pop Up Blocker or allow pop ups from our site. All Profiles info will come as pop ups. Profiles will not operate properly with your pop up blocker on. If you have downloaded Google, Yahoo, or any other toolbar from Internet Explorer, it probably came with an additional pop up blocker. You may have multiple Pop Up Blocker Utilities. Please check for these before calling for support.

Start Up: It may seem slow in searches and print queries, but your speed will improve after your first use. You may notice the reports such as mailing labels, printed CV, and mail merge for letters taking a bit more time at first. Be patient and you will soon be on your way. If you are using a dial up connection, please allow time for transfer of information, (be patient it will appear).

Saving Information: When making any changes or adding any information, (including tagging a candidate), you must hit the "Save" button or your information will not be saved.

Keeping Track of New Doctors: Each time you log in, you have a pop up box "candidates who have been added since last log in". This shows you the specialties and number of candidates in each specialty. There are two buttons displayed, "return" and "show list". Selecting "return" takes you directly into Profiles. Selecting "show list" will take you to a page of all new candidates, names, and specialty. From here "return" takes you to Profiles and "print list" will print a list of all new candidates. This only works on the first search after log in, so don’t forget to search for the new candidates first!

Profiles Search:

"Specialty": The first search category is Specialty, located on the top left-hand side of the screen. Click on the drop down box to see the specialties you have ordered, and pick the one you need. Only the specialties you ordered will appear in the specialty box.

"Geographic Pref": During our interview process with these physicians, we ask them to give us up to four choices for a geographic preference in which to live and work. You can search for them here either by region or by state. Many graduates like to hear about all opportunities and consider themselves "open" candidates to all locations. For example, you may want a more targeted approach by clicking FP for Missouri and get 42 responses; but if you would like to include all the graduates that have said "open", simply click the "Include No Preference" in your search. You will see your numbers increase dramatically; and in the additional candidates, you could have a match.

"Include No Pref": The next search says "Include No Pref" as a check box. This allows the user to either include the candidates that have said "Open" to the geographic preference or not. This allows a larger pool of possible candidates to be pulled.

Whenever you complete a search of any kind, before typing in your next search, it is always best to click on the "Clear" button before starting any new search. This makes sure that nothing will interfere with the new search criteria.

The next few searches are "Pre Med State", "Med School State", and "Internship/Residency/ Fellowship State". These allow the user to choose a state of interest, and the system will pull candidates based on any combination chosen. This is a great way to find candidates with connections to your area.

"All Ties State Search": The next option is an All Ties State Search button. Click the drop down and choose the state you are looking for ties to. The system will pull out candidates who have that state listed anywhere in their information. This is helpful if the candidate didn’t list that state in the top four geographic preference areas. But lets you know they have some tie to the state. This is also a good way to search the UnProfiled candidates.

"Licensed State": The next search is "Licensed State". This gives the user the ability to search by state candidate may be licensed (most residents and fellows won’t always have a license in the state they plan to live until they have a valid offer).

The next search is "State Born": This allows user to search by candidates’ home state.

The next search is "Community": This allows user to search by size of community candidates have requested from Rural to Metro.

"New Past 7 days": This allows user to pull up the newest additions to the database.

"Last Name": The first search category on the right hand side allows user to search by last name or at least the first 4 letters and hit search. The system will pull everyone with those letters.

"Profile Status": Profiled is the default setting for the system. This means the system will only pull candidates who have been Profiled in your search. To find all candidates in a specialty, change status to All Docs. Even if they have not been Profiled, you will still have the candidates name, training information, and contact information at their program.

"Degree Type": Ability to select either MD or DO. Not choosing either will give a mix of both.

The next search is "US Grads Only" or "IMG Only": This allows the recruiter to search for either US Medical School Grads only or IMGs only (IMG=International Medical Graduate). Not choosing either will give you a mix of both.

"Hospitalists": If the specialty you are working in offers a Hospitalist position, you can search for candidates who have stated that Hospitalist is their position preference. Click the drop down box and choose "Yes". If your opportunity is not a Hospitalist position, you can choose "No" to filter out candidates wanting a Hospitalist position. Not choosing either will give you a mix of both.

The next search is "Position Type", this allows the user to search by Full Time, Part Time, as well as Locums work.

"School Name": Allows you to look for candidates who attended a certain school during any phase of their training.

"Fellow Specialty": Allows you to look for candidates who have a sub-specialty interest or are planning to go on to a Fellowship. For example, in Orthopedics, you can choose Fellow Specialty of "Spine" to find candidates planning to pursue additional training in Spine Surgery.

"E-mail search": Allows you to search for a candidate based on their e-mail address.

"E-mail only or no e-mail": Gives you search results of only candidates with e-mail addresses. This is good to use when planning to send an e-mail blast. "No e-mail" will give you the candidates who do not have an e-mail address in the system. This is a good way to find the candidates you did not reach with E-mail and can plan a mailing.

The next search is "Marital Status": This allows the user to search by marital status.

The next search is "Gender": This allows the user to choose a gender, if necessary.

When you have completed a search, there are five function buttons on the top of the page:

Email Selected Doctors: Simply pull up your search, and click on e-mail selected doctor button. A box will pop up with all e-mail addresses of the candidates you have selected. You simply cut and paste into your BCC category in your e-mail message. We recommend you send the e –mail to yourself and BCC the candidates. This way you will have a copy of the e-mail you are sending, and the candidates only see your name and their own as the BCC is blind carbon copy. This will make the most of your mailings. FYI some programs are blocking mass emails or e-mails with too many respondents. If you get return e-mail messages, please read the text and it may say "refused at server, too many recipients" or something like this. This is beyond our control, and you will have to e-mail those candidates on a singular basis.
Print Form Letters: Click on this and you will see a page saying display and close along with a field for your own saved letters. Click on display button, type in a name for your letter in the small box on top left, type or paste your letter in the large field, and click on save and preview. You can now see how your letter will look. This will print a letter addressed to each candidate in your search. When you hit save, it will save the letter in the field shown on your display page with the name you gave it. Should you have a letter longer than one page or prefer using different font, etc., you may click on the envelope with the red arrow at the top left side of preview page to export your information into a word document and set up as you please.
Print Mailing Labels: Simply pull up your search and click on this button to print address labels on all candidates shown in your response. Our system uses Avery 5160 labels with 30 on a page or any 1x2. labels will work.
Doctor’s CV’s: Allows user to print a formatted CV on all candidates pulled in search. A preview will appear before actual print. If you click on one of the candidates you can go directly to their information page. You can print from this page also.
Print Phone List: A simple list you can pull with the names of your candidates along with all contact numbers we have for each candidate. This is good if you want to call some candidates sometime at your leisure without going online.

On the bottom of the candidate page are the "Tag A, B, C, and D" fields. These are designed for the user to categorize any candidates they choose and tag them as a group. You may go in and tag any candidate. Simply click on the letter you want and click on Save. You can search by tagged candidates to locate these categorized physicians. You can also do a reverse tag search, allowing you to search for all candidates NOT tagged in any order.

The "Follow Up" box is an area for you to type any notes or information you would like to keep on the candidate. This information is only available for you to see. Always remember to hit Save when you type in your notes.

Update Request: This is also found on the bottom of the candidate’s information or CV page. You may contact a candidate from time to time that has a bad phone number, e-mail address, or the physician has signed or decided on a fellowship since we last spoke to them. If so, just click the Update Request. This pops up an e-mail message telling us to re-contact candidate for the latest information. Tell us what update you are requesting, and then hit send. We do have an ongoing update process in our database but every once in a while you will beat us to a candidate.