Let It Be a Filter: Hiring Lessons I Keep Learning

I have a posting out right now for an associate, and it's brought me face to face with a lesson I apparently need to keep relearning.

Here's what happened. I'm using Indeed for the posting, and I have an automatic message set up that goes out to applicants saying that the next step is to visit my website, where they'll find more information and the specific steps I've asked them to take: a cover letter with certain details, a resume, and a short video introduction. It's a filter I built on purpose, because I want to see who's willing to do a little more than click "easy apply."

Then I decided to be generous. I went back through the applicants who sounded interesting on paper and reached out to them again, with a personal message, saying I'd reviewed their information and was inviting them (a second time) to go to my website and take the next steps. I also added a line that I was curious about how they'd work with couples, since that's a part of the role I care about.

I got four responses. Each one said some version of "thank you very much... I do work with couples." And then nothing. No visit to the website that I could see. No cover letter, no resume, no video. Just that one line back to me.

So why was I annoyed? If this is supposed to be a filter, it was obviously doing the job I wanted it to, and I should let it do its job instead of letting it get under my skin.

I sat with that question, and here's what I landed on. I'm annoyed because I wanted to fill the position in what I thought was a timely manner. I want someone to fill a position in my business, and I want people to care about it the way I do.

I want people who are intentional, who want to do good work rather than just skate by.

So instead of staying annoyed, I'm choosing to let it go and appreciate the one person who actually took the steps I asked for. That's the whole point of a filter: it's supposed to sort people, not flatter my ego by having everyone comply.

The lesson I need to learn (again) is this: if I have something set up as a filter, I need to let it be a filter, and stop spending energy being annoyed that it's actually working.

It struck me, in the middle of my own mini rant, that this applies well beyond my one posting. So I want to share what I think it means both for those of us who own group practices and are hiring, and for the contractors and associates who are applying to join a practice.

For Group Practice Owners

Let it be a filter. This is the piece I keep needing to relearn myself. If you've built a step into your hiring process, whether that's a specific application format, a required video, or anything else, then let it do the sorting for you.

• Don't go check Indeed messages five times a day hoping someone circumvented the process in a way that impresses you.

• Don't cross your own boundaries by making exceptions for people who haven't done what you asked, just because you liked their resume or you're feeling the pressure of an empty seat.

And know, clearly, why this step mattered to you in the first place, so that when someone doesn't follow through, you can read that as information rather than as a personal disappointment. A filter only works if you trust it enough to let people filter themselves out.

A filter only works if you trust it enough to let people filter themselves out.

Create a filter that actually reflects what you value. Before you can trust a filter, it has to be built around something real. Ask yourself what actually matters to you in the person who fills this role.

• Maybe it's attention to detail, because you need someone who reads instructions carefully and follows through on the small things.

• Maybe it's a particular kind of personality, someone warm and a little playful, because that's the tone of your practice.

• Maybe it's a specific type of training or specialization that you know your clients need. Whatever it is, name it honestly, because a vague filter ("just seems like a good fit") won't actually screen for anything.

Decide what filters you'll use. Once you know what you're looking for, you can choose tools that surface it.

• A cover letter with a specific required title, something like "I want to join your clinic," is a simple way to see who actually read your posting closely enough to follow an unusual instruction.

• A short video introduction lets you see personality and communication style in a way a resume never will. A form with specific questions about training, specialties, or availability lets you screen for concrete fit before you ever get on a call.

• And you could add one more layer: a small, specific response task, like asking applicants to briefly describe how they'd handle a particular kind of client situation relevant to your practice. That kind of prompt tends to separate people who are applying broadly from people who are actually picturing themselves doing the work.

It's worth naming something else here too: it's funny, and a little humbling, how something you deliberately use as a filter can also annoy you greatly when it works exactly as designed. I built a filter to screen out people who weren't going to put in the effort, and then I found myself frustrated that people weren't putting in the effort. That's not a flaw in the filter. That's the filter working.

For Potential Contractors and Associates

If you're on the other side of this process, applying to join a group practice, there are a few things worth paying close attention to, because they'll change how far your application actually goes.

Pay attention to detail. Read the posting slowly and notice exactly what the clinic owner is asking for. If they want a cover letter with a specific title, a video introduction, or answers to particular questions, that's not busywork. It's often a direct test of whether you can follow instructions and whether you're willing to invest a little effort before you've even had a conversation. Skipping those steps, or replying with a single line instead of doing what was asked, tells the owner something about how you'll show up as an employee or contractor, even if that's not your intention.

Research the clinic before you apply. Look at the posting and the practice's website, and ask yourself honestly whether you like what's being presented.

• Does the tone of the writing sound like a place you'd want to work?

• Does the way they describe their clients, their values, or their expectations line up with how you want to practice?

A little research up front can save both of you time, and it also shows, when you do apply, that you actually know what you're applying for.

Only apply if the fit is good for you and your skills. Only reach out if your qualifications, your availability, or the way you want to work genuinely matches what's being posted. If a clinic is looking for someone who works with couples and that's not part of your practice or interest, saying so in a single sentence isn't enough to move you forward, and it isn't fair to either of you to pursue it further. Applying selectively, to postings where you're a genuine match, means the effort you put into your application is more likely to pay off, and it means the clinics you do connect with are ones where you're actually likely to thrive.

The Real Lesson

Here's where I've landed, for myself as much as for anyone reading this. If you build a filter, whether it's a hiring process, a boundary, or any other structure meant to sort people or situations, trust it enough to let it work. Don't spend your energy being annoyed that it's doing exactly what you designed it to do. Notice who shows up fully, appreciate them, and let the rest be information rather than irritation.

I'm still working on this one myself, but I'm grateful for the one applicant who took every step I asked for. That's not a small thing. That's the filter working exactly as it should.

If this landed for you, and you’d like support managing how you respond to applicants, or you see gaps in your hiring process, I’d invite you to join us in the Group Practice Connection. This is where I provide you with the customizable steps to finetune your hiring process. It’s also the place where you can connect with other clinic owners who are navigating the same frustrations, and finetuning ways to get the best fit for their team.