How to Submit and Track an Ops Position Requisition Form

Learn how to submit a position requisition form, track its approval status, and navigate the operations department's hiring protocol effectively.

July 15, 2026 By Yeni

This guide walks you through the initial steps of the operations hiring protocol, specifically focusing on how to submit and track position requisition forms. Completing these steps ensures that the human resources department is properly notified to begin the recruitment process.

This workflow applies to internal recruiter and operations managers whenever a new or replacement administrative position needs to be filled within the operations department.

Our target is to fill an open administrative position within 45 days of the job posting date. This metric is actively tracked on the Job Posting Report (JPR).

Initiating the Process

The first step in the hiring process is submitting a Position Requisition Form. This alerts the HR department to an open role. While the operations manager typically submits this form (as they possess the precise salary and clinic level details), there are occasions where you may need to submit it on their behalf—such as when a candidate backs out right before their start date.

Step #1: Navigate to your company's internal SharePoint portal. — Navigate to your company's internal SharePoint portal.

Step #2: Click on the Human Resources section from the main directory. — Click on the **Human Resources** section from the main directory.

Step #3: Scroll down to the Status Change Form section and click Position Requisition. — Scroll down to the **Status Change Form** section and click **Position Requisition**.

Step #4: Fill out the requisition details, including the primary location, clinic level, pay details, and whether it is a replacement or new position. — Fill out the requisition details, including the primary location, clinic level, pay details, and whether it is a replacement or new position.

Monitoring Approvals

Once the form is submitted, it routes through a strict two-step approval chain:

Director of Operations: Completes the initial review. You will receive an "Awaiting CFO Approval" email once this is done.
CFO: Completes the final review. You will receive a final notification email once the requisition is fully approved.

If 24 to 48 hours have passed without receiving a notification, send a direct follow-up email to the Director of Operations or the CFO to verify if they need additional information to approve the request.

Q: What should I do if a candidate accepts an offer but then backs out?

A: You can use the details from the original position requisition form submitted by the manager to quickly submit a new requisition form on their behalf.

Q: How long should I wait before following up on a pending requisition approval?

A: If you have not received an approval email within 24 to 48 hours, send a direct follow-up email to the Director of Operations or CFO to check the status.

Q: Who is typically responsible for submitting the initial position requisition form?

A: The operations manager generally submits the form, as they have the specific details regarding clinic level and pay, but you can submit it for them if they need administrative assistance.

Term	Definition
Job Posting Report (JPR)	A tracking report used to monitor how long a position has been open and ensure it is filled within the target timeframe.
Position Requisition Form	An official request submitted to the HR department to open and begin recruiting for a new or replacement job position.
Operations Manager	Refers to practice managers, district managers, and regional operations directors who oversee the clinical operations and need to be kept in the loop during hiring.

Initiating the Process

Monitoring Approvals

Once the form is submitted, it routes through a strict two-step approval chain:

Director of Operations: Completes the initial review. You will receive an "Awaiting CFO Approval" email once this is done.

CFO: Completes the final review. You will receive a final notification email once the requisition is fully approved.

Q: What should I do if a candidate accepts an offer but then backs out?

A: You can use the details from the original position requisition form submitted by the manager to quickly submit a new requisition form on their behalf.

Q: How long should I wait before following up on a pending requisition approval?

A: If you have not received an approval email within 24 to 48 hours, send a direct follow-up email to the Director of Operations or CFO to check the status.

Q: Who is typically responsible for submitting the initial position requisition form?

A: The operations manager generally submits the form, as they have the specific details regarding clinic level and pay, but you can submit it for them if they need administrative assistance.

Term

Definition

Job Posting Report (JPR)

A tracking report used to monitor how long a position has been open and ensure it is filled within the target timeframe.

Position Requisition Form

An official request submitted to the HR department to open and begin recruiting for a new or replacement job position.

Operations Manager

Refers to practice managers, district managers, and regional operations directors who oversee the clinical operations and need to be kept in the loop during hiring.