Frequently Asked Questions for Employers

  1. I want to post on HFOJobs. What do I need to do?
  2. I registered on HFOJobs but did not receive a confirmation email. What should I do?
  3. How can I access and manage jobs that were created by another employee who is leaving or has already left the organization?
  4. I am an employer/recruiter that posts on behalf of multiple organizations. How do I post jobs for different organizations?
  5. I created a job. Why isn’t it live on the site?
  6. How does a job seeker apply for my job?
  7. How do I edit or close my job posting?
  8. How do I renew an expired posting?
  9. Can I clone an existing posting?
  10. What is the difference between an Organization and a Site?
  11. My site isn’t mapping properly, what do I do?
  12. What is Job Type?
  13. What is a Locum?
  14. What should be included in the posting title?
  15. Why is there an Expiry Date?
  16. What is Primary Compensation Type?
  17. What is Practice Type?
  18. What is Return of Service (ROS)?
  19. What is a Teaching and Research Opportunity?
  20. What is Supervision?
  21. How do I write an effective job posting?
  22. What do I need to consider if I’m applying for a Labour Market Impact Assessment?

Getting Started

1. I want to post on HFOJobs. What do I need to do?

If you represent an Ontario employer that is publicly funded or provides publicly funded services, you may post on HFOJobs. Be sure to review the Terms of Use before posting a position.

Step 1. Sign up as a user on HFOJobs at: https://hfojobs.healthforceontario.ca/en/register. You will receive an automatic email asking you to confirm your email address.

Step 2. Once you have confirmed your email address, or if you are already registered, login to your profile at: https://hfojobs.healthforceontario.ca/en/login/. You will see your “My Jobs” dashboard.

Step 3. At the right, select the orange “Add Job” button.

Step 4. The prompts will walk you through adding and publishing the position.

Step 5. The job posting will appear on your dashboard with a status of “Pending”. Your first job posting will be sent to the HFOJobs team for approval before becoming live on the site. You will receive an email notification with the live link as soon as your posting has been approved.

2. I registered on HFOJobs but did not receive a confirmation email. What should I do?

If you did not receive a confirmation email, please check your junk/spam folder and ensure you are checking the inbox of the email address you used to register on HFOJobs. Send a detailed email to hfojobs@hfojobs.ca if you are still unable to locate your confirmation email.

3. How can I access and manage jobs that were created by another employee who is leaving or has already left the organization?

Whenever possible, it is recommended that you change the user profile details prior to the employee’s departure from the organization. This can be done by logging into HFOJobs and editing the name, email address, and other details on the “My Profile”.

If the user is no longer at the organization and you cannot access their account, contact HFOJobs for assistance with changing the profile details. We will ask for written confirmation/approval from the organization before making any changes to the profile.

4. I am an employer/recruiter that posts on behalf of multiple organizations. How do I post jobs for different organizations?

You can post jobs for multiple organizations using one profile.

When posting a job, you will see a drop down list of previously approved organizations. Select the organization for which you would like to post a job and click “Next”. If the organization is not included in this list, select “Add a new organization” from this drop down menu and click “Next”.

The new organization will go through the approvals process as detailed above.

5. I created a job. Why isn’t it live on the site?

The dashboard will show you a complete list of your job postings along with their status. Only postings with the “Active” status are visible to job seekers.

  • Draft: The posting is in progress and has not been published. If it is ready to post, Edit and click Publish.
  • Pending / Reviewing: The posting has been sent to HFOJobs for review.
  • Active: The posting is live and visible to job seekers.
  • Expired: The posting is not live because the expiry date passed. The posting can be renewed by extending the expiry date and clicking Publish.
  • Closed: The posting is closed and cannot be re-opened.

6. How does a job seeker apply for my job?

An interested job seeker will click on the orange “Apply Now” button at the top left of your posting. They will either be directed to the job posting on an external web site or they will be provided with contact details and/or instructions on how to apply. When creating the posting, the employer/recruiter selects the option the job seeker will use. Please note that you cannot select both methods.

7. How do I edit or close a job posting?

In your My Jobs dashboard you can centrally manage all of your postings. You may use the filters provided to sort the jobs you want to see. You can sort by organization, profession, title or by status. Please note you must click the “Update” button after selecting a field from the drop-down filters.

Locate the specific job on your dashboard.

  • Edit: Under the Actions column, click “Edit”. You can modify the expiry date if desired and scroll to the bottom of the page and click “Save” or “Publish”.
  • Close: Under the Actions column, click on the drop down menu and select “Close”. You will be asked to provide a reason for closing the job from a short drop down menu. If you choose “Other”, you will need to provide a reason in the text box and click “Save”.

8. How do I renew an expired posting?

To renew an expired posting:

  1. Locate the specific expired posting on your dashboard, and select Edit from the Actions menu.
  2. Modify the Expiry Date field in the posting.
  3. Click Publish.

Note: a posting that has been Closed cannot be re-activated.

9. Can I clone an existing posting?

There may be situations where you need to post multiple jobs that are almost identical in nature. The cloning tool allows you to conveniently copy an existing job.

To copy a posting using the cloning tool, locate it on your dashboard. Under the Actions column, click on the drop down menu and select “Clone”. This action will duplicate the posting which you can then modify as needed. When you have finished, click “Publish” to post the posting on HFOJobs. Please note this cloned job posting is considered a new posting.

Physician Specialty, Nurse Category, and Job Type cannot be edited in a cloned posting.

Note: if you simply want to update the information in your posting or bring it to the top of the search results, it may be better to let the posting expire and renew. See “How do I renew an expired posting?

Elements of a Posting

10. What is the difference between an Organization and a Site?

Every posting must be associated with one Organization and one Site. Every time you post a new job, you will either create a new organization or select an existing organization, and either create a new site or select an existing site. E.g. Organization = ABC Hospital, and Site =John Street Site

  • Organization: The Organization should be the name of the employer. Note that the "Search by Employer Name" feature for job seekers is based only on the Organization name.
  • Site: The site helps to place your posting in an accurate location on the map. Each site is associated with only one Organization.

11. My site isn’t mapping properly, what do I do?

Enter a complete and accurate address for your site. Google might provide suggestions to help better map your site. You have the choice to either continue with the address you entered, or edit the address based on suggestions from Google Maps.

If the location on the map is incorrect and you are unable to fix the address, please contact HFOJobs for assistance.

To edit a Site, choose “Edit Address” from the Actions menu beside a posting. Any edits to the site will impact all postings associated with that Site. When a site is edited, it will be sent to HFOJobs for approval.

12. What is Job Type?

Every posting needs to specify a job type, based on the employer’s definition.

If a position could be either Full Time or Part Time, choose “Full Time or Part Time” and the position will appear in both types of job search.

13. What is a Locum?

In addition to Full Time, Part Time, and Full Time or Part Time, Physician postings have the options: Locum, Locum - NSLP, Locum - RFMLP. Locum refers to a physician who assumes another physician’s clinical duties on a temporary basis.

The Northern Specialist Locum Program (NSLP) and the Rural Family Medicine Locum Program (RFMLP) are expense reimbursement programs administered by HealthForceOntario. If a locum position has not been pre-approved for one of those programs it should simply be posted as “Locum”.

Learn more about locuming in Ontario.

14. What should be included in the posting title?

An effective posting title serves as a headline, drawing job seekers’ attention and enabling them to determine at a glance if they are qualified for the position. There is a 68 character limit for this field.

15. Why is there an Expiry Date?

To ensure that postings remain current on the job board, postings cannot have an expiry date greater than 6 months.

If you do not select an expiry date, it will automatically default to 90 days from the current date.

When you registered, you were given the option of receiving an email notification of when your job posting is about to expire. You can review or change this preference in the My Profile tab. You have the option to renew the posting by extending the expiry date to keep your posting active, or let it expire automatically.

16. What is Primary Compensation Type?

Please choose from the most applicable option from list of compensation types to reflect the method of compensation for the position. Include any additional compensation details in the job description field.

Primary compensation type options for Physician postings include:

  • Alternate Payment Plan
  • Blended Capitation
  • Blended Salary
  • Fee-For-Service
  • Fee-For-Service Split
  • Per Diem
  • Per Diem + Fee-For-Service Split
  • Salaried
  • Stipend

17. What is Practice Type?

Practice Type applies to Family Medicine jobs only. For all other physician jobs, please leave this field blank.

Family Medicine practice type options include:

  • Clinic only
  • Clinic plus optional ED, in-patient, LTC, OB, AN, etc.
  • Comprehensive (clinic plus required ED, in-patient, LTC, or OB, etc.)
  • ED only
  • Family Practice Anaesthesia
  • Hospitalist only
  • Other

Note: ED = Emergency Department, LTC = Long-Term Care, OB = Obstetrics & Gynecology, AN = Anaesthesia, and “Other” is appropriate for house calls, surgical assist, palliative care, etc.

18. What is Return of Service (ROS)?

This field will be set automatically based on the location of the job. A “Yes” value indicates that the position would allow candidates to meet ROS contract obligations with the Ministry of Health and Long-Term Care.

19. What is Teaching and Research Opportunity?

Some positions may include a teaching or research opportunity at a local university, college or institute or through distributed education.

20. What is Supervision?

Supervision refers to a College of Physicians and Surgeons of Ontario (CPSO) requirement for physicians who are eligible for restricted registration through one of the CPSO’s registration policies. Organizations able to provide supervision may attract a larger pool of license-eligible candidates and thus increase the possibility of successful recruitment.

See CPSO Guidelines for College-Directed Supervision for further information, or email practiceontario@healthforceontario.ca.

21. How do I write an effective job posting?

We strongly suggest that you keep your posting clear and concise, while entering as much detail as possible. Double-check all the details and make sure that you’ve included clear instructions for how to apply.

Consider the following elements when you’re writing your posting:

  • Job Title
  • Organization/Clinic Name
  • Website (if applicable)
  • Location: include an address and/or main intersection, and relevant information about the area.
  • Specialty and Subspecialty (if applicable)
  • Required Years of Experience (if applicable)
  • Job type: Be specific – e.g. full time/permanent, part time, locum, on-going locum.
  • About the Organization: hospital affiliation, address, city, phone, include website; include info about your organization such as how many on your team, support staff, information about the organizations values/vision/mission and culture.
  • What to expect from the position:
    • What is the position all about? What is the patient population and scope of practice?
    • What are the intriguing aspects to the position?
    • What will the candidate be responsible for?
    • Will the candidate work with a great team or use some new tools? Include the number of colleagues and what professions they represent.
    • What will the successful applicant achieve in this role?
    • How are they going to contribute to a healthier community?
  • Skills / Education / Certification:
    • Avoid including every available technology – instead list the main ones in order of importance.
    • What is a list of skills that makes sense considering the skill level of the candidate?
    • What skills are mandatory vs. nice to have?
    • If there are secondary skills that you’d like the candidates to have or to learn, how important are they?
    • List certification required – specialty training, sub specialty training, special focus needed
  • Remuneration: fee for service, alternate payment plan, salary, stipend, per diem etc. Mention possibility of starting FHO or FHG (if applicable).
  • Licensure: Specify that the candidate should have or be eligible for a provincial license. If you are willing to supervise someone who is eligible, specify this.
  • Work Status: Specify citizenship or work permit requirements.
  • Other Important Details: Include details about teaching medical students, residents, research; home visits, committee work at the hospital, board meetings, nursing home visits, ER, hospital inpatient, leadership role, etc.
  • Start Date: could be ongoing, or open until the position is filled etc. It is very important to include this information if the posting is for a locum position.
  • Contact: name, position, phone, email address (how to contact if the job seeker has questions).

22. What do I need to consider if I’m applying for a Labour Market Impact Assessment?

Employers considering candidates who are not Canadian citizens or permanent residents may need to apply to Service Canada for a Labour Market Impact Assessment to support the issuance of a temporary work permit. Proof of advertising and recruitment efforts must be submitted with a Labour Market Impact Assessment application.

Service Canada requires that job advertisements include the following details:

  • Company operating name;
  • Business address;
  • Title of position;
  • Job duties (for each position, if advertising more than one vacancy);
  • Terms of employment (e.g. project based, permanent position);
  • Wage;
  • Benefits package (if applicable);
  • Location of work (local area, city or town);
  • Contact information: telephone number, cell phone number, e-mail address, fax number, or mailing address; and
  • Skills requirements (education and work experience).

Use the Job Description field to include any of the above details not listed in a field on the posting template.

See Service Canada’s Temporary Foreign Worker website for further information on Labour Market Impact Assessment as well as the process for hiring a temporary foreign worker in a high-wage position.


If you have any questions or you need assistance using HFOJobs, a representative from HealthForceOntario will be happy to assist you Monday to Friday from 8:30 AM to 4:30 PM:

Email: hfojobs@hfojobs.ca
Telephone: 416-862-2200 ext. 6
Toll-Free: 1-800-596-4046 ext. 6