A well-structured physician onboarding process not only instills trust and job satisfaction but also sets the foundation for long-term success within the organization. Here are some best practices and common pitfalls to consider during the onboarding process.
What Is Physician Onboarding?
Effective onboarding ensures physicians can begin practicing efficiently and confidently. Physician onboarding is the process of integrating a newly hired physician into:
- Clinical workflows
- Organizational culture
- Administrative systems
Steps to Ensure a Successful Onboarding Process
Pre-Arrival Preparation
Proper preparation before the physician’s first day prevents delays and improves first impressions.
- Send a Welcome Package: Send a welcome package including essential information about the organization, community resources, and any required paperwork.
- Prepare IT Systems: Ensure all necessary IT equipment and access to electronic health records (EHR), login, and email accounts are ready before the physician’s first day.
- Start Credentialing Early: Start the credentialing process early to avoid delays in the physician’s ability to practice including the medical license verification, hospital privileges, and insurance enrollment.
Orientation and Training
A structured orientation helps physicians quickly adapt to their new role.
- Comprehensive Orientation: Provide a detailed orientation that covers hospital policies, EHR training, and introduction to key staff members. All information presented during the orientation should be easily accessible by the physician at any time online, not only with paper copies which can easily be lost.
- Mentorship Program: Pair new physicians with experienced mentors to help navigate the new environment and answer any questions for the first few months.
- EHR and Clinical Training: Offer specific clinical training sessions to familiarize new physicians with the workflows, protocols, and documentation standards.
Related resource: Overcoming Common Physician Recruiting and Talent Retention Challenges
Integration Into the Team and Community
Social and cultural integration is critical for retention. This creates a space for the new physician to provide feedback so you can address concerns early and provide support.
- Meet-and-Greet Sessions: Organize informal meet-and-greet sessions with other staff and physicians. If possible, provide opportunities or connect them with opportunities to get integrated into the greater community, such as rec sports leagues for them or their children.
- Team Building Events: Plan team-building events to enhance camaraderie and integrate new physicians into the team culture. Dinner at a local restaurant, volunteering with a local organization, or meeting at a community event are good practices to have for your team whether or not you’re integrating a new member.
- Regular Check-Ins: Schedule regular check-ins during the first few months to address concerns and provide support. Create a standard for these check ins so they won’t be overlooked. Commonly many teams schedule them at the 30, 60, and 90 day benchmarks.
Administrative Support
Reducing administrative burden improves early productivity.
- Dedicated Onboarding Coordinator: Assign an onboarding coordinator as a single point of contact for questions to ensure a smooth transition.
- Licensing and Documentation: Provide assistance with obtaining state licenses, credentialing, and other necessary documentation.
- HR Support: Offer comprehensive HR support to address benefits, payroll, contract clarification, and any other administrative needs.
Get More Onboarding Tips from a Recruiter
Common Physician Onboarding Mistakes to Avoid
Lack of Preparation
- Unprepared Work Environment: Ensure that their work environment is ready and fully equipped by the time they arrive for their first day.
- Incomplete Paperwork: Ensure all necessary paperwork is completed before the physician starts to avoid administrative delays.
Related resource: Creating an Irresistible Job Offer for Physicians
Inadequate Orientation
- Rushed Orientation: Avoid a rushed or superficial orientation that leaves new physicians feeling unprepared and overwhelmed.
- Lack of Training: Ensure adequate EHR and clinical training are provided to prevent frustration and inefficiency.
Poor Communication
- Insufficient Communication: Avoid poor communication regarding job expectations, organizational culture, and available resources.
- Neglecting Feedback: Failing to seek and act on feedback from new physicians can lead to dissatisfaction and high turnover.
Related Resource: Preparing for a Physician Site Visit
Physician Isolation
- Lack of Team Integration: Avoid neglecting efforts to integrate new physicians into the team, which can lead to feelings of isolation and disengagement.
- Limited Social Connection: Overlooking the social needs of new physicians, such as introductions to community resources and social opportunities, can hinder their adjustment.
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