Onboarding New Physician Hires – Is Your Plan in Place?

Onboarding is the process that starts at the first contact with a potential new hire, in which you build and establish engagement early in the hiring process and continues after the traditional orientation program ends.

There are important benefits from the successful onboarding of new physician hires:

The physician will become financially viable sooner, with greater job satisfaction and will contribute to your organization in a more meaningful way.
When integrated into your general community and medical community in an organized manner, the physician and his or her family will feel welcomed and connected. Strong integration validates membership in the medical community and establishes referral patterns sooner.
The more quickly the new physician is and feels an integral "part" of the community, the better the intangible "happy doctor" factor and improved odds for long-term retention. Your organization will reap financial benefit in earlier productivity, reduced turnover and associated recruitment costs.

Pre-Offer Stage
Onboarding begins at the earliest stages of recruitment. Known as the "pre-offer" stage, your first contact with interested candidates sets the tone for all future communications. After determining mutual interest, your conversation should inform the physician of your culture, mission, expectations and responsibilities of the position. Subsequent conversations regarding compensation, revenue management, and productivity expectations should be clear and collaborative. These conversations usually take place during the on-site interview and may continue with post interview telephone conversations.

Offer Stage
When the process moves to the stage of an offer to the physician, the act of engagement takes on a more collaborative role. Clear, direct communications regarding practice specifics and contract negotiations establishes your working relationship. Now is the time to discuss practice management and policies, marketing plans, and productivity standards. Make sure the contract offered honestly reflects your communications about this position so there are no surprises to the physician.

This stage is also an excellent time to formalize the physician mentor relationship. Assign a physician mentor to your candidate before he or she signs the contract. Begin this "connection" process early, and the physician will know his or her importance to your organization. The power of relationships in workplace satisfaction and successful integration to a new work setting cannot be overstated.

Also involve the candidate at this time in the early beginnings of the next phase of the onboarding process, the Integration Phase. Begin talks about the steps the physician can or must take to ensure success in the new position. At this time, briefly begin discussing marketing plans, timely applications for licenses and insurance panels, physician receptions and the physician orientation program.

Integration Stage
Once your candidate signs the contract with an anticipated start date, the onboarding plan enters the integration stage. Assimilating new physicians into the community at large and the medical community takes careful planning. If your candidate is relocating, pay careful attention to real estate and relocation issues to ensure a smooth transition. Be prepared to offer support and information to the physician's spouse and family regarding job opportunities and schools. Consider enlisting another physician's family to act as ambassadors. Having someone to follow up on these details may make the difference between a happy doctor and an unhappy one.

As the start date approaches, be sure to have your orientation program in place. Include introductions to physicians on the medical staff, administration, and service line directors. Schedule ongoing physician mentor meetings and check in with your new physician at regular intervals. Ensure that any promises made have been kept or plans discussed have been implemented. Seek the new physician's input regarding the process and the progress of integration. Encourage open dialogue at any time and meet with your new physician at 30, 60 and 90 days and again at 180 days. Listen to him or her and take the opportunity to improve your best practices based on the feedback you receive. And after a year, even if done informally, celebrate your mutual first anniversary!

If you would like more information about onboarding new physicians, please contact us.

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