Onboarding Physicians for Long-Term Success

Why Onboarding Matters

Effective onboarding is a leading predictor of long-term retention. Studies show:
- 20% of turnover occurs in the first 45 days
- Strong onboarding improves retention by 82%
- Time to productivity can vary by 50% based on onboarding quality

Pre-Arrival Preparation

Administrative Tasks

Credentialing (start 90+ days before):
- Hospital privileges
- Insurance panel enrollment
- State licensure (if needed)
- DEA registration
- Board certifications

Technology setup:
- EMR access and training scheduled
- Email and communication tools
- Badge and security access
- Parking and facilities

Workspace preparation:
- Office assignment
- Equipment needs
- Support staff assignments
- Schedule templates

Welcome Communication

Regular touchpoints:
- Monthly check-ins before start
- Welcome package mailed
- Key contacts introduced
- Community information shared
- Questions promptly answered

Practical information:
- Start date logistics
- Orientation schedule
- Dress code
- Parking and entry
- First day expectations

First Week: Orientation

Day One

Welcome:
- Personal greeting by leader
- Team introductions
- Workspace tour
- IT setup assistance
- Welcome lunch

Administrative:
- HR paperwork
- Benefits enrollment
- Policy review
- Compliance training
- Security and access

Week One Goals

Orientation sessions:
- EMR training (dedicated time)
- Practice workflows
- Support staff roles
- Communication systems
- Emergency procedures

Relationship building:
- Meet key colleagues
- Mentor introduction
- Administrative contacts
- Referral pathways
- Support resources

First Month: Ramp-Up

Graduated Clinical Load

Week 1: Observation and orientation
Week 2: Light schedule (25-50% capacity)
Week 3: Increasing volume (50-75%)
Week 4: Near-normal schedule (75-100%)

Support Structure

Mentor assignment:
- Experienced colleague
- Regular scheduled meetings
- Available for questions
- Clinical guidance
- Cultural navigation

Administrative support:
- Scheduling assistance
- Documentation support
- Patient communication
- Workflow optimization

Check-Ins

Weekly during first month:
- Practice leader meeting
- Mentor touch-base
- HR check-in (as needed)
- Address concerns promptly

First 90 Days: Establishment

Clinical Integration

Building patient panel:
- Marketing and referral support
- Schedule optimization
- Community introductions
- Referring physician meetings

Quality and performance:
- Baseline metrics review
- Documentation patterns
- Productivity tracking
- Quality indicators

Cultural Integration

Team dynamics:
- Regular team meetings
- Social activities
- Cross-coverage relationships
- Communication patterns

Organizational involvement:
- Committee introductions
- Leadership access
- Strategic awareness
- Voice and input opportunities

Feedback Loop

30-60-90 day reviews:
- Structured feedback sessions
- Goal progress review
- Concern identification
- Course corrections
- Celebration of wins

First Year: Sustainability

Ongoing Support

Regular check-ins:
- Monthly (months 1-6)
- Quarterly (months 6-12)
- Annual review

Resource access:
- Continued mentor availability
- Leadership accessibility
- Peer support networks
- Professional development

Performance Development

Goal setting:
- Clinical productivity targets
- Quality metrics
- Professional development
- Organizational contribution

Feedback:
- Peer feedback mechanisms
- Patient satisfaction data
- Quality performance
- Professional growth

Watch for Warning Signs

Early indicators of dissatisfaction:
- Withdrawal from activities
- Increased complaints
- Productivity decline
- Attendance issues
- Peer concerns

Intervention:
- Direct conversation
- Address concerns
- Adjust as possible
- Re-engage support
- Monitor closely

Onboarding Checklist

Pre-Arrival (90+ days)

• [ ] Credentialing initiated
• [ ] Privileges application
• [ ] Insurance enrollment
• [ ] Welcome package sent
• [ ] Mentor assigned
• [ ] Office prepared
• [ ] Technology ordered

Week Before Start

• [ ] EMR access confirmed
• [ ] Schedule finalized
• [ ] Team notified
• [ ] Orientation scheduled
• [ ] Welcome materials ready
• [ ] Day one logistics confirmed

First Week

• [ ] Welcome and introductions
• [ ] HR paperwork complete
• [ ] EMR training begun
• [ ] Key colleagues met
• [ ] Mentor meeting scheduled
• [ ] Questions addressed

First Month

• [ ] Clinical schedule ramped
• [ ] Workflows understood
• [ ] Documentation proficient
• [ ] Team integrated
• [ ] 30-day review completed
• [ ] Concerns addressed

90 Days

• [ ] Full clinical load
• [ ] Panel building on track
• [ ] Performance reviewed
• [ ] Goals established
• [ ] Organizational involvement
• [ ] Retention risk assessed

Measuring Onboarding Success

Key Metrics

• Time to full productivity
• 90-day satisfaction scores
• First-year retention
• Quality performance
• Patient satisfaction
• Colleague feedback

Continuous Improvement

• Survey new hires
• Analyze what works
• Address gaps
• Update processes
• Share best practices

Next Steps

Looking for physicians to onboard? Post your opportunity or contact us to discuss your recruitment needs.