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.