How do you welcome newly hired physicians into your organization? From credentialing and badge access to robust training programs and team-building activities, the orientation and physician onboarding process at your organization can significantly impact how successful the new hire will be and how long he or she will stay with the organization. New research from the Association for Advancing Physician and Provider Recruitment (AAPPR), Jackson Physician Search, and LocumTenens.com documents a strong correlation between a positive physician onboarding experience and satisfaction with the job.
This observation leads to the question, what does a positive onboarding experience look like? The Physician and Clinician Onboarding Research Report, which summarizes the study’s results, identifies several factors that contribute to a positive experience — a formal structure, clear communication, comprehensive and practical training, and resource availability (among other things). However, it’s notable that one factor, personalized attention, if done correctly, will influence almost every other aspect of the onboarding process. Thus, organizations must understand what it means to personalize physician onboarding to create a positive experience for new hires.
Offer Structured Physician Onboarding…But Be Willing to Adapt
As noted above, a formal, structured program is crucial to a positive onboarding experience. However, despite its clear importance, the study found that while 72% of recruitment professionals claim to offer formal onboarding programs, just 57% of physicians say they received formal onboarding from their organizations. The difference is significant when you consider that physicians who received formal onboarding are more likely to report a positive onboarding experience.
That said, a formal, structured onboarding process doesn’t have to be rigid. In fact, the program itself should be fluid enough to meet the physician’s individual needs. This could mean adjusting the timeline in accordance with the new hire’s preferred pace or skipping elements of the training in which the provider is already well-versed. An effective onboarding process needs structure to cover all the details; however, the organization must be willing to adapt the structure to provide a positive onboarding experience.
Establish Multiple Communication Channels Early in the Physician Onboarding Process
We know from past studies that communication is a top priority for physicians, and this new research reiterates its importance. Communication channels should be established well before the first day to ensure this need is met during onboarding. Not only do providers expect clear and consistent communication regarding the status of their licensing and credentialing, but they also note the desire for detailed information about the who, when, where, and what of their first days.
Of course, communication should not go solely in one direction. Providers want to be able to ask questions before they start the job, and the onboarding expert should use this time to ask questions of the new hire as well — starting with, how do they prefer to receive information from you? Whether by phone call, text, or email, note the provider’s preferred communication channel and use this method to reach out in the days and weeks leading up to their first day.
Beyond the first day, it’s a good idea to assign an onboarding mentor who can be an easily accessible point of contact for questions and feedback about onboarding. This mentor can also ensure the onboarding process remains on track while noting if and when adjustments are needed.
Meet New Hires Where They Are
The research found that the biggest challenges for physicians starting new jobs are learning the systems and technology at the new organization and adapting to its protocols and procedures. Knowing this, organizations should offer comprehensive training on all aspects of the EHR and any other technology or system the physician will be expected to use. Training should not only introduce these systems, it should cover the details of how, when, and why they might be used. Of course, the background of each physician will influence which aspects of the new protocols require the most attention.
If the communication channels have been effective leading up to day one, the physician onboarding manager should have a clear idea about the physician’s experience, if any, with the systems in question. In response, he or she should adapt the training modules to suit each physician’s individual experience in an effort to eliminate redundancies.
Don’t Ignore Personal Life
The study involved both permanent and locum tenens clinicians but found both types of providers have similar expectations for physician onboarding. One notable difference, however, is permanent physicians’ preference for more information on relocation and local community details. Permanent physicians also prioritize the need for social interactions as part of onboarding. This, of course, makes sense when you consider a permanent physician is planning to build a life in the community while locum providers are only there temporarily.
When onboarding permanent physicians, organizations should take into account the provider’s family situation and lifestyle preferences. Make introductions and plan activities that will help them meet people at similar life stages and navigate relevant parts of the community. For example, if the provider has school-aged children, arrange introductions to local principals or leaders of the PTA. If a physician’s spouse is job hunting or starting a business, help them get involved with the local chamber of commerce. Likewise, plan social activities that suit the new physician’s stage of life. If you’re unsure if they’d prefer a happy hour at the local bar or a family cookout, use your communication channels to ask!
Personalization in Physician Onboarding
The research is clear. The physicians and other providers surveyed noted a preference for personalized attention and support from a dedicated onboarding staff. Organizations can provide this personalization by first approaching the process with a willingness to adapt. Clear, two-way communication will shed light on the new hire’s specific needs so that modifications can be made. Organizations should meet new hires where they are, acknowledging both their strengths and weaknesses and providing training opportunities to fill in the gaps. Permanent new hires will also appreciate opportunities to integrate into the community and meet people in similar life stages.
Effective onboarding is not a one-size-fits-all process. The latest research reveals the factors needed for a positive onboarding experience; however, each new hire has slightly different needs. Organizations should strive to personalize the onboarding experience to ensure a positive experience for each new hire.
If you are seeking a physician or advanced practice provider to join your organization, the recruitment team at Jackson Physician Search has the tools and expertise to help you find a provider who will fit, succeed, and stay long past the onboarding process. Reach out today to learn more.
Read More on Physician Onboarding:
3 Must-Haves for a Positive Physician Onboarding Experience–According to New Research
How to Level Up Your Physician Onboarding as a Path to Retention
How to Improve Physician Retention Through Effective Onboarding
