Staffing

Staffing ratios can be highly variable; many factors must be considered to build a highly functioning, cohesive, and efficient team that delivers excellent care. The objective is to pinpoint a staffing ratio and team makeup that provide optimal support for physicians. The number of support team members you need in your practice will depend on the number of full-time physicians. Consider the needs of your administrative team—receptionists, team members who complete billing, coding, prior authorization, referrals, and credentialing, plus managers, human resources, and others.

Here are the key steps to follow when hiring for your medical practice:

 1. Job Description Development

• Define the Role: Clearly outline the responsibilities, required skills, qualifications, and expectations for the position.
• Compensation and Benefits: Decide on salary, benefits, and any other incentives to attract suitable candidates.

2. Advertise the Position

• Job Postings: Use online job boards like Indeed, LinkedIn, or niche medical job sites. Consider local newspapers or community boards for local talent.
• Networking: Inform local educational institutions, particularly those with health-related programs, and use your professional network.

3. Application Collection

• Resume Submission: Set up a system for collecting resumes, either through an online platform or email.
• Application Forms: Optionally, provide an application form to ensure you gather consistent information from applicants.

4. Initial Screening

• Resume Review: Filter applications based on qualifications, experience, and relevance to the job description.
• Phone or Video Screening: Conduct brief interviews to assess basic qualifications, availability, and salary expectations.

5. In-Person Interviews

• Interview Setup: Schedule formal interviews with selected candidates. Prepare structured questions, including scenario-based queries for clinical roles.
• Team Involvement: If possible, involve other team members or colleagues for a broader perspective on candidate fit.

6. Skills Assessment (if applicable)

• Practical Tests: For certain roles, consider having candidates demonstrate their skills in a controlled environment, especially for medical or administrative positions.

7. Reference and Background Checks

• References: Contact previous employers or professional references listed by the candidate to verify employment history and work performance.
• Background Checks: Conduct checks for criminal history, especially for positions involving patient care or sensitive information.

8. Drug Screening

• Pre-Employment Testing: If part of your hiring policy, arrange for candidates to undergo drug screening at a certified lab.

9. Physical Examination (if required)

• Health Assessment: For roles where physical fitness or health could impact job performance, arrange for a pre-employment physical, ensuring compliance with legal standards.

10. Decision Making

• Evaluate Candidates: Compare notes from all sources of information (interviews, tests, references).
• Select Top Candidate: Choose based on who best fits the job requirements and practice culture.

11. Job Offer

• Offer Letter: Draft and send an offer letter detailing salary, start date, job title, and any conditions like passing a background check or drug test.
• Negotiation: Be prepared for some salary or condition negotiation.

12. Onboarding

• Orientation: Introduce the new hire to the practice, its culture, policies, and team.
• Training: Provide necessary training on your systems, procedures, and expectations.

13. Finalize Employment Paperwork

• Federal and State Forms: Complete all necessary paperwork like I-9, W-4, and any state-specific forms.
• Employee Handbook: Review or provide an employee handbook to cover policies, benefits, and expectations.

14. Post-Hire Follow-Up

• Check-Ins: Schedule follow-up meetings to ensure the new employee is adjusting well and to address any initial concerns.
• Performance Reviews: Set up a system for regular evaluations to monitor performance and provide feedback.

By following these steps, you can streamline the hiring process, ensuring you select candidates who will contribute positively to your practice's growth and culture.