Onboarding clinicians is a multifaceted and complex process, even for seasoned healthcare staffing professionals. Between verifying credentials, handling compliance, and integrating clinicians into client environments, many roadblocks slow down onboarding.
Fortunately, a clear, structured process helps avoid delays, minimizes risk, and builds trust with clinicians and clients. Importantly, it also impacts retention and patient care. U.S. hospitals, for instance, are dealing with a 20.7% turnover rate. High turnover affects patient outcomes, with research from The British Medical Journal showing that hospitals with lower turnover provide better, more consistent care. When staffing firms streamline clinician onboarding, they set contingent workers up for success, which supports longer engagements and better patient outcomes.
While every healthcare facility has its own requirements, the same best practices can be applied to make onboarding easier no matter where a clinician is placed.
Ensure Accurate Documentation and Credentialing from the Start
Proper documentation is the foundation of compliant clinician onboarding. Employers, recruiters, and staffing firms need to have a system in place to keep credentials up to date and ensure everything is verified before a placement is finalized.
Managing credentials for contingent clinicians can be overwhelming. Leveraging an Employer of Record (EOR) or Agent of Record (AOR) can simplify the process as they take on this administrative burden. These expert providers reduce compliance risk by handling credential verification, license renewals, and compliance tracking. Platforms like IntelliCentrics and Modio Health also help by automating credential tracking and centralizing all data in one place.
If you’re handling onboarding in-house, ensure clinicians submit:
- Verification of credentials
- State-issued license (or relevant country-specific license)
- Contact information
- Additional client-specific forms
And don’t forget pre-employment screenings, which often include:
- Background checks (federal, state, local, OIG, SAM, Medi-Cal, etc.)
- Drug screenings
- Physical examinations
- Tuberculosis (TB) clearance
- Vaccination records
- Reference checks
- Skills or proficiency assessments
Keep Clinicians in the Loop
For clinicians, onboarding can feel like a pile of paperwork with no end in sight. Clear, ongoing communication makes the process easier and helps avoid frustrating delays. Consider:
- Offering personalized guidance: Some clinicians just need a checklist, while others benefit from hands-on support. Gauge what each candidate needs and adjust accordingly.
- Using multiple communication channels: Phone calls, emails, and digital onboarding portals can help clarify expectations and timelines.
- Providing status updates: No one likes waiting around for the next steps. Let clinicians know where they stand so they don’t have to chase down answers.
One of the biggest challenges in clinician onboarding is the sheer amount of information presented upfront. For smoother stress-free onboarding, take it in stages and tweak your approach to suit each candidate.
Understand the Risk Factors
Not all clinician roles have the same compliance and insurance requirements. Some require specific liability coverage, while others don’t. Misclassifications can lead to major legal headaches, so it’s critical to get it right.
Many staffing firms, for example, won’t place doctors, dentists, or professionals administering anesthetics due to the personal liability coverage required. Partnering with a firm specializing in healthcare staffing helps ensure the right policies are in place and keeps your organization compliant.
Boost Credibility With Accreditation
Healthcare organizations and staffing firms with recognized certifications stand out. These certifications show a commitment to doing things the right way and make it easier to attract top talent.
Example accreditations include:
- Global — The Joint Commission
- New Zealand — Quality Health New Zealand
- Canada — Canadian Council on Health Services Accreditation
- Ireland — The Irish Health Services Accreditation Board
For additional credibility, some organizations pursue ISO 9001 certification for quality management in healthcare. If getting accredited in-house isn’t an option, working with staffing firms that hold these certifications can strengthen your reputation.
Adapt to Evolving Regulations
Healthcare staffing regulations constantly evolve and differ by region. Staying informed is critical to maintaining compliance and preventing costly legal issues.
- Monitor policy changes at national and state levels.
- Stay connected with industry associations for the latest compliance news.
- Work with workforce solutions providers like People2.0 to make sure your policies align with the latest legal requirements.
Simplify Clinician Onboarding With an EOR or AOR
Bringing in an Employer of Record (EOR) or Agent of Record (AOR) can take a huge weight off your team’s shoulders. These providers handle compliance, risk management, background checks, payroll, and benefits administration, so staffing professionals can focus on finding the right fit for each role instead of getting buried in administrative work.
Organizations like People2.0 specialize in global workforce management solutions, helping staffing firms navigate compliance complexities while optimizing clinician onboarding.
Optimize Your Clinician Onboarding Process Today
A streamlined onboarding process ensures efficiency, compliance, and a positive experience for both clinicians and staffing firms. By leveraging onboarding best practices and utilizing workforce management solutions, recruiters can place more candidates more quickly.
Need expert support with clinician onboarding? Contact People2.0 today to simplify your contingent hiring process, ensure compliance, and optimize clinician onboarding for your clients.
