September 13, 2022

Physician Onboarding Checklist : Smart Ways to Automate!

With its intricate intertwining of workers, management, and other HR activities, onboarding has emerged as a crucial procedure for any firm serious about expanding its operations. This has emerged as one of the most important parts in medical hiring. To discuss it in detail, we have written this article.

Let's pretend for a moment that your healthcare business has located a suitable candidate for employment in a traditionally challenging to staff area, such as integrated behavioral health. In a world where healthcare professionals are more overworked and understaffed, this is a major success. However, while having verbally committed to you and amidst intense recruitment elsewhere, this specific doctor has not yet signed on the dotted line. The physician onboarding process is quite complex in the industry.

Is this doctor on the radar of your medical staff services department? If so, do they go forward with primary source verification? Are you doing the physician onboarding right? Or, you might wait and run the risk of having to prolong the time it takes to get from hiring to providing treatment to patients. Do you know how much physician onboarding process is typical? Is it a waste of time and money to start credentialing before the contract is signed, or is it a sensible investment? Is it, above all, lawful to do so? Such topics are important for any healthcare system to consider because of the intense competition that exists in the market for attracting and retaining talented doctors. Revenue, patient happiness, provider satisfaction, compliance, and more are all at risk if there is any misalignment between the persons and departments responsible for many stages that must occur swiftly. 

The goal of physician onboarding, is the same as that of onboarding in other fields: to successfully integrate new employees into the organization by familiarizing them with their responsibilities and the policies and procedures that govern their daily work. Members of the team that transfer to new positions within the company can also be properly onboarded to ensure a seamless transition.

The Significance of Automating Physician Onboarding: 

Medical documentation has long played a crucial role in the field. Clinicians rely on physicians for a variety of reasons, including having them complete intake paperwork, sign consent agreements, and provide access to their records. 

Now more than ever, you need an automated onboarding solution that can seamlessly integrate with your current infrastructure. Automated onboarding offers a practical answer for advancing remote care, which is increasingly essential for providers everywhere. Here are some of the advantages you may anticipate from its use: 

Contactless Documentation: Automated onboarding helps reduce the time constraints and agreements, and it provides a safe and secure contactless experience for staffs and internal departments. 

Searchable and easily accessible databases of information are made possible by paperless onboarding. Easily accessible and searchable by all relevant divisions, centralized material repositories may be put to good use. As a result, your employees will be able to save time and energy, which they may use to provide better care. 

Information Management: By linking signed contracts to your content management system, automated onboarding makes it easy to monitor and change agreements. When completed, this procedure sets the path for a paperless tracking and modification management system. 

Physicians will appreciate the simplified visit to your office thanks to the convenience of remote access and automated onboarding. The doctor and his staff may now schedule appointments and check in remotely thanks to this solution.

How Can We Speed up the Process of Physicians Onboarding?

The manual onboarding process involves huge numbers of man hours and manpower from the HR department especially. It's not easy to cope up with this. According to Zapier data we can save the most time with automation tools with an average of 25 hours saved each week.

It is possible to speed up the onboarding of new providers while still maintaining compliance in many different ways. Get started right away with the onboarding procedure. When preparing for a new provider's start date, more time is ideal. Adopt a collaborative strategy that breaks down silos so the necessary departments work together to onboard a supplier. Working together has several benefits, including increased productivity, less waste, and a shorter learning curve for new suppliers. 

Organizations require a single data repository to facilitate collaborative efforts. Why? Organizational redundancy is a concern when there is no central repository for all relevant information. When numerous divisions ask for the same data, it causes frustration for the providers. To avoid duplication of effort and to guarantee that only authorized users have access to live data at any one moment, organizations should implement a comprehensive provider data management system. In addition, everyone is aware of their function and what they are expected to do. The possibility of anything being forgotten or neglected is reduced when information is shared and visible across departments. 

Get a healthcare provider checklist and use it: The entire staff can benefit from the creation of a formal healthcare provider onboarding checklist. It's a great tool for keeping everyone on the same page and making sure nothing gets overlooked. 

Make a new employee provider orientation manual that includes: Send a welcome packet with corporate policies and procedures and a provider directory, as well as information on what the new recruit may expect during the onboarding process. 

Use networking events to your advantage: A new provider should take advantage of any chance to network with other providers, both inside the organization and in the wider community. Plan a get-together for old and new employees to mingle and introduce the new service provider to everyone. It's a plus if you can take the time to get to know people who could provide referrals. 

Gather feedback after the new hires have settled in: Inquire of people who have just gone through your company's onboarding process as to what went well and where changes are needed. Plan regular check-ins with new providers to check in on their progress in learning the ropes and seeing if they are enjoying their employment. 

The physician onboarding process can be said to resting on the four pillars- connection with the clients; culture of the workplace; clarification regarding the process and compliance with the standard norms.

What Elements Should be Included on a Physician Onboarding Checklist?

Pre-Hire: Prior to the employee's first day on the job, a welcome letter should be sent to let them know they have been hired. Before starting work, go paperless by taking care of all necessary paperwork, including background checks, online. 

  1. Welcome letter
  2. Initial paperwork and forms
  3. Background checks
  4. Certification verifications
  5. Share Welcome Packet

With the automation process of hiring a new physician we can perform these actions on our fingertips.

Introduction: As part of the company's internal training, new hires will be instructed on how to utilize the company's employee onboarding site and will be introduced to the company's operations, mission, and regulatory expectations (a tool every healthcare organization should have). A mentor should be appointed to help the worker if at all feasible. 

  1. Personal welcome by manager/management
  2. Understanding roles, responsibilities, internal structure
  3. Meet team members
  4. Intro and access to onboarding portal
  5. Internal training documents

The automation can ease the sharing of docs.

Integration: 60-90 days into the job, leaders should begin checking in with their new recruit to learn about their development and address any issues or concerns they may have. New hires should also finish up any continuing competence or other requirements at this time. Three months in, it's time for an evaluation with mutual input. 

  1. Leadership round
  2. Ongoing competency/certifications
  3. 90-day evaluation

Inclusion: During the first four to six months on the job, the new employee should participate in rounding, a technique in which leaders make rounds and review what is and isn't working with their team. This is useful for establishing connections and pinpointing problem areas. It's also possible that the new employee will have to go through some sort of formal training right now. 

One year in, staff should be actively participating in internal networking and professional development, and have completed their annual performance evaluation. 

  1. Continued leadership rounding
  2. Intro to performance evaluation tools
  3. Complete required certification courses

Offboarding: It is crucial to establishing trust and enhancing your company's image. Have a formal procedure in place to collect paperwork, get it back to the employee, and learn about their time and reasons for leaving. Take this data into consideration for future onboarding tweaks.

  1. Complete any forms
  2. 7 Return any materials or organization owned items
  3. Final knowledge sharing
  4. Exit interviews to improve processes

Imagine the trauma of the HR team who is going to handle these manually to each new physician. Hence, it's an apt time for the client to start using the automation process for hiring new physicians. The checklist is shared above with details.

Here are some Methods to Speed Up New Hire Orientation- 

Some crucial onboarding steps require the presence of a human resources team member to oversee and optimize the new employee adaption process, making it hard for a corporation to create a fully automated onboarding workflow. However, there are still several options available for automating the onboarding process: 

Control Your Information By Coordinating Efforts Using One Method 

One way to reduce paperwork is to automate the data collection and storage by using a private, password-protected workflow system. If all of an employee's information were centralized in one place, it would be much simpler to make the most of their many valuable assets, such as their hard and soft talents, proficiency, experiences, credentials, and education. Plus, data visualization tools make it simple to make use of data. 

Computerized System to Distribute Files 

There is no longer any need to manage staff mailing lists, keep piles of paper on the desk, or verify that all necessary papers were sent. Simply make a plan for handing over files to a new employee and keeping tabs on whether or not they have been accessed. 

Make it Easier to Create Accounts

Both the IT staff and the new hire experience a lot of repetition and discomfort when setting up several accounts on various apps and software. With an automated onboarding procedure, an HR representative frees up IT’s time to concentrate on other matters. The HR representative just needs to enter an employee's data once, and the technology will generate many accounts for them across various mediums. 

Assess the Learning and Development of New Workers 

Automated onboarding makes it simple to train new hires and monitor their progress as they absorb the company's core values and procedures. It takes time for the human resources team to evaluate a new hire's grasp of the company's procedures and a few more complex instances. Instead, they may send out the survey and collect the data from all of the members instantly. As a result, you put out effort into developing a single test for a predetermined pool of workers, with the expectation that it would be utilized frequently.

The Role of VisionERA in Physician Onboarding Process

To sum up, an organization's long-term success is directly tied to how well it onboards its new employees. Although there are many approaches to helping a new hire settle in, one of the most effective ways to improve productivity is to automate the employee onboarding process. The role of visionERA in automating the onboarding process for physicians can be of utmost help. VisionERA is an AI-enhanced, intelligent document processing platform that enables businesses of all sizes to scan, categorize, and selectively extract vital information from their documents. We are among the very few players in the market with proprietary AI technology with zero third party dependency. VisionERA is known for trailblazers, revolutionizing document centric businesses with HI-AI collaboration and end-to-end Sophisticated Automation, custom built for your organization. We have a continuous learning mechanism with feedback for accurate functioning. Organizations use it for comprehensive document management. Enterprise customers utilize them extensively to undertake the onboarding process for physicians on a secure online platform. It is a complete DIY platform which allows users to use default Doc config/Workflow config for  experimentation.


Signing up for VisionERA means saying goodbye to tedious, error-prone manual physician onboarding processes. The sophisticated platform provided makes the simultaneous processing of several documents a breeze. 

VisionERA's AI has been fine-tuned with real healthcare records, so it can be relied upon to deliver accurate results. You'll be able to spend more time with patients because to digital health records. 

Fully automate your business with the help of VisionERA and their 100% performance guarantee. But that’s not all, either. Additionally, VisionERA may be used with downstream and upstream RPA (robotic process automation) technologies and procedures. 

Click the call to action button below to schedule a time for a free demonstration of VisionERA.

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