5 Key Steps for the Physician Onboarding Implementation Process
“It’s not how you start, but how you finish that counts.” You may have heard this phrase used concerning your favorite sports team — but from experience, I can tell you it doesn’t quite apply to the physician onboarding implementation process.
As Marketware’s VP of Client Success, I know that getting off to a good start is critical to ensuring a great and successful partnership with our clients. Not only are first impressions the key to building trust — but putting your best foot forward from the start can save your organization time and money while leading to stronger satisfaction.
Many clients have shared that their goal in purchasing Marketware is to improve new provider onboarding for a stronger start. Here are key takeaways I share, based on what I’ve learned along the way:
1. Map Out the Physician Onboarding Implementation Process
The first improvement we made was mapping out our physician onboarding implementation process. We gathered all departments typically involved to list key activities and decisions for a successful implementation. Then, we identified specific deadlines for on-time client launches. This allowed us to outline every step in a comprehensive checklist from start to finish.
Within the first year of using this checklist consistently, we cut our days to launch by 25%. This improvement happened because tasks no longer slipped through the cracks. Last year, we reviewed the checklist again, focusing on activities based on client type, such as health systems or specialty practices. As a result, we can now tailor the checklist to each client’s needs and priorities. This customization further reduces our average days to launch.
If your organization hasn’t mapped or reviewed your onboarding process recently, I encourage you to invite key stakeholders. Next, consider which individuals or activities may be missing or need reordering. This will help create a more complete checklist and timeframe.
2. Build in Signature to Launch Checkpoints
Our revised implementation map included client checkpoints. The first checkpoint is a kick-off call where our implementation team meets with the clients to confirm expectations, a target date for launch, what to expect during the implementation process, and deadlines on both sides. Regular checkpoints are then scheduled so stakeholders can meet by phone to review progress and checklists. These checkpoints are coordinated in advance; everyone knows who on each side needs to attend and what needs to be covered or accomplished.
If your organization lacks a planned approach to communicating with new providers between signature and launch, build it into your onboarding map. Including them in an onboarding kick-off call within 5-10 days shows your commitment to their success. It also reinforces that they chose a strong partner for their next practice. Finally, set follow-ups at the right intervals to ensure a coordinated approach.
3. Develop an Onboarding Implementation Workbook
As our product and processes evolved, many materials became outdated. Therefore, we created a high-level overview of our onboarding process, including a customized timeline for each client. Additionally, we developed PDFs and sample data files sent out as implementation progresses. This provides clients with a custom “onboarding implementation workbook,” delivered in an easy-to-digest format.
Onboarding a new physician requires a lot of applications, forms, and sign-offs. Consider the paperwork and collateral you and your team are sharing today and how they’re distributed. Are there things that you can do to create a more manageable and branded approach to create a stronger first impression?
4. Appoint an Implementation Process Owner
Identifying someone to own the physician onboarding implementation process who is also responsible for specific steps allowed us to provide everyone with clear roles and responsibilities, streamline our communications, and increase our accountability. No matter how many people are involved in a client’s launch, the client knows I am the main person they can lean on between signature and launch if they have questions, feedback, or concerns.
As the Implementation Coordinator, I also share email updates between calls to follow up on any outstanding items and to prep the client for what we plan to focus on during our next scheduled call. These touch points help keep things moving and ensure our organization stays top-of-mind without overwhelming them with communication.
If you don’t have someone assigned to own your physician onboarding implementation process or a new provider’s onboarding plan, consider building accountability into your checklist by assigning one. Give this person a primary role in your team’s plan so the provider is clear on who is leading the charge on their behalf.
5. Track Onboarding Progress & Improvement
While these steps impacted our improvement journey in a meaningful way, tracking our progress has been the key driver for success. We needed to follow our checklist and visualize where targets were unmet. This meant calculating both the overall days to launch, the total days to launch by client segments, and even the day clients were in a specific stage. This was the only way we could learn what adjustments needed to be made along the way.
Improvement wasn’t immediate or drastic, but it was consistent. Seeing consistent improvement gave us confidence that our changes were making a positive difference and the drive needed to persevere through any growing pains. More importantly, refining the process and measuring our results have led to stronger client partnerships and increased user adoption. I have witnessed firsthand that a similar focus on new physician onboarding can lead to a stronger return on physician investments and increased provider retention which proves maybe it is all about how you start.
If your team struggles with hardwiring accountability or showcasing results, consider investing in a centralized tool for documenting and tracking onboarding efforts including key activities, timeframes, and persons responsible. It is also helpful to choose a tool that will allow you to build or access the dashboards needed to understand lags in your process including anomalies by specialty, practice, and/or onboarding coordinator. This is what can truly help you hardwire accountability and showcase your own results over time.
To learn more about how documenting and tracking your onboarding efforts can increase your physician onboarding efforts, schedule a free, customized demo of our Physician Onboarding Platform. Schedule Now.
Demo — Physician Onboarding
An Inside Look at Marketware’s Onboarding Platform
Our healthcare-specific recruitment and onboarding platforms are designed by industry professionals to streamline your hiring process — helping you source, qualify, and retain the best providers with ease. Interested in learning more about how Marketware’s Recruit Platform can help?
Tool Kit — Physician Onboarding
Physician Onboarding Plan
This toolkit provides essential templates and guides to ensure a smooth transition for new providers, from their first 100 days to full integration within your organization. Inside, you’ll find structured assessment plans, onboarding checklists, referral development tools, and communication strategies—everything you need to support and retain top medical talent.
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