The medical field is a fast-paced and ever-evolving industry, and having the right medical staff can play an integral role in the success of any medical clinic. Finding the right personnel to join your team is no easy feat, from the board-certified physicians to the administrative staff. Hiring the right medical staff is an investment in your clinic’s future, and it should be done with the utmost care and diligence. This guide will offer some insight into the process of finding the best personnel for your medical clinic, from the job descriptions and responsibilities of each role to the criteria for selecting the right candidates. With the right team in place, your clinic can thrive and reach its full potential.


Identifying Your Clinic’s Needs

The first and most important step in hiring medical staff is to clearly identify the needs of your clinic. While hiring the right people for the job is important, hiring for the correct skill set and experience is imperative. The medical staff who is best suited to fit your team will be those who are best equipped to handle the day-to-day operations of your clinic. 


For example, if your clinic is short on techs, the hiring manager can source candidates who have the appropriate skill set to fill the position. However, if the clinic is low on front-end staff, the hiring manager must source candidates who have the appropriate skill set to fill the position. 


The needs of your clinic will directly impact the job descriptions, hiring criteria, and selection process. By identifying the needs of your clinic, the hiring manager can create job descriptions and selection criteria that are specific and appropriate to fit those needs.


Creating Job Descriptions and Responsibilities

Once the needs of the clinic are identified, the hiring manager can craft job descriptions and responsibilities that suit each role. The hiring manager should start by researching the job description for the role that is currently open, and then create job descriptions for each position on the team.


The job description should include the following: 

  • What are the specific duties that the employee will perform?
  • How many hours will the employee work?
  • What will be their annual salary?
  • What is the employee’s title?


The job description should also include benefits and a description of the employee’s career path. A good rule of thumb for creating job descriptions is to make sure that each role is well-defined and that each job description has a specific job title.


Establishing Selection Criteria

Similar to “Identifying the Clinics Needs”, once the job descriptions are in place, the hiring manager can establish criteria for the position. The selection criteria should be specific enough to weed out unqualified applicants, but broad enough to allow for some flexibility. As mentioned above, the criteria should match the needs of the position, so if a clinic is in need of front-end staff, the criteria should reflect that need. 


For example, the hiring manager may choose to look for individuals with sales experience, a background in retail, and customer service skills. The hiring manager can also establish cut-offs for years of experience, education, and certifications. The cut-offs for each category should be high enough to find the best candidates, but low enough to attract a wide variety of applicants.


Recruiting and Sourcing for Candidates


The hiring manager can start searching for candidates by creating a job description and posting it online. Make sure to post the job description on multiple websites and social media sites, such as Indeed, LinkedIn, and ZipRecruiter, and reach each out to their network of colleagues and contacts for potential candidates.


The hiring manager can also consider posting the job description at local colleges and universities or at professional organizations. 


Pro Tip: Keep in mind that the recruiting phase can take time, and there is no way to know how long it will take to find the right candidates. However, once the hiring manager has identified prospective candidates, they can source them by requesting their resumes and cover letter.


Pre-Screening and Interviewing Candidates

After sourcing the candidate, the hiring manager can initiate the pre-screening process. The pre-screening process is essential for evaluating each candidate and narrowing down the selection to a few top candidates. 


The pre-screening process should include the following: 

  • Reviewing and grading the resume
  • Interviewing the candidates via phone or in-person
  • Providing references


The hiring manager should grade each candidate’s resume based on the selection criteria and job description. For example, if the candidate has a four-year degree, has worked for five years, and has 10 years of relevant experience, then the resume should be graded with three check marks. The grading system can either be a checkmark system or based on the number of years.


Background Checks and Reference Checks

Once the candidates have been selected and the top candidates have been interviewed and provided references, the next step in the hiring process is to run a background check. Make sure to check the background check website to make sure that the information reported is a true reflection of the candidate.


There are a variety of ways to check the references of the candidate, including: 

  • Making a phone call to the previous employer
  • Having another member of the team call the previous employer
  • Having the candidate call their previous employer
  • Having another member of the team call the previous employer 


The hiring manager should make sure to check the references of each candidate (regardless of how they go about doing so) to ensure that the references are valid and provide accurate information. The hiring manager should also ask direct questions about the candidate’s work ethic, communication skills, and any red flags raised by the references.


Onboarding and Training New Hires

Once the candidates have been selected and hired, the next step in the hiring process is to onboard the new hires. Some clinics prefer to have a structured onboarding process that includes attending new hire training. However, the onboarding process is different for each clinic, which is why it is important to have a structured and consistent onboarding process. 


The onboarding process should include: 

  • Explaining the benefits and health insurance options at the clinic 
  • Providing information on the clinic and its staff Explaining the clinic’s policies, procedures, and code of conduct 
  • Providing information on the job and job expectations 


The new hires should be allowed to ask questions, and their questions should be answered thoroughly. The clinic should also establish a mentor program for new employees, which would pair new hires with those who have more experience at the clinic.


Evaluating Performance and Retention

Once the new hires are onboarded and the team is fully staffed, the next step in the hiring process (yes, there is more) is to evaluate performance. The hiring manager should keep a record of the employees’ attendance, performance, and results. They should also hold quarterly or semi-annual meetings with each department to discuss the progress of their respective teams. The meetings should allow the managers to provide feedback and give constructive criticism and also allow the managers to identify areas of improvement and discuss potential solutions. The hiring manager should keep documentation of the meetings and provide copies of the meeting minutes to each team member.


Tips for Building a Successful Medical Team

The medical field is a fast-paced industry that is ever-evolving. Because of this, it is important to keep a close eye on the current trends and best practices within the industry. One way to do this is by attending industry conferences and seminars. Another great way to stay informed about the latest trends and best practices is by reading industry magazines, such as The Physician Executive. Likewise, investing in your medical staff is an important part of building a successful team. To do this, it is important to understand the hiring process and how to successfully hire the best candidates for the job. With the right hiring process and the right candidates, your clinic can thrive and reach its full potential.


If you are a physician tasked with hiring a medical team, this is just one of the many subjects that can be discussed during a coaching appointment. Schedule your complimentary discovery call today!