Merging a new associate into your practice: Part 1

It’s an exciting time and a big deal when a new doctor joins a group, no matter how many times it's been done before. Practices are composed of many moving parts, and complications can quickly crop up without a well-constructed plan of action.

The “paperwork” part is easy if you keep a checklist and assign one person to take responsibility to assure all items are completed in a timely fashion. This list generally includes:

Employment contract
Professional Liability Insurance
All licenses and credentials confirmed
Background checks including Medicare exclusion screens
Credentialing at local hospitals, ASCs and health insurance payors
Signage, stationery, website and marketing updates
Orientation preparation, capturing myriad details
Scheduling for clinic and surgery

This is the document we use to make sure we don’t forget anything:

Dr. New Start
Task	Assigned to	Deadline	Completion Date	Additional Notes
Employment contract signed
Confirm background checks/ Medicare exclusion screens/ licenses
Announcement to the practice
Contact professional liability insurance broker
Credentialing process for all insurance payors/hospitals/ASCs
Prepare orientation kit (employee manual, staff contact lists, newsletters, new hire forms)
Prepare orientation schedule with all managers and assigned doctors
Biographical development and photo for website/ marketing/ announcements
Update letterhead
Order business cards
Add to staff roster
Assign office space and telephone number
Patient appointment templates designed and added
Order dictation equipment/prepare transcription services
New signage for all offices
IT prep (usernames/passcodes to all systems, add to appointment and billing systems)
Schedule EHR training dates
Keys for offices/Security system codes
Order white jackets with embroidered name