7 Ways to Acclimate a New Provider | Optimum Perm

7 Ways to Acclimate a New Provider

When you’re welcoming a new permanent staff member, you want to ensure your new clinician feels welcome, comfortable, and prepared. This can help acclimate the new provider to your facility and sets him or her up for a wonderful transition to your team. Apart from being the right thing to do, it creates a great first impression and will likely instill a genuine interest in your organization’s success. Read on to discover seven steps that help make a provider’s introduction to your medical practice or facility a positive experience.

  1. Get a jump start.

    Make sure you don’t wait until the start date to begin the process. Give the provider an overview of whom he or she will be working with and send a map of the building with parking instructions and the preferred point(s) of entry. Then, arrange for someone to meet your new medical professional. Be sure to introduce the two, offering your provider the greeter’s name, title, and contact information and the arrival time and location. Also, suggest whether the new provider should pack a lunch and/or another meal.


  3. Inform your current staff.

    Advise everyone on your team that a new employee is joining your organization. If you opt to make the announcement through a digital newsletter or email, consider adding a headshot photo of the clinician and a brief bio. If you introduce the person at your facility, you can still offer some background information during the initial welcome period.


  5. Iron out logistics.

    Collect all the items he or she will need to practice—from an ID card and keys to parking permit and security pass—and present them to the provider on the first day. In addition, make sure the clinician has email access, if needed, along with a secure login and temporary password, and a phone number and extension, if applicable. Additionally, assemble a binder of important items like organizational policies and procedures, facility phone directory, list of commonly used medical codes, reference material, operations overview, org chart, and other helpful resources.


  7. Offer a warm welcome to the facility. 

    Accompany the provider and introduce him or her to the staff members and other employees with which he or she will be working. You may choose to take it further by hosting a “getting to know you” breakfast or an informal lunch, giving team members an opportunity to mingle and explain their roles. Either scenario helps the new hire get to know the team and assimilate more quickly.


  9. Conduct a tour of the facility or department.

    Having a good sense of the new practice environment—especially where supplies, equipment, and other essentials are kept—helps the new provider feel more at home and prepared to work.


  11. Designate a mentor or “buddy.”

    Although the provider attends an orientation, questions are bound to arise as he or she becomes accustomed to the new setting. Appointing a dedicated contact person who can readily answer questions and direct the new clinician helps put the provider at ease and ensures a smoother transition.


  13. Provide a thorough orientation.

    While its length can vary based on factors like practice or facility size and the duration of a provider’s commitment—especially if it is a short-term contract—ensure the provider has a comprehensive orientation and clear understanding of the resources and responsibilities required for his or her job. Provide training on your electronic health record system, coding guidelines, and phone system. Taking a little bit of additional time to help the provider smoothly ease into the workflow will increase productivity and help deliver quality patient care.


Discover how Optimum Permanent Placement Services can assist your staffing needs by calling 603.288.1332 to speak with an experienced business development executive today.