How to prepare for a successful provider onboarding process



Bringing on a new provider at your healthcare organization doesn’t always follow an all-encompassing checklist. So if you were hoping for a one-size-fits-all guide that gives you step-by-step instructions, unfortunately, this is not that -- and for good reason.


Each practice type, state, and specialty has its own set of regulations and requirements that will impact your course of action during the provider onboarding process.


The good news is that there are a set of guidelines that you should follow when preparing to bring on a new healthcare provider. We put together a quick guide to help you prepare once a new hire is made.


Why it’s important.


Following a set of guidelines during the provider onboarding process is key to ensuring everything is done correctly and in a timely manner. Not only will you meet important deadlines and ensure misses and mistakes aren’t made, but you’ll also give new providers a better experience.


Think about it, besides pre-hire interviews, the onboarding process is the first real interaction new providers will have with your healthcare organization. These first impressions will set the tone for the entire onboarding process and potentially post-hire. If your team is prepared with a formalized onboarding process in place and equipped with the right technology, the more efficient the process will be; ultimately resulting in happier medical providers (and probably a happier credentialing team).


How quickly should you start the process?


Since the payor enrollment process is typically the longest step, it’s important to start sooner than later. Our recommendation is to begin at least 90 days prior to their start date. This will give you and your credentialing team enough time to fill out and submit payor applications to avoid any delay in beginning to see patients.


By getting the longest step of the process out of the way, it will allow you to begin collecting and completing the remaining credentialing to-do’s. Give yourself enough time in order to avoid excess stress and headache.


How credentialing software plays a role in onboarding


Call us biased, but credentialing software will make your life easier -- especially for provider onboarding. With credentialing software, you’ll be able to file and store important credentialing documents, track payor application statuses and other deadlines, allow providers to self-onboard, quickly fill out payor applications and other onboarding documents through automation, and much more.


Other important steps for newly hired providers


As we already said, there’s not an all-encompassing checklist for onboarding providers. But there are steps and documents that can be collected that are consistent across the board.


Here are a few documents you will always have to obtain from new providers:

  • CV in Month-Year format

  • Copies of diplomas

  • Certifications

  • Any additional training completed

  • License information

Insurance is also an important part of the pre-hire process. If a provider will be responsible for insuring themselves, make sure they are aware they must obtain Professional Liability Insurance. If they will be covered under your organization’s policy, alert your insurance company to make sure they will be insured beginning day 1.


In addition, it’s also important to ensure you are in communication with any departments that need to know a new provider is starting and that they understand what their role will be.

This is where having a formal and documented process in place is vital. By outlining the provider onboarding process, and what role each department will play, you will begin to see a simpler and more efficient process as a result.


If you’re looking to learn more about how to simplify your provider onboarding process, check out this blog! And if you’re ready to learn more about how our credentialing software and how it can benefit your team, schedule some time on our calendar! One of our credentialing experts will be happy to answer all your questions!