New Physician Checklist

There is much to remember when bringing a new physician on board. Here is a checklist to assist with the process.

Click here to access an Excel version of the checklist to customize for your practice.


Pre-Employment Agreement 

  • Check the national practitioner data bank for exclusions
  • Collect three professional references. Faculty references preferred for recent graduates.
  • Consider completing a criminal background and/or credit check
  • Verify citizenship status
  • Verify employment eligibility status . (I-9)
  • Collect full disclosure of malpractice history


Post Offer

  • Acquire a state medical license
  • Acquire a state controlled substance certificate
  • Transfer current DEA license to new state


Post Signed Agreement

  • Collect physician's current contact information; home address, telephone number(s), and email address.
  • Acquire the following for insurance, hospital and ASC credentialing
  • Current credentialing; contact name, telephone number and email address
  • Current curriculum vitae (MM/DD/YYYY format required)
  • Photo identification (copy required)
  • Social security number (copy required)
  • Date of birth
  • State of birth
  • Country of birth
  • Home address and telephone number (local to practice)
  • Spouse's name, address and telephone number
  • DEA number (copy required)
  • Medical license number (copy required)
  • State medical license (must have local home address listed)
  • Effective date of medical license
  • Expiration date of medical license
  • Copy of current malpractice insurance coverage
  • Previous malpractice insurance coverage (past 10 years)
  • Medical school name and address
  • Medical school graduation date (MM/DD/YYYY format required)
  • Internship name, address and type
  • Internship completion date (MM/DD/YYYY format required)
  • Internship certificate of completion
  • Residency name, address and type
  • Residency completion date (MM/DD/YYYY format required)
  • Residency case log
  • Residency certificate of completion
  • Fellowship name, address and type
  • Fellowship completion date (MM/DD/YYYY format required)
  • Fellowship case log
  • Fellowship certificate of completion
  • Copies of faculty letters of recommendation
  • Copies of all diplomas and board certifications
  • 5 (five) de-identified operative reports specific to privileges being requested
  • Surgical case log for past two years by facility name, CPT and procedure description 
  • NPI number
  • ECFMG if applicable
  • ACLS card if applicable
  • Proof of or completion of Hepatitis B vaccination.
  • Proof of or completion of PPD skin testing for TB
  • Proof of or refusal of flu vaccination
  • 4 passport sized photos
  • Set up the clinic location (s) and schedule. (Needed prior to Medicare enrollment)
  • Acquire a Medicare provider number.
  • CAQH login user and password.
  • PECOS login user and password.
  • Collect physician's new/local home address and telephone number
  • Complete hospital and ASC credentialing
  • Schedule physician to go in front of hospital board(s) for approval.
  • Complete insurance credentialing.


Prior to Arrival

  • Acquire a biographical sketch written by the physician. (Provide examples of existing biographies)
  • Acquire professional photos
  • Add physician to the practice website
  • Add physician to the practice letterhead
  • Add physician to printed promotional materials
  • Print business cards for the physician
  • Print prescription pads for the physician
  • Announce new physician's upcoming arrival with ads, referring doctor letters, and other media
  • Set up the surgery schedule
  • Add the physician to the electronic practice management and medical record systems
  • Create an appointment template.
  • Add the physician to encounter form and other clinical forms
  • Add physician to the on-call schedule
  • Recruit and train new employees as needed
  • Obtain malpractice insurance coverage for the physician
  • Provide a packet of online benefit forms to the physician
  • Complete drug screening if required
  • Set up an e-mail address
  • Set up access to HER
  • Set up access to practice management system
  • Assign the physician to office space
  • Set up a cell phone for emergency contact
  • Send email to staff introducing the new physician


First Week of Employment

  • Provide the physician with handbook
  • Provide keys and security codes
  • Complete forms - electronic or paper
  • Confidentiality
  • EEOC Self-Identification
  • I-9 Employment Eligibility Verification
  • W-4 Withholding Allowance Certificate.
  • Direct deposit for wages
  • Review of Benefits
  • Health insurance
  • Life insurance
  • Dental insurance
  • Vision benefits
  • Long term disability insurance
  • Cafeteria plan and pre-tax deductions
  • Optional insurances
  • 401K and profit-sharing
  • Introduction to employees.
  • Review of the following:
  • History, mission, vision, and core values of the practice
  • Organizational structure
  • Physicians and services provided
  • Dress code
  • Customer service and risk management
  • Policy on discounts
  • Request for time off
  • Compensation plan, wages and pay periods
  • Reimbursement requests
  • Role of physicians and management
  • Production and income expectations
  • E-mail and communications
  • Work schedule
  • Facility systems policies and procedures
  • ER procedures in the clinic
  • Surgical scheduling procedure
  • Discuss physician clinic set-up preferences
  • After hours/on call procedures
  • Tour of the locations and facilities
  • Shadow senior physician in clinic
  • Shadow senior physician at surgical facilities
  • Compliance training
  • Compliance plan
  • OSHA
  • HIPAA
  • Event reporting
  • Bloodborne pathogens
  • Safety and fire evacuation
  • Infection control
  • Waste management
  • Clinical orientation
  • Coding and documentation training
  • EHR training
  • MIPS & MACRA
  • E-Prescribe Training


Introductory Period

  • Assign senior technician to work with physician 
  • Establish intervals for feedback sessions
  • Complete chart audits for coding and compliance
  • Review findings with physician
  • Review production and compensation reports
  • Set up introductory meetings with referring physicians
  • Schedule speaking engagements at CEU and community events
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