New Physician Checklist
There is much to remember when bringing a new physician onboard. 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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