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

Sections/Special Groups

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