The Ins and Outs of People Management

All medical practice owners know that managing your team effectively is pivotal to maintaining operational excellence and delivering superior patient care. Successful people management doesn’t end at hiring the right individuals, it requires structured policies and procedures that enforce structure and accountability amongst the staff. Here’s a comprehensive guide to mastering the ins and outs of people management.

Finding and Keeping the Right People

A great practice has great staff—but how do you attract great staff? To start, you must define your needs and clearly assess your practice. Begin by evaluating your current team and identifying any gaps in skills or staffing. Ask yourself if you need additional clinical staff, administrative support, or specialized roles. Then create detailed job descriptions that outline responsibilities, qualifications, and expectations. Ensure these reflect not only the technical skills required but also the cultural fit for your practice. Remember, the best employees have not only the right skills, but also the right attitude!

Where to Look

There are a few resources you can turn to when seeking new staff. Healthcare-specific job boards and professional networks are excellent platforms for reaching professionals with relevant experience. For instance, collaborating with medical societies or attending healthcare career fairs can help you connect with qualified candidates. Another often-overlooked resource is social media! Use social media platforms to promote open positions and encourage your current staff to refer candidates. Employee referrals often lead to high-quality hires who are a good fit with your practice culture.

The Selection Process

Finding a pool of qualified candidates is half the battle—now you have to tackle the interviews. Develop a structured interview process with standardized questions to assess both technical abilities and cultural fit. These questions can be altered slightly to fit each candidate but should be overall consistent throughout the interview process to ensure thorough vetting of each applicant. You should also include practical scenarios to evaluate problem-solving skills relevant to your practice. Remember to conduct thorough background checks and verify credentials to ensure that candidates meet all regulatory and professional standards.

Policies & Procedures

Your primary goal at this point is the seamless integration of new staff into your practice. Start with a comprehensive orientation that introduces new hires to your practice’s mission, values, and key policies. Provide them with a welcome packet that includes essential information about the practice. Once the broad overview of your practice is complete, begin training tailored to the specific role. This should cover everything from clinical procedures to administrative tasks, depending on the position. Ensure that training includes practical, hands-on experience, and—if possible—input from their peer staff.

Setting Expectations

It is best to communicate performance expectations and goals from the beginning. Inform new hires of any milestones they will be expected to complete during their training. Regularly review these expectations and provide constructive feedback to help new hires meet their objectives. Facilitate introductions to the existing team through formal or informal meetings and encourage senior team members to support new staff as they learn. Finally, it is important to schedule regular check-ins with new hires to address any concerns, answer questions, and provide ongoing support during their initial months.

Offboarding

Initiating the offboarding process is a critical part of people management that few enjoy. Although it can be difficult to let people go, some employees are simply not the right fit for your practice, or don’t suit your practice’s needs at that time. It is important to offboard staff that don’t integrate well into the company so they can continue their career journey and find their perfect fit elsewhere. The following guidelines will help smooth out this transition.

Exit Interviews

Exit interviews provide valuable insights into the employee experience. This feedback can be useful for improving workplace practices and identifying areas for enhancement. Another benefit of exit interviews is ensuring that departing employees document their responsibilities and ongoing projects. The transfer of knowledge before an employee departs is crucial for minimizing disruptions and ensuring continuity within your medical practice. 

Maintaining Professional Relationships

Aim for a positive and professional departure experience. A respectful offboarding process helps maintain a good reputation and can keep the door open for future collaborations or re-hiring. Encourage positive experiences by asking former employees to stay in touch. Remember, maintaining a network of past employees can be beneficial for referrals or potential future opportunities!

Mastering people management in medical practices requires a strategic approach. By clearly defining your needs, implementing effective recruitment strategies, creating a thorough onboarding process, and managing departures with professionalism, you can build a strong, cohesive team that enhances patient care and contributes to the overall success of your practice. Remember, effective people management is a continuous process that evolves with your practice and its needs.

Solutions Maven Consulting offers people management services tailored to your practice. For expert support in recruitment, policy implementation, and offboarding, set up your consultation now.