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Ask the expert: What should the first day of hospitalist orientation look like?

Hospitalist Leadership Connection, November 16, 2010

When executed successfully, an orientation program helps foster shared operational expectations among all parties involved in executing the hospitalist program’s services.

Tailoring the orientation style or duration to an individual hospitalist’s needs is good practice, when possible. For example, an experienced hospitalist may be ready to assume his or her role after just three days of orientation, whereas a physician transitioning from a residency program may require five or more days of orientation.

Make sure that you are covering all the bases in your orientation program. Use comprehensive checklists detailing new hospitalists’ first days on the job. They should be specific, down to the detail of naming the individual who will provide the new physician with a tour of the facility on day one.

The orientation checklist should involve the executive director and the business development/office manager on the first day of orientation.

The executive director should:

• Meet and greet the new provider.
• Introduce the hub office staff (business development, credentialing, office manager, receptionist).
• Show orientation videos/DVDs
• Set guidelines for productivity (e.g., billing and compliance, how many patient encounters the hospitalist is expected to have per day,  work schedule, the program’s image in the community, and timely completion of medical records).
• Present his or her expectations of a hospitalist (e.g., hospitalists may be expected to attend practice group and regional meetings, leadership retreats, and society and chapter meetings, as well as participate in marketing strategies and customer service initiatives).
• Distribute the orientation manual and discuss the overall program and schedule for the week
• Review the assignment of the doctor mentor, assignment of practice partner, and market and/or client orientation activities.
• Provide and review the human resources manual.

The business development/office manager should:

• Provide working materials (e.g., building access, name badge, business cards, cell phone, lab coats, pager).
• Conduct document review (e.g., review hospital privileges, Medicare and Medicaid applications, malpractice insurance applications, photograph and biography for website, employee data sheet, W-4 form and other HR forms, direct deposit application, and benefits package, including dental and medical insurance).
• Present and explain the call schedule for practice group, HR policies for vacation, continuing medical education, and sick time
• Provide orientation and training for the answering service as needed.
• Ensure that hospitalists attend billing training
• Ensure that the hospitalist has the orientation schedule for the rest of the week

The above excerpt is adapted from Tools and Strategies for an Effective Hospitalist Program, published by HCPro, Inc.

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