When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.
The Physician and APP Onboarding Specialist will ensure that all administrative and logistical issues have been addressed prior to each Physician and/or APP (aka providers) start date including but not limited to coordinating orientation schedule, establishing employee ID, initiating computer access and training, review of policies and procedures, parking. The Physician and APP Onboarding Specialist will also initiate recommendations for appropriate measures to address underlying systemic problems or issues raised in the process of credentialing and orienting new physicians to Beth Israel Lahey Health including suggestions about policy clarification or development, appropriate training, development of an on-boarding template or other interventions. Serve in a specialist, educator and liaison capacity for Beth Israel Lahey Health entities’ administration, Presidents, Vice Presidents, COOs, CMOs, Division Chairs or Chiefs, Admin/Operations Directors, Managers and various other departments critical to the successful integration and retention of a newly hired provider/faculty member. Provide mentorship and training to on-boarding staff. Function as the primary resource and subject matter expert for the Beth Israel Lahey Health system regarding provider on-boarding policies, procedures and new initiatives. Function as the primary resource and subject matter expert for the CVO/MSO regarding onboarding policies, procedures and new initiatives.
Job Description:
The following statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required for this position.
Role Responsibilities:
- Serve as an expert on system onboarding policies and procedures for newly hired Beth Israel Lahey Health Physicians, APPs, and clinical leadership.
- Serve as a contact for Beth Israel Lahey Health regarding all issues with physician/provider onboarding.
- Serve as a liaison for newly hired Beth Israel Lahey Health providers during the onboarding process.
- Perform periodic “check ins” with new members throughout the onboarding process to ensure they are familiar with process and timelines.
- Collaborate with responsible parties in assigned departments to ensure onboarding tasks are completed for new providers. This may include creating itineraries for new providers prior to their first day to facilitate completion of onboarding items and escorting them to the meeting locations when appropriate.
- Schedule regular meetings with division contacts to report on onboarding activities. Revise onboarding checklists as needed.
- Maintain a uniform “customer service” focused approach with all clinical service lines.
- Collaborate on the development of a centralized Beth Israel Lahey Health on-boarding process which will increase communication and coordination of new hires, increase system efficiencies and enhance customer service.
- Meet with physicians at their home site to obtain required documentation or authorizations to facilitate the onboarding process.
- Implement and manage provider on-boarding template and materials.
- Identify and recommend new policy or program initiatives in physician services to enhance the effectiveness of the onboarding experience.
- Implement Beth Israel Lahey Health protocols to ensure standardization and compliance of on-boarding process.
- Educate BILH staff about provider on-boarding to ensure consistent and equitable application of on-boarding strategies, procedures, templates and processes.
- Train and provide staff support in on-boarding of major organization-wide physician integration strategies. Provide in-service training support to enhance understanding of on-boarding processes.
- Manage on-boarding of approximately 150 providers each year. Assume responsibility for complete accuracy of information.
- Identify problem areas w/in on-boarding process that impede organizational progress; recommend appropriate interventions and/or other corrective actions as needed.
- Assist in the monitoring and tracking of provider on-boarding and report status to supervisors.
- Apprise Senior Onboarding Specialist of organization issues, problems or trends; prepare reports, analyses and other written communication setting forth progress, adverse trends and appropriate recommendations or conclusions as necessary or requested.
- Assume the lead role with assigned clinical service units and new physician recruits to ensure the success of integration strategies.
- Collect feedback from Beth Israel Lahey Health administrators / clinical service units as well as physicians to determine effectiveness of on-boarding strategies.
- Collaborate with Senior Onboarding Specialist to ensure onboarding resources are continually updated including forms, websites, onboarding resources, and other department material.
- Identify onboarding hurdles and recommend appropriate interventions and/or corrective action that may be needed.
- Exhibit a welcoming, customer service focused attitude in all interactions with Beth Israel Lahey Health internal and external clients.
- Evaluate and research professional trends and issues in on-boarding processes.
- Collaborate and coordinate with various clinical service units to systematically track “pre-hire” requirements for physician candidates and intercede when necessary.
- Demonstrate organizational skills, including the ability to manage several projects and processes simultaneously. Demonstrated oral, written, and interpersonal communications skills.
- Work collaboratively to solve problems, to improve processes and to integrate services within the department and with other departments.
- Collaborate with and assist the provider recruitment team to on-board new providers.
- Prepares internal checklists/tracking systems to monitor the progress of the on-boarding process.
- Monitor, control and manage on-boarding operations to meet customer expectations and company goals.
- Represent Beth Israel Lahey Health’s interests and philosophy accurately, sensitively, positively and professionally.
- Work closely with Provider Recruitment, Communications & Marketing, Network Integration, Information Systems, Medical Staff Office, Finance, Provider Enrollment, Human Resources, Administrative Directors and VPs to support growth of services and smooth on-boarding of providers.
- Coordinate with Senior Onboarding Specialist to manage project tasks to ensure project delivery within allotted budget and timelines.
- Ensure compliance with company standards, quality and procedures.
- Build and maintain strong customer relationships through regular meetings and communication.
- Follow standard operating procedures for efficient business operations.
- Maintain clear and accurate on-boarding documents/procedures for reference purposes.
- Provide advice to internal and external clients within agreed timeframes.
- Timely response to providers and colleagues.
- Up-to-date operational tools, resources, records and files.
- Responsible for organizing and synchronizing the activities of providers, managers and administrators.
- Communicates customer service issues that arise to the Senior Onboarding Specialist and appropriate physician and/or administrative leadership at Beth Israel Lahey Health.
- Attend departmental meetings, seminars and functions as necessary with customers and/or colleagues.
- Other duties as assigned.
Required Qualifications:
- Bachelor’s Degree required.
- Minimum of 3 years of experience in a healthcare setting with increased levels of responsibility. showcasing consistent high attention to detail, professionalism, key organizational abilities, achieving time sensitive deliverables, and possessing strong skills in Microsoft programs required.
- Strong project management experience. Demonstrated experience communicating effectively with high-level contacts,
- Knowledge and/or work experience related to medical specialties, medical education, physicians and/or APPs preferred.
- 5 years of relevant experience in leu of a degree may be considered.
Required Skills:
- Proven success with creating collaborative solutions in a time sensitive, fast-paced environment.
- Ability to navigate and influence within a large, matrixed system.
- A passion for working in a mission-driven organization with a desire to learn and grow professionally.
- An engaging and collaborative team player with the ability to quickly develop effective relationships.
- A strong work ethic with a proven track record of personal accountability and follow-through.
- Detail-oriented with excellent communication, interpersonal, and time management skills.
- Onboarding experience preferred.
Social/Environmental Requirements:
- Work requires close attention to task for work to be accurately completed. Intermittent breaks during the workday do not compromise the work.
- Work is varied every day, and the employee needs to be adaptable to respond to these changes and use independent judgement and manage priorities.
- No substantial exposure to adverse environmental conditions.
- Health Care Status: NHCW: No patient contact. Health Care Worker Status may vary by department.
Sensory Requirements:
- Close work (Paperwork, visual examination), Monitor Use, Visual monotony, Visual clarity, Conversation, Telephone.
Physical Requirements:
- Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally.
- This job requires constant sitting, frequent keyboard use.
- Business travel to attend client meetings and recruitment events as needed.
Pay Range:
$75,000.00 USD – $90,000.00 USD
The pay range listed for this position is the annual base salary range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law.
