When integrating virtual providers into your organization to augment your behavioral health strategy it’s critical to ensure the onboarding of those virtual providers is as seamless as possible. Successful onboarding sets the tone for the entire relationship and working with an experienced partner that manages the process can be a major benefit.
In this blog, we’ll review tried and true strategies our partners have leveraged to effectively onboard providers for long-term success.
1. Assess your resources and lean on your partner
Before bringing on virtual providers, it can be helpful to assess your current onboarding resources and workflows. It might also be helpful to talk with your on-site providers about what to expect and discuss how your new providers will benefit your organization overall.
Dr. James Anderson, Chief of the Department of Psychiatry at Basset
We thought in the long term, it was going to create a situation where we could offer more flexibility when looking at full-time staff members. Even if they weren’t working full-time in a virtual capacity, they would have that tool as part of their tool belt.
So, whether it was because of illness or convenience, it’s an important arrow in our quiver to be able to expand virtual health to include providing services on the inpatient end.
Partnering with a behavioral health organization that takes care of logistical steps in your onboarding process can save you a lot of time and resources. For instance, at Iris Telehealth, our Practice Managers (PMs) help manage the entire onboarding process and the day-to-day logistics after onboarding completes.
Our PMs ensure providers feel supported throughout their onboarding process and have resources they need, whether that’s the right equipment, or assistance with things like the EMR, or general support.
2. Check all your credentialing boxes to ensure desired start date
Onboarding the right provider types and specialists might mean working with a provider who lives in another state. When that happens, you may need to allocate more time to that provider’s licensing and credentialing processes. In some circumstances, credentialing can take months and delay a provider’s start time, so it’s best to get started as soon as possible to avoid any road bumps.
When we’re working to onboard providers, our credentialing team stays in close contact with clinicians, providing follow-up and retrieving documentation to ensure the process moves forward as efficiently as possible.
Our Medical Staff Services (MSS) team can estimate the length of time credentialing will take based on your state’s requirements and provide an accurate start date.
At Iris, we’ve achieved 96% of on-time start dates, ensuring clinicians can start providing care as soon as possible.
3. Conduct a tech check to ensure everything runs smoothly
Working in a virtual environment versus an in-person one comes with unique considerations. For example, virtual providers may require special equipment or you may need to ensure they have seamless access to your EMR. For successful onboarding, it’s crucial to conduct tech checks and have trial run throughs. While many providers are familiar with virtual care, some may need assistance.
When you’re working with patients virtually, it’s important to ensure everything goes smoothly. For example, providers should confirm their audio is working properly, their backgrounds are appropriate, and there aren’t any interruptions.
Dr. Tisa Ayuso, Virtual Medical Director, Basset Health Network
We have our systems in place in terms of our morning rounds. We have the computer system up and running. We recently just got a fish-eye lens camera, so I have better visibility of seeing everyone in the morning meetings, which has been fantastic.
Ensuring your processes are thorough is extremely important and partnering with an organization that values quality is crucial. At Iris, we run all tech checks for providers and deliver 24/7 IT support during onboarding and beyond – your virtual provider is never left alone to deal with technical snags and your on-site team’s resources aren’t eaten up by troubleshooting technology.
Along with technical checks, confirming familiarity with the EMR is also important. Our PMs ensure they know as much about your EMR as the provider does – that way they can be of assistance if ever needed.
4. Create a trusted training plan and prep for necessary steps
Upon your provider’s first day, there will be a lot for them to learn, and having a structured plan in place can be incredibly useful. Whether that looks like scheduling intro meetings for them with on-site providers or letting them explore the EMR before they see their first patient, giving them tools to settle to their new role can be a huge help.
It’s also helpful to think of your provider as you would as an on-site team member – ensuring they understand the workflows and inviting them to meetings.
When creating your onboarding plan, here are a few trainings you might consider:
- IT orientation
- HR orientation
- Support staff introductions
- EMR training
- Conducting a dry run
At Iris, we account for these trainings and considerations when we help onboard a new provider. We also go over important trainings like crisis overview, data entry, appointment scheduling, emergency protocols, and much more.
Want some extra help with onboarding? Here’s where Iris fits in.
With all the logistical considerations that come along with onboarding a virtual provider, having a partner that’s been there before can serve as a huge advantage.
Want to learn more about how Iris can help your organization make provider onboarding seamless? Contact us today!
