If you run or manage an independent medical practice, you know how tough it is to find and keep good staff. Doctors are burning out, front-desk workers are leaving due to customer stress, and billing staff are constantly fielding job offers.
The American Medical Association reports that almost half of physicians report at least one symptom of burnout, with administrative burden among the top contributors. The Association of American Medical Colleges projects a physician shortage of up to 86,000 by 2036.
For independent practices and ACA or Medicare insurers that rely on strong networks, this is more than a staffing issue; it’s about maintaining stability. The good news is that hiring doesn’t have to be chaotic or rushed.
Using the right approach and tools, hiring can be more predictable, faster, and much less stressful. Let’s look at practical ways to make hiring providers and staff easier.
Start With What You Actually Need
Only post jobs with clearly defined roles or tasks. Ask yourself:
- What tasks are slowing us down?
- Do we have check-in, prior authorization, or billing follow-up problems?
- What personalities fit our patient population?
- Do we need full-time, part-time, or cross-trained support?
A Medicare-focused primary care clinic may want a strong prior-authorization specialist rather than another front-desk hire. A practice focusing on ACA may want only seasonal staffing support during open enrollment.
Insurance companies working with independent practices can develop an analysis of the practices’ needs using claims, utilization, or call volume data, which can help improve network consistency and member experience. Being clear from the start helps avoid costly hiring mistakes down the road.
Make Your Practice Attractive to Work For
Independent practices frequently think they can’t compete with hospital systems. That’s not completely true.
Yes, large systems may deliver broader benefit packages. But independent practices can offer something just as valuable:
- Less bureaucracy
- Faster decision-making
- Closer patient relationships
- More autonomy
The Medical Group Management Association (MGMA) notes that flexibility and culture are becoming more important for keeping healthcare staff. How do you make this happen?
Highlight what makes your practice different
On your job postings and interviews:
- Share your mission.
- Explain your patient population.
- Talk about your culture.
- Describe growth opportunities, even small ones.
For Medicare and ACA insurers, encourage network providers to incorporate practice culture into their recruiting materials. Strong practices improve patient access and reduce network disruption.
A standard hiring process works, even if you’re small
Many independent practices hire reactively:
- Someone quits
- Panic sets in
- A quick post goes up
- Hire the first decent candidate
Instead, create a simple process you always use:
- A clear job description with skills and behavior expectations
- Structured 15-20 minute phone screen
- An In-person interview using scenario questions
- Reference check to generate a written offer with clear expectations
Any independent practice can use a standard interview process. The Society for Human Resource Management (SHRM) recommends a standard process as a best practice for better hiring.
Ask scenario-based questions like:
- “How would you handle a frustrated Medicare patient who feels their claim was denied unfairly?”
- “Tell me about a time you improved workflow in a clinic.”
Decrease administrative burdens to improve retention
Hiring is only half the equation; retention is the other half. Administrative overload is a big reason clinicians leave.
The AMA reports that documentation and prior authorizations are the top causes of burnout, so that you can address these aspects with:
- Using on-site or remote medical scribes
- Optimizing EHR templates to reduce clicks
- Cross-training staff to share prior authorization responsibilities
- Implementing workflow audits every 6–12 months
For ACA and Medicare insurance companies, making prior authorization easier and improving provider portal usability directly helps practices. A smoother payer-provider experience makes your network more appealing.
Strong networks don’t just recruit providers. They make it easier for providers to stay.
Build a talent pipeline before you need it
The most successful independent practices don’t wait until they’re short-staffed to start recruiting. Instead, they:
- Partner with local MA and nursing schools.
- Offer externships or clinical rotations.
- Maintain a resume file for all current positions.
- Connect with your past high-performing employees.
A great example is a Medicare family medicine practice partnering with a local community college’s MA program for its students to complete rotations at the practice. The clinic creates a pipeline of 2 MA graduates per year to fill staff positions as attrition occurs.
This process dramatically reduces hiring gaps. Insurers can support workforce development initiatives in their provider networks to strengthen long-term access and reduce disruption in value-based arrangements.
Don’t complicate using technology
Technology can streamline hiring, but only if it’s practical. Helpful tools for small and mid-sized practices:
- Applicant tracking systems (ATS) for organizing candidates
- Digital offer letters with e-signature
- Automated background checks
- Online onboarding portals
Even simple platforms can:
- Track where applicants drop off.
- Reduce paperwork errors.
- Speed up start dates.
But don’t make it too complex. If your team spends more time managing the hiring system than actually hiring people, it’s too complicated.
Keep it simple and make it repeatable.
Achieve patient experience and payer goal alignment in hiring
Independent practices don’t operate in a vacuum. Medicare Advantage plans, ACA carriers, and commercial payers increasingly tie reimbursement to:
- Quality metrics
- Access standards
- Patient satisfaction
- Value-based performance
The following staffing issues can lead to:
- Poorly staffed call centers result in lower CAHPS scores.
- Delayed prior authorizations frustrate patients.
- The lack of care coordinators affects the accuracy of risk adjustment.
When hiring, ask:
- Does this role improve access?
- Will this position help us meet payer quality measures?
- Does this support value-based care initiatives?
Hire for financial sustainability, not to reduce workload.
Create clear growth paths
Many independent medical practices think, “We’re too small to offer advancement.” That’s not true, as you can offer:
- Expanded responsibilities
- Certification sponsorship
- Cross-training into billing or care coordination
- Leadership over a small project
Healthcare workforce research from the National Academy of Medicine shows strong links in professional development to retention and engagement. Independent practices that even modestly invest in development keep good people longer.
Don’t forget culture
In smaller practices, culture is everything, so one toxic hire can disrupt the entire team. When interviewing, evaluate:
- Team fit
- Communication technique
- Adaptability
- Respect for patients and colleagues
It’s better to wait for the right person than to rush and regret it later. Practice owners and managers who consistently protect culture show fewer turnover cycles and better patient reviews.
Make provider and staff hiring easier by:
- Clearly defining roles
- Standardizing the hiring process
- Decreasing administrative problems
- Building a talent pipeline of former or new first-year staff
- Aligning staff structure with payer and patient goals
- Investing in retention
And for patients? They experience shorter wait times, smoother visits, and better continuity of care.
Hiring in healthcare will never be effortless. But it can be organized, predictable, and much less reactive.
And in today’s environment, that alone is a competitive advantage. Working smarter, not harder, wins in today’s healthcare environment.
PCH empowers practices like yours to win these hiring challenges and thrive. PCH collaborates with you and your team daily to identify your practice and staffing challenges, preparing you to maximize your success.
Partner with PCH today to keep your independence and strengthen your hiring practices. Contact us to get started.
Phone: (866) 985-2010, Monday-Friday 9 A.M. – 5 P.M. CT
Email: info@patientcarehealth.com
