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Recruiting Timeline: How long will it take to find the physician you need?


Michael P. Broxterman, Chief Operating Officer  & Terry Lane, Editor/Staff Writer

So, you have a plan to fill three slots by the end of the year. The specialty is hard to fill, and the last recruiting firm you hired didn’t exactly come through for you. How long will it take to find the right physician?

Typically, you can expect to fill your position within six months from the time you call Pinnacle Health Group (PHG). Pinnacle has made placements in as little as 14 days, but each recruiting situation is unique and the time it takes to find the right physician for your situation can vary from as little as two weeks to two years.

Chief Operating Officer Michael P. Broxterman recommends that hospitals or physician groups put together a recruiting plan at least one year in advance. “Ideally,” says Broxterman, “clients put together a five-year plan with the help of a physician staff planning firm. This plan takes into account the demographics and needs of the area, and helps the client to anticipate needs well in advance-so they have plenty of time to find the best physician for their needs.”

Remember, residents are starting to look at opportunities one-and-a-half to two years prior to graduation. Clients who are interested in hiring residents need to take this into account.

The following list provides a simplified example of the recruiting process:

    • The client contacts PHG to request a physician search.
    • A PHG marketer visits the client and discusses the opportunity, explains PHG’s recruiting process, and sets up an agreement with the client.
    • A PHG recruiter visits the town and the work site and writes a profile. The profile includes details about the community, as well as, specifics about the position.
    • He or she then lays out a marketing plan.
    • The marketing plan and profile is reviewed, approved and signed-off by the client.
    • The marketing plan is activated by PHG professional staff.
    • PHG staff initiate Internet sourcing and other sourcing methods.
    • The PHG recruiter locates and selects viable candidates.
    • The PHG recruiter speaks with the candidates by phone and also speaks with the candidates’ spouses, to determine if there is a good match.
    • When the PHG recruiter finds a good match, he/she will present the candidate’s CV and qualifications to the client to see if there is any interest. The PHG recruiter will explain to the client why he/she thinks the candidate is a good fit.
    • If the client is interested in the candidate, he/she will probably talk with the candidate by phone prior to an in-person meeting.
    • Interview date is set.
    • PHG conducts screening and verification and puts together a “candidate profile” for the client. This includes AMA, FSMB, Licensure, and Facis checks. This is sent to the client prior to the client/candidate interview.
    • Interview takes place.
    • Within 48 hours, PHG talks to the client and the candidate to obtain feedback. At this time either negotiations begin or PHG begins search for a new candidate.

It is important to keep in mind that typically, searches with a higher specialization take longer to fill. For example, while there may be 100,000 family practitioners available as potential candidates, finding an FP who is licensed in Mississippi and has special training in OB will almost definitely take longer. The more restrictive the client’s hiring parameters are, the longer the placement may take. “When our recruiter sits down with the client and learns about the opportunity,” explains Broxterman, “he or she will know immediately if they are looking at an especially difficult search and they will tell the client-this may take a little longer to find-and they will be able to explain why it may take longer. If the client is looking for a Pediatric Neurologist with specific skills, there may only be ten in the country. All of these things need to be taken into consideration,” says Broxterman.

Sometimes clients wait for the right candidate to come along-they recognize a great fit and as long as the physician makes a commitment, they are willing to hold off filling the position with someone else.

“The process to place a physician may begin to feel sluggish during the contract review portion. The client may take a long time to get the contract to the candidate. The candidate takes a long time to get the contract to his or her attorney, who holds it up even longer. Then, it is returned to the client and it takes still more time for the final review,” says Broxterman, adding “The contract writing, review, and approval phase generally eats up a lot of time. We understand that contracts are important but we have seen that most of the time they lay on someone’s desk for weeks before they start moving again. Client’s who want to keep the process moving will be extra sensitive to the handling of the contracts and develop a template in advance of starting a search.”

PHG has made placements in two weeks, and others have taken up to two years. “What’s important,” says Broxterman is that we have the best resources available, and we have a time-tested process, we’re thorough, and in the end, the client is happy with the candidate they hire. Our dedication and focus is what makes us successful in placing physicians.”

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