New Surgeon Onboarding Best Practices for Plastic Surgeons

Onboarding a New Surgeon in a Plastic Surgery Private Practice

Onboarding a new surgeon is a crucial process that ensures smooth integration into a private practice. For new surgeons, effective onboarding goes far beyond simply filling out paperwork or conducting a quick orientation; it involves comprehensive preparation and structured support. When done well, onboarding sets the foundation for an environment where surgeons feel welcomed, informed, and well-prepared to contribute to their fullest potential.

Understanding the Importance of Effective Onboarding

The onboarding of surgeons is not only an administrative necessity but also an essential part of a clinic’s strategy for patient care and staff retention. Proper onboarding provides surgeons with the information they need to thrive in a new environment, from understanding protocols to forming meaningful relationships with the team and surgeon colleagues. Importantly, it also helps the clinic minimise risks associated with errors that could arise from a lack of understanding of the facility’s standards and practices.

Clinic management must remember that new surgeons, even if highly skilled, are stepping into an unfamiliar setting that comes with its own culture, procedures, and tools. The more supportive and structured the onboarding process, the better the outcomes for both the surgeon and the patients.

Pre-Arrival Preparation: Setting the Stage

The onboarding journey begins long before a new surgeon sets foot in the clinic. The pre-arrival phase is designed to ensure that the surgeon is well informed about their role and expectations, as well as organisational culture. The clinic may begin by providing digital resources, such as orientation videos, electronic manuals, or an overview of the electronic health record (EHR) system.

Setting up access credentials, email addresses, and other technical requirements in advance can alleviate unnecessary stress for new surgeons. The administrative staff should also work to make sure any licensing and credentialing processes are completed before the surgeon’s first day.

A personal welcome package may also be sent to the new surgeon. This could include information about the local area, the clinic’s history, its mission and values, and even introductions to key team members. By providing resources that help new surgeons understand the culture and processes they will be stepping into, clinics can create a welcoming environment that fosters growth and comfort from day one.

Orientation: Day One and Beyond

The first few days are some of the most important in the onboarding process. Orientation should include a detailed introduction to the clinic’s physical layout, covering both clinical and non-clinical areas. Knowing the location of key facilities, such as operating theatres, patient wards, staff lounges, and emergency exits, is vital for surgeons as they adapt to the new environment.

Introducing the surgeon to their immediate team members, as well as other essential personnel such as anaesthetists, nursing staff, and administrative staff, is another important part of the orientation process. This is the time to focus on building rapport and understanding the interdepartmental relationships that contribute to effective patient care.

Beyond familiarising new surgeons with the physical environment and team, a clinic should also use orientation to provide key information regarding policies and procedures, including emergency protocols, infection control guidelines, and patient safety standards. Ensuring that all of these elements are clearly outlined provides new surgeons with a solid foundation and prevents misunderstandings that could impact patient care.

Training on Systems and Protocols

One of the challenges faced by surgeons joining a new clinic is adjusting to the different systems and protocols. Many plastic surgery clinics have their own approaches when it comes to managing EHR systems, care pathways, and operating theatre protocols. Training on these systems should be a priority during onboarding.

Surgeons must be given enough time and support to learn the new EHR system, which is essential for understanding patient records, documenting procedures, and collaborating with other practitioners. For this, hands-on training or one-on-one sessions may be arranged to help surgeons understand the technical aspects in a practical setting.

Additionally, clinics may also offer simulation-based training that allows new surgeons to familiarise themselves with specific procedures and equipment that may be unique to the facility. This ensures that surgeons become comfortable with the clinic’s methods and feel confident using specialised equipment.

Mentorship and Support Networks

Mentorship is an integral part of the onboarding process. By pairing new surgeons with experienced colleagues, clinics create an environment where knowledge transfer occurs naturally, and new team members feel supported. A mentor provides new surgeons with someone to consult, ask questions, and receive feedback from, which is invaluable when navigating the complexities of a new clinic.

The mentor can also provide guidance on non-clinical issues, such as understanding the plastic surgery clinic’s culture and managing relationships with other teams. This type of support ensures that new surgeons are not only competent in their clinical skills but also well-adapted to the organisational dynamics.

Peer networks also play a critical role in onboarding. Regular check-in meetings with other newly recruited surgeons or staff can provide an informal setting for discussing challenges and sharing experiences. These networks help create a sense of community, reduce feelings of isolation, and improve overall job satisfaction.

Professional Development Opportunities

Onboarding is not just about acclimatising to a new setting-it should also be a chance for growth. Surgeons often appreciate access to professional development opportunities that help them refine their skills and expand their knowledge. Offering workshops, seminars, and conferences focused on the latest advancements in medical technology and techniques can help keep new surgeons engaged and motivated.

Clinics that prioritise continuing education signal to recruits that they are valued and that their professional growth is important. Investing in a surgeon’s development not only benefits the individual but also enhances the clinic’s capabilities and the quality of patient care.

Understanding the Clinic Culture

Every clinic has its own culture, which significantly impacts how effectively teams work together. During onboarding, clinic management must communicate their values and expectations clearly. Surgeons need to understand how decisions are made, the leadership style of the clinic, and their approach to communication.

Onboarding activities can include workshops on teamwork and communication, which help new surgeons adapt to the clinic’s collaborative approach. Creating an open atmosphere where questions are encouraged and feedback is welcomed ensures that new surgeons can fully integrate into the clinic’s way of working.

Addressing Wellbeing and Work-Life Balance

The onboarding process should include resources to support the well-being of new surgeons and their families. Clinics need to recognise the pressures that come with being a surgeon and take active steps to promote work-life balance. Providing information about employee assistance programmes (EAP), mental health resources, and activities that promote wellbeing can make a significant difference to a surgeon’s experience.

Clinics can also encourage an open dialogue about mental health and wellbeing, helping to normalise conversations about stress, burnout, and the importance of self-care. Offering flexible work arrangements where possible, promoting healthy lifestyles, and ensuring new surgeons know where they can find support are all effective ways to improve their onboarding experience.

Ongoing Evaluation and Feedback

Onboarding is not a one-off event; it is a process that takes place over time. Clinics should implement a structured evaluation and feedback mechanism to ensure that the onboarding process is progressing well. Regular evaluations allow both the clinic team and the surgeon to identify what is working and what needs adjustment.

Check-in meetings can be scheduled at different stages-for example, after the first week, first month, and then every quarter during the first year. During these meetings, new surgeons should have an opportunity to discuss their experiences, challenges, and suggestions for improving the onboarding process.

These evaluations should not be treated as formal performance reviews but rather as a chance for open discussion. Constructive feedback can help new surgeons improve, while also giving the clinic insights into how the onboarding process can be enhanced for future recruits.

Addressing Challenges in Onboarding

Surgeon onboarding is not without its challenges. For instance, clinics may face time constraints that prevent comprehensive onboarding or struggle to provide individualised attention due to staffing pressures. Additionally, variations in experience levels among new surgeons can make it difficult to create a one-size-fits-all onboarding programme.

To address these challenges, clinics can focus on creating a flexible onboarding framework that can be adjusted based on individual needs. Surveys and interviews with recently onboarded surgeons can provide valuable insights that can be used to refine the process further.

Another common challenge is ensuring that new surgeons fully understand the clinic’s expectations and performance standards. Effective communication throughout the onboarding period, coupled with opportunities for asking questions and seeking clarification, can mitigate misunderstandings and set clear expectations from the outset.

Measuring the Success of Onboarding Programmes

Assessing the effectiveness of onboarding programmes is essential for continuous improvement. There are several metrics that clinics can use to determine the success of their onboarding efforts:

• Retention Rates: One of the most telling metrics of a successful onboarding programme is the retention rate of new surgeons. A well-executed onboarding process results in higher retention, whereas poor onboarding can lead to early departures.
• Surgeon Engagement and Morale: Surveys and informal interviews can provide insight into how engaged and satisfied new surgeons are. High levels of engagement indicate that surgeons feel integrated and valued within the organisation.
• Feedback from Mentors and Colleagues: Feedback from their mentor or supervising consultants can provide insights into the new surgeon’s progress and adaptation to the clinic environment.
• Patient Outcomes: Although patient outcomes are influenced by many factors, they can be a useful indicator of how well new surgeons are adapting to the clinic’s procedures and protocols.

The Long-Term Impact of Successful Onboarding

When a clinic invests in a structured and supportive onboarding process for surgeons, it lays the foundation for long-term success. Surgeons who experience an effective onboarding process are more likely to feel a sense of loyalty and connection to the clinic, reducing turnover rates and promoting stability within the surgical team.

Moreover, a positive onboarding experience can have a ripple effect that extends to the quality of patient care. Surgeons who are well-acquainted with the clinic’s procedures, culture, and colleagues are better positioned to deliver high-quality care. In this way, onboarding benefits not only the surgeon but also the patients, the multidisciplinary team, and the broader institution.

Continuous Support Beyond Onboarding

The support provided to surgeons should not end once the formal onboarding process is complete. Continuous support is key to ensuring that surgeons continue to thrive in their roles and feel part of the community. Regular opportunities for skill enhancement, feedback sessions, and wellness programmes are crucial to sustaining the positive effects of onboarding.

Clinics can develop ongoing professional development programmes tailored to the needs of surgeons. This could include advanced surgical training, leadership development, and opportunities to contribute to research projects. By providing such avenues, clinics help surgeons stay up-to-date with advancements in their field and develop skills that go beyond the operating theatre.

Another important aspect of ongoing support is fostering a culture of open communication. Surgeons should feel comfortable discussing challenges, voicing concerns, and seeking support whenever needed. Clinic leadership and management should be proactive in checking in with their surgical staff, identifying potential issues, and addressing them before they escalate.

Emphasising Emotional Intelligence and Communication Skills

While clinical skills are critical, emotional intelligence and effective communication are equally important for a surgeon’s success. Clinics should incorporate training that focuses on these skills during the onboarding and beyond. Workshops that cover topics like empathy, managing difficult conversations, and conflict resolution can enhance a surgeon’s ability to communicate effectively with both patients and colleagues.

Effective communication also includes active listening and understanding non-verbal cues, both of which are crucial when interacting with patients and their families. Surgeons who excel in these areas are better able to establish trust, manage patient expectations, and provide holistic care. They also have less medico-legal concerns, patient complaints and litigation.

By nurturing these skills during onboarding, clinics can help surgeons become well-rounded professionals who not only excel in the operating theatre but also contribute positively to patient experiences and overall team dynamics.

Leveraging Technology for Enhanced Onboarding

Technology plays an essential role in a clinic, and leveraging it during the onboarding process can greatly benefit new surgeons. Online platforms can be used to streamline onboarding processes, making it easier for surgeons to access resources, complete necessary training modules, and communicate with mentors and peers.

The Role of Leadership in Successful Onboarding

Effective leadership is fundamental to a successful onboarding process. Practice leaders and management must take an active role in welcoming new surgeons and providing the support they need. By being visible, approachable, and open to communication, leaders set a positive example and create a culture where new recruits feel valued.

Leadership involvement in onboarding also involves setting clear goals and expectations for new surgeons. These goals should be aligned with both individual growth and clinic priorities. By setting measurable and attainable goals, leadership can provide a sense of direction for new surgeons, helping them to focus on what is most important during their initial months.

Moreover, leaders play a key role in ensuring that resources are available for a comprehensive onboarding experience. This includes allocating time for mentors, ensuring that technology and training tools are up to date, and prioritising onboarding activities despite other operational pressures.

Leaders who recognise the importance of onboarding and actively contribute to the process create an environment where surgeons feel empowered to succeed. This not only enhances job satisfaction but also improves the overall quality of care provided by the clinic.

Customising the Onboarding Experience

No two surgeons are alike, and clinics should consider customising the onboarding experience to meet the individual needs of each new recruit. Customisation can be achieved by understanding the surgeon’s background, experience level, and personal preferences. For example, a highly experienced surgeon who has worked in a similar clinic setting may require a shorter orientation and more focus on understanding specific clinic policies, while a newly qualified surgeon may need extensive mentoring and hands-on training.

Customisation also involves providing flexible training options. Some surgeons may prefer in-person training sessions, while others may benefit from online learning modules that they can complete at their own pace. By offering different formats and allowing for individual preferences, clinics can create an onboarding experience that is both effective and comfortable for each surgeon.

Clinics can also customise the mentorship experience by pairing new surgeons with well-matched mentors based on their area of expertise, personality, and work style. A strong mentor-mentee relationship is crucial for a successful onboarding experience, and thoughtful pairing can enhance the effectiveness of the mentorship.

Taking Action

Surgeon onboarding is a complex but crucial process that requires attention to detail, structured support, and a commitment to continuous improvement. It involves far more than simple orientation; it includes technical training, cultural acclimatisation, mentorship, a focus on wellbeing, continuous professional development, and leadership involvement. Clinics that prioritise effective onboarding are better positioned to retain skilled surgeons, promote a positive work environment, and ultimately improve patient outcomes.

By recognising onboarding as an ongoing process and striving to meet the unique needs of each surgeon, clinics can create an environment where new recruits feel supported, competent, and ready to contribute fully to their role. This comprehensive approach to onboarding not only benefits the surgeon but also has a far-reaching positive impact on the entire clinic team & community.

Next Steps – Do you want a New Surgeon to join your clinic?

Is your practice preparing to welcome a new surgeon? At Specialist Practice Excellence (SPE), we help plastic surgery clinics get prepared for and create systems that build confidence, improve retention, and set surgeons up for long-term success. From culture integration to process streamlining, our customised strategies ensure your new surgeon thrives from day one.

Get in touch with SPE today to discover how we can support your practice in surgeon onboarding, team development, and sustainable practice growth.

Further Reading about Onboarding a New Surgeon

• How to Onboard a New Surgeon in a Plastic Surgery Practice
• SPE Learning Academy – Resources for practice development
• Best Practice Management Resources for Plastic Surgery Practices
• Best Systemising Resources for Plastic Practices – How to Systemise Your Practice
• Best Time Management Books & Resources for Plastic Surgeons & Practice Managers