New

Physician Onboarding Manager - CMO

Children's National Medical Center
United States, D.C., Washington
Feb 24, 2025
Description The Physician Onboarding Manager reports to the Office of the Chief Medical Officer (CMO) and Vice President of Medical Affairs (VPMA), overseeing administrative, project, and financial activities within the department. This role manages daily operations and collaborates with key stakeholders, including the Chief Academic Officer, Chief Legal Officer, and Chief People Officer, with a focus on physician and faculty recruitment and onboarding improvement. This role is responsible for the overall operational success and will assist the Vice President in devising strategies aligned with national standards and CNMC policies and procedures. This position plays a critical role in guiding candidates from offer acceptance to their start date, acting as a brand ambassador for Children's National Hospital and shaping candidates' initial impression of the institution. As the centralized subject matter expert on physician and faculty recruitment, this role manages inquiries from candidates and hiring managers, coordinating all aspects of the recruitment, hiring, and onboarding process via process design and collaboration with accountable parties. This includes partnering with human resources, occupational health, medical licensing, credentialing, provider enrollment, faculty affairs, IT and other relevant departments to ensure a smooth transition for new hires. The Physician Onboarding Manager plays a crucial role in securing the successful hiring and retention of world-class physician and faculty talent. This is a process improvement and performance-focused role, that requires expert level relationship management skills and a "white-glove" oriented work style. This position necessitates a complex combination of personality attributes, functional knowledge, training, work experience, and tenacity. Excellence in writing required as well as an interest in supporting the careers of physicians. Qualifications Minimum Education Bachelor's Degree (Required) And Master's Degree (Preferred) Minimum Work Experience 5 years Experience in healthcare administration, with a focus on writing/communication. developing programs, improving processes, or leading projects. For Master's prepared candidates, 4 years of experience is required. (Required) Required Skills/Knowledge Strong project management background with demonstrated leadership and management skills. Customer-centric focus with demonstrated record working under deadlines in complex environments and success in fostering positive relationships with internal and external stakeholders. Expertise in driving and overseeing process improvement initiatives. Familiarity with hiring and onboarding, ideally in a physician focused or healthcare environment. Highly proficient in technology, specifically Microsoft Office Suites, Excel, and web-based applications. Familiarity with conducting and participating in audits. Experience creating process documents, guidelines, training, and other forms of technical writing. High adherence to following policy and procedure, the law, and impeccable quality standards. Exceptional written and verbal communication skills, with the ability to train and convey information effectively. Interest in writing, grammar proofreading and document design. Elevated level of confidentiality and discretion in handling sensitive employee information. Ability to create a positive work environment that encourages collegiality and process improvement collaborations. Expertise in the area of specialty: writing, healthcare knowledge, talent acquisition, physician recruitment and/or employment law. Required Licenses and Certifications Project Management (PMP) (Preferred) Certification as Paralegal (Preferred) Certification as Professional Reporter (Preferred) Functional Accountabilities Strategic Planning Contribute to the strategic plan for departmental services, including short-term and long-term objectives. Design, collect and analyze feedback from customers and stakeholders to evaluate departmental effectiveness. Distribute and review onboarding surveys to enhance the experience. Incorporate findings into plans to modify programs and external communications. Develop reporting systems to track and maintain physician offer letters and employment agreement data with documentation for others to be able to access and utilize these systems. Maintain utmost confidentiality regarding sensitive operational information. Collaborate with the Vice President of Medical Affairs and other staff to develop a way to capture and report the key operating statistics. Program Administration Create and distribute recruitment packages consisting of offer letters, employment agreements, and corresponding enclosures. Ensure disciplined execution of the onboarding process and address troubleshooting and other escalated needs expeditiously. Provide exceptional customer service to hire managers, candidates, stakeholders, and peers. Assist with professional licensing applications, credentialing, and managed care enrollment. Lead continuous improvements related to physician and faculty recruitment and onboarding. Manage processes to coordinate other accesses like secure doors and the parking garage. Introduce new physicians and faculty to the New Faculty Orientation. Plan and coordinate physician-specific training programs. Consult with senior leaders and stakeholders across CNMC departments to strategize and launch new initiatives, troubleshoot operational issues, and implement action plans. Collaborate with accountable individuals, IT, and other departments for asset assignment, system and location accesses, and develop a reliable onboarding protocol to ensure new hires are able to work when they arrive for their first day. Maintain accurate and up-to-date process and informational documents, such as benefit summaries, incentive plans, annually reviewed offer letter templates, and employment agreements. These documents should be kept in a secure and accessible location with careful attention to document integrity. Develop and maintain policy and procedure documents, training materials, and process instructions. Develop, implement, and evaluate programs, services, policies, procedures, and performance standards to meet departmental objectives. Ensure compliance with CNMC policies, regulatory standards, and budgetary guidelines. Actively participate/lead/facilitate in departmental, management, team, and project meetings. Human Resources and Relationship Management Conduct cross-training and staff development initiatives. Collaborate with senior leaders to design and support staffing and leadership structures. Build and maintain professional networks with national committees, organizations, and working groups. Establish, build, and sustain professional contacts for the purpose of building networks of people with similar goals and interests. Meet with HR peer partners and stakeholders on topics related to physician and faculty recruitment as requested and in support of maintaining high quality standards and adherence to best practices. Stay in touch with hiring managers to understand their needs and offer information and insight they may need. Be available to offer physician and faculty candidates information and clarification as they need. Operations Management Identify opportunities to improve operations and gain support from various constituencies. Communicate operational issues and progress to the accountable executives and stakeholders with an initiative-taking, proactive and concise approach. Utilize DocuSign to launch, monitor and track and alert hiring managers and candidates appropriately. Ensure timely processing of offer letter requests and other recruitment related requests and steps. Safeguard the creation and security of critical employment documents. Uphold policies and manage stakeholder relationships while delivering results. Ensure accurate meeting minutes and facilitate follow-through on action items as assigned. Support critical recruitments and sometimes complex medical licensing needs. Monitor existing offers and employment agreements for updates as appropriate. Budget and Financial Planning Assist in financial planning and budget preparation with the Vice President of Medical Affairs. Manage the departmental budget for this role to ensure financial stability and compliance with set requirements. Collaborate with internal and external stakeholders to ensure budget compliance and identify cost-saving strategies. Identify and implement technology-based solutions that deliver cost savings or performance improvement related to physician and faculty recruitment and onboarding expenses. Drive significant cost savings for the institution by reducing delayed start dates for new physicians and faculty hires. Correct onboarding system issues to eliminate delays caused by missing access, technology problems, or insufficient resources that delay the productivity of physician or faculty new hires when they start their position. Organizational Accountabilities Organizational Accountabilities (Staff) Organizational Commitment/Identification Teamwork/Communication Performance Improvement/Problem-solving Cost Management/Financial Responsibility Safety Primary Location : District of Columbia-Washington Work Locations : CN Hospital (Main Campus) 111 Michigan Avenue NW Washington 20010 Job : Non-Clinical Professional Organization : Chief Medical Officer Position Status : R (Regular) - FT - Full-Time Shift : Day Work Schedule : M - F 40 hours Job Posting : Feb 24, 2025, 9:19:05 PM Full-Time Salary Range : 79289.6 - 132163.2