How to Hire Employees in Your Private Practice

By Ashleigh Knowles on May 06, 2024.

Fact Checked by RJ Gumban.

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As the saying goes, teamwork makes the dream work, and this is especially true for healthcare. Managing a private practice team is one of the most important aspects of running a successful health practice, as it ensures that you have knowledgeable staff who are equipped with the right expertise to be able to handle any challenges thrown your way— and there's a lot of that in healthcare!).

The right employees will boost your productivity, approach situations logically, and act with empathy. All in all, your employees will help you reach your business goals and grow your practice.

However, we acknowledge that this is easier said than done, and pulling together your dream team can take some time and energy. If this concern sounds all too familiar, don't worry! We're here to set you on the right path. 

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Assess the need for having an employee in your private practice

Before you start drafting your list of prospective employees, it's essential to evaluate whether you actually need them or not. It's pretty common for private practices to be often run by one therapist, especially in today's market, where there are significant shortages of qualified professionals within the mental health industry.

Additionally, many practice management platforms and telehealth products work toward helping professionals start their businesses. You can access various helpful tools without expertise or outsourcing to make it work.

However, hiring new clinicians is a great way to expand your professional network, get new clients, solidify your business, and boost your rank. You can learn from their experience, make broader connections, and cater to a larger number and more diverse clientele, which is always welcome. Hiring additional talent to help eliminate therapist burnout and add value to your private practice tools is also a good idea.

Before committing to a new hire, it's recommended that you set aside the time to assess whether you have the time and money to bring on additional staff members. 

Tips for hiring the right candidate for your private practice

If hiring employees is best, you must consider the following information. While anyone can hire new employees, not many can employ well. Finding suitable candidates has its art and nuances, too, so you must incorporate the following tips to ensure they are the right fit.

1. Assess the position that you are hiring for

Ensure that the position you're advertising for is needed. There are many aspects involved in running a business, so it's vital that you've evaluated all these areas and analyzed what is required to increase efficiency. It can be beneficial to write down all the tasks you manage, and from there, you can ask yourself what positions would be helpful, with the job description aiming to fill these gaps. 

2. Consider and set up an application process

You should have a good application process to ensure you can hire your ideal employee who ticks all your boxes. You should highlight the mission and values of your practice and perhaps create a rubric that outlines the traits you're looking for. That way, you can measure all applicants against your specific criteria, so you know exactly what you're looking for. If you have any questions, don't be afraid to ask the applicant to get a good screening!

3. Consider the cost of hiring

Every person you hire is a significant dent in your paycheck, so you must spend your money wisely. In fact, before you even begin this process, you need to ensure you have sufficient funds to invest in their help. A helpful rule of thumb is to consider the costs of hiring and whether you have 3x the amount of financial support to hire that person. This must encompass advertising for them, employer taxes, additional equipment, and benefits, all in addition to their salary. 

4. List your requirements in niche hiring websites

A niche hiring website is a great way to advertise the role without being buried in hundreds of other job postings. Niche websites can also bring in real hidden gems, which makes the effort all the more worthwhile. You might not get as many applicants as you would in big mainstream hiring websites, but at least you won't have to sift through many applicants.

5. Get your current employees involved

If you have other current employees, getting them involved is always a great idea to ensure that the new hire fits the work culture and gets along professionally with your staff. They can help you review resumes, provide second opinions, and offer feedback on whether they match the role's requirements, especially if they will work together!

6 Build a solid interview process

Each interview process can look a little different depending on your team's size and how much time you have to spare. It's recommended that you conduct an initial phone interview to ensure they meet the minimum job requirements, and from there, you can then schedule a formal interview.

An interview usually takes around an hour, but even before that, you have to come up with valuable interview questions so you can really get to know your prospective employees. Feel free to make an offer if you feel confident after the interview, and they tick all your boxes. A third interview can also be a great way to get to know them informally. 

7. Hire your perfect candidate and make an offer

Once you're confident, create an offer package that includes an offer letter, salary, an NDA if needed, and other essential manuals. This way, you can clarify any questions or concerns they may have and get started right away. Ensure you include an expiration date so the client knows you're ready to begin! You can also send a welcome package for that extra touch. 

Set up an onboarding process

Naturally, you'll also need to set up an onboarding process to guide your new employee through the ins and outs of your practice. Kicking off the right way is critical to any great relationship, which goes double when bringing someone new into your private practice.

Here’s how to make the onboarding process as smooth and welcoming as possible:


Start by getting all the necessary paperwork out of the way. This includes tax forms, confidentiality agreements, and any other legal must-haves. Hand over your practice’s playbook—your policies and procedures manual—that covers everything from patient confidentiality to emergency protocols. Getting these documents squared away early sets clear expectations and keeps everyone on the legal up-and-up.

Training processes

Tailor the training to the role. Whether it’s a clinical or an administrative rule, ensure they know the ins and outs of their responsibilities. Dive into patient care protocols, software systems, and record-keeping for clinical roles or scheduling, billing, and patient communications for administrative ones. Mix it up with shadowing, hands-on practice, and some structured lessons. Introduce them to any practice management tools like Carepatron to ensure they’re comfortable with the tech from day one.

Ongoing coaching and mentoring

Don’t stop at training—ongoing coaching and mentoring are vital for continuous improvement. Pair newbies with seasoned pros who can provide guidance, answer questions, and help them navigate their new environment. Regular check-ins can help tackle issues early on and reinforce the training materials, ensuring a smooth transition and integration into the team.

Growing a private practice

How does Carepatron help employees with better practice management?

Hiring a new clinician is a great way to elevate the quality of your practice. However, we acknowledge that it can sometimes be challenging to show them the ropes of your business. This is especially true if you have a lot of procedures and processes in place, as this can be very overwhelming, with an abundance of information that the new staff member must remember. As a result, you may want to consider a practice management tool such as Carepatron.

Used by over 10,000+ healthcare professionals, Carepatron is one of the leading solutions for managing healthcare tasks, with the software working round the clock to simplify your workload and streamline your operations. You can keep all client documents and notes in one place, with HIPAA-compliant software ensuring that all data is safe and secure.

Additionally, you can process payments and invoices from an easy-to-use portal with a friendly user interface. No matter your technical capabilities and skill set, you can access everything without compromise or hours of training time.

Practice management tools like Carepatron can make your life ten times easier and help you train new employees in the nick of time with absolutely no hassle.

practice management

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