A Guide to Onboarding Clinical Providers to a Telehealth Company

A Guide to Onboarding Clinical Providers to a Telehealth Company

by Trucare Billing

The emergence of telehealth has transformed the healthcare industry, offering convenient and accessible medical care to patients who may not be able receive care otherwise. As the demand for telehealth services continues to grow, telehealth companies are onboarding more physicians to meet the increasing demand for their services. However, the onboarding process for physicians can be complex, involving several critical steps, including background checks and credentialing. Let’s explore in detail the process of onboarding physicians for a job in a telehealth company, highlighting the nuances and information that are crucial for a successful onboarding experience while maintaining a high level of compliance for your telehealth company.

Step 1: Recruitment and Application

The recruitment process typically involves advertising the position on various platforms, such as job boards or social media, and receiving applications from interested candidates. The company may also actively recruit candidates through referrals or recruitment agencies. The application process may include submitting a resume and cover letter, filling out an online application, and completing a pre-screening questionnaire. The company will then review the applications to identify candidates who meet the qualifications for the position which triggers the onboarding and training process. The most important of this process is Step 2 which will probably expose you the most to compliance issues, if not done correctly and thoroughly.

Step 2: Background Check and Credentialing

Once a candidate is selected for the position, the telehealth company will conduct a background check to ensure the candidate has a clean criminal record and no history of disciplinary action against their medical license. Additionally, the company will verify the candidate's medical license and credentials to ensure that they are valid and in good standing. This process is important for ensuring that the physician is qualified to provide telehealth services and that they meet all necessary regulatory requirements. Conducting background checks and credentialing is a critical step in the process of onboarding physicians to a telehealth company. Here are some additional details on what this step entails:

Medical license verification:

Telehealth companies must verify that the physician has a valid and current medical license in the state where they will be providing services. The company may use various tools and databases to verify the physician's license, such as the Federation of State Medical Boards (FSMB) or the National Provider Identifier (NPI) registry.

Credential verification:

Telehealth companies may also verify the physician's credentials, such as their board certification, education, and training. This may involve contacting the relevant accrediting bodies, such as the American Board of Medical Specialties (ABMS), to confirm the physician's qualifications.

Sanctions and disciplinary actions:

Telehealth companies may also check to see if the physician has been subject to any disciplinary actions, such as license suspensions or revocations, by checking with the state medical board or other regulatory bodies. They may also check for any history of malpractice claims or settlements.

Compliance with federal and state regulations:

Telehealth companies must ensure that the physician is compliant with all federal and state regulations related to telehealth. This includes complying with HIPAA regulations for patient privacy and confidentiality, as well as any state-specific regulations related to telehealth services.

Criminal and employment background check:

Telehealth companies may conduct a criminal background check to ensure that the physician has not been convicted of any crimes that would disqualify them from working in a healthcare setting. This check typically involves a search of state and federal criminal records, as well as national sex offender registries

To accomplish these tasks, telehealth companies may use various tools and resources, such as:

1. Background check services: Companies may use third-party services, such as Accurate Background or HireRight, Checkr to conduct criminal background checks and verify employment and education history.
2. Credentialing services: Companies may use credentialing services, such as Trucare, to verify the physician's credentials and qualifications.
3. Online databases and registries: Companies may use online databases and registries, such as the FSMB or NPI registry, to verify medical licenses and other relevant information, or utilize services like Trucare, to accomplish this.
4. Compliance software: Once all that is achieved, how do you ensure ongoing monitoring for all of these functions? Here at Trucare, we have streamlined the process of compliance around monitoring credentialing on a regular basis with the help of technology to ensure that physicians are compliant with federal and state regulations related to telehealth.

Step 3: Technology Training

Once step 2 is cleared, employment agreements are signed then the physician can proceed to the training part of the onboarding. Telehealth companies typically use their own proprietary platform for delivering telehealth services. Therefore, it is important that physicians receive training on how to use the platform effectively. The training may involve learning how to access patient records, schedule appointments, conduct virtual visits, and document medical information. The training may be provided online, through videos or webinars, or in person.

Step 4: Compliance Training

Compliance training is essential to ensure that physicians understand their obligations under HIPAA and other relevant regulations. The training may cover topics such as data security, patient privacy, informed consent, and reporting requirements. The telehealth company may also provide training on its own policies and procedures for handling patient information, such as its policies for data storage and retention.

Step 5: Clinical Onboarding

Clinical onboarding is a critical step in ensuring that physicians are prepared to provide high-quality telehealth services to patients. The onboarding process may involve reviewing the company's clinical protocols, becoming familiar with the types of patients they will be treating, and learning how to use any specialized medical equipment or software that may be required. The telehealth company may also provide ongoing clinical support, such as access to clinical supervisors or continuing education opportunities.

Step 6: Ongoing Support

Once the physician is onboarded, the telehealth company will provide ongoing support to ensure that they are able to deliver high-quality care to patients. This may include access to technical support to troubleshoot any issues with the telehealth platform or other technology, ongoing training and education to keep up with best practices and changes in regulations, and clinical supervision to help with challenging cases. The telehealth company may also provide support for administrative tasks, such as billing and insurance claims, to help streamline the physician's workflow and ensure timely reimbursement.

Conclusion:

In conclusion, onboarding physicians for a job in a telehealth company is a multi-step process that involves a range of critical tasks, including background checks, credentialing, and compliance with federal and state regulations. This process requires the use of various tools and resources, such as background check services, credentialing services, and compliance software, to ensure that physicians are qualified, licensed, and compliant with all relevant regulations. A thorough onboarding process is essential for the success of a telehealth company, as it helps to ensure that patients receive high-quality care from qualified and competent physicians. By understanding the nuances and information involved in the onboarding process, telehealth companies can effectively onboard physicians and meet the growing demand for telehealth services.