Does your practice feel a little chaotic sometimes? You’re not alone.

Each week in Calm the Chaos, I share actionable strategies, real‑world stories, and simple tech solutions to help you take control and create a better experience for your patients and team.

Today’s focus is the hidden costs of a weak 30‑day onboarding process and how to get it right.

STORY TIME:

When Onboarding Falls Short

BEFORE THE FIX

A specialty clinic hired a new medical assistant to streamline patient prep but skipped a structured onboarding plan. She never shadowed an experienced MA, protocols weren’t documented, and confusion over duties led to frustrated providers and longer patient waits. By day 30, morale dipped, productivity stalled, and the practice faced a costly setback.

THE SOLUTION

They implemented a five‑step 30‑day onboarding plan:

1. Shadowing Schedule: Week 1 observation alongside a seasoned MA; Week 2 supervised solo tasks.
2. Weekly 1:1 Check‑Ins: Defined goals and open feedback each Friday.
3. Skills Assessments: Mid‑month and end‑of‑month quizzes and live demos to confirm competence.
4. Documented SOPs: Written guides and visual aids for every core workflow.
5. Inspect What You Expect: Early performance monitored and corrected with quick feedback loops.

THE RESULTS

✓ The new MA reached full proficiency in patient prep tasks in three weeks instead of six.

✓ Patient prep errors dropped by 75 percent, smoothing clinic flow.

✓ Team satisfaction climbed as expectations became clear and support was ongoing.

✓ Early turnover risk vanished—this hire celebrated her 90‑day anniversary and remains a top performer.

ACTIONABLE TIPS FOR THE WEEK:

Five Steps to 30‑Day Onboarding Excellence

1️⃣ Map a Shadowing Schedule

• Week 1: Pair the new hire with an experienced team member for hands‑on observation
• Week 2: Introduce solo tasks under supervision

2️⃣ Hold Weekly 1:1 Check‑Ins

• Set clear weekly goals and review progress
• Address questions or concerns before they snowball

3️⃣ Use Skills Assessments

• At day 15 and day 30, run a brief skills quiz or live demo to confirm competence

4️⃣ Document Every SOP

• Provide written guides and visual aids for core workflows—chart prep, vitals, patient instructions

5️⃣ Inspect What You Expect

• Monitor early performance against standards
• Use quick feedback loops to correct habits before they form

TANIA'S TECH TIPS:

Tools to Streamline Onboarding

✓ Loom for recording task walkthroughs that new hires can replay as needed

✓ Google Workspace (Docs & Sheets) to host your onboarding checklists and SOP library

✓ Trello boards to track a new hire’s weekly goals and completed tasks

✓ RingCentral or similar direct messaging app to enable virtual check‑ins and real‑time support

💡 Pro Tip: Automate reminders in Trello so both new hires and mentors get notified about upcoming check‑ins and assessments.

WHAT I’M READING:

The First 90 Days by Michael Watkins

This book is the definitive guide to transitions and onboarding. Watkins shows how a structured first three months sets the stage for long‑term success.

“Your success in the next job depends more on how you transition into it than on skills you bring from the last one.”

Apply these principles to your practice and watch new team members flourish.

SMALL CHANGES, BIG RESULTS

Join today’s masterclass for a deeper dive into structuring and retaining superstars in your medical practice.

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