Physician Services SOP: Orientation

This guide details how to coordinate and facilitate a provider's orientation.

Coordinating Orientation

Physician Services is responsible for making the orientation schedule for the onboarding provider.

Hoag Specialty Clinic (HSC)

Orientation for HSC providers lasts for a half day, ideally on the provider's first day. During orientation, the following will occur: 

• A representative from the Hoag Benefits team will walk through available benefits plans. The Benefits representative typically calls into the orientation virtually.
• A representative from IT will help set up the provider's applications in-person.
• Physician Services will go over HR paperwork and policies in-person.
• Jim Boyle will give an introduction to Hoag Clinic in-person.

The steps for creating the orientation schedule are below:

1. Always start with Jim Boyle. Email his executive assistant, Stacie Domino, to get his availability.
2. Email the Benefits team ([e-mail]) to get their availability.
3. Get IT resource.
4. Once confirming the schedule, send invites from the Physician Services Scheduling calendar using the below naming conventions. Include the provider's CV in the calendar invite and book one of the conference rooms.
   • HSC Provider Orientation: Benefits & [Provider Name] ([e-mail])
   • HSC Provider Orientation: IT & [Provider Name] (#HMG IT)
   • HSC Provider Orientation: Physician Services & [Provider Name]
   • HSC Provider Orientation: Jim Boyle & [Provider Name]
5. Create the orientation schedule using the attached template HSC Orientation Schedule. Email the orientation schedule to the provider.
6. Prepare a Hoag tote bag for the provider. 

Hoag Medical Group (HMG)

Pending

Facilitating Orientation

Hoag Specialty Clinic (HSC)

Day Before Orientation

1. Prepare a Hoag tote bag for the provider. The tote bag contains a folder with the following documents:
   • • I-9 Form
     • Confidentiality Agreement
     • Benefits pamphlet
     • EDD Disability Insurance Provisions
     • California Paid Family Leave (CFRA)
     • Family Care & Medical Leave & Pregnancy Disability Leave
     • Family Care and Medical Leave
     • Pregnancy Disability Leave
     • Your Rights and Obligations as a Pregnant Employee
     • Workplace Discrimination & Harassment
     • Sexual Harassment
     • Rights of the Victims of Domestic Violence, Sexual Assault and Stalking
     • Time of Hire (Workers Compensation)
2. Charge a loaner laptop for the provider to use during the IT section of orientation.
3. Prepare a water bottle for the provider.
4. Prepare lab coats, the provider's badge, and a badge reel to give to the provider.

Day Of Orientation

I-9 Forms

• Have the provider fill out Section 1 on the paper form. Section 2 is the employer section.
• Collect I-9 documents and make a copy
• If the provider doesn't have all I-9 documents, Physician Services will reach out and coordinate the best time before the provider's 3rd day of employment to get the rest of the I-9 documents
• After orientation ends, complete Section 2 of the paper form

Acknowledgments

• Have the provider sign the Confidentiality form (located in Orientation folder) and collect the signed document

Reimbursements

• Will send an Excel spreadsheet to submit receipts/expenses
• Allowance will be listed in PAF
• Pro-rated if come in half-year

Paid Time Away Policy (PTAP)

• There is no formal request form to use paid time away. If a provider wants to take time off, they can email their MPDs or their operational leader. Typically requests are made around 90 days in advance
• No predetermined limit for time off, but physicians typically take 3-4 weeks off

IT Checklist

IT will ensure access to the below. If everything is not finished by the end of the IT portion, send an email to the IT resources so they can set up a time to finish with the provider.

• AD Account set-up (username + password)
• Verify network access, Epic access, Email and Teams access
• Set up OKTA, explain to the provider what it is used for and what can be accessed from there (Hoag Learning, Work Emails, Epic, etc.)
• Ensure access/mapping to their individual U drive (repository folder)
• Download Outlook App
• Download Teams App
• BYOD Request/Tiger Text

Hoag Medical Group (HMG)

Pending

CODING TEAM:

- Reach out to Jennifer Clayton to do the first training and then Jennifer will access if they need additional training.