How to Hire the Right Team for Your Pediatric Practice: Insights and Practical Tips

Summary of presentation from Paulie Vanchiere with PMI for PMI's Certified Pediatric Office Executive (CPOE) program


Building a successful pediatric practice goes well beyond quality clinical care—it depends heavily on assembling the right team. Hiring the best fit for your practice requires intentional effort, compliance with legal requirements, and a well-orchestrated process that attracts, identifies, and retains staff who embody your organizational culture and patient-first philosophy. This article draws from proven strategies to help pediatric practice leaders make smart, cost-effective hiring decisions, while navigating the complexities of employment law and modern workforce expectations. We'll summarize key hiring principles and provide practical, actionable takeaways you can implement in your practice today.

A core principle shared by thriving pediatric practices is the consistent focus on team composition. Great outcomes stem from investing time and resources into hiring the right people, rather than simply filling vacancies as they arise. Practice leaders are encouraged to analyze staffing needs thoughtfully. Before drafting a job posting, review whether the vacancy can be addressed by redistributing tasks among existing staff or updating workflows. With labor costs accounting for a major part of practice expenses, every hiring decision should strike a balance between necessity and budget.

Staying competitive in the employment market is essential. Research local salary rates, advertised benefits, and work schedules offered by medical and non-medical employers alike. Ensuring your pay structure and benefits slightly outpace the competition can attract more experienced and motivated candidates. Don’t overlook non-financial factors such as flexible schedules or workplace culture; these often weigh as much as (or more than) salary in a candidate's decision to join your team.

The interview process itself is multi-staged and requires structure. Begin with a phone interview—this is especially critical in pediatric practices, as staff spend significant time communicating with patients and families by phone. Prepare questions in advance and evaluate candidates not only for credentials but also for their communication style and personality. Onsite interviews should familiarize candidates with the pace and culture of your practice, ideally during busy periods so they witness a realistic preview of their future work environment. Crucially, introduce the candidate to various team members and welcome honest feedback from both sides to ensure a cultural fit.

Hiring in healthcare comes with complex legal considerations. Always avoid interview questions related to race, religion, age, marital or family status, disabilities, or organizations that could reveal protected characteristics. Highlight job requirements and only discuss personal topics where absolutely necessary for legal compliance (such as “Are you authorized to work in the U.S.?”). Complete background checks and employment verification only at the appropriate stages, and keep all paperwork up-to-date and relevant.

Positive onboarding and integration to your practice cannot be overlooked. A new hire’s first days set the tone for their tenure. Have a well-designed onboarding plan—including introductions to a designated mentor or “buddy,” advance provision of necessary paperwork, and a clear outline of job expectations. Conduct periodic check-ins and reviews (30, 60, and 90 days recommended) and give constructive feedback constantly, not just at formal review milestones.

Remember that workplace reputation is built on every touch point during the hiring journey. Treat every candidate with respect—they may become ambassadors for your practice even if not hired. Solicit feedback about their interview experience to identify opportunities for improvement in your process.

In evaluating candidates, trust your instincts, but stay grounded in your original staffing objectives and job descriptions. Hiring for personality and cultural fit—paired with the ability to train for technical skills—has proven to be a wise long-term strategy for pediatric practices. The wrong cultural match is difficult to correct, whereas skill gaps are often manageable with training and mentorship.

Finally, maintain strict compliance by ensuring job descriptions are current and reflect actual day-to-day tasks. Regularly revisit and update your onboarding documents, review processes, and legal compliance with employment regulations relevant to your location and specialty.

By building intentionality into and focusing on both the practical and regulatory aspects of hiring, pediatric practices can assemble cohesive, resilient teams that drive outstanding patient care and sustainable practice growth. Below are five essential takeaways.

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### 5 Practical Takeaways for Pediatric Practice Hiring

1. **Assess Need Before Hiring:**  
   Instead of reflexively replacing departed staff, review workflows and job descriptions to determine if responsibilities can be reallocated. Consider opportunities for cost savings via role modifications or job sharing.

2. **Benchmark Compensation & Benefits:**  
   Research both healthcare and non-healthcare local employers to ensure your wages and benefits are competitive. A slightly higher starting salary can attract more qualified applicants and reduce turnover.

3. **Structure a Multi-Stage Interview Process:**  
   Prioritize phone interviews to assess communication skills, followed by in-person interviews that reveal both cultural fit and readiness for the practice’s work environment. Use scenario-based questions and the STAR (Situation, Task, Action, Result) method to probe deeper.

4. **Avoid Legally Prohibited Questions:**  
   Stay clear of inquiries related to protected personal information, such as age, race, religion, family status, disability, or national origin. Always tailor questions strictly to job requirements and responsibilities.

5. **Invest in Onboarding and Early Support:**  
   Plan the new hires’ onboarding for efficiency and warmth. Assign a mentor, ensure all paperwork is managed in advance, and set clear performance expectations. Perform regular feedback sessions and support integration into the practice culture from day one.

By following these guidelines, practice leaders can minimize hiring risks, avoid legal pitfalls, and build strong, patient-focused teams that make their practice a home for both families and staff members.