How to Track Physician Need Before You Recruit

For years, the directive to “go get a surgeon—we need one!” was common. But today, that’s not enough. Healthcare leaders must provide objective evidence before launching a physician search. Without clear documentation of need, organizations risk noncompliance, wasted resources, and regulatory scrutiny. The solution? A systematic, checklist-based approach that ensures physician recruitment starts with verified community need.

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What is a Physician Recruitment Documentation Checklist?

It’s a structured tool hospitals can use to record and validate the need for a new physician before initiating recruitment. It combines both quantitative data (e.g., physician-to-population ratios) and qualitative factors (e.g., access barriers, succession planning) to aid in comprehensive documentation.

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Why Does This Matter?

Regulators, including the IRS and OIG, expect hospitals to demonstrate physician need before recruitment. A dated, signed checklist helps prove the hospital isn’t offering incentives arbitrarily and is acting in the best interest of the community. This is especially critical when arrangements involve financial incentives or recruitment packages.

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How Do You Use It?

Before opening a physician search, you go through the checklist, completing each of the following components:

• Document shortages by specialty using market ratios or benchmark data.
• Include forecasted needs based on service area population trends.
• Track barriers to access for new patients or underserved groups.
• Note potential retirements or physician exits.
• Check for designations such as HPSA, MUA, MUP, or FQHC.
• Sign and date the form for leadership accountability.

This process ensures recruitment is grounded in verified community need, not assumptions.

Let’s say your hospital is considering recruiting a general surgeon. Before posting the job, you complete the checklist and find that:

• Your county’s physician-to-population ratio is well below national benchmarks.
• Your access data shows long wait times for new Medicare patients.
• Two of your three general surgeons are planning to retire in the next 36 months.

With this data in hand, leadership can confidently proceed with recruitment, knowing efforts are justified and the need is well documented. If audited, your checklist will become your proof of compliance.

‍Need a refresher on why this step is so important?

See why Physician Needs Assessments protect your recruitment strategy.

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Let’s talk about how we can support your strategy.

• Download our Physician Needs Documentation Checklist
• Or contact us to discuss a custom assessment for your organization.