Who to Hire First and Why It Matters

Practice Maven
Aug 4
2 min read

Starting your own practice is a huge milestone—but it also means you’re no longer just a provider. You’re now a business owner, and one of the most important early decisions you’ll make is how to staff your clinic. The right team can streamline your operations, improve patient care, and reduce your own workload. But how do you decide who to hire first?

Let’s break it down.

1. Start With What You Can’t Do Alone

While you may be capable of juggling multiple hats at the start, your time and clinical focus should stay with your patients. Start by identifying the roles that will free you up most effectively.

📌 Core Roles to Consider First:

1. Front Desk Coordinator / Medical Receptionist

First point of contact for patients.
Handles scheduling, insurance verification, answering calls, and intake paperwork.
Essential for building a polished, efficient patient experience.

2. Medical Assistant (MA)

Prepares patients for visits, takes vitals, manages exam room flow.
May also assist with phone calls, prior authorizations, or documentation.
Crucial if you want to maximize your patient throughput without burning out.

3. Billing & Revenue Cycle Specialist (in-house or outsourced)

Ensures clean claims, prompt payments, and minimal denials.
Consider outsourcing this role early on unless you’re experienced in revenue cycle management.

2. Decide: In-House vs. Outsourced

Not all roles need to be hired full-time from day one. Depending on your budget and volume, some functions are better handled by external vendors:

Role	Good to Outsource?
Billing & Coding	✅ Yes — Often cheaper and more experienced
IT Support	✅ Yes — Pay-as-needed model works well
HR / Payroll	❓ Maybe — Services range if you want to stay small or scale
Marketing / SEO	✅ Yes — Contract or agency-based

This lets you scale responsibly without overcommitting to full-time salaries before your patient volume justifies it.

3. Hire for Values and Versatility

In a small practice, everyone wears multiple hats. Look for people who are:

Comfortable with change
Patient-centered
Resourceful and tech-savvy
Able to communicate clearly and kindly

Culture fit matters—especially when you’re building from the ground up.

4. What About a Practice Manager?

If you have the budget and plan to scale quickly, a Practice Manager can be a game-changing hire. They oversee daily operations, staff management, compliance, vendor relationships, and reporting—allowing you to focus on patients and growth.

5. Create Clear Job Descriptions and SOPs

Even in a tiny team, clarity prevents burnout and confusion. Define each person’s role, responsibilities, and expectations from day one. It’ll make onboarding smoother and set the tone for a professional, accountable workplace.

Final Thoughts

You don’t need to hire a large team to open your doors, but you do need the right team. Start lean, stay smart, and invest in people who support your mission and elevate the patient experience. And remember: staffing is not just about filling roles—it’s about building the culture and systems that will carry your practice forward.