Recruiting physicians is unlike filling any other role. The demand is high, the supply is limited, and the stakes (quality patient care and organizational stability) are enormous. While administrators often want positions filled quickly, it’s critical to set realistic expectations for time-to-fill to avoid frustration, misaligned goals, and rushed hiring decisions.
Why Physician Recruitment Takes Longer
Physician hiring is naturally more complex and time-sensitive than many other positions. Several factors contribute to extended time-to-fill metrics:
- Shortage of qualified candidates – When recruiting specialty physicians there may be only a handful of viable prospects nationwide.
- Rigorous credentialing and privileging – Even after an offer is accepted, onboarding often takes 60–120 days in a "best-case" scenario.
- Relocation logistics – Many physicians need to move families, find housing, and obtain new state licenses.
- Contract negotiations – Compensation models, call schedules, and partnership terms add layers of complexity.
Setting the Right Expectations
The first step in managing time-to-fill is to ensure leadership and stakeholders understand what “normal” looks like. Industry averages vary by specialty:
- Primary care physicians: 90–120 days
- Specialists: 6–9 months
- Highly specialized roles: 12+ months
These are averages, not promises. Every search is unique based on geography, compensation, practice model, and competition.
Strategies to Shorten Time-to-Fill Without Compromising Quality
- Start early and forecast needs.
Workforce planning is key. Don’t wait until a physician gives notice, monitor retirement trends, patient volumes, and community growth to anticipate openings. - Align internal stakeholders.
Make sure decision-makers are unified on compensation, incentives, and must-have qualifications before going to market. Misalignment slows down the process more than candidate shortages do. - Use a multi-channel recruitment strategy.
Relying solely on job boards is not enough. Leverage direct outreach, professional associations, specialty conferences, and a physician-specific career website to widen the candidate pool. - Streamline interview and offer processes.
Physicians are busy and often entertaining multiple offers. Reducing delays between interviews and extending prompt, competitive offers prevents losing top candidates. - Be transparent with candidates.
Clearly communicate expectations about the role, compensation model, and timeline. Physicians appreciate honesty and that clarity helps avoid late-stage drop-offs.
Communicating Progress With Leadership
Recruitment teams should provide regular, data-driven updates rather than waiting until someone asks, “Why isn’t this role filled yet?” Useful metrics include:
- Candidate pipeline numbers (who’s in process and at what stage)
- Average specialty-specific time-to-fill data
- Recruitment activity reports (calls made, conferences attended, ads placed)
Sharing progress reinforces that physician recruitment is a structured process, not a guessing game.
The Bottom Line
Managing expectations for time-to-fill in physician recruitment is about education, transparency, and proactive planning. While the process can’t always be rushed, it can be optimized ensuring your organization attracts the right talent without sacrificing quality for speed.
