From hiring headaches to healthy teams in healthcare

Why recruitment feels like a losing game

For most healthcare owners, recruitment sits on a long list of jobs that need to be done. Between treating patients, managing rosters and meeting compliance, hiring often becomes reactive: fill the gap quickly and move on.

It’s no surprise that so many clinics find themselves back in the same position months later.

Brian Lawler, founder of Black Sparrow, says this happens because most healthcare businesses are operating without a structure.

“Most small to medium-sized businesses, when it comes to recruitment, tend to wing it. They don’t have a process that shows them how to go from A to B.”

Without a defined system, recruitment becomes a guessing game. The owner posts a quick ad, screens a few applicants and hopes for the best. But when hiring feels like a gamble, the results are rarely right.

Hiring also affects far more than a clinic’s bottom line. Every failed hire impacts patient care. It disrupts service delivery, increases workloads and lowers morale. The ripple effect is real: when staff are disengaged, patients notice.

“Most practice owners are clinicians first and employers second,” Lawler adds. “They didn’t get into healthcare to become HR managers, but that’s what the role demands.”

Turning recruitment from reaction to rhythm

Recruitment does not need to be chaotic. The solution, Lawler says, is a repeatable process that brings structure and consistency to hiring.

“Recruitment doesn’t have to be guesswork. There’s a three-step process that works for every clinic: attract, hire and retain.”

This simple framework can save a clinic hundreds of hours each year while improving both performance and culture.

Step one: Attract the right people

Before writing a job ad, take a step back. Define who you need and what success looks like in that role. Consider what kind of person will thrive in your environment.

Then focus on your Employer Value Proposition (EVP). This is the reason someone would choose your clinic over another. This should include:

• The purpose or mission that drives your work
• Learning and professional development opportunities
• Team culture and leadership style
• Flexibility and autonomy

A strong EVP is not a list of perks. It is the story of your clinic’s “why”. When communicated clearly, it helps the right people connect with your purpose.

Quick tip: Write your job ads as though you are talking to a person, not a system. Use “you” and “we” to create a sense of connection. Show how the role contributes to patient care or community wellbeing. 

Helpful article: Read how to write job ads that attract purpose-driven healthcare workers, not just job seekers.

Step two: Hire with structure

The biggest hiring mistakes happen during interviews. Without structure, bias creeps in or decisions are made on instinct rather than insight.

A consistent approach makes hiring more reliable and fair. Try these ideas:

1. Behavioural questions: Ask about real experiences. “Tell me about a time you supported a team under pressure” reveals more than “Are you a team player?”.
2. Scorecards: Rate every candidate against the same criteria such as skills, values and cultural fit.
3. Peer input: Invite a trusted team member to join interviews for an additional perspective.

This approach turns interviews into a genuine discovery process. It helps you understand how a candidate thinks, not just what they say.

“You need to have a process that goes below the surface,” Lawler says. “Ask questions that uncover how someone thinks, what motivates them and how they’ll fit with your values.”

Step three: Retain and build confidence

Hiring does not end with a signed contract. The first 90 days can determine whether a new employee stays or leaves.

A structured onboarding program helps people feel welcome and confident. Include:

• Clear expectations for their role and performance goals
• Introductions to key team members and systems
• Regular check-ins at 30 and 90 days

When employees understand what success looks like, they settle faster and perform better. It also builds trust between staff and leadership.

“A solid onboarding process gives new hires clarity from day one,” Lawler says. “They know what’s expected, how they’ll be supported and how they can succeed.”

The ripple effect of getting it right

When clinics start hiring with purpose and process, the change is immediate.

Teams become more engaged. Communication improves. Owners can finally step back and focus on strategy instead of survival.

Lawler calls this the “ripple effect” of recruitment done right.

“You’ve got a team that’s engaged, that works together, that lifts the business forward. You can trust them to do the right thing without you being there driving it every minute.”

Patients notice too. A stable, confident team creates a calm and consistent experience, which builds long-term trust and loyalty.

Five quick wins for small clinics

If you do not have HR support, start simple. Small changes can make a big difference.

1. Create a job ad template that clearly reflects your clinic’s EVP.
2. Use three core interview questions that test cultural alignment and values.
3. Develop a 90-day onboarding checklist and apply it to every new hire.
4. Track each recruitment stage in a shared spreadsheet or digital tool.
5. Review every hire after six months to identify lessons for next time.

The takeaway

Recruitment is not about luck. It is about leadership and process.

“If you can put a system around recruitment, you’ll stop hiring out of panic and start hiring with purpose,” Lawler says. “That’s when your business and your people start to thrive.”

Healthy teams do not happen by accident. They are built by design.

Part of The People Practice Series

Presented by Black Sparrow

This article is part of The People Practice Series, a three-part editorial collection presented by Black Sparrow and published by Veri Health. The series explores how healthcare leaders can attract, engage and retain purpose-driven talent across every stage of the employee journey.

Read next:

1. Understanding your Employer Value Proposition (EVP) — how to define and communicate what truly sets your clinic apart.
2. Stop writing job ads like compliance forms and start attracting purpose-driven healthcare talent