Physician recruiting: a practical hub for faster connects, cleaner data, and faster fills

Ben Argeband, Founder & CEO of Heartbeat.ai — Empathetic, simple, action-oriented. Templates + next steps reduce stress.

Most teams do not lose physician recruiting searches because they lack candidates. They lose because they cannot reliably reach the right clinicians, at the right time, with a message that earns a response. This hub is a recruiting playbook you can run under pressure: list building, multi-channel outreach, specialty friction fixes, and ops/ATS measurement.

Need contact coverage first? Start with the Provider Contact Data Hub, then come back here to run the workflow.

Choose your path (hub lookup)

• I need a list: go to Pathway 1 (access + refresh + verification + suppression).
• I need a sequence: go to Pathway 2 (email + call + SMS where permitted).
• I need specialty tips: go to Pathway 3 (timing + gatekeepers + decision-makers).
• I need ops/ATS: go to Pathway 4 (fields, dispositions, scorecard).

TL;DR lookup table (what to do next)

Who this is for

This hub is for healthcare recruiters and locum staffing teams under pressure to fill physician roles quickly who need better connectability, deliverability, and a workflow that protects gross margin.

• You have open reqs and a client who wants updates daily.
• You are dialing and emailing, but conversations are not happening.
• You need a repeatable process your team can run without guesswork.

Quick Answer

Core Answer

Physician recruiting fills faster when you run a measured loop: build a reachable list, contact respectfully across channels, follow up tightly, refresh data, and close fast.

Key Insight

Time-to-fill is mostly a reach problem; faster connects beat bigger pipelines when your data is accurate and your timing is respectful.

Best For

Healthcare recruiters and locum staffing teams under pressure to fill physician roles quickly.

Compliance & Safety

This method is for legitimate recruiting outreach only. Always respect candidate privacy, opt-out requests, and local data laws. Heartbeat does not provide medical advice or legal counsel.

Framework: The “Fill Faster” Loop: List → First Contact → Follow-up → Refresh → Close

This loop is built for real physician behavior: clinic hours, procedures, call schedules, and inbox overload. The goal is not more activity. The goal is more verified reach per hour, then using what you learn to tighten the next cycle.

• List: build a role-specific universe, then verify contactability and suppress opt-outs.
• First Contact: one clear ask, one clear next step, and a channel mix that matches how physicians respond.
• Follow-up: a short sequence that earns a response without spamming.
• Refresh: update contacts and suppress bad records so your metrics do not lie.
• Close: reduce friction: scheduling, credentialing handoffs, and fast client feedback.

Human element (BURNOUT_CHECK): If your outreach adds stress, it will underperform. Your standard should be: short, specific, easy to accept or decline, and easy to opt out.

Step-by-step method

If you want speed-to-submittal, treat your week like a funnel you can forecast. You do not need new numbers to start; you need consistent denominators and a constraint to fix.

• Expected conversations = (Total dials) × (Connect Rate) × (Answer Rate)
• Expected email replies = (Delivered emails) × (Reply Rate)
• Expected screens = (Conversations + Replies) × (Your observed screen conversion rate)

Use cases (how teams actually run this)

• Permanent search: prioritize role clarity and client feedback speed first, then run a measured sequence. Start at Pathway 1 and Pathway 2.
• Locum tenens coverage: prioritize reach and fast scheduling. Use the locum tenens sourcing playbook and the sequence guide.
• Candidate reactivation: segment as reactivation, lead with a low-friction question, and stop quickly on “no”. Start at Pathway 2 and track Reply Rate.

Pathway 1: I need a list (access + refresh beats static)

Buying static lists is risky because of decay. The modern standard is Access + Refresh + Verification + Suppression. The trade-off is… you spend less time collecting names and more time running a workflow that stays accurate week after week.

1. Define the role in recruiter terms: specialty, setting, schedule/call, start date, and deal-breakers.
2. Build a target universe: broad enough to avoid missing viable candidates, then narrow with filters that matter (location radius, subspecialty, practice type).
3. Verify reachability before sequencing: confirm email deliverability signals and phone reachability; suppress known opt-outs and bad records.
4. Segment into three tiers: best fit, possible fit, reactivation. Each tier gets a different first message and follow-up intensity.
5. Operationalize suppression: one shared suppression list across the team (email + phone) so you do not re-contact after an opt-out.

If you want to validate reach before you scale, you can start free search & preview data and confirm your target universe is contactable.

Suppression SOP (keep it simple)

• Where it lives: one shared list owned by recruiting ops (not individual recruiter notes).
• What it includes: email, phone, channel, suppression reason, date, and who recorded it.
• When it updates: daily (minimum) and before any new outreach batch.
• Stop rules: opt-out means stop across channels; wrong person means suppress that record and fix the source.

Pathway 2: I need a sequence (email + call + SMS where permitted)

Multi-channel works when data is accurate and timing is respectful. Physicians often respond asynchronously, so your sequence should assume short call windows and quick replies.

1. Write one positioning line: role + location + schedule headline + why it is worth 10 minutes.
2. Pick a 7–10 day sequence: 5–8 touches across email, call, and (where permitted) SMS.
3. Use a single CTA: “Reply with a good time” or “Yes/No” to a specific question.
4. Log outcomes, not vibes: delivered, bounced, connected, answered, replied, interested, not interested, wrong person.

For a ready-to-run cadence, use physician recruiting sequence (email + SMS + call).

Pathway 3: I need specialty tips (reduce friction, do not add it)

Specialty friction is usually predictable: gatekeepers, clinic hours, private practice ownership, and call schedules. Align your outreach to how that specialty actually works.

Mini-scenario A: Gatekeeper routing blocks calls

• What happens: you call the main line, get routed, and never reach the physician.
• Operational adjustment: email-first with a specific ask, then call only in narrow time blocks you can repeat weekly.
• What to log: whether the number is direct vs routed, and which time blocks produce human answers.

Mini-scenario B: Procedure days make daytime calls dead

• What happens: you call during procedures and get voicemail all day.
• Operational adjustment: shift calls to early or late windows, and use a short email that offers two scheduling options.
• What to log: Answer Rate by time block so you stop guessing.

If you are seeing consistent non-response, fix the bottleneck before adding volume: why physicians do not reply (and what to do about it).

Pathway 4: I need ops/ATS (make the workflow measurable)

Your ATS/CRM should answer: “Where is reach failing, and what do we change this week?” If it cannot, you will default to activity metrics that do not correlate with fills.

Minimum ATS field map (copy/paste)

• Channel: email, call, SMS (where permitted).
• Email status: sent, delivered, bounced.
• Call status: dialed, connected, answered (human), voicemail.
• Line type: direct line, routed line, gatekeeper, unknown.
• Response status: replied (yes/no/question), no reply.
• Interest disposition: interested, not interested, wrong person, refer-out.
• Consent/opt-out flags: opt-out requested (yes/no), opt-out channel, opt-out date.
• Suppression reason: opt-out, bad number, bounce, wrong person, do-not-contact request.
• Timestamps: first touch date/time, last touch date/time, first reply date/time.

Disposition taxonomy (so list hygiene improves over time)

• Phone: connected, answered (human), voicemail, gatekeeper, routed, wrong number, do-not-contact request.
• Email: delivered, bounced, replied, opt-out.
• Outcome: interested, not interested, refer-out, wrong person.

Weekly review ritual (30 minutes)

1. Review reach metrics by role type and segment (best fit vs possible vs reactivation).
2. Pick one constraint to fix (data, timing, message, or follow-up speed).
3. Update suppression list and refresh contacts before the next outreach batch.

Diagnostic Table:

Use this to diagnose where your physician recruiting workflow is breaking. Fill it from your ATS/CRM plus your dialer and email tool.

Metric definitions (use these consistently):

• Connect Rate = connected calls / total dials (per 100 dials).
• Answer Rate = human answers / connected calls (per 100 connected calls).
• Deliverability Rate = delivered emails / sent emails (per 100 sent emails).
• Bounce Rate = bounced emails / sent emails (per 100 sent emails).
• Reply Rate = replies / delivered emails (per 100 delivered emails).
• Time-to-fill proxy = median days from first outreach touch to accepted submittal (tracked per role type).

Weighted Checklist:

Score each open role before you scale outreach. This prevents wasted effort and protects gross margin by focusing time where it converts.

How to use: If the weighted score is low, fix role inputs (clarity, offer, client SLA) before you add volume. If reachability is low, route back to Pathway 1 and refresh/verify first.

Outreach Templates:

These templates are built for physician attention spans and clinic reality. Keep them short, specific, and easy to decline.

Email 1 (initial)

Subject: Quick question — [Specialty] coverage in [City]

Hi Dr. [Last Name] — I am recruiting for a [Specialty] role in [City]. Schedule is [X], call is [Y].

Are you open to a 10-minute call this week to see if it is worth exploring?

— [Your Name], [Team]

Reply “no” and I will close the loop.

SMS (only where permitted; include opt-out)

Hi Dr. [Last Name] — [Your Name] recruiting for a [Specialty] role in [City]. Open to a quick 10-min call? Reply YES/NO. Reply STOP to opt-out.

Call opener (10 seconds)

“Dr. [Last Name], this is [Name]. I will be brief. I am calling about a [Specialty] opportunity in [City] with [schedule/call]. Is now a bad time for 30 seconds?”

Voicemail

“Dr. [Last Name], [Name] recruiting for a [Specialty] role in [City]. If you are open to a quick overview, call or text me at [number]. If not, tell me ‘no’ and I will stop.”

If you are struggling to reach physicians who are not active on professional networks, use how to find physicians not on LinkedIn to expand reach without guessing.

Common pitfalls

• Confusing activity with reach: high dials to bad numbers is not progress. Fix data and timing first.
• One-channel dependence: email-only or call-only breaks when deliverability or timing shifts.
• No suppression discipline: ignoring opt-out requests or re-contacting wrong-person records burns reputation and creates compliance risk.
• Slow follow-up: if a physician replies and you respond tomorrow, you donate the placement to someone faster.
• Burnout-blind messaging: long paragraphs, vague asks, and “just checking in” follow-ups get deleted.

How to improve results

You do not need a new tool first. You need a baseline and a loop that tells you what to fix next.

Two-week baseline tracking (scorecard)

Run the same sequence for two weeks on one role type (for example, locum tenens coverage vs permanent clinic role). Track by recruiter and by segment (best fit vs possible vs reactivation). Measure this by… using consistent denominators (per 100 dials, per 100 delivered emails) so week-to-week comparisons are real.

Uniqueness hook: MEASUREMENT_FORMULA worksheet (decide what to fix first)

Use this worksheet to turn your week into a forecast and identify the constraint that is actually slowing fills.

• Expected conversations = (Total dials) × (Connect Rate) × (Answer Rate)
• Expected email replies = (Delivered emails) × (Reply Rate)
• Expected screens = (Conversations + Replies) × (Your observed screen conversion rate)

Then pick one constraint for the next week:

• If Connect Rate is low: refresh phone data, adjust time blocks, and prioritize the most reachable records.
• If Deliverability Rate is low or Bounce Rate is high: refresh emails and suppress bounces before sending more.
• If Reply Rate is low: tighten the first line, make the ask binary, and segment by fit tier.
• If the time-to-fill proxy is slow despite replies: shorten internal handoffs and enforce client feedback SLAs.

Legal and ethical use

Physician recruiting outreach has to be compliant and respectful. Build your process so the right thing is the easy thing.

• Consent and opt-out: honor opt-out requests immediately across all channels (email, SMS, phone). Keep a shared suppression list.
• Documenting opt-out evidence: store the opt-out channel, date/time, and the message or call note that triggered it in your ATS, and audit suppression weekly.
• SMS and phone rules: follow applicable calling and texting rules and document your process. Baseline reference: TCPA guidance (FCC).
• Email rules: include required identification and opt-out mechanisms. Baseline reference: CAN-SPAM compliance guide (FTC).
• Data minimization: store only what you need to recruit; restrict access; log exports.

Reminder: Heartbeat.ai does not provide legal counsel. If you operate across multiple states or countries, get a compliance review and bake it into your tooling.

Evidence and trust notes

• How we think about trust: Heartbeat trust methodology.
• Compliance baselines: TCPA (FCC) and CAN-SPAM (FTC).
• Data integrity note: If you track reach metrics weekly and keep suppression tight, you will see quickly whether your constraint is data, timing, or message.

FAQs

What should I measure first in physician recruiting?

Start with reach metrics that explain why you are not getting conversations: Connect Rate (connected calls / total dials per 100 dials), Deliverability Rate (delivered / sent per 100 sent emails), and Reply Rate (replies / delivered per 100 delivered emails).

Should I call or email physicians first?

Neither wins universally. If your phone reach is strong, calling can create fast screens. If deliverability is strong, email can scale. Most teams do best with a coordinated mix and a clear CTA.

How do I keep follow-ups respectful?

Keep touches short, specific, and easy to decline. Stop on opt-out. Avoid guilt language and avoid “just checking in” messages that add noise without value.

How do I improve speed-to-submittal without adding more volume?

Fix the biggest constraint in your loop: reachability (bad numbers or bounces), timing (clinic windows), message clarity (unclear ask), or follow-up speed (slow response to replies). Then tighten client feedback SLAs so interest does not stall.

Where do I go next if I need a complete cadence?

Use the dedicated guide: physician recruiting sequence (email + SMS + call). If you are filling locum tenens coverage, use locum tenens sourcing playbook.

Next steps

• Today: build your target universe and set up suppression. If you need coverage, use the Provider Contact Data Hub.
• This week: run the sequence and log outcomes consistently. Use the sequence guide.
• Next week: fix one constraint (data, timing, message, or follow-up speed) and refresh before scaling.
• Want to validate reach before scaling: get my data access and start free search & preview data.

About the Author

Ben Argeband is the Founder and CEO of Swordfish.ai and Heartbeat.ai. With deep expertise in data and SaaS, he has built two successful platforms trusted by over 50,000 sales and recruitment professionals. Ben’s mission is to help teams find direct contact information for hard-to-reach professionals and decision-makers, providing the shortest route to their next win. Connect with Ben on LinkedIn.