Systems that Stick: 5 Steps to Onboard, Train, and Grow a Thriving Clinic Team
Running a clinic takes more than good instincts. It takes strategy.
Even with a great team and a full calendar, when you don’t have a solid foundation of systems, things can still feel messy behind the scenes.
That’s exactly why Dr. Manju Asdhir created this playbook.
As a clinic owner and business coach with Clinic Accelerator, Manju has seen firsthand how thoughtful systems can make or break a team. In the guide below, she shares five that have made a real difference in her clinic, from how she hires to how she builds trust, clarity, and leadership over time.
No jargon. No fluff. Just real steps you can take today.
Let’s get into it.
Dr. Manju Asdhir’s Playbook for Building a Strong Clinic Team
Step #1: Hire for Culture first and Experience second
- Action: Look for natural charisma, values, and mannerisms — the stuff you can’t teach. Past experience can be helpful, but it’s often overrated.
- Why it helps: Your job is to get a real, unguarded sense of who they are, not just what’s on their résumé. So, treat the interview like a first date. Ask open-ended questions and let them do most of the talking.
- Pro tip: End your interview with the question “If you were a Disney character, who would you be?” This gives a glimpse into personality, values, and self-awareness in a way that’s disarming and memorable.
Step #2: Create Clear Roles, Responsibilities & Metrics
- Action: Clearly lay out the roles. Within the first 30 days, focus on the top 3-5 daily responsibilities of the job. After that, you can start introducing role-specific metrics. Not everything needs to be learned all at once.
- Why it helps: There shouldn’t be ambiguity in the role — everything should be clearly laid out. People thrive when they know what’s expected of them and the targets they need to achieve.
- Pro tip: Schedule weekly coffee check-ins to keep building rapport with your newest teammate.
Step #3: Develop an Exciting Onboarding and Training Process
- Action: Create a step-by-step protocol — from the first onboarding email to the first day at the clinic, all the way to their work anniversaries. A thoughtful system leads to faster ramp-up, fewer headaches, and way less decision fatigue.
- Why it helps: A documented onboarding SOP makes it easier to repeat (or delegate) the process. It also ensures the experience feels intentional and exciting for the new hire, not just a checklist.
- Pro tip: Welcome your new hire with balloons, coffee, and donuts on their first day. This is a way for patients and staff to offer support and create a winning culture.
Step #4: Build a Leadership Development Pipeline
- Action: Showcase your organizational structure and display career growth opportunities.
- Why it helps: When team members can see a clear leadership path, it builds loyalty and long-term engagement.
- Pro tip: Don’t let growth plans become an elephant in the room. Make it known that you want to foster a growth mindset, and aim to offer professional development opportunities at least once a quarter.
Step #5: Celebrate Wins and Have a Pulse
- Action: Show appreciation regularly, and create systems that make space for honest feedback. Consider creating a “High 5” channel on Slack, WhatsApp, or even a whiteboard in your staff room where weekly wins are shared. Encourage the front desk to call out team highlights, too.
- Why it helps: When you acknowledge wins, both big and small, it keeps recognition flowing across all roles.
- Pro tip: Run anonymous pulse surveys to check in on team morale and surface blind spots. Focus on common themes, and take action when you can. Your staff will really appreciate this.
Want to hear the story behind the systems? 👀
In her episode of Radio Front Desk, Dr. Manju Asdhir gets into the behind-the-scenes of building a strong team — from systems and structure to leadership, culture, and knowing when to let go.
It’s full of real talk, practical takeaways, and the kind of advice you’ll want to replay.
