How Healthcare Professionals Thrive in Federal Facilities Despite Challenges
Every workplace has its unique challenges. For federal facilities, one of those challenges is the multistep Military Treatment Facility onboarding process that follows job placement.
Many candidates find this process discouraging because of its complexity and length.
But despite its rigor, following through on the onboarding process is well worth it, thanks to the stability and benefits of federal employment. The good news is that the right approach can make navigating the process smoother.
What is a Military Treatment Facility Onboarding Process Like?
The MTF staff onboarding is the military’s way of preparing new healthcare workers to serve in a mission-focused environment. During this process, new hires complete several steps before they begin work. They verify that they have the required qualifications and learn how the facility operates.
The process is known for being thorough and can vary in length depending on several factors—such as the branch of military service, the specific facility, the role, and how quickly a candidate can provide required documentation or complete clearances. While some employees complete onboarding within a few weeks, others—especially those requiring higher-level security clearances or extensive credentialing—may take several months. Each situation is different, but with proactive preparation and support, the process can move along much more smoothly.
The Key Steps Involved
Regardless of the branch of military, whether it’s the Army, Navy, or Air Force, here’s a general breakdown of the stages you’ll most likely pass through during your onboarding in a healthcare facility:
1. Pre-Employment Screening and Application
Before joining a military treatment facility, every candidate undergoes a thorough review process to confirm that they meet both military and civilian standards. This stage carefully verifies the candidate’s education, work history, and required licenses or certifications.
Candidates are sometimes also asked to provide personal health information. All the necessary documents must be submitted well in advance of the start date. In addition, candidates may receive pre-arrival briefings or webinars that explain the facility’s expectations and culture. This preparation sets the stage for a smooth transition into the organization.
2. Credentialing and Licensing
Once the initial screening is complete, the candidate’s professional credentials must be verified. Healthcare workers such as doctors, nurses, and allied professionals must prove that all their licenses and certifications are current and valid.
Many facilities use a centralized credentialing process where dedicated offices verify these credentials and set up periodic revalidation checks. This rigorous review helps maintain the high standards expected for quality patient care. It also reinforces the facility’s commitment to safety and excellence by ensuring that every new hire is properly qualified.
3. Security Clearance
Because military facilities handle sensitive information and secure areas, every new hire must complete a thorough security clearance process. This phase involves extensive background checks, fingerprinting, and a review of the candidate’s personal history to confirm that they can be trusted with classified information.
Clearance levels may vary depending on the role—from Public Trust for general positions to Secret or Top Secret for roles that involve access to more sensitive data. In addition, ongoing security training via military platforms ensures that all personnel remain up-to-date with cybersecurity protocols.
4. Orientation and Initial Training
After completing screening and security clearance, new hires participate in an orientation program that introduces them to the facility’s operations. During this phase, they learn about important topics such as military rules, healthcare regulations, and administrative procedures.
This includes setting up computer accounts, payroll systems, and benefits enrollment. New employees usually receive a guided tour of the facility, familiarizing them with key areas like emergency exits and workspaces.
5. Department-Specific Integration
Following general orientation, employees are introduced to the specific department where they will perform their daily tasks. In this phase, the focus shifts to understanding the practical aspects of their new role within the facility’s overall mission. New hires meet their immediate teams, including supervisors and department heads.
Often, they are paired with a mentor or sponsor who provides personalized guidance and answers any questions. This support helps them navigate department-specific workflows and expectations. As a result, they quickly integrate into the team and understand how their individual contributions support the facility’s broader goals.
6. Ongoing Evaluation and Support
The onboarding continues beyond the first day, incorporating ongoing evaluation and support over several months. Regular feedback sessions and performance reviews are scheduled to assess progress, identify areas for improvement, and celebrate successes.
In addition, continuous training sessions and professional development opportunities are provided to ensure that new hires remain up-to-date with evolving procedures and technologies. This sustained support network, which may include access to mentorship and employee assistance programs, is designed to help every employee fully acclimate and become a productive, confident team member.
In the end, this rigorous process exists to keep patients and staff safe—not to discourage anyone from joining. With the right preparation and support, it’s possible to navigate the process much more smoothly.
How to Navigate the Process More Efficiently
Here’s what you can do to have a smoother onboarding experience:
1. Be Proactive
The first step to making the process easier is to gather your documents early. You may need items like your medical licenses, certifications (BLS, ACLS, PALS), DEA registration (if required), and immunization records (for TB, Hepatitis B, and COVID-19). If you have a National Provider Identifier (NPI), ensure it’s active. Any expired or missing documents can slow the process, so check your records beforehand.
2. Understand What Security and Background Checks Entail
MTF jobs usually require security clearances, which include fingerprinting and background checks. These checks can take weeks, so book your appointments early. Fill out your forms (like SF-85 or SF-86) carefully and honestly. If you need a Common Access Card (CAC), be ready for extra steps.
3. Stay in Constant Communication
Keep in close contact with your recruiter, credentialing team, and MTF HR personnel to stay updated on your onboarding status. Many delays happen due to missing paperwork, so following up frequently can help move things along. If you’re working through a staffing agency like Matrix Providers, ask for a detailed onboarding checklist to track your progress. The faster you respond to requests, the fewer setbacks you’ll experience in getting fully onboarded.
4. Prepare for System Access and Training
MTFs use systems like MHS Genesis or AHLTA for patient records. If you’re unfamiliar with these systems, learn the basics before starting. There may also be mandatory training on HIPAA and military healthcare procedures. Completing these training sessions ahead of time will help you begin smoothly.
5. Know Your Role and Expectations
Review your job description to understand what is expected. MTF work can be different from civilian healthcare. Take time to learn about the facility's military protocols, security procedures, and overall culture. Engage in any cultural or protocol training sessions offered and ask colleagues about their experiences. The sooner you understand how things work, the easier it will be to adapt and feel confident in your new role.
6. Seek Out a Mentor or Sponsor
Most MTFs assign a mentor or sponsor to new hires, and you should make full use of this resource. A sponsor has already gone through the process and understands the ins and outs of working in a military healthcare setting. They can answer your questions, offer tips based on their personal experience, and guide you through the day-to-day tasks that aren’t covered in the manuals. Having a dedicated person to turn to can significantly reduce your stress and help you adjust more quickly.
Read more: Advancing Your Career in Federal Healthcare Through Mentorship and Networking Connections
7. Plan for Delays & Be Patient
The orientation process can take 30 to 90 days, sometimes longer if more security is needed. Use this time to finish any required training and gather any extra documentation. Staying patient and organized will help you move through the process without too much stress.
Get the right support from Matrix Providers.
Matrix Providers specializes in placing healthcare professionals—including physicians, nurses, therapists, and technicians—in federal and military healthcare settings such as Military Treatment Facilities (MTFs) and VA hospitals. But beyond job placements, we support you throughout your employment journey, including your onboarding.
If you’re looking for new opportunities, explore our latest job openings and apply. Need more assistance beyond finding jobs? Contact us today to start a conversation about how we can help.