A staffing model outlines the roles your clinic needs in order to operate effectively, how many people are needed in each role, and the responsibilities assigned to each team member. The right model depends on your clinic’s size, budget, care delivery method (in-person, virtual, or hybrid), and the type of services you provide.
Traditional Model
The traditional model is often the best fit for independent clinics that are just starting out with limited income. It is a realistic and affordable option, especially for practices that need to keep staffing costs low while focusing on delivering quality care.
This model typically includes one provider, one receptionist, and one medical assistant or nurse. Everyone has a clearly defined role: the provider delivers all medical care, the receptionist manages check-ins and scheduling, and the assistant supports with vitals and patient flow.
Benefits include:
- Fewer staff to pay
- Clear roles and responsibilities
- Easier to manage with minimal training required
- Focus remains on essential services and patient care
Drawbacks include:
- Providers may take on too much
- Limited capacity for handling higher patient volumes
- Fewer support roles can slow workflows
- Difficult to scale without major changes
This model works well for small clinics with low patient volume and limited resources.
Team-Based Model
In a team-based model, a small group of healthcare professionals works collaboratively to share responsibilities. A typical team may include a provider, nurse, medical assistant, and care coordinator.
In this model, the provider focuses on seeing patients, while the rest of the team supports follow-ups, medication questions, education, and scheduling.
Benefits include:
- Staff work at the top of their license
- Efficient use of skills
- Improved patient experience and continuity of care
- Reduces provider burnout
- Scalable for growth or complex patient needs
Drawbacks include:
- Higher payroll costs
- Requires strong communication and workflow systems
- May be excessive for very small practices
- Needs effective leadership to coordinate team roles
This model is best for clinics with higher patient volumes or those managing chronic or complex conditions.
Lean Model
The lean model is a cost-effective approach where a small number of staff members are cross-trained to handle multiple roles. For example, a medical assistant might also check patients in, help with charting, and answer phone calls.
This model suits start-up clinics or those looking to reduce costs while maintaining essential operations.
Benefits include:
- Lower staffing costs
- Flexible, agile team structure
- Efficient for low-volume or start-up clinics
- Encourages versatile, well-rounded staff
Drawbacks include:
- High stress and potential for burnout
- Risk of tasks falling through the cracks
- Limited specialization may impact care quality
- Challenging to sustain as patient volume increases
Hybrid / Virtual Support Model
This model combines in-clinic staff with remote support. On-site team members handle direct patient care, while remote staff manage administrative tasks like documentation, scheduling, and phone triage.
This model is ideal for practices offering telehealth or looking to reduce their in-office footprint.
Benefits include:
- Reduces in-office staffing needs and overhead
- Allows for extended hours or services
- Providers can focus more on patient care
- Scales easily as the practice grows
Drawbacks include:
- Requires reliable technology and secure communication tools
- Some staff may struggle to adjust to hybrid workflows
- Harder to maintain team culture and supervision
- Some roles still require an in-person presence
Outsourced / Shared Services Model
In this model, a small core team focuses on patient care while administrative tasks—like billing, scheduling, and call handling—are managed by external vendors.
This approach is ideal for clinics that want to stay small and keep their internal focus purely clinical.
Benefits include:
- Keeps internal team small and focused
- Offloads complex admin work
- Reduces HR and training responsibilities
- Can be cost-effective compared to hiring full-time staff
Drawbacks include:
- Less control over service quality and consistency
- Potential delays or errors if vendors are unreliable
- Communication gaps may affect the patient experience
- Still requires someone in-house to manage vendor relationships
Final Thoughts: Start Small, Plan to Grow
Most new practices start small—but your staffing model can evolve as your patient base and revenue grow. Many clinics begin with a traditional or lean model, and gradually transition into team-based or hybrid models as they scale. Planning ahead allows for smoother growth and helps prevent burnout or operational bottlenecks as your clinic expands.
