Physician Recruitment Standard Operating Procedures
Physician recruitment involves monitoring vacancies throughout the province through physician resource management processes and filling those vacancies through recruitment processes. This is a collaborative effort between Nova Scotia Health Medical Affairs, Primary Health Care, Department of Family Practice, Department Heads, Medical Zone Directors, College of Physicians and Surgeons of NS, Doctors Nova Scotia, Immigration and the Nova Scotia Department of Health and Wellness. This document includes the processes for physician recruitment for replacement positions for family and specialist physicians.
Physician Position Management at Nova Scotia Health
The Physician Resource Committee (PRC) serves as a centralized entry point for reviewing physician replacement and funding requests. This process ensures a transparent, consistent and strategic approach to allocating physician resources across Nova Scotia Health (NSH) and IWK Health (IWK).
The PRC reviews and approves requests related to:
- Physician vacancies and replacements
- Net-new physician funding requests
- Funding allocation pathways
Requests that fall outside the scope of PRC review include short-term coverage (e.g., locums), administrative/leadership roles and sessional/daily stipend arrangements.
How to Submit a Request
Follow these steps to apply for physician funding or replacement:
- Complete the PRC Request Form – Provide details on the physician role, funding needs and justification. Connect with your department head and/or medical affairs lead in completing the form.
- Attach Supporting Documents – Include any relevant impact assessments, approved business cases or funding analyses. The letter of support/approval from ZMED/DH needs to be included.
- Submit Your Physician Funding Request including completed documents above.
- Review & Decision Process – The PRC will assess requests and escalate decisions as needed.
- Receive Written Confirmation – All decisions will be communicated in writing.
PRC Review & Decision Process
- Standard Review Timeline: Three weeks for standardized replacements or adding of physician to an existing payment modality where there is funding already approved.
- Expedited Requests: Reviewed case-by-case based on urgency.
- Alternate Review Timeline: Situations requesting new funding or requiring more in-depth analysis or additional information will exceed the standard three-week timeline.
Decisions are made by consensus, with DHW retaining final authority over funding policies and budget allocation.
MD Replacement Policy
The purpose of this document is to establish a uniform process for physician resource management within Nova Scotia Health. Physician resource management involves monitoring upcoming and existing vacancies throughout the province and lays the groundwork for filling those vacancies through recruitment processes.
Physician Replacement Forms
- Physician Departure Form
- Exit Survey for Departing Physician
- Practice Information Form
- Physician Replacement Form
- TIP-TOP Request Form
- Physician Impact Assessment Form
- Spousal Request Form
A Guide to Closing your Medical Practice
Physicians must follow many steps to ensure patients and their personal health information are taken care of appropriately when closing a practice. Doctor's Nova Scotia created a video overview of the requirements to accompany this toolkit.
