How to Conduct Consistent Clinician Reference Checks

Step 1 — Set the purpose and policy before contacting anyone

Decide what the reference check is meant to verify: examples might include responsibilities, teamwork, reliability, communication, or a specific competency needed in the role. Use criteria connected to the job description and apply the same approach to candidates at the same stage. Confirm who is authorized to conduct checks, what records are kept, and whether the employer requires written permission before making contact.

The OPM reference-checking guide recommends structure and cautions that questions should be directly related to the job. Private employers should confirm their own obligations with HR or legal counsel; federal guidance is a useful method resource, not a substitute for state, local, or organization-specific rules.

Step 2 — Tell the candidate what you need and when

Explain the timing of reference checks and ask the candidate to identify appropriate contacts. Confirm whether an employer or current supervisor may be contacted now, or only after a later stage. Give the candidate a chance to tell you about contact constraints and follow your written policy. Do not surprise a candidate by contacting a current workplace without first following the agreed process.

Ask for each reference’s name, title, relationship to the candidate, preferred contact method, and best time to reach them. Confirm the candidate has permission to share those details. If your process uses a third-party screening firm or collects personal-history information, ask HR to determine whether consumer-report requirements apply before the process begins.

Step 3 — Prepare a short, consistent question set

Write a small set of questions in advance and use the same core questions for each reference. Start by confirming the reference’s role and how they worked with the candidate. Then ask for job-related examples: What responsibilities did the candidate handle? How did they communicate with colleagues? What kind of support helped them do their best work? What would you want a new manager to know to set them up for success?

Ask open questions and listen for specific examples rather than fishing for a preferred answer. Keep questions about the job. Avoid questions about protected personal information, family, health, or unrelated private matters. If the reference cannot answer one question, record that limitation instead of treating it as a negative finding.

• How do you know the candidate, and for what period?
• Which responsibilities did you observe directly?
• What relevant strength did the candidate demonstrate?
• What environment or support helped the candidate succeed?
• Would you work with this person again in a similar role? Why or why not?

Step 4 — Conduct the call and record evidence carefully

Introduce yourself, explain the role at a high level, and let the reference know how long the call will take. Ask your core questions in the same order where practical. Take notes on the reference’s examples, not just labels such as “good communicator.” Separate a direct observation from an opinion or a fact the reference heard from someone else. Do not promise absolute confidentiality unless your organization can honor that promise.

Close by asking whether there is a job-related point you have not covered. Thank the reference, store notes in the approved hiring system, and restrict access according to policy. If the response is incomplete or ambiguous, decide whether a neutral follow-up is appropriate and document the question you are trying to resolve.

Step 5 — Check discrepancies fairly

A mismatch between a resume, application, and reference response deserves a careful check, not an instant conclusion. Verify that the reference is discussing the right person, dates, role, and period. Ask the candidate for context through the established process and give them an opportunity to explain a material discrepancy. Apply the same rule to all candidates and base the final decision on job-related information.

If you receive background information through a company that compiles reports, the FTC explains that the Fair Credit Reporting Act can require a stand-alone disclosure, written permission, and specific notices before adverse action. The details depend on what was obtained and how. Have HR or counsel manage that process; a reference call should not be used to bypass a formal screening procedure.

Step 6 — Close the loop and review your process

Use the same decision standard for each candidate. Summarize what the reference information supports, what it does not establish, and whether it changes the assessment of a defined job requirement. Keep the record factual, concise, and within the retention policy. Communicate with candidates according to the timeline you gave them, even if the decision is still pending.

After several searches, review whether your questions produce useful, role-related examples. Remove questions that are routinely unanswered or that invite irrelevant personal information. A consistent reference process helps hiring teams compare evidence fairly while respecting the candidate and the reference’s time.