Navigating the Landmines of Recruiting, Onboarding and Retention of Trauma Registrars-Handout: Navigating the Landmines of Recruiting, Onboarding, and Retention

Handout: Navigating the Landmines of Recruiting, Onboarding, and Retention

Pdf Summary

The presentation "Navigating the Landmines of Recruiting, Onboarding, and Retention of Trauma Registrars" by Niki Rasnake, Trauma Program Manager at Gulf Coast Medical Center (GCMC), addresses the challenges and strategies associated with managing trauma registrar staffing at a Level II trauma center serving a 5-county region in Southwest Florida.<br /><br />GCMC sees approximately 5,000 trauma patients annually, including adults and pediatrics, and maintains a trauma program staffed by trauma surgeons, advanced practice providers, trauma registrars, performance improvement coordinators, and injury prevention staff. Upon Rasnake's arrival, the trauma registry faced serious issues such as understaffing, lack of formal orientation, inconsistent data abstraction, failure to meet state reporting deadlines, and no standard process for inter-rater reliability (IRR). Pay scales were below state and national averages, and remote work was disallowed, causing recruitment and retention difficulties.<br /><br />To address these problems, Rasnake and her team implemented a defined IRR process, revamped data collection tools, established detailed orientation plans, and enhanced staff education. Recruitment efforts expanded through partnerships with local health information technology programs, internship opportunities, and participation in professional meetings. Despite improvements, turnover remained high due to low pay and lack of remote options, prompting a focus on retention strategies including pay adjustments, the creation of a lead registrar role, staff engagement through meetings and contests, flexible scheduling, and fostering positive work environments.<br /><br />A significant turning point occurred with new leadership in March 2025 that approved remote and hybrid work setups, expanded recruitment statewide, and provided additional funding. These changes allowed hiring experienced registrars remotely, reduced agency staffing costs (which had ranged from $725,000 to $1 million annually), and improved retention.<br /><br />Throughout the process, support from hospital leadership and trauma medical directors was crucial. The presentation emphasizes persistence, creative recruitment approaches, structured onboarding, and supportive retention techniques to navigate the complex challenges of managing trauma registrar staffing effectively.

Keywords

Trauma Registrars

Recruitment Challenges

Onboarding Process

Retention Strategies

Trauma Registry Management

Inter-Rater Reliability (IRR)

Staff Turnover

Data Abstraction Improvement

Healthcare Staffing