Handbook for clinics
How to use MedPool to fill open positions — from registration through to the invoice.
1. Register and sign in
Register under “For clinics”. You will need the clinic's name, region, address and town, a person responsible with a contact email address, and a sign-in email address with a password.
If your clinic is already on file with us (for example because we have been in contact before), a takeover request appears instead of the registration. Our staff check it by hand and then release your account.
After registering you receive a confirmation email. Please confirm your address — until you do, a notice appears in the portal.
2. Complete your profile
Under “My profile” you add the address, town, contact person including their role, and a telephone number. The contact email address matters: all notifications about matches, acceptances, contracts and invoices go there.
3. Record a vacancy
Under “My vacancies” → “New vacancy” you record an open position. Specialty, start date and urgency level are required.
The vacancy number (e.g. K0012-V0034) is assigned automatically on saving. It appears in every email and is the unique reference for any queries.
- Planned: a normal replacement with lead time.
- Short notice: a need within a few weeks.
- Emergency: an immediate need. Only candidates who have explicitly declared themselves available for emergencies are proposed.
- Optional: a required focus area. If set, we only propose candidates who hold exactly that focus area.
4. What happens automatically after that
As soon as the vacancy is saved, MedPool matches it in real time against all active, fully registered candidates: specialty, region, availability and willingness by urgency all have to fit.
Matching candidates immediately receive an anonymised request by email with an accept and a decline link. You receive a match notification at the same time — without a name, because the name only becomes visible in the dossier.
5. Open the candidate dossier
Under “My vacancies” → “Candidates found” you see all proposals for a vacancy with specialty, focus areas, region, availability and authorisation status.
The first time you open a dossier, we point you to our terms and conditions. By clicking “Continue” you confirm the notice; you then see the name, contact details, CV and proof of authorisation. This confirmation is logged with the date, time and your sign-in.
Important: if an employment or assignment contract comes about with this person — directly, later, or for a different position — the fee is owed to MedPool (terms and conditions clauses 3 and 4).
6. Confirm the acceptance
When a candidate accepts, you receive an email and see the assignment under “Confirm acceptances”. Only your confirmation makes the assignment binding.
You can also decline here — our staff will then look for an alternative. Until you decide, the candidate stays blocked for vacancies that overlap in time.
7. Contract and invoice
After your confirmation, our staff draw up the assignment contract and send it to you as a Word document for signature. The candidate then receives the signed version.
Billing is per period, based on the reported hours or days. The placement fee is 20, 22 or 25 % depending on the projected annual income (see terms and conditions clause 2), payable within 10 days.
8. Language, notes and account
At the top right you switch between German, English, French and Italian. Your choice also applies to the automatic emails to your clinic.
Under “My notes” you keep a private notepad — visible only to your own sign-in, and not to MedPool either.
Changing your password and deleting your account are available via your email address at the top right.