Team Headshots for Clinics: A Project Plan
Getting team headshots done is mostly a project-management problem, not a photography problem. Someone has to decide the standard, tell everyone, chase the stragglers, check the results and publish them together. Without an owner it stalls at about 70% complete and the staff page stays half old photos forever.
This guide is a practical plan you can follow in a couple of weeks. For the broader question of which route to choose, see our corporate headshots guide. For a copyable written standard, see the staff page photo guidelines template.
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Step 1: Name an owner and a deadline
Pick one person who is responsible for the result, usually the practice manager or marketing lead, and set a single publish date. Everyone else’s task is small: provide a photo. The owner’s task is to keep it moving.
Step 2: Decide who is in scope
- Providers (physicians, NPs, PAs).
- Clinical support (nurses, medical assistants, technicians).
- Front desk, billing and administration, if the staff page includes them.
- Part-time, locum and remote staff, who are the people most often forgotten.
- New hires, who will need the same process later.
Step 3: Pick the method for each group
You do not have to use one method for everyone. A photographer day may suit the physicians; phone-based or AI headshots may be easier for staff on different shifts. Whatever you choose, apply the same crop and background standard so the page reads as one set. LinkedIn’s published advice (solo photo, face about 60% of the frame, simple background, soft light) works well as that shared standard.
If staff will use ClinicHeadshots, each person uploads 8–20 phone photos (JPEG, PNG, HEIC or WebP) and receives 10+ headshots in 10 minutes for $29 one-time per set, then picks their favorite.
Step 4: Send a clear request
Short and specific beats long. Here is a template you can adapt:
- Subject: Staff photos: please send yours by [date].
- What we need: one headshot of you, solo, head and shoulders, recent.
- Attire: [lab coat / scrubs / business attire] for your role.
- Format: [file type], at least [size] on the long side.
- Where it will appear: [website staff page, directory, badge].
- Your say: reply if you would rather not have a photo published.
Step 5: Review side by side
When the images arrive, line them up on one screen. Look for outliers in brightness, background and crop, and ask for a retake from only those people. Check that each image looks like the person: a flattering photo that no longer resembles them defeats the purpose. With AI-generated sets, ask each person to confirm the chosen image looks like them before it is published.
Step 6: Publish together and record permission
Update every page at once so nobody sits beside an old photo. Keep a simple record that each person agreed to their photo being published, and follow your organization’s policies and any local requirements. This guide is not legal advice.
Step 7: Keep it current
- Add a photo step to new-hire onboarding.
- Refresh a photo when someone’s appearance changes noticeably (LinkedIn advises a recent photo that reflects how you look daily).
- Remove photos promptly when someone leaves.
- Review the whole page once a year.
Frequently asked questions
- How long does a team headshot project take?
- The photo step itself is quick; most of the time goes to collecting images from everyone. A two-week window with one reminder works for many teams.
- What if someone does not want a photo published?
- Respect that. Use a neutral placeholder or leave them off the page.
Sources
Related guides
This guide is general educational information, not legal, credentialing or employment advice. Rules and requirements are set by the organizations named above and can change; always check the current version with them. Clinic Headshots images are AI-generated, and we do not guarantee acceptance by any third-party platform, employer or credentialing body (see our Terms). Clinic Headshots is not affiliated with AAMC or LinkedIn. Published by AdvancedCare USA Inc.