A new nurse arrives for her first shift, and nothing works. Her EHR login has not been created, the badge does not open the med room, and the manager is busy looking for a computer she can use for orientation. That is a poor welcome, and it also creates risk when staff borrow someone else's login just to get started.
A repeatable onboarding process fixes this. Here is a checklist administrators, HR and department managers can use, along with the timing that makes it work.
The most important step happens before the new hire arrives. Send a request to IT at least a week ahead, ideally as soon as an offer is accepted. Include:
Full legal name and preferred name
Job title, department and unit
Start date and shift
Supervisor name
Role-based access needed, such as nurse, CNA, medication aide, therapist or business office
Whether they need remote access, a phone or a shared workstation
A simple form with these fields prevents most delays.
Create access based on role, not by copying another person's account. Role-based templates make this consistent and reduce the chance of someone having more access than they need. Typical items include:
Network or email account
Electronic health record account with the right permission set
Timekeeping and scheduling system
Training portal
Phone or extension, if used
eFax or secure messaging, if the role requires it
Door badge or keypad code for the right areas
Under HIPAA, access should be limited to what the person needs to do their job, often called minimum necessary. Managers should review the access list before it is created.
The first day is the best time to set good habits.
Have the employee choose a strong password or passphrase in front of IT or the manager, and never write down or share initial credentials by email or text
Enroll them in multi-factor authentication where used, and confirm they have a backup method
Show them how to lock a workstation and sign out of shared computers
Walk through how to report a suspicious email or lost device
Have them sign your acceptable use and confidentiality agreements
A short security briefing, about fifteen minutes, covers more than a long slide deck that gets forgotten.
Depending on the role, prepare in advance:
A workstation, tablet or access to a medication cart
A headset or phone, if needed
A printer assigned to the unit
Any scanner or badge reader tied to the EHR
Test everything before the hire arrives. Log in as the new user from the actual workstation, if possible, to catch permission problems.
Schedule a short hands-on session. Cover:
How to log in and out at each type of workstation
How to find and open resident records within their permissions
How to print, scan and send faxes
Where to find downtime forms and what to do if systems are unavailable
How to contact the helpdesk, and what a good request looks like
What not to do, such as sharing logins, using personal email for resident information, or taking photos of residents on personal phones unless policy allows
Provide a one-page quick reference with the helpdesk number and common instructions.
Check in after the first week. Ask what is working and what is not. Many problems, such as a missing printer or a permission that was left off, show up on days two to five. Confirm that training assignments are complete and that the employee knows who to ask for help.
Offboarding matters just as much. Notify IT on or before the last day so accounts can be disabled promptly, badges collected, devices returned, and mailbox forwarding or retention handled according to policy. Delayed account removal is a common audit finding and a real risk.
When someone moves from one unit or role to another, review and adjust their access. Old permissions tend to pile up unless someone removes them.
Keep a simple checklist for every hire and departure. Date, who completed each step, and any exceptions. This also provides documentation for HIPAA workforce security requirements.
UnityCare IT supports onboarding and offboarding for healthcare organizations across Oklahoma, Texas and Arkansas. If you would like a request form, role templates and a day-one checklist tailored to your facility, we are happy to help build them.
Call or text: 405-285-3845
New customers: start@unitycareit.com
Existing customers: support@unitycareit.com
Address: UnityCare Technologies, 2524 N Broadway Ste 554, PMB 947974, Edmond, Oklahoma 73034-4172