Few things frustrate a new nurse or aide more than showing up for the first day and discovering there is no login, no badge access and no one who knows who to call. Meanwhile, IT teams scramble after the fact, sometimes granting too much access just to get people working. Good onboarding fixes both problems.
Below is a practical checklist for setting up new employees in a care facility. It can be adapted for full-time staff, part-time and PRN workers, agency staff and contractors.
HR or the department manager should submit a request to IT at least a week ahead, whenever possible. The request should include:
Full legal name and preferred name
Start date, job title and department
Supervisor name
Work location, if you have multiple sites
Shift schedule
Systems and access needed, based on role
Whether the person needs a device, phone or badge
A standard form with role-based templates speeds this up and reduces errors.
Create the network and email account, using your naming standard
Assign the person to the proper security groups for their role
Create the EHR account with the correct role and permissions
Set up multi-factor authentication enrollment
Provide access to scheduling, timekeeping and learning systems
Add to relevant distribution lists and shared folders
Assign a phone extension or mobile number if needed
Follow the principle of least privilege, which means giving only the access needed to do the job. The HIPAA minimum necessary standard supports this approach.
Configure the workstation, laptop or tablet with standard software, encryption and security tools
Label and record the device in your asset inventory
Prepare accessories such as badge readers, headsets or security keys
Test everything before the employee arrives
Meet the new employee and walk through the sign-in process
Help them set up MFA and a strong passphrase
Show them how to use shared workstations, print, scan and fax
Explain how to get help, including the phone number for urgent issues
Confirm they can reach every system they need
Have them review and sign your acceptable use and confidentiality policies
A short written quick start guide with screenshots helps people remember what you covered.
The HIPAA Security Rule expects organizations to train workforce members, and doing it at the start sets the tone. Cover the basics in plain language:
Why resident privacy matters and what counts as protected information
How to spot phishing and what to do with suspicious messages
Password and MFA expectations
Safe use of personal devices, texting and social media
Locking screens and not sharing logins
How to report a lost device or possible privacy incident
Keep a record of who completed training and when.
Check in with the employee and supervisor after the first week to fix lingering access problems
Watch for requests that suggest the role needs different permissions
Make sure temporary or training access is removed on schedule
Confirm that required annual training is scheduled
Onboarding has a mirror image. When someone leaves, quick action protects residents and your organization:
Disable accounts on or before the last day, including EHR, email, VPN and cloud apps
Collect equipment, badges, keys and security tokens
Remove access to shared passwords and reset any that the person knew
Forward or archive email according to policy
Update distribution lists and phone directories
Document completion
Accounts left active for former employees are a common audit finding and an easy path for abuse.
PRN and agency staff: use time-limited accounts that expire automatically.
Contractors and vendors: limit access to specific systems and review it regularly.
Role changes and transfers: adjust access rather than just adding more.
A simple, shared checklist saves time and reduces mistakes. UnityCare IT can help you build role-based onboarding and offboarding procedures and handle the technical setup so every new team member starts on day one ready to work.
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