Printable hospital template
Hospital staff access and work-handover checklist
Record a staff member's approved role, training, access changes and outstanding work during joining, role changes or leaving, with a responsible administrator.
- Written by
- RizCare
- Published
- Last reviewed
RizCare's suggested worksheet. Adapt to your hospital. https://riz.care/library/templates/clinic-staff-access-handover
For practice managers and administrators handling staff changes.
A colleague changes duties, but an external-report enquiry remains assigned to them. Deal with access and unfinished work together when someone joins, moves roles or leaves. Removing an account does not establish that another person accepted its pending responsibilities.
Prepare the checklist with the person authorised to manage accounts. It records an agreed process; it does not change access by itself. Keep credentials and patient details out of the sheet, and refer to the controlled work records instead.
Print this page or save it as a PDF from your browser. The print layout contains only the blank worksheet and its completion note. Fill it in within your hospital.
Practice: ____________________ Prepared by: ____________________ Date: ______________
| Field | Entry |
|---|---|
| Staff reference / change | |
| Effective time / approver | |
| Previous duties / new duties | |
| Access change requested | |
| Administrator / completion time | |
| Verification performed / outcome | |
| Training scenario / observer | |
| Devices or sessions requiring follow-up | |
| Outstanding action / owner |
| Work reference | Receiving person | Acceptance / next action |
|---|---|---|
| Blank entry | ||
| Blank entry |
Keep completed copies with the staff authorised to use them.
How to use it
Confirm the change and approve the role
Record the effective date, the staff member, the change being made and the person approving it. Match access to the duties assigned. Check the actual software permissions instead of assuming that a job title grants exactly the intended access. Use the hospital's established process for urgent staff changes.
Observe a short task rehearsal
Before the person works independently, ask them to complete a fictional task appropriate to the role, locate help and explain how they hand over unfinished work. Record what was observed and any follow-up needed. Attendance at a training session does not show that a task can be completed.
The Lagos primary-care EHR case study discusses staff training, support and organisational ownership. Its experience informs these induction questions; it is not a prescribed staff-access checklist for Nigerian hospitals.
Hand over work without sharing a login
Identify open requests, payment queries or other assigned tasks by their record references. Name the receiving person and record acceptance of the handover. Do not pass around a shared password to preserve access to a departing colleague's work. Historical entries should retain their original authorship.
Verify the access change and device handover
The authorised administrator records what changed and checks the result. Ask how the particular system handles existing sessions and devices that are offline; do not assume that a remote change immediately reaches a disconnected device. Follow the hospital's device-return and record-preservation process. Do not clear a device before authorised staff have accounted for its outstanding work.
What each field means
- Change and effective time
- Joining, a role change or leaving, with the agreed effective time. Distinguish the requested time from when the administrator actually completed and verified the change.
- Approved role and approver
- Record the role granted or removed and the authorised decision-maker. Check sensitive access explicitly where duties change; copying another staff member's access can grant more than is needed.
- Task rehearsal
- A fictional scenario, who observed it and the outcome. Record a specific follow-up when the person cannot complete a task rather than a general tick saying trained.
- Open work and receiving owner
- Use references to controlled work lists. Record who accepted each outstanding task, particularly where the incoming person has different duties or cannot see the original record.
- Verification and devices
- Record the check performed, its result and any device or session still requiring follow-up. A checked box is evidence of the action described, not a guarantee about every device.
Completed fictional example
Every person and reference is fictional. The example records a role change and two administrative handovers. It does not assert that any particular software revokes offline access instantly.
| Field | Entry |
|---|---|
| Staff reference / change | Fictional Staff S-09 / role change |
| Effective time / approver | 9 September, 16:00 / practice owner |
| Previous duties / new duties | Reception and billing / reception |
| Access change requested | Remove billing duties; confirm actual reception permissions |
| Administrator / completion time | Administrator A / 15:55 |
| Verification performed / outcome | Checked intended account can register a fictional attendance; access matrix reviewed |
| Training scenario / observer | Returning patient with shared family phone / Supervisor B |
| Devices or sessions requiring follow-up | Device D-02 returned to administrator for hospital process |
| Outstanding action / owner | Confirm completion of device review / Administrator A |
| Work reference | Receiving person | Acceptance / next action |
|---|---|---|
| Transfer query T-007 | Billing Staff B | Accepted; check receiving-bank evidence |
| Registration query Q-014 | Reception Staff C | Accepted; confirm uncertain folder match |
Related resources
Sources and review
The worksheet design and examples are RizCare's recommendations. The sources below support the background discussion; they do not endorse this form.
- Implementing Electronic Health Records in Primary Care Using the Theory of Change: Nigerian Case Study (JMIR Medical Informatics). Read 9 September 2026.