Allied health staff onboarding checklist

Prepare a small, useful first week

Choose one nonclinical workflow the starter will actually perform: opening reception, handing over admin work or requesting help. A short process with a clear owner is easier to check than a folder of reading.

This is an operational checklist. It does not replace clinical supervision, employment requirements, credential checks or professional obligations. Manage confidential staff records and patient information in their appropriate systems.

How to use the checklist

• Before the start: the manager agrees the role, systems, buddy and current instructions.
• On day one: the starter finds the approved process and knows how to ask for help.
• During the first week: practise one task, check it and resolve unclear instructions.
• At review: record gaps and assign follow-up. Keep acknowledgement separate from demonstrated ability.

Your operational onboarding checklist

Use the boxes as you go, or print this page. No details are submitted or saved; checks reset when the page reloads.

• Choose the first operational workflow

  Name one useful process and define what a completed task looks like. Set a reasonable first review date.

  Owner: Manager Evidence: One named task, owner, due date and check.

• Name a buddy and escalation contact

  Explain whom to ask about the process, access problems and urgent operational issues. Have a backup when the usual person is away.

  Owner: Manager and buddy Evidence: Contacts and availability explained to the starter.

• Prepare individual system access

  Arrange the role and permissions needed for the job. Avoid shared logins; check access in the relevant system without copying confidential records into this checklist.

  Owner: Authorised system administrator Evidence: Appropriate account access checked with the starter.

• Find the current instruction

  Open the version the team should follow today. Check its owner and review date; remove ambiguity between an old file and the approved guidance.

  Owner: Process owner Evidence: Current approved instruction located and dated.

• Resolve missing or conflicting steps

  Ask the process owner to settle unclear instructions. When using CliniBase, an author needs a different authorised reviewer before publishing guides, procedures or training.

  Owner: Editor and different authorised reviewer Evidence: Reviewed version with unresolved gaps addressed.

• Explain information boundaries

  Show where patient records, clinical notes and confidential staff information belong. Use fictional nonclinical material for demonstrations or AI drafting.

  Owner: Manager Evidence: Starter can identify the appropriate system and contact.

• Assign the linked learning

  Point the starter to learning for the current instruction. In CliniBase, assigned training links to the approved version; confirm that they can open it.

  Owner: Authorised manager Evidence: Learning assignment and approved version are visible.

• Walk through one example

  Use an ordinary operational scenario, such as a reception opening check. Let the starter explain the next step and where to find help.

  Owner: Buddy and starter Evidence: Questions and unclear steps identified without sensitive content.

• Practise the first task

  Agree who checks completion and what needs review. Keep the task in one agreed system; do not duplicate responsibility across several lists.

  Owner: Starter and task owner Evidence: Assigned task completed and reviewed in the agreed place.

• Record acknowledgement separately

  Record that the assigned learning was acknowledged. An acknowledgement is not proof of competence; any required skills assessment needs its own appropriate check.

  Owner: Starter and manager Evidence: Learning acknowledgement plus separate observed task check.

• Review the first week

  Ask what was hard to find, which instruction was unclear and whether the starter knew whom to ask. Give each improvement an owner and date.

  Owner: Manager and starter Evidence: Specific operational follow-ups assigned, without confidential HR notes.

• Keep the process current

  Set the next instruction review. When the process changes, review its guidance and linked learning, then confirm who needs the updated version.

  Owner: Process owner and authorised reviewer Evidence: Review date, approved version and follow-up learning checked.

Keep exploring

• Connect instructions and staff learning →
• Maintain the approved instruction →
• Use the tools you already have →