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Dental and medical office offboarding checklist

Practices hold patient information, so access needs to end promptly and the removal should be documented. This list covers the systems most small practices use. It isn’t legal advice; your compliance adviser can tell you what your practice must keep.

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Patient systems

  • Remove their login to practice management and imaging software.
  • Remove access to patient communication, e-prescribing and insurance portals.
  • Change shared workstation logins they knew.

Everything else

  • Turn off email and remove them from shared mailboxes.
  • Collect keys, badges and any devices.
  • Change door and alarm codes.

Record

  • Record what was removed, by whom and when, and keep it with your compliance records.

Questions

Why keep a record of offboarding?

Because you may need to show that a former employee’s access to patient information ended, and when. A dated, signed record is the simplest way.

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