Healthcare clinic operations · Clinical operations
Clinical staff onboarding
Get a new nurse or medical assistant from accepted offer to independent shifts with verified credentials and every competency signed off. The new hire shares their license details through a shared link, and nobody works alone before the head nurse approves.
- Duration: 3 to 4 weeks
- How often: For every new clinical hire
- Steps: 9 steps
- AI agents: 1 AI agent
- Approvals: 2 approvals
Free plan, no credit card needed.
What changes with this template
Without it
The license copy and BLS card are promised by email and turn up in week two.
Preceptors initial a paper checklist that ends up in a binder at one of the clinics.
A short-staffed week puts a new hire on the schedule before anyone has signed off.
Someone writes every orientation plan from scratch.
With it
The new hire shares their license details through one link before day 1, and the compliance officer checks them.
Each competency is ticked on the run, with who checked it and when.
The release to independent shifts stays locked until the head nurse approves.
An AI agent drafts the plan from your competency list, and the head nurse reviews it.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
The candidate accepts the offer. The operations manager starts a run with the role, clinic and start date.
- 1
Start onboarding and share the pre-start link
At offer acceptanceOperations manager · Team
Fill in the role, clinic and start date, and email the new hire what to provide before day 1, with the shared run link.
Checklist
- Start date confirmed with the new hire
- Shared link sent to the new hire
- Head nurse told about the start date
Fields to fill in
- Role (required)
- Clinic (required)
- Start date (required)
- New hire email (required)
- 2
Share license and certificate details
Before day 1New hire · Shared link
Through the shared link, the new hire enters their license number and expiry dates, shares a link to copies of the license and certificates, and confirms the policies they have signed.
Checklist
- Confidentiality agreement signed
- Clinic policies read and signed
Fields to fill in
- License number (required)
- License expiry date (required)
- BLS certificate expiry date (required)
- Link to copies of the license and certificates (required)
- 3
Verify the license and certificates
Hidden from the shared linkBefore day 1Compliance officer · Team
Check the license on the licensing board's register and confirm every certificate is in date for the role. If anything is missing or expired, mark the run as blocked and note what is missing.
Checklist
- License active on the board's register
- Certificates in date for the role
- Background check cleared
- Signed policies confirmed
Fields to fill in
- Verified on (required)
- Missing or expired items
Approval: Account setup and the first shift stay locked until the compliance officer approves the credentials.
- 4
Set up accounts and equipment
Day 1IT administrator · Team
Create the accounts the role needs and hand over the badge and equipment before the first shift.
Checklist
- Email account
- Staff schedule access
- Clinical system login with the role's permissions
- Badge and keys
Fields to fill in
- Accounts ready on (required)
- 5
Draft the orientation plan and competency checklist
Day 1Orientation planner · AI agent
The orientation planner drafts a three-week plan for the role: shadow shifts, the competencies to observe and who the new hire meets in the first weeks.
Fields to fill in
- Draft orientation plan (required)
Checked by: The head nurse corrects the plan and assigns a preceptor in step 6.
- 6
Review the plan and assign a preceptor
Day 2Head nurse · Team
Read the draft plan, correct it where needed, assign a preceptor and put the shadow shifts on the schedule.
Checklist
- Competencies match the role
- Shadow shifts on the schedule
- Preceptor briefed
Fields to fill in
- Preceptor (required)
- 7
Run the shadow shifts and competency checks
Weeks 1 to 3Preceptor · Team
Work alongside the new hire, observe each competency on the list and tick it once it is done right. Write notes about the work, never about patients.
Checklist
- Medication administration
- Infection control
- Emergency cart and equipment
- Charting in the clinical system
Fields to fill in
- Shadow shifts completed (required)
- Preceptor notes (required)
- 8
Sign off on independent practice
Week 3Head nurse · Team
Read the preceptor's notes and the competency checklist, and decide whether the new hire is ready for independent shifts, with any conditions for the first shifts.
Checklist
- Every competency ticked
- Preceptor notes read
Fields to fill in
- Conditions for the first shifts
Approval: The release to independent shifts stays locked until the head nurse approves.
- 9
Release to independent shifts
Week 4Operations manager · Team
Schedule the new hire for independent shifts and add their license and certificate expiry dates to the renewal tracker.
Checklist
- Scheduled for independent shifts
- Expiry dates in the renewal tracker
- Probation review date set
Fields to fill in
- First independent shift (required)
Done when
The new hire works independent shifts, with verified credentials, every competency checked and the head nurse's sign-off on record.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Orientation planner
Drafts the orientation plan and competency checklist for the new hire's role.
What it does
- Reads the role, clinic and start date filled in on the run
- Follows the competency list for the role in its step instructions
- Writes the draft plan into its step
- Completes its step, so the head nurse can review it
Checked by: The head nurse corrects the plan and assigns a preceptor in step 6.
Questions this template answers
Check the license on the licensing board's register and every certificate before day 1, not after the first shift. The new hire shares their license details in step 2, and step 3 is an approval gate: account setup and the first shift stay locked until the compliance officer approves the credentials.
Record each competency on the onboarding itself, with who checked it and when. In step 7 the preceptor ticks each competency on the run, and the run shows who completed the step and when.
Make independent shifts depend on a recorded sign-off, not on a date in the schedule. Step 8 is an approval gate: the release to independent shifts stays locked until the head nurse approves.
Shadow shifts with a named preceptor, the competencies to observe for the role and the people to meet in the first weeks. In step 5 the orientation planner drafts that plan from your competency list, and in step 6 the head nurse corrects it and assigns the preceptor.
Keep the credential check, the competency checks and the sign-off on one record per hire. Steps 3, 7 and 8 record who verified, checked and approved each part, and when, so the run answers the question.
Record every expiry date at onboarding and put it in your renewal tracker straight away. Step 2 records the license and certificate expiry dates, and in step 9 the operations manager adds them to the renewal tracker.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.