The first day of offboarding should focus on stopping access, preserving clinic information, and transferring ownership. Cleanup and archival can follow after immediate risks are controlled.

Immediate access controls

  • Block the primary identity account and revoke active sessions.
  • Remove remote-access tools, VPN access, shared passwords, and vendor portal access.
  • Recover clinic devices, badges, keys, security tokens, and authentication hardware.
  • Change shared credentials the employee knew and review administrator roles.

Preserve clinic information

  • Transfer ownership of email, shared files, calendars, forms, automations, and cloud resources.
  • Do not immediately delete the account before retention, legal, billing, and operational needs are reviewed.
  • Confirm voicemail, phone routing, shared mailbox, and patient-facing communications.

Document and verify

  • Record who approved the offboarding and who completed each action.
  • Review sign-in and audit logs for unexpected activity.
  • Schedule follow-up cleanup, licensing changes, device reissue, and credential rotation.

Related ClinicsIT guidance

Practical note: Technology, licensing, vendor capabilities, and regulatory obligations vary. Confirm the clinic’s current configuration before making changes.

Immediate actions

At the approved cutoff, block sign-in, revoke sessions, recover devices and physical access, disable remote tools, and secure urgent shared credentials. Coordinate these actions so the employee is not alerted prematurely in sensitive departures.

Preserve operations

Transfer mailbox and file ownership, shared calendars, forms, vendor portals, phone queues, and workflow automations. Set an approved mailbox response or delegation rather than sharing the former employee's password.

Verify

Review sign-in logs, forwarding rules, registered devices, MFA methods, privileged roles, and application grants. Document the completed actions and outstanding ownership transfers.

Need help applying this to your clinic?

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