Scheduling Coordinator Onboarding: New Hire Setup Checklist

Purpose: 

The below form will be printed and completed for every Scheduling Coordinator, beginning at application. Once completed it will be signed and placed in employee file. 

Process:

Prior to Offer
TaskCompleted

Application for Employment has been completed OR resume has been received

Initials: ______________
Prior to Orientation (Completed by Administrator or Office Manager)
Task
Completed

Send onboarding paperwork via PayChex 

Initials: ______________

Employee Completes “Onboarding” Through PayChex

Initials: ______________
Review and finish employee “Onboarding” in PayChexInitials: ______________
Enter Documents Required for I9 SubmissionInitials: ______________
Initiate DHS (MN) / BID (WI) State Background Check
  • Must Initiate after an offer is extended, prior to date of orientation
  • Date Completed: ___________________
Initials: ______________
Inform employee that he/she will receive an email from IDEMIA/ IdentoGO to schedule a fingerprint and photograph appointment.
  • This will be sent from "nobody@uemail.identogo.com" with the subject,  "Subject: IdentoGO Service Confirmation – MN   DHS Background Study." 
  • Note: this will be sent to their personal email address.
Initials: ______________

Inform employee that he/she will receive an email from DHS to complete the consent and disclosure. * 

  • This will be sent from "dhs.netstudy2@state.mn.us" with the subject "Subject: ACTION REQUIRED‐ Your background study request has been submitted ‐ NETStudy2.  
  • Note: This will be sent to their personal email address
Initials: ______________
DHS (MN) / BID (WI) State Background Check Results Returned with a "Cleared" status
  • Confirm employee does NOT require supervision to perform services
  • Date Returned and Verified: ___________________
Initials: ______________
Driver's License is Current and Validated.
  • Copy stored in PayChex documents
Initials: ______________
Proof of Auto Insurance current and validated.
  • Copy stored in PayChex documents
Initials: ______________
Request IT Access for all SystemsInitials: ______________
Request Key / Fobs Initials: ______________
Send New Hire AnnouncementInitials: ______________
Create Onboarding CalendarInitials: ______________
Coordinate Start Date and Send “Welcome Email” including Onboarding Calendar
Initials: ______________
Setup employee with LMS access
Initials: ______________
Setup Workstation (include welcome gift, i.e. flowers, card, Recover Care swag)Initials: ______________
Following First Day
TaskCompleted
TB Test Completed
  • 1st Step is Administered - Read Date Scheduled for: ____________________________ 
    • Must be between 48-72 hours after administration
  • 2nd Step is Administered - 2nd Step Adminstrtion date scheduled for: _____________________ 
    • Must be 21 days after 2nd step is read
  • 2nd Step is Read
Initials: ______________
Completed Paperwork Confirmed Complete (signed by RN and employee)
  • HHA Onboarding: HHA Orientation Checklist
  • HHA Onboarding: HHA, RN Competency
Initials: ______________
Scan all Paperwork into Employee FileInitials: ______________
Update Match Criteria in ClearCareInitials: ______________
Verify Completion of LMS Required TrainingInitials: ______________
Enter Expiring Documents into ClearCare: HHA Expiring Documents - Entry in ClearCareInitials: ______________


Signature below indicates that all orientation items have been completed. Form to be uploaded to employee record following Administrator approval. 


Administrator Signature ____________________________________                                    Date: _____________