Pre-Employment Setup Checklist for Healthcare & Allied Health
A checklist of tasks to complete before a new employee's start date, ensuring all administrative, IT, and workplace preparations are ready for their arrival.
Includes safeguards for Australian Privacy Principles (APPs), Medicare compliance, and health record management under the My Health Records Act. All patient data handling follows AHPRA guidelines.
Complete Checklist
- 1Send the signed employment contract and confirmation of start detailsCritical
- 2Prepare and send a welcome email with first-day instructions
- 3Create the employee record in the payroll and HR systemCritical
- 4Set up the employee's email account and system access credentialsCritical
- 5Order and configure the required computer, phone, and equipment
- 6Prepare the physical workspace including desk, chair, and supplies
- 7Arrange access cards, keys, or security passes
- 8Prepare the onboarding schedule and training plan
- 9Assign a buddy or mentor and brief them on their role
- 10Notify the team of the new starter and their start date
- 11Prepare any required uniform, PPE, or branded materials
- 12Set up the new employee in relevant communication channels and group chats
- 13Prepare the onboarding documentation pack including policies and forms
- 14Confirm the new employee's dietary requirements or accessibility needs
- 15Book a team welcome morning tea or lunch for the first day
Frequently Asked Questions
What should be included in the welcome email to a new employee?
Include the confirmed start date, time, and location, what to bring on the first day, parking or transport information, dress code, who to ask for on arrival, a brief overview of the first day agenda, and contact details for someone they can reach if they have questions before starting. Keep the tone warm and encouraging.
How far in advance should pre-employment setup tasks begin?
Start preparation at least one to two weeks before the new employee's start date. IT setup and equipment orders may need more lead time depending on availability. Administrative tasks like payroll setup and contract processing should be finalised at least three to five business days before the start date to avoid any issues.
Who should be responsible for coordinating pre-employment setup?
Assign a single coordinator, typically someone in HR or administration, to own the process and ensure all tasks are completed. They should work with IT, the hiring manager, and facilities to cover all areas. Using a checklist with assigned responsibilities and due dates ensures nothing falls through the cracks.
Need help implementing these checks into your daily operations?
Our team can build custom checklists integrated into your daily operations workflow.