Demonstration sample · Fictional business

Employee Onboarding Checklist — Sample

See how Pracenda can organize scattered first-day tasks and role training into a clear onboarding checklist for the employee and supervisor.

Business
Fictional independent family healthcare practice
Problem
Front-desk onboarding depended on verbal reminders, making account setup, orientation, and training inconsistent.
Pracenda intake
Supervisor responsibilities, systems access, first-day logistics, administrative workflows, training topics, and 30/60/90-day milestones.
Deliverable
A customized onboarding checklist organized by timing, owner, system access, role training, follow-up milestones, and employer review points.

Example section: before the first day

Prepare the workstation, request the office badge, create assigned system accounts, send first-day logistics, and confirm who will lead orientation.

Document Title
Employee Onboarding Checklist — Front-Desk Staff
Practice Name
Riverbend Family Practice — fictional
Department
Administration
Prepared For
[CUSTOMER MUST COMPLETE]
Start Date
[CUSTOMER MUST COMPLETE]
Supervisor
[CUSTOMER MUST COMPLETE]

1. Before First Day

Completed by HR / Supervisor

  • Office badge request submitted — [CUSTOMER MUST COMPLETE] (badge system name and process)
  • Computer account created in: [CUSTOMER MUST COMPLETE] (list systems)
  • Desk or workstation assigned and prepared
  • Welcome email sent with first-day logistics
  • Direct deposit authorization form mailed or emailed for completion
  • Employee handbook sent for pre-read
  • Parking information provided — [CUSTOMER MUST COMPLETE] (parking location/instructions)

2. First Day

  • Government-issued ID verified; I-9 completed
  • Employee handbook acknowledgement signed
  • Office tour: waiting area, check-in desk, break room, restrooms, emergency exits
  • Introductions to all team members
  • Login credentials issued for all assigned systems
  • Daily schedule and shift expectations reviewed
  • Lunch with supervisor or assigned buddy ([CUSTOMER MUST COMPLETE] — who)

3. First Week

  • Shadow check-in desk procedures with a senior staff member
  • Observe patient scheduling workflow (administrative steps only — no clinical observation)
  • Learn phone system — [CUSTOMER MUST COMPLETE] (phone system name and training resource)
  • Learn scheduling software — [CUSTOMER MUST COMPLETE] (software name and training resource)
  • Review insurance verification process (administrative steps only — no billing or clinical advice)
  • Attend team huddle each day of the first week

4. 30 / 60 / 90-Day Milestones

30 Days

  • Independently handles front-desk tasks with supervisor available for questions
  • Completes all required acknowledgements (see §11)
  • Meets with supervisor for 30-day check-in; concerns documented

60 Days

  • Handles full check-in and check-out workflow independently
  • Begins cross-training on [CUSTOMER MUST COMPLETE] (additional administrative tasks)
  • 60-day supervisor check-in completed

90 Days

  • Formal 90-day review meeting with supervisor
  • Performance expectations confirmed in writing
  • Any additional training needs identified and documented

5. Administrative Setup

  • Employee file created in HR system
  • Payroll system entry completed
  • Benefits enrollment deadline communicated — [CUSTOMER MUST COMPLETE] (enrollment window and instructions)
  • Emergency contact form collected and filed
  • Direct deposit confirmed active

6. Systems Access

Access granted by: [CUSTOMER MUST COMPLETE] (role/title responsible for provisioning)

SystemStatus
Scheduling software — [CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]
Email — [CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]
Phone system — [CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]
Billing software — [CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]
Document storage — [CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]

7. Workplace Orientation

Locations and procedures must be completed by the employer before this checklist is used.

  • Emergency exit locations: [CUSTOMER MUST COMPLETE]
  • Assembly point: [CUSTOMER MUST COMPLETE]
  • Fire extinguisher location: [CUSTOMER MUST COMPLETE]
  • AED location: [CUSTOMER MUST COMPLETE]
  • After-hours access policy: [CUSTOMER MUST COMPLETE]
  • Parking: [CUSTOMER MUST COMPLETE]

8. Department Training

Front-Desk Workflow

  • Patient check-in steps (administrative steps only — no clinical workflow)
  • Phone greeting script: [CUSTOMER MUST COMPLETE]
  • Appointment types overview: [CUSTOMER MUST REVIEW] (confirm applicable appointment categories with practice)
  • Copay and self-pay collection procedure (administrative steps only — no billing advice)
  • End-of-day reconciliation overview

9. Role-Specific Training

  • Scheduling software training: self-paced module + supervised shadowing
  • Insurance verification training (administrative steps only)
  • Referral tracking process: [CUSTOMER MUST COMPLETE]

No clinical training content is included in this checklist.

10. Safety Training

The following safety training topics must be supplied and delivered by the employer. Content is [CUSTOMER MUST COMPLETE] throughout.

Training TopicDelivered By / Resource
Workplace safety orientation[CUSTOMER MUST COMPLETE]
Emergency response procedures[CUSTOMER MUST COMPLETE]
Privacy and confidentiality policy (administrative, not clinical)[CUSTOMER MUST COMPLETE]
Workplace conduct policy[CUSTOMER MUST COMPLETE]

11. Required Acknowledgements

DocumentDate Signed
Employee Handbook[CUSTOMER MUST COMPLETE]
Privacy Policy (administrative)[CUSTOMER MUST COMPLETE]
Workplace Conduct Policy[CUSTOMER MUST COMPLETE]
IT Acceptable Use Policy[CUSTOMER MUST COMPLETE]
Direct Deposit Authorization[CUSTOMER MUST COMPLETE]

12. Supervisor Follow-Up Schedule

Check-InDateTopicsNotes
End of Day 1[CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]
End of Week 1[CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]
30-Day Review[CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]
60-Day Review[CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]
90-Day Review[CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]

13. Completion Status

SectionCompleted (Y/N)DateNotes
Before First Day[CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]
First Day[CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]
First Week[CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]
30/60/90-Day Milestones[CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]
Admin Setup[CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]
Systems Access[CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]
Workplace Orientation[CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]
Department Training[CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]
Role-Specific Training[CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]
Safety Training[CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]
Required Acknowledgements[CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE][CUSTOMER MUST COMPLETE]

14. Employee Sign-Off

I confirm I have completed the items above and received the indicated training and materials.

Name[CUSTOMER MUST COMPLETE]
Date[CUSTOMER MUST COMPLETE]
Signature[CUSTOMER MUST COMPLETE]

15. Supervisor Sign-Off

I confirm this onboarding checklist is complete.

Name[CUSTOMER MUST COMPLETE]
Title[CUSTOMER MUST COMPLETE]
Date[CUSTOMER MUST COMPLETE]
Signature[CUSTOMER MUST COMPLETE]

AI-assisted draft. This document must be reviewed, edited, approved, and maintained by the organization using it.

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