Staff Exits

Staff Exits

Managing staff member exits keeps operations efficient and maintains service continuity for clients. When a staff member leaves an organisation, it is important to ensure that loose ends are addressed and every step is well documented to comply with labour practices.

This topic describes exit processes and key steps in CareVision.

Keywords: staff exit process, carevision staff management, employee termination, staff resignation, hr compliance, suspend staff member, remove staff member, employment end date, termination reason, reassign staff bookings

I. Who Can Process Staff Exits

  1. Within organisations, Human Resource Managers, Directors, Home Care Managers, or Coordinators can process staff exits.
  2. By default, anyone with Coordinator (admin) access can suspend or remove staff members.
  3. If you are removing a Coordinator or admin, update their security role to Field Care Professional (Staff) on their detailed profile.

II. Recommended Practices Before Staff Exit

Manage bookings and schedules by reviewing all published schedules for the staff member prior to the Employment End Date. It is important to unschedule, cancel, or reallocate bookings assigned to the exiting staff member to ensure that client services remain uninterrupted during the exit process.
A. Unschedule or Cancel a Booking
A. Unschedule or Cancel a Booking
1. Click the booking status.
2. Select the new status: Unscheduled or Cancelled
3. Scroll down to the Additional Version Notes section to add a reason for cancelling or unscheduling the booking.

4. Click Save.
B. Re-allocate a Booking
B. Re-allocate a Booking
1. In the Allocated To field, select another staff member.

2. Scroll down to the Additional Version Notes section to add a reason for re-allocating the booking.

3. Click Save.

C. Check Preferred Worker Assignments
C. Check Preferred Worker Assignments
1. Open the calendar of the staff member who plans to exit.

2. Use the filter to show Preferred Worker Assignments.

3. Review which clients list this staff member as a preferred worker.

4. Go to the client profile to update their care plan


5. Remove the preferred worker from the client’s care plan. Reallocate the preferred worker’s assignments to another staff member if needed.

6. Click Save to confirm the removal of the preferred worker.

7. Then, click Save again to save the entire care plan.

D. Remove SSO for a Staff Member
D. Remove SSO for a Staff Member
Before a staff member exits the organisation, it is best practice to remove their Single Sign-On (SSO) connection. This prevents them from accessing the CareVision portal or mobile applications, helping maintain system security and preventing unauthorized access.

Steps
  1. Go to the Profile of the staff member.
  2. Scroll down to the SSO Connections section.

3. Click the SSO provider associated with the staff member.

4. Click the trash icon to remove the connection.

5. Click Yes to confirm.

6. Click OK when the confirmation message appears. The staff member’s SSO connection is now removed.

III. Record Termination Date and Reason
If you are suspending or removing a staff member, follow these steps:

1. Go to the staff member’s Detailed Profile section.

2. Select the agreed last working day as the Employment End Date.

3. Enter the termination reason.

4. Click Save Changes.

Notes
Note: Once you select an end date, the Termination Reason field is no longer required.

IV. Add Resignation Letter or Notice as a Note

If the staff member has provided a resignation letter, file it as a note.

1. On the staff member’s profile, expand the Notes and Forms section.

2. Click +Note.

3. Complete the Create Case Note form:
  1. In the Case Note Type field, select the appropriate category for HR or staff exit purposes.
  2. Add a title for the note.
  3. Provide a description with relevant details about the exit.
  4. Attach a PDF or image of the resignation letter.
  5. Click Save.

V. Suspension vs. Removal of Staff Profiles

A. Suspension of Staff Profiles
Suspending a staff profile temporarily deactivates the account and removes the staff member from the scheduling board, but keeps all their details and history in the system. This is helpful if the organisation needs to keep a record of the staff member’s details or if the staff member may return in the future.
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You can suspend the user by clicking the gear icon on their profile and selecting Suspend, or by updating the Employee End Date and Termination Reason as needed. 
Notes
Note: If you reactivate a user, the Employee End Date and Termination Reason remain in the fields.
B. Removal of Staff Profiles
Removing a staff profile permanently deletes the staff member’s information and history from the system. This action cannot be undone and the data cannot be recovered.

C. Recommendation
We recommend suspending staff profiles rather than removing them. Suspension preserves important records and allows for easy reactivation if the staff member returns.

This topic described the key steps for exiting staff members in CareVision. Following these steps helps your organisation stay compliant and supports a smooth transition for both the staff member and the organisation.
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For more information about staff exit processes, contact the CareVision Support Team.

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