Leavers Standard Operating Procedure
Version: V1
Ratified by: People and Culture Steering Group
Date ratified: 15/10/2024
Job Title of author: People Partner
Reviewed by Committee or Expert Group Staff Partnership Forum
Related procedural documents
Online exit questionnaire Manager’s checklist for leavers.
This procedure must be read in conjunction with the following policies:
Attendance Management Policy (HRPOL31)
Annual Leave Policy (HRPOL24)
Disciplinary Policy (HRPOL14)
Anti-Crime Policy (EEPOL01)
Grievance Policy (HRPOL15)
Mandatory Training Policy (LDPOL03)
Continuous Professional Development Policy (LDPOL01)
Performance and Capability Policy (HRPOL29)
Recruitment and Selection Policy (HRPOL11)
Risk Management Policy (QSPOL09)
Risk Management Strategy
Special Leave Policy (HRPOL17)
Overpayment Policy (HRPOL28)
Review date: 15/10/2027
It is the responsibility of users to ensure that you are using the most up to date document template – i.e. obtained via the intranet.
In developing/reviewing this procedure Provide Community has had regard to the principles of the NHS Constitution.
Version Control Sheet Version
1. Introduction
1.1 Provide aims to deliver high quality and safe services and it recognises that this commitment to quality and safety must be reflected in the work and conduct of all its employees.
1.2 Provide aims to be an employer of choice and as such values the views and experiences of all employees. It is therefore important for us to collect and analyse information provided by employees who leave the organisation to build on positive experiences and work to rectify things that have not gone so well.
1.3 Provide recognises that employment may be ended for a variety of reasons. If handled effectively, it can reduce any negative impact caused by such actions, whether ending of employment is initiated by the employee or Provide. The benefit to Provide of encouraging employees to complete an exit questionnaire is that important information can be obtained which can be used to inform and plan improvements to recruitment and retention, workforce development and shape how the organisation motivates its employees. Information can also be used to support initiatives and policies such as health and wellbeing, stress management and equality and diversity strategies.
1.4 The procedure is applicable to all Provide Group employees.
2. Purpose
2.1 The purpose of this procedure is to ensure that there is a consistent and proactive approach to manage the process of ending employment contracts for employees leaving Provide and ensuring compliance with current legislation.
This procedure will:
• Support to establish the reasons why employees leave the organisation and identify common themes
• Identify areas of good practice which can then be promoted and built upon
• Analyse and monitor trends to inform recruitment and retention activities
• Gain constructive feedback relating to any negative aspects of a leaver’s employment to inform steps that can be taken to minimise future occurrences.
• Display openness and integrity by providing employees leaving the organisation with the opportunity to provide feedback.
3. Responsibilities
3.1 The Line Manager is responsible for:
• Acknowledging an employee’s resignation in writing using the template (see Appendix A) within five working days of receipt of the resignation letter.
• Ensuring a copy of the resignation letter and response are sent to the People Directorate for recording on the employee’s personal file.
• Completing the manager’s checklist for leavers as detailed in appendix D by the employee’s last day (copy to be retained on personal file).
• Completing a leaver form (P4) for all leavers immediately, with copies sent electronically to the relevant Finance email address for your business area and copied to the People Services Team:provide.payroll@nhs.net This will ensure that employment termination notices are processed within a timely manner to mitigate against the risk of overpayment. A copy will also be retained on the personal file.
• Ensuring all company property and equipment is securely recovered from employees prior to them leaving employment.
• Explaining the importance of the Exit Questionnaire and Leavers procedure and encouraging staff to complete the online exit questionnaire.
• Arranging an appropriate time and venue to conduct an exit interview with the employee, if they are in agreement to do so.
• Where an employee has indicated a potentially concerning reason for leaving, liaise with the People Partnering Team or line/senior manager before acknowledging and accepting a resignation.
• Ensuring the employee’s annual leave entitlement is accurately calculated and that any balance outstanding is used before the end of employment. Final leave allowance, whether under or overtaken, should be recorded on the leaver form (P4).
• Ensuring that an appropriate handover of work / cases is completed for all employees. Additionally, Line Managers should ensure that all progress notes are up to date and outcomes completed before the end of employment, where reasonably practicable.
• Informing IT Services of all leavers via the Service Desk portal to ensure user accounts and access are closed down. This should occur on the leaving date.
• Ensuring employees on a fixed term contract are informed if their contract is coming to an end in a timely manner in line with their contractual notice period and that they are made aware of suitable vacancies within Provide. Please see HRPOL54 Fixed Term Contracts Policy & Procedure.
3.2 Employees
All employees are expected to:
• Notify their Line Manager in writing of their intention to resign from post giving the appropriate notice period as detailed in their contract of employment.
• Engage with the leaver process, making every attempt to complete the online exit questionnaire and providing honest feedback about their employment to ensure that any appropriate changes can be made.
• Consider whether they would be prepared to have an exit interview with their line manager, a senior manager or a member of the People Partnering Team (not mandatory) before leaving Provide.
• Return all Provide property to their Line Manager by their last day.
• Report any lost, stolen or damaged property immediately to their Line Manager.
• Ensure an appropriate handover of any outstanding workload or casework is carried out, including providing any case notes or files to their Line Manager.
• Unless previously agreed with their Line Manager, use all outstanding accrued annual leave before leaving Provide.
3.3 The People Directorate:
People Partnering Team is responsible for:
• Conduct exit interviews where an employee has indicated on a completed questionnaire or emailed the People Partnering Team direct that they are only prepared to meet with them.
• Provide advice to line managers and employees, as appropriate.
People Services Teams are responsible for:
• Notify managers of any resignations submitted directly to the People Directorate.
• Ensure P4 forms are processed with the relevant payroll provider.
• Provide advice to line managers and employees, as appropriate
3.4 Payroll Provider are responsible for:
• Processing leaver forms.
• Ensuring that employees are paid correctly, subject to P4s being submitted within designated payroll deadlines
• Recovering any over payments.
• Providing P45s in a timely manner.
4. Leaver Procedure
4 1 Notice periods
4.1.1 The appropriate notice period which should be given is detailed in an employee’s contract of employment, service agreement, or detailed in any subsequent contractual change where applicable.
4.1.2 The notice period runs from the start of the day following the day on which the notice was given e.g. if a month's notice is given on a Monday, the period of notice will begin on the Tuesday.
4.1.3 Normally, an employee’s last day of service will be the last day of the notice period. If the employee uses any accrued annual leave immediately before their last day in service, this will not affect their service end date.
4.2 Employees who leave without giving notice
4.2.1 Employees who leave without giving notice or leave before the end of their notice period without the permission of Provide will be regarded as taking unauthorised absence and will not be entitled to be paid for the day(s) not worked within their contracted notice period.
4.2.2 If, in exceptional cases, Provide decides to waive the need for an individual to work their normal notice period this must be agreed with the Line Manager and a People Partner. The Line Manager must notify Payroll urgently, via another P4 leaver form, regardless of whether a P4 has previously been submitted. The manager’s checklist must still be fully completed in this circumstance.
4.3 Acknowledging a resignation
4.3.1 The Line Manager should confirm acceptance of the resignation letter using the acknowledgement letter (appendix A) within five working days of receipt of the
employee’s written resignation (after seeking advice if appropriate) and should confirm the employee’s last day of service, ensuring copies of the resignation and acknowledgement letters are sent to the Resourcing Team: provide.peoplepartnering@nhs.net
4 3.2 Access to the online leaver questionnaire (see Appendix C) should be sent by the line manager via email to leavers
4.4 During the Notice Period
4 4.1 While an employee is working their agreed notice period, they are required to work in accordance with all Provide policies and procedures until their employment comes to an end.
4 4.2 If an employee’s performance during the notice period falls below the required standards, Provide may address this as a performance matter in line with the relevant policies.
4.4.3 Provide reserves the right to instigate, or continue with, a disciplinary investigation / hearing involving an employee who resigns in line with the organisation’s Disciplinary Policy and Procedure (HRPOL14). The employee will be notified of this decision and given every opportunity to play a full part in the proceedings (refer to the Disciplinary Policy for further information, available on My Compliance).
4.4.4 During the notice period, Provide may adjust an employee’s duties, contact with clients / patients, access to information or resources and impose any other reasonable practice to better facilitate a handover of work / cases, and/or to protect business interests.
4.5 Completing a Payroll Leaver Form (P4)
4.5.1 The Line Manager should complete a leaver form as soon as possible after acknowledging the resignation letter, in accordance with the payroll schedule, to avoid any over or under payment of salary.
4.5.2 The Line Manager should record any outstanding / over payment of annual leave on the Leaver Form.
4.5.3 The Leaver Form should be emailed by the appropriate authorised manager to the Finance Team, copying in the People Services Team: provide.payroll@nhs.net.
4 5.4 The Line Manager should contact Payroll at the earliest opportunity where an overpayment or underpayment is likely to occur.
• If an overpayment occurs the payroll provider will set up the net amount overpaid on the payroll system and send a letter to the individual affected. The Provide Finance Team will also be contacted to manage the process of recovering the overpayment from the individual.
• If an underpayment occurs the individual will be paid the amount owing by BACS transfer to their bank account.
4 5.5 For employees on annualised hours / term time contracts, the Line Manager must discuss the hours worked/paid with the employee. If these cannot be equalised before leaving, the over / under payment must be recorded on the leaver form.
4 5.6 Any outstanding expenses including travel should be submitted in the normal way. Any outstanding payments will be made in the next available payroll.
4 5.7 Line managers do not need to complete a Leaver Form for employees moving internally within the Provide Group In this circumstance the People Directorate Resourcing Team will complete a staff change form. However, for individuals resigning from a permanent or fixed-term position and joining a bank contract, a P4 Leavers Form is required, and vice versa for those wishing to leave bank to commence a permanent or fixed-term position.
4.6 Exit / Leaver Questionnaire
4.6.1 The online questionnaire will be issued by the line manager to individuals leaving as a result of the cessation of temporary or fixed term contracts as well as voluntary termination of permanent contracts but is not relevant for internal job changes/promotions.
4.6.2 Analysis of the information sources from the online exit questionnaire will be carried out by the People Partnering Team including giving breakdowns of leavers by service area, reasons for leaving and their opinion of Provide as an employer. This information will be reported to the People and Culture Steering Group, Staff Partnership Forum and the Provide Board in addition to Director of Operations across the Provide Group.
4 6 3 Exit questionnaires will be retained separately from HR Employee files. Details held on a computerised system will be subject to Data Protection legislation.
4 7 Exit Interview
4 7.1 Line Managers should offer all leavers the opportunity to attend an exit interview.
4 7.2 If the employee agrees to attend an exit interview, then the Line Manager must arrange a mutually convenient time and date for the interview to take place.
4 7.3 If the employee declines the offer to attend an exit interview with their manager or another manager within their service, then they can request a meeting with a member of the People Partnering Team via their leaver questionnaire, or by emailing their People Partner directly
4.8 Guidance for conducting an Exit Interview
The interview should be conducted in a suitable location where there will be no disturbances. Notes should be taken during the interview to enable an accurate record to be kept of any personal information shared by the leaver. Where the interview is conducted by a manager they will provide a copy of the notes to HR.
At the outset of the interview explain:
• The purpose of the interview.
• That all personal information and feedback will be treated sensitively and in confidence except where information given requires further action to be taken.
• There may be some circumstances where it may be necessary to disclose information which is discussed at an exit interview, for example, where a member of staff alleges they have been bullied or harassed by another member of staff and/or manager, and/or patient safety concerns. The member of staff will be made aware of this.
During the interview:
• Discuss the main reason(s) for leaving Provide
• Record relevant comments objectively
• Accept the views of the member of staff
• Discuss the leaver’s overall experience of working for Provide
• Inform them that information obtained will be used to help make Provide a great place to work
4.8.1 If an issue of concern is raised via an exit questionnaire or interview, the People Partner will liaise with the appropriate Senior Manager to decide whether further considerations/actions need to be undertaken.
4.9 Leaver checklist and returning Provide property (Mandatory requirement)
4.9.1 Line Managers, or their nominated deputy, must arrange to meet with all leavers at the earliest convenience to complete the Manager Checklist (Appendix D).
4.9.2 The final checking and sign off should be undertaken by the Line Manager or nominated deputy and employee on the leaver’s last working day.
4.9.3 Once fully completed and signed off, a copy of the manager's checklist should be sent to HR to be retained on the personal file as evidence that the checks have been completed. The employee must also be given a copy of the form.
4.9.4 The Line Manager, or nominated deputy, must collect all Provide property and equipment from any leaver and disable their access to all accommodation on or before their last day.
For example:
• ID badge/ Smartcard and contact Registration Authority (RA) team to remove access to SystmOne if appropriate.
• Door entry fobs or cards
• Keys
• Any IT equipment- including laptops or phone with pin number
• Any work-related documents in paper or electronic form
• Any other Provide property
This must be recorded on the leaver checklist.
4.9.5 In the event that no notice period is to be worked, including where agreement is made to pay in lieu of notice the manager must ensure all forms are completed and property is returned immediately before the employee leaves the premises.
4.10 Process for ending a fixed term contract
4.10.1 Please see HRPOL54 Fixed Term Contracts Policy and Procedure.
4.11 Retirement
4.11.1 Employees wishing to retire must follow the normal process for resignation. The notice period requirements may need to be longer particularly if an employee also wishes to claim their occupational pension. The employee should contact their pension provider for further details.
4.12 Retire and return
There is no automatic right to return to employment with Provide following retirement. Those employees wishing to return to employment will be required to complete the Retire & Return Request form (available on My Compliance) and submit to their line manager. Any such requests should be submitted for approval by the appropriate Chief Officer.
Subject to Chief Officer approval, an employment contract can be offered on a fixed term basis ONLY. The duration of this contract will be decided by the line manager and the Chief Officer and will be for a maximum duration of 22 months. Employees’ continuous will re-start if they retire and return.
4.13 Death in Service
4 13.1 Benefits are only payable when an employee who dies in service was an active member of the NHS Pension Scheme or the Provide CIC Group Personal Pension Scheme (GPP) at the time of their death and has contributed to the scheme.
4 13.2 The People Partnering Team will be able to provide advice and guidance on the protocols to be followed following a death in service, including information for the family and advice on the sensitive recovery of any Provide property.
4.13.3 The Line Manager should immediately notify their People Partner of the death, followed by the completion of a Leaver Form (P4). This should give the date of death and indicate any outstanding annual leave. The completed form should be sent to provide.finance@nhs.net and provide.payroll@nhs.net
4.13.4 The P4 Leaver Form should also identify any extra duties undertaken by the deceased to ensure the final payment is accurate.
4 13 5 The Payroll Service Team will send an Indemnity Form to the person (line manager / People Partner) who is in communication with the next of kin, nominated person or to the person named as the contact for the estate. This form should be shared with the appropriate individual and will be used as the authority to pay any outstanding salary payments owed. This will be paid for the period from the start of the month to the date of death. When the Indemnity Form is received by Payroll Services they will issue a cheque for any monies due to the nominated Executor.
4 13 6 If there is a surviving spouse, registered civil partner or qualifying partner the Line Manager should liaise with their People Partner and the Pensions Team to ensure the relevant pension provide is advised and next steps agreed.
4.14 Retention of Leaver Employment Files
4.14.1 The retention of leaver files should be in accordance with standard People retention periods and General Data Protection Regulations.
4.14.2 Files will be stored and retained in a secure location or archived in line with Provide Policy.
4.14.3 Files which are no longer required to be kept must be destroyed by confidential means.
4.15 Smart cards
4.15.1 When an employee leaves Provide but remains in NHS employment, they will take their smartcard with them. The Line Manager must inform the Registration Authority Manager and IT that the employee has left the Provide but stayed within the NHS. The Registration Authority Manager and IT will deactivate the smartcard rendering the card inoperative until reactivated at another NHS site.
4.15.2 When an employee leaves the Provide Group and is not taking up employment in the NHS, they should return their smartcard to their Line Manager who will record that the card has been received on the manager’s checklist (see Appendix D). The Line Manager must then return the smartcard to the Registration Authority Manager who will remove the account from the system.
4.15.3 Loss, disclosure or suspected theft of a smartcard should be reported to the Registration Authority Manager immediately. The Registration Authority Manager will deactivate the smartcard and issue a new one. An incident report must be created and forwarded by the Line Manager as appropriate.
4.16 NHS.net email accounts
4.16.1 On receipt of a leavers list the IT department will ensure that NHS Mail accounts are changed to state the employee is a Leaver. This will prevent immediate access. However, if the employee joins another employer who use NHS Mail the account can be reactivated by the new employer.
4.16.2 It is then possible for the employee to access NHS emails received whilst employed at Provide CIC that remain in the inbox and any emails in the sent box. All staff (as leavers) shall request removal from previous approved shared mailboxes, MS Teams and SharePoint groups and locally controlled distribution lists as relevant.
4.16.3 The line manager shall ensure that an appropriate out of office message is set.
5. Procedure Implementation Plan
5.1 The procedure will be placed on My Compliance for information
5.2 The procedure will be part of the metacompliance process
5.3 People Partners will brief management teams who will cascade to relevant line managers
6. Monitoring and Review
6.1 Leavers Procedure will be reviewed in line with the Policy for the Management of Procedural Documents, or more frequently in line with any requirements relating from legislative changes.
6.2 Review will be undertaken by a member of the People Directorate and monitoring will be conducted in respect of procedural outcomes. The need for improvement or clarification may be identified as lessons learnt, through using the process and where appropriate amendments will be made.
Appendix A: Template Letter to Acknowledge Resignation.
Dear Employee name,
Re: Your employment with NAME OF PROVIDE BUSINESS AREA
I write further to your email/letter of resignation received DATE, to confirm the arrangements that will apply to the end of your employment, as follows:
1. As you know, the contractual notice period relating to your employment with (business area) is (place contractual notice period here) as stated within your contract of employment.
2. Your employment will end on DATE of last day in the business (“the Departure Date”), whereupon all entitlement to salary and benefits shall cease with immediate effect.
3. You shall be paid any outstanding and owed salary up to and including the Departure Date in the next available payroll (subject to deductions for income tax and NICs), and your P45 and final payslip will be posted to your home address. You should download copies of previous pay slips and P60s you wish to retain prior to your ‘departure date’.
4. You shall be paid in lieu in respect of any accrued but untaken annual leave entitlement (subject to deductions for income tax and NICs). If you have taken more leave than you have accrued an appropriate deduction shall be made from your final payment.
5. You will make arrangement with your line manager to hand back any business area property (including, without limitation, include property to be returned) prior to or on your ‘departure date’.
6. If you owe business area any monies, this shall be deducted from your salary payments during, or at the end of your notice period.
7. If you are a member of a pension scheme, the fund administrators will be notified of your leave date (if you require any information in the future regarding your fund, you should contact the fund administrators direct).
8. You remain bound by the provisions in your employment contract relating to Confidentiality (state contract clause number) and Restrictive Covenant (state clause number if appropriate).
I hope the above is clear, but please let me know if you have any questions regarding the above, or if any aspect is unclear to you.
You will receive a link, via email, to the online leaver questionnaire. I would also like to offer you the opportunity of an exit interview prior to your departure date. Although this is not mandatory, Provide aims to be an employer of choice and values the views and experiences of all employees. We are committed to recruiting and retaining high quality staff, and to support this aim, an exit interview provides us with information and feedback as to why employees are leaving and will also highlight positive aspects of working for Provide, and what areas the organisation may need to improve Please let me know if you wish to do so.
Should you prefer to take this opportunity with another department manager, or a member of the People Partnering, please email (insert email address of People Partner) so this can be arranged for you.
With regard to references, we would be pleased to respond to any such request made to provide.resourcing@nhs.net from potential future employers.
Finally I would like to thank you for your work with business area and wish you every success in the future.
Yours sincerely,
Manager Title Business area
Appendix B: Exit Interview Procedure
1. Employee resigns from their post in writing (resignation includes retirement) or the employment contract is ended by the employer.
2. Line Managers must seek advice from People Partner if concerned about the reason for a resignation.
3. The Line Manager writes to the employee (Appendix A) to acknowledge their resignation, inviting them to attend an exit interview (this is not mandatory for the employee). Manager also provides a link via email to the online leaver questionnaire for completion (Appendix C).
4. If the employee agrees to an exit interview, the Line Manager must arrange a mutually convenient time and date for the meeting to take place
5. If the employee declines to attend an exit interview with their Line Manager or another manager in their service, the Line Manager should offer the opportunity for an exit interview to be held with a member of the People Partnering Team.
6. At the exit interview the Line Manager should state the purpose of the interview:
• Gain an understanding of employee’s experience of working for Provide.
• Establish reasons for leaving.
• Improve the working lives of employees of Provide.
7. The Line Manager must advise the employee that if the exit interview contains information that is of serious concern to the organisation, or warrants further action in line with Provide Polices, the information disclosed will need to be shared with other parties and may lead to further investigation.
8. Notes of the meeting should be taken at the exit interview by the line manager, shared with the appropriate HR Business Partner to be saved to the employee’s personal file, and a copy provided to the employee.
Appendix C: Online Exit Questionnaire
(Text and online link to email employee).
You have been sent this questionnaire because you have advised us that you are leaving Provide. The questionnaire should only take 5 to 10 minutes to complete. We would really appreciate your feedback, and you taking the time to answer a few questions about why you are leaving and your thoughts on your time working for Provide.
This questionnaire is confidential. Any identifying information (service, job role etc.) will be used for statistical means only and kept in line with Provide’s Data Protection Policy (IGPOL 31).
Provide aims to be an employer of choice and values the views and experiences of all employees. We are committed to recruiting and retaining high quality staff, and to support this aim, the Exit Questionnaire process provides us with information and feedback as to why employees are leaving and will also highlight positive aspects of working for Provide and what areas the organisation may need to improve.
The information you have provided will be used to present anonymised and aggregated data to the Senior Management Team (SMT) and to service areas to inform and plan recruitment and retention, workforce development and to support initiatives and policies such as health and well-being, stress management and equality.
All your responses will be treated confidentially. However, please be aware that if any serious concerns are revealed, the People Partnering Team will liaise with an appropriate Senior Manager to consider whether any further action/considerations need to be undertaken.
Thank you for taking the time to complete this Exit Questionnaire: ONLINE EXIT QUESTIONNAIRE:
https://www.providemyexperience.com/surveys/HR_Exit_Survey-HlfFfbdha. Kind regards,
Appendix D: Manager’s Checklist for Leavers
This checklist is to be completed for all leavers, including those on fixed term or temporary contracts, secondment to Provide or contracted workers e.g. interims or temporary workers. The check list should be completed in all cases whether due to resignation, retirement, redundancy end of contract or dismissal. For any exceptional cases please seek advice from HR.
A signed copy of the form will be retained on the employee’s personal file.
Leaver name:
Department:
Date of Leaving / Date of Departmental Transfer:
Current Line Manager:
New Manager (if applicable):
Leaver Procedure
Manager acknowledges resignation or retirement by ‘confirmation of resignation letter’ appendix A, offering an exit interview.
Emails employee the Exit Questionnaire online link, appendix C
Manager completes payroll leaver form (P4) including calculating annual leave allowance.
Manager completes exit interview with employee if agreed by employee.
Shares notes of meeting with HR Business Partner
Equipment
Remote Access (Card or Access Codes).
All staff (as leavers) shall request removal from previous approved shared mailboxes, MS Teams, SharePoint groups and locally controlled distribution lists as relevant.
The line manager shall ensure that an appropriate out of office message is set on the email account
Agree arrangements for handover, return and sign when all equipment received.
Notify IT Department via Servicedesk to disable pin code access with effect from leaving date
Laptops / Computers
Agree arrangements for handover and return and sign when all received.
NB: Please mark end column N/A if the listed item is not applicable to the post.
IT Hard and Software
USB stick, removable media, SD cards, information storage devices, copies of programmes and Provide issue devices.
Agree arrangements for handover and return and sign when all received.
Mobile Phone- pin number required Charger, headphones and any accessories.
Agree arrangements for handover and return and sign when all receive Equipment supplied by Provide to carry out role – please list.
Agree arrangements for handover and return and sign when all received.
Office/Desk telephone.
Arrange to amend telephone lists and update any voicemail messages.
Property
Provide Issued Uniform
Agree arrangements for handover and return and sign when all received.
Car Park Permit
Agree arrangements for handover and return and sign when all received.
Security.
Computer Access
E-mail, OneDrive data, login, system access. Manager to notify IT Department to ensure all accounts are expired from leaving date. Manager to list any local departmental systems the employee has access to, including subscription websites and confirm access has been terminated. The line manager is responsible for notifying HR Services and IT via Servicedesk of this action so that other elements of the leaver process can be completed in good time.
Keys, entry cards and fobs and door access codes
Confirm return of security access resources and arrange for reprogramming of door codes. (if applicable)
Smartcards
Confirm process has been followed.
ID Badge
Agree arrangements for handover and return and sign when all received.
Official Provide Branded Ink Stamps
Agree arrangements for handover and return and sign when all received.
Governance.
Files, papers, manuals, paper diaries, etc
Agree arrangements for handover and return and sign when all received.
Workload Handover
Manager to arrange to meet with employee to arrange full handover of all outstanding work and to ensure, where appropriate, matters are closed
Confidentiality
Employee reminded of their post-employment confidentiality responsibilities.
Appointments
Confirm all patient related notes have outcomes completed on SystmOne or other related systems.
Progress notes
Confirm all progress notes are complete and up to date.
Financial.
Relocation Expenses
If employee is leaving after less than two years and has received relocation expenses, manager to notify payroll immediately.
Training Expenses
If employee has received training fees which require recovery if the employee leaves within an agreed minimum period of service, manager to notify payroll to arrange deduction from final salary.
Cancel any pre- booked training arranged for the employee.
Authorised Signatories
Manager to notify Finance Manager of leaver.
Lease Car Holder
Manager to notify Finance Manager of leaver and lease car management company.
Manager’s Declaration:
I confirm that I have fully completed this checklist with the above named employee in line with Provide Policy and that the instructions within have been carried out in full.
Name:
Signature:
Date:
Employee’s Declaration:
I confirm that I have returned all Provide property and equipment held by me. I declare the information given on this form is complete and correct. I understand that if I knowingly provide false information this may result in disciplinary action and I may be liable for prosecution and civil recovery proceedings.
I consent to the disclosure of information within this form to and by Provide and the Local Counter Fraud Specialist for the purposes of verification and prevention, detection and prosecution of fraud.
Name:
Signature:
Date: