Provider Offboarding and De-Provisioning

The offboarding and de-provisioning process is the series of tasks required when a provider is leaving or changing roles at MGH. The MGH Provider Offboarding and De-Provisioning Checklist (updated 9/14/21; link opens as .docx file) was compiled to provide practices with a list of steps to take when a provider leaves the practice. This process is required to ensure we shut off access to applications and systems when a physician leaves MGH.

The checklist incorporates best practices from BWH and several practices at MGH, including the Cancer Center, Rheumatology, and Primary Care.

It is important to follow the de-provisioning process for patient safety, financial and operational reasons. The checklist includes links and resources to the appropriate areas.

Patient Safety

• Practices must follow the necessary steps for de-provisioning and attaching the provider’s In Basket to an active clinician in the department. It ensures that all future lab orders will be reviewed. If practices do not attach the In Basket, labs will not be reviewed. This would create a significant patient safety risk.

Financial

• Practices must ensure that the Medical Staff Office (MSO) is aware of the provider’s departure. The MSO should be notified if that provider acted as an attending and intersected with billing practices.
• Practices must connect with the MSO to discontinue CRICO coverage when a provider leaves.

Operational

• The checklist offers practices a consolidated list of tasks to follow.
• Practices submit only one ticket for all applicable Epic and MSO tasks.
• With a standardized approach and provision of the required information, the eCare application team receives what they need to complete tickets more quickly.

The de-provisioning process should be initiated whenever a physician (resident, fellow or attending) leaves the practice or changes roles within the hospital.

To implement, a practice leader (Practice Manager, Administrative Manager or Administrative Director) should:

1. Complete the first two steps on the offboarding and de-provisioning checklist. Failure to complete these steps will result in a safety report.
   1. Attach the provider’s In Basket to the covering provider or to the departmental pool.
   2. Complete the De-Provisioning Request Form.
2. Review the full checklist and complete all applicable tasks.
3. Consider unique practice-specific steps that may need to be completed when a provider leaves the organization.