Track who can sign in to every system your clinic uses

The situation

Your clinic runs more separate logins than anyone has counted: the EHR, messaging, a lab portal, billing, scheduling and a few specialty tools. Each one grants access on its own, and no single place shows who can get into what. Every grant made sense at the time, but six months and a couple of staff changes later, finding out who has access to what often means logging in to each system and checking.

The gap shows at two moments. A new hire gets access piecemeal over weeks because nobody has a checklist of what the role needs. A teammate who leaves keeps a lab portal or billing login nobody remembered, so a system with patient information stays open to someone who no longer works there.

Steps

1. List every tool once Keep one list of every system the practice uses and who has access to each, owned by one person, often the practice manager, who updates it at every hire and departure. Have an Admin type it into Practice Brain under a clear heading, such as Software access, so anyone can ask Sidekick who has access to a tool without logging in to check.
2. Build an onboarding template for each role Create a task template for each role in Task Settings, under Templates, such as New CMA access, with one checklist item for each tool that role gets. Every new CMA then gets the same setup, not whatever someone remembers that day.
3. Log each grant when it happens When someone joins or changes roles, start a Task from the template, name the teammate in Description, and check off each tool as access is granted. Update the master list at the same time, and note any access added later in a comment, so every grant traces back to the hire or role change behind it.
4. Run offboarding against the whole list When someone leaves, start a Task from an offboarding template whose checklist names every tool on the master list, Tabflows included, and check off each one as access is removed. Before an Admin archives them from Team under Admin, reassign their open Tasks.
5. Audit the list twice a year Give the list's owner an audit Task with Due on six months out, and create the next one when it is done. Check each system's users against the master list and fix any access nobody remembers granting, or that should have been removed and was not.

The outcome

Every tool is listed once, every grant traces back to a hire or role change, and every departure ends with a checked-off list instead of a guess. New hires start with the same access every time, and you close the biggest gap in most small clinics' security: not malicious access, just access nobody remembered to revoke.