What goes into a lab staff file
Build this list into the onboarding document checklist per role, so new joiners upload the right papers before day one, and existing staff see exactly what is missing in their own required-document checklist in My Self-Service instead of waiting for HR to chase them.
- Educational certificates: DMLT, B.Sc MLT, M.Sc, or MD in pathology or microbiology
- Registration with the relevant council, where applicable
- An authorization letter listing the tests or tasks the person may perform or sign
- Competence assessments and training records
- Police verification report for anyone who visits patients' homes
- Driving licence for field staff and runners
- Vaccination record, ID, address proof and bank proof
Authorization changes with the job
When a technician moves from haematology to biochemistry, or a pathologist is added as a report signatory, the authorization letter must change the same day. Keep the current letter in the employee's documents and record the move as a transfer in the employee's lifecycle history, so the file and the job match. Quality auditors often compare LIS user rights with these letters, and a mismatch is an easy finding to avoid.
Expiry tracking for field staff
Driving licences, insurance for bikes used on duty and vaccination follow-ups all expire or need renewal. Add expiry dates when you upload them, and let staff see what is due in their required-document checklist. A home collection executive with an expired licence should not ride for work until it is renewed, so check the document reports before publishing each month's roster.
Access and sharing
ZeniaHR keeps files in secure storage and hands them out only as download links that expire after a short time, so an assessor gets access without scans circulating by email. Access Control lets a centre supervisor open her own team's files while pay and bank fields stay hidden from her role. Give the quality manager a role with view rights on documents and the data scope the audits need, and nothing more.
How to set it up in ZeniaHR
- Configure the required documents per role in the onboarding checklist, including authorization letters and police verification.
- Upload documents for existing staff with expiry dates for licences, certificates and vaccination follow-ups.
- Verify or reject each document, noting who checked it and when.
- Create a quality manager role with document view rights and masked salary and bank fields.
- Review the document reports monthly and chase renewals before the roster is published.
Read more about employee documents in ZeniaHR.
Roles this applies to
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What documents should a diagnostic lab keep for each employee?
Qualification certificates, registration where it applies, an authorization letter for the tests the person performs or signs, competence and training records, ID, address and bank proof, a vaccination record, and for field staff a driving licence and police verification. Record expiry dates for anything that lapses.
What is an authorization letter in a lab?
It is a signed letter, usually from the lab director or quality manager, listing the tests or tasks an employee is allowed to perform, validate or sign. It is issued after training and a competence assessment and must be updated when the person's role changes. Assessors check it against the LIS rights.
How can labs track expiring driving licences of field staff?
Upload each licence with its expiry date in the employee's documents. Staff see pending items in their required-document checklist, and HR reviews the document reports each month before the roster is published, taking anyone with a lapsed licence off home collection duty until it is renewed.