Exit management for diagnostic labs

Notice periods and early release

A common policy is 15 days to one month for phlebotomists and front office staff, one month for technicians, and one to three months for pathologists and section heads, because signatory changes and handover training take time. Set notice days separately for probation and after confirmation, with overrides by grade. For seasonal fixed-term staff, the contract end date is the exit date, so plan their last day in October, not on the day itself.

Handover and clearance checklist

Once HR logs the resignation in ZeniaHR, the employee's last working day is fixed and their status changes to on notice. Offboarding then asks for one of 20 structured exit reasons and walks the supervisor and HR through an 8-item exit checklist, alongside the lab's own list above.

• Phlebotomy kit, tourniquets, sample boxes and cold packs
• Barcode stock and requisition forms
• Cash and UPI collections reconciled to the last visit
• ID card, uniform and access card
• LIS login disabled and signatory rights removed
• Pending camp reports and sample logs handed over

Full and final settlement

A leaver's wages have to be paid within two working days of leaving, for resignations and terminations alike; see the payment timelines. For a home collection executive the settlement includes paid days to the exit date, incentives on visits done up to that day, fuel reimbursement for the last month and leave encashment as per policy, less any recovery the deduction rules allow. An off-cycle run in Direct Payroll stops the paid days at the exit date. Staff with five years of continuous service get gratuity at 15 days' wages per completed year, and fixed-term staff get it pro rata without the five-year minimum.

Releasing and rehiring seasonal staff

Monsoon hires who performed well are your first call next June. Before they leave, record the exit reason and rehire eligibility, note their centre and trade test result, and keep their documents on file. When you rehire, the earlier record in the previous employees list saves you from collecting everything again, apart from items that have expired, such as a driving licence or police verification.

How to set it up in ZeniaHR

1. Set notice days for probation and confirmed staff in the Work terms policy, with overrides for pathologist and section head grades.
2. Record resignations in Employees to set the last working day and track staff on notice.
3. Use the 8-item exit checklist and an exit reason, and confirm kit, cash and LIS access clearance with the supervisor.
4. Run an off-cycle payroll with final incentives and reimbursements so dues are paid within two working days.
5. Mark rehire eligibility for seasonal staff and review exit reasons by department every quarter.

Read more about employee records and exits in ZeniaHR.

Roles this applies to

Frequently asked questions