Onboarding (New Employees)

Welcoming a new team member?  As a supervisor, your support during orientation is key to a successful start. This guide is your go-to resource for orienting NKY Health Employees, Students/Interns, Supplemental Staff, and Volunteers. 

Phase 1: Getting Started

First, point your new arrival toward our Orientation Site. It's their central hub for everything they need. 

1. Identify Your Team Member's Role:

• NKY Health Employees: Their orientation is 100% electronic. They will receive a link to a Google Sheet in their welcome email. There is no paper version.

• Clinical & Onsite Students: These individuals use a Google Form, virtual orientation, or in-person session. Once they submit their form, HR is notified automatically—no action required from you!

• Supplemental Staff & Volunteers: They must download the paper checklist matching their role from the Orientation Site.

2. Access & Timing:

• When to Start: New employees can jump in on Day 1. Students, supplemental staff, and volunteers must complete orientation before they start working (unless their contract states otherwise).

• How to Log In:

  • If they have an NKY Health email: They can access the site directly.

  • If they do not have an email: Provide them with this direct link: Orientation Site

    1. • Username: orientation.welcome@nkyhealth.org

       • Password: welcome2me

Phase 2: Monitoring Progress (The "Checklist" Phase)

As your team member works through their list, stay engaged. Here is how to handle the documentation:

For NKY Health Employees:

• The "Red HR" Items: Remind the employee to scan and email any item marked with a Red "HR" directly to hr@nkyhealth.org as they finish them.

• The "Red S" Items: The employee is responsible for scanning and sending items marked with a Red "S" directly to you.

For Supplemental Staff & Volunteers:

• They will hand you a physical paper checklist.

• Your Action: Verify dates/initials, ensure quizzes scored 100%, and sign the pages. Scan the completed packet to yourself.

Phase 3: Final Review & Submission to HR

Once the employee notifies you they are finished, it is time to wrap up.

Step A: Acknowledge Completion Review the employee's checklist. Reply to their email (or sign their paper) to confirm everything is done. This confirmation is the official record.

Step B: Collect & Submit Files (NKY Health Employees Only) You are responsible for submitting specific files to HR on the employee's behalf.

1. Collect the following:

   • Signed Site Safety Orientation Checklist

   • Mandatory TRAIN Certificate: OSHA Bloodborne Pathogens (1103084)

   • WIC Services TRAIN Certificate (1108316) (If Applicable)

2. Scan/Save them as separate files.

3. Email the files to hr@nkyhealth.org.