Team Exit Procedure

Employee Exit: 7 Part Team Member Exit System 

Desired Outcome

Here are the ideal outcomes from following this system.

• • Enable a smooth, professional and clean transition out of the business

    • Help ensure clients are handed over smoothly for ongoing care

    • Help keep the team culture functioning and performing

    • Make sure bridges aren't burnt. 

    • Help transition the team member into their next chapter of their life or at least, finish on a positive note

  • Identify reasons for team member’s exit

    • Identify why they are leaving (what factors can we control?)

    • Identify if there is, or was, anything that you could do to keep them on board (Leave the door open to possibilities)

    • Identify what they needed to feel more supported in their role 

    • Identify opportunities/pathways they desire for career fulfilment

  • Reinforce Obligations 

    • Agreements made in the Position Contract, for example, non-compete and non-soliciting of clients or business as outlined in your original contract.

    • Duty to clients. Arrange the appropriate and smooth transition of care to other practitioner.

    • Duty to team. Ensure they leave the team up to date with clients, projects and other duties they may have to pick up or address.

How

There are 2 main considerations in how you should deliver this system. 

• 1. Clear Communication

     1. You need to provide certainty to each person (patients, team, individual) about what it means for them now and how it will play out in the coming months. 

  2. Structured Timelines

• • 1. You need to provide clear instructions about what needs to be done and when, so that it is a clean exit. 

What

What specifically needs to be said and done in this system. 

There is a 7 Part System Checklist to follow for consistent and smooth exits.

Use the Exit Checklist 

Steps include:

• 1. Exit System Initiated with notice to leave 

  2. Advise & communicate exit to your community (team, patients and partners) Scripts for clients from practitioner Over phone: "Hi [NAME], I'm just ringing to tell you that i've made the difficult decision to leave for a while. Which means that I will be leaving Effect Exercise Physiology. OR " Hi [NAME], I'm just calling to say that an opportunity has come up for me that will take me away from my role here at Effect Exercise Physiology" . . " I really think that the best practitioner to take care of you going forward is [insert practitioners name]." " You will be in great hands with them" "They have a lot of experience, people love them, I trust them and you will get along very well with them" "In particular, i'm going to speak to them about [insert aspect of their care. eg. goals, injury, progress]" CONFIRM/CHANGE APPOINTMENT TIME If you hit their voicemail... " Hi [NAME], It's just "Jack" here from Effect Exercise Physiology. I just wanted to call you about your appointment next week/month. Would you mind calling me at the clinic on [NUMBER] and I can explain more. Scripts for Admin"Hi [NAME], [PRACTITIONER] has made the decision to leave for a while. Which means that they will be leaving us at the end of the month/year/etc." OR " Hi [NAME], [PRACTITIONER] has had an opportunity come up for them that will take them away from their role here at Effect" . . " He/She is handing clients over to [insert practitioners name] in the meantime"" You will be in great hands with them""They have a lot of experience, people love them and i'm sure you will get along very well with them"

  3. Prepare for the exit interview - Send exit interview questions to team member - Set a date and time for interview

  4. Host the exit interview

  5. Collect Key Materials from Team Member - Patient handovers - Referrer handovers - Uniform

  6. Farewell & Employment Closure - Lunch/party for team member

  7. Follow up action - Update timetables/diary in practice management software - Update website/online bookings

Scripts/Emails

Final exit email:

"Hi NAME,

This is a formal email to follow up on the final steps of our exit procedure for your employment at Effect Exercise Physiology.

1. Logging out of Cliniko, Physitrack, Google/Gmail, Slack and any other company logins (some may be deactivated already)

2. Deleting any company and clinical files from your personal computer and/or devices

3. Returning company embroided uniform, keys and other property of EEP

4. Fill out our exit Google form HERE

Thank you for completing the above steps and we'll be sure to keep in touch!"