Nursing Staff Exit Form with Care Transition Plan

Nursing Staff Exit Form with Care Transition Plan

When a nurse leaves your healthcare organization, the offboarding process is more complex than typical employee exits. Beyond the standard HR procedures, you need to ensure continuity of patient care, secure medication access systems, and maintain regulatory compliance—all while handling the transition professionally and efficiently.

This Nursing Staff Exit Form is specifically designed for healthcare facilities, hospitals, clinics, and medical practices to manage the complete nursing offboarding process. Whether you're handling a resignation, retirement, or termination, this template ensures no critical step is overlooked.

Why healthcare organizations need a specialized nursing exit form

Unlike standard employee offboarding, nursing staff exits involve unique considerations:

• Patient care continuity: Active patient assignments must be transferred smoothly to ensure uninterrupted care and maintain quality standards
• Medication access security: Immediate termination of controlled substance access, prescription privileges, and pharmacy system credentials protects your facility and patients
• License and credential notifications: State nursing boards and credentialing bodies may need to be notified depending on the circumstances of departure
• Clinical documentation: Incomplete charts, pending orders, and open patient notes need proper closure or handoff
• Specialized equipment and access: Return of medical devices, access badges with clinical privileges, and secure area permissions

This form brings structure to what can otherwise be a fragmented process involving HR, nursing management, pharmacy, IT, and compliance departments.

What this nursing exit form covers

The template guides your offboarding team through every essential component:

Departing nurse information – Capture all identification details, employment dates, specialization, current unit or department, and reason for departure to ensure complete records.

Patient care transition planning – Document current patient assignments, care plans in progress, and identify which nurses or staff will assume responsibility for each patient. This section ensures no patient falls through the cracks during the transition.

Medication and controlled substances – Critical checklists for terminating access to medication dispensing systems (Pyxis, Omnicell, etc.), returning controlled substance keys, conducting final counts, and documenting the handoff of responsibility.

Clinical documentation completion – Track outstanding patient charts, incomplete documentation, pending orders, and set clear deadlines for completion or transfer of these responsibilities.

Equipment and facility access – Systematic return of hospital badges, keys, pagers, medical equipment, uniforms, parking passes, and termination of electronic access to clinical areas.

State license and credentialing notifications – Document what notifications need to be sent to state nursing boards, the National Practitioner Data Bank, or credentialing organizations, ensuring compliance with reporting requirements.

Exit interview and feedback – Gather valuable insights about the nursing work environment, staffing levels, management effectiveness, and reasons for departure that can inform retention strategies.

Final administrative details – Cover final paycheck, unused PTO payout, benefits continuation (COBRA), return of direct deposit information, and forwarding address for tax documents.

How Paperform makes nursing offboarding more efficient

Managing nursing exits across multiple departments is traditionally a paper-heavy, error-prone process. Paperform transforms this into a streamlined digital workflow:

Conditional logic ensures the right questions appear based on the exit circumstances—voluntary resignation paths differ from termination procedures, and PRN staff have different requirements than full-time nurses.

Multi-department collaboration – The form can be routed to different stakeholders (HR, nurse managers, pharmacy, IT, compliance) with each section visible to relevant parties, centralizing what used to require multiple forms and email chains.

Automated notifications – When the form is submitted, automatic emails can alert pharmacy to revoke medication access immediately, notify IT to disable clinical system access, and remind the departing nurse of documentation deadlines.

Integration with HR systems – Connect this form to your HRIS, payroll systems, or credential management platforms via Stepper (stepper.io) to automatically update employee status, trigger benefits notifications, and maintain accurate records without duplicate data entry.

Audit trail and compliance – All responses are timestamped and stored securely (Paperform is SOC 2 Type II certified), providing documentation that your facility followed proper offboarding protocols—essential for regulatory audits and potential legal matters.

Papersign for acknowledgments – Use Papersign (papersign.com) to collect secure electronic signatures on non-compete agreements, confidentiality reminders, final equipment checklists, or final paycheck acknowledgments, keeping everything linked to the exit record.

Designed for healthcare facilities of all sizes

Whether you're a large hospital system managing dozens of nursing exits monthly or a small clinic handling occasional turnover, this template adapts to your needs:

• Hospital nursing departments can customize the form for different specialties (ICU, OR, ED, Med-Surg) with specialty-specific equipment and access requirements
• Long-term care facilities can emphasize resident care continuity and medication pass transitions
• Outpatient clinics can focus on appointment coverage and patient communication plans
• Home health agencies can add sections for vehicle returns, patient home access termination, and route reassignment
• Temporary nursing agencies can streamline offboarding for contract nurses completing assignments

Improving retention through better exit data

The exit interview component of this form becomes a valuable retention tool when you analyze responses over time. Paperform's AI Insights can summarize exit interview responses across multiple departures, identifying common themes in why nurses leave—staffing ratios, management concerns, scheduling inflexibility, or compensation issues.

These insights help nurse managers and HR leaders address systemic problems before more staff walk out the door. In an industry facing critical nursing shortages, understanding and acting on exit feedback isn't just good HR practice—it's essential to organizational sustainability.

Security and compliance built for healthcare

Healthcare data requires the highest security standards. Paperform provides enterprise-grade security with SOC 2 Type II compliance, encryption in transit and at rest, role-based access controls, and data residency options. While Paperform is not HIPAA compliant and should not be used for capturing protected health information (PHI), this exit form is designed to avoid collecting PHI while still enabling thorough offboarding processes.

The form focuses on administrative transition details, access termination, and procedural compliance rather than patient-specific information, making it appropriate for healthcare HR use while maintaining security best practices.

Get started with seamless nursing transitions

Nursing turnover is inevitable, but chaotic offboarding doesn't have to be. This template ensures every nursing exit is handled professionally, compliantly, and completely—protecting patient care quality while reducing administrative burden on your management team.

Paperform's intuitive editor makes it easy to customize this template for your specific facility policies, state requirements, and organizational structure. Add your branding, adjust questions to match your procedures, and connect to your existing tools for a truly integrated offboarding experience.

Trusted by healthcare organizations worldwide, Paperform helps you maintain the highest standards of patient care and regulatory compliance, even during staff transitions.