What's in this template?
This Staff Orientation and Induction Checklist is the employment-law side of onboarding a new healthcare worker. It evidences compliance with the Fair Work Act 2009, the National Employment Standards (NES), and the record-keeping obligations under the Fair Work Regulations 2009. It is designed to sit alongside clinical, WHS, and NDIS induction templates rather than duplicate them.
The checklist covers 10 sections spanning pre-commencement to the 90-day probation decision point:
- Pre-commencement — position description, contract, modern award classification, screening, qualifications, VEVO check
- Day 1 — Fair Work paperwork issued — Fair Work Information Statement, Casual or Fixed Term Information Statement, TFN, super choice, stapled super check
- Day 1 — Orientation and introductions — tour, access, rostering, payroll, code of conduct, buddy
- Week 1 — NES acknowledgement — all 11 entitlements explained and acknowledged
- Week 1 — Policies acknowledged — privacy, confidentiality, bullying/harassment, WHS, social media, computer security
- Week 1 — Wellbeing and support — EAP, probation review schedule, right to disconnect, family and domestic violence leave
- 30-day check-in — role clarity, workload, training gaps, early feedback
- 90-day check-in — formal probation decision before the FW Act s383 minimum employment period expires
- Employee confirmation — formal acknowledgement
- Sign-off — employee, manager, HR / practice manager
Editable placeholder fields
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Who needs this checklist?
Every Australian healthcare practice that hires staff under a modern award and the national workplace relations system — which is almost every healthcare employer outside Western Australia's small unincorporated business sector. The template suits:
- General practices, day procedure clinics, and specialist medical practices
- Allied health practices — physiotherapy, podiatry, psychology, optometry, dental
- NDIS providers and disability support services (where staff are usually on the SCHADS Award 2010)
- Pharmacies, pathology, and diagnostic imaging providers
- Aboriginal Community Controlled Health Organisations
- Aged care providers, private hospitals, and outpatient clinics
The Fair Work Ombudsman, accreditors (RACGP C8.1, NDIS Practice Standards Core Module 1), and workers compensation insurers all expect documented induction records.
How this checklist differs from the WHS, NDIS, and clinical induction templates
ClinicComply has four induction-related templates because each one evidences a different legal duty. Use them together — not instead of each other.
| Template | What it evidences | Primary legislation | |---|---|---| | Staff Orientation and Induction Checklist (this template) | Fair Work onboarding paperwork, NES acknowledgement, contract and payroll set-up | Fair Work Act 2009, NES, Fair Work Regulations 2009 | | WHS Induction Checklist for New Workers | Section 19 WHS Act information, training, instruction and supervision | Work Health and Safety Act 2011 | | NDIS Worker Orientation and Induction Procedure | Worker Screening, NDIS Practice Standards Core Module 1 orientation | NDIS Act 2013, NDIS Practice Standards | | Staff Training and Orientation Policy (RACGP C8.1) | Practice-wide training program, mandatory training register, CPD | RACGP 5th Edition Standards |
Most practices will use this template plus at least one of the others, depending on the regulatory framework that applies to the role.
Fair Work requirements at a glance
Section 125 — Fair Work Information Statement (FWIS). The FWIS must be given to every new employee before, or as soon as practicable after, they start. The Casual Employment Information Statement is required for all casual employees at engagement (and at 6 months and 12 months for casuals at non-small-business employers). The Fixed Term Contract Information Statement has been required for fixed term contracts since 6 December 2023.
Section 383 — Minimum employment period. Unfair dismissal protections under the Fair Work Act begin once an employee has completed 6 months of service (or 12 months for small business employers with fewer than 15 employees, per FW Act s382 and s383). The 90-day check-in in this checklist sits well inside both windows so the practice has time to make a structured probation decision before unfair dismissal jurisdiction attaches.
Section 333M — Right to disconnect. From 26 August 2024 (non-small-business employers) and 26 August 2025 (small business employers), employees have a right to refuse to monitor, read, or respond to contact from the employer outside their working hours unless that refusal is unreasonable. The Week 1 check-in introduces this entitlement.
Why a structured employment induction matters
A clear, documented induction does four things. It satisfies the FW Act section 125 obligation. It avoids the most common Fair Work Ombudsman audit findings (no FWIS issued, no signed contract, wrong award classification). It evidences informed consent if a dispute about hours, pay, or entitlements arises later. And it sets the tone for performance management — a new employee who knows the rules from Day 1 is easier to manage on Day 91.
How to customise this template
- Download the Word document and replace every
{{placeholder}}with the new employee's details before Day 1 - Confirm the modern award and classification — most clinical and admin staff are on the Health Professionals and Support Services Award 2020; NDIS support workers are usually on the SCHADS Award 2010
- Check the current minimum pay rate for that classification on fairwork.gov.au — rates change every 1 July in the Annual Wage Review and embedded figures go stale fast
- Tailor section 5 (policies) to your actual policy set — delete or add items so the list matches what you give to the employee
- Schedule the time — Day 1 paperwork takes about 60 minutes, Week 1 NES walk-through 45 minutes, 30-day and 90-day check-ins 45 minutes each
- Initial each item as completed — partial induction records have limited evidentiary value
- File the completed checklist in the personnel file. Retain for at least 7 years after the end of employment per Fair Work Regulations 2009 r3.42
Related templates and tools
This checklist is the on-ramp to the rest of the HR document set:
- Position Description Template — the position description issued at offer stage
- Probation Review Form — used at 30, 60, and 90-day check-ins
- Staff Confidentiality and Privacy Agreement — signed at the Day 1 paperwork session
- Flexible Working Arrangement Request Form — for NES s65 requests later in employment
- Workplace Bullying, Harassment and Sexual Harassment Policy — acknowledged in Week 1
- Annual Performance Review Template — scheduled at the 90-day check-in
- Staff Offboarding and Exit Checklist — the mirror image at end of employment
Pair this template with the WHS Induction Checklist and (for NDIS providers) the NDIS Worker Orientation Procedure to cover the full induction obligation set.
Frequently asked questions
Is the Fair Work Information Statement mandatory for every new employee?
Yes. Section 125 of the Fair Work Act requires it for every employee in the national workplace relations system. The Fair Work Ombudsman publishes the current version, which is updated periodically — always use the current version, not a saved copy from a previous year. Failure to provide it is a civil penalty contravention.
When do I issue the Casual Employment Information Statement?
At engagement for every casual employee. For non-small-business employers, also at 6 months and at 12 months of employment (this supports the casual conversion obligations under the Fair Work Act). Small business employers (fewer than 15 employees) only issue it at engagement and at 12 months.
What is a "stapled super fund" and when do I have to check?
If a new employee does not choose a super fund and you cannot make contributions to a default fund under a workplace determination, modern award, or other instrument, you must ask the ATO for the employee's "stapled" super fund (the fund linked to them from previous employment). This has been mandatory since 1 November 2021. The request is made through ATO online services.
Which modern award applies to clinical and admin staff at a GP practice?
The Health Professionals and Support Services Award 2020 (MA000027) covers most non-medical staff at private medical practices — registered nurses, practice nurses, receptionists, practice managers (in some cases), pathology collectors, and many allied health professions. GPs and other medical practitioners are not generally covered by a modern award and are typically employed under a common-law contract. Verify the correct award before each new hire on fairwork.gov.au.
Which modern award applies to NDIS support workers?
The Social, Community, Home Care and Disability Services Industry Award 2010 (MA000100) — the SCHADS Award. It covers disability support workers, community workers, and home care workers, with different classifications and pay points for each.
What is the minimum employment period and why does the 90-day check-in matter?
Under Fair Work Act section 383, an employee cannot bring an unfair dismissal claim until they have completed the minimum employment period: 6 months at most employers, 12 months at small business employers (fewer than 15 employees). The 90-day check-in is the practice's last structured opportunity to make a probation decision well inside both windows. If you wait until day 180 to decide, you've missed the safe harbour at non-small-business employers entirely.
How long do we keep induction records?
At least 7 years after employment ends, aligned with the Fair Work Regulations 2009 employee records retention rule and standard workers compensation, Privacy Act, and accreditation retention requirements. Single Touch Payroll and superannuation records have separate ATO retention obligations.
Can we adapt this checklist for contractors, locums, and agency staff?
Yes — but recognise the legal basis differs. Independent contractors are not entitled to NES protections in the same way and do not receive the FWIS. Most of section 1 (pre-commencement) and section 3 (orientation) still apply. The Day 1 Fair Work paperwork (section 2) and NES acknowledgement (section 4) are replaced by contractor-specific items: contractor agreement, ABN, GST status, professional indemnity, sham contracting check.
Will accreditors accept this template?
Yes. RACGP 5th Edition Criterion C8.1 (education and training of non-clinical staff) and NDIS Practice Standards Core Module 1 (HR management) both treat documented induction as a baseline expectation. The Fair Work Ombudsman uses similar checklists in compliance audits.