When an employee is leaving a department whether by termination, transfer, resignation, or retirement, certain termination paperwork must be completed. The Property Clearance Checklist (found on the HR website) includes language developed specifically to protect PHI. 

The Property Clearance Checklist (found on the HR website) must be completed by the employee and the supervisor or designee when an employee leaves OU.   Section 6 off the Property Clearance Checklist provides direction regarding the employee’s access to medical information systems, PHI, and portable devices and must be initialed by the employee.   The supervisor should refer to the employee’s Role Based Access Worksheet to determine what system access rights also need to be terminated.   The form must be retained by the department.