What this means for your practice
Give extra access for temporary cover a clear purpose, approving person and end or review date. Keep it distinguishable from the person's permanent responsibilities.
An example to discuss with your team
End a fictional cover assignment; verify access returns to the intended baseline.
What to ask before you choose
Demonstrate a manager covering another site and returning to normal duties. Can the authorised administrator identify the added permissions? Confirm removal through the approved process. An end date helps only when someone owns the review and verifies the actual access change.
Make the end of cover part of the request
When temporary access is arranged, record the task, the additional locations or functions needed and who approved it. Decide at the same time when it ends or is reviewed. This makes the return to normal duties a planned step rather than something someone must remember after the absence is over.
Ask an authorised administrator to demonstrate a fictional cover assignment. Compare the person's normal access, the temporary addition and the result after it is removed. Check that the person's ordinary work still functions, so ending cover does not accidentally remove unrelated permissions. If the arrangement is extended, record the approved reason and new review point. Include any separate systems that need their own change; an end date in one tool may not affect another. At handover, the responsible person should be able to identify outstanding temporary arrangements and verify the actual access. A list saying 'expired' is not enough if the broader permissions remain available in the systems the manager uses.
How to check the result
Count temporary permissions past their agreed review point.
Turn reading into a next step
Your action checklist
Work through these checks with your team or supplier. Tick the ones you have resolved and leave unknowns open.
Record what you know, what is still missing and the answer you need from your team or supplier.
Use project decisions only, without personal, patient or confidential details. Entries stay in this page and are not submitted to Kay & Co. Copy or download before leaving; this page does not save your notes.
Further reading
These sources provide background for the topic. The practice examples and checklist are illustrative planning suggestions from Kay & Co.
Related guides
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