Hospitals rely on a wide range of workers to keep operations running smoothly—doctors, nurses, administrative staff, maintenance crews, IT specialists, and more. Increasingly, many of these roles are filled by temporary, travel, or contract staff. While these workers are essential for filling staffing gaps and providing specialized expertise, they also present unique security challenges.

Temporary staff may require quick onboarding, broad access to certain areas, and the ability to work independently—but their limited tenure makes careful access control critical. Without the right systems and policies, hospitals risk unauthorized access, data breaches, theft, and compliance violations.

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Understanding the Risks

When temporary or contract staff enter a facility, they may be given access credentials such as badges, fobs, or mobile passes. The risks arise when:

  • Access is too broad. Granting “all access” for convenience can open sensitive areas unnecessarily.

  • Credentials are not deactivated promptly. A badge that remains active after a contract ends can be used by unauthorized individuals.

  • Background checks are inconsistent. Contract staff sometimes pass through less rigorous screening than permanent employees.

  • Training is insufficient. Without full orientation, temporary staff may inadvertently bypass security protocols or allow tailgating.

In healthcare, these lapses can compromise patient privacy, medication security, and overall safety.

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Best Practices for Securing Temporary Staff Access

1. Implement Role-Based Access

Rather than issuing unrestricted credentials, define access levels based on the exact areas and times a worker needs to perform their job. For example, a temporary radiology technician might have access to imaging suites and staff lounges, but not to pharmacy storage or administrative offices.

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2. Set Automatic Expiration Dates

All temporary access credentials should include a preset expiration date aligned with the worker’s contract. This prevents accidental lingering access after employment ends. Systems that allow instant deactivation from a central dashboard are even better for security responsiveness.

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3. Require Thorough Vetting

Even for short-term staff, conduct background checks and credential verification before granting access. Partner with staffing agencies that maintain strict screening protocols and can provide proof of compliance.

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4. Deliver Focused Security Training

Temporary staff may not need the full onboarding experience of permanent employees, but they must receive targeted training on:

  • Badge use and responsibilities

  • Avoiding “tailgating” (letting others in without scanning)

  • Reporting lost or stolen credentials immediately

  • Following visitor escort policies

This ensures they understand their role in protecting the facility.

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5. Monitor and Audit Access Activity

Hospitals should maintain real-time access logs and periodically review them for unusual activity—such as after-hours access to restricted zones or repeated failed badge attempts. This monitoring should include both permanent and temporary staff.

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A Real-World Scenario

A hospital contracted an outside IT firm to upgrade its server infrastructure. The technicians received access badges that allowed them to move freely between IT areas and general administrative spaces. When the project ended, one badge was not deactivated on time. Weeks later, the credential was used after-hours to enter the building. Fortunately, surveillance cameras detected the activity, and security intervened before anything was taken.

This incident prompted the hospital to enforce automatic credential expiration for all contract staff and add a mandatory access review before any contract ended.

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Why This Matters for Compliance

Security measures for temporary staff also support regulatory compliance. HIPAA requires that access to protected health information (PHI) be limited to authorized individuals, and this applies equally to contractors. The Joint Commission and other oversight bodies also expect hospitals to have clear policies for granting and removing access for non-permanent staff.

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Conclusion

Temporary and contract staff bring valuable skills to hospitals, but their limited tenure requires extra attention to access control. By applying role-based permissions, setting automatic expirations, vetting thoroughly, training effectively, and monitoring activity, healthcare facilities can protect sensitive areas, maintain compliance, and ensure the safety of patients and staff.

Talk to SSP about implementing access control policies and technologies that protect your facility—without slowing down the work that matters most.