Clinics need staff to move between shared workstations without slowing down patient care. The answer is not to share an account or leave an EHR session open for the next person. With a thoughtful approach to MFA on shared clinical workstations, each clinician can authenticate as themselves, use the applications they need, and leave the workstation ready for a safe handoff.
The key is to design authentication and session changes together. A badge tap, single sign-on, or quick-lock feature may make a transition smoother, but convenience features do not automatically mean that multi-factor authentication is taking place.
Share the workstation, not the account
A workstation can be used by multiple staff members while each person signs in under an individual identity. That separation helps the clinic connect actions in clinical applications to the person who performed them. Staff should not pass around passwords, MFA codes, or an account that belongs to someone else.
Before changing the sign-in process, map which people need access to which systems and what should happen when users change. Include the EHR, browsers, imaging or other clinical applications, and any applications that may keep a separate session. A workstation lock alone may not end every application session, so verify how each system behaves rather than assuming the desktop action closes everything.
For broader context on protecting clinical information, see these data security practices for healthcare organizations.
Plan the handoff as a complete sequence
A dependable handoff gives both the outgoing and incoming staff member a clear action. A practical workflow usually includes these stages:
- Authenticate: The clinician signs in with their own account and completes the required authentication checks.
- Use clinical applications: The clinician works in applications under their own session, with access based on their role.
- End or secure the session: Before leaving, the clinician uses the approved lock, tap-out, or sign-out action. The workflow should prevent the next person from inheriting the previous user’s open session.
- Switch users: The next staff member authenticates with their own identity and opens their own application sessions.
Test what happens to unsaved work, open patient records, browser tabs, and application sessions during each transition. The desired result is not simply a locked screen. It is a clear change from one user’s access to the next user’s access, without exposing the outgoing user’s session or leaving it active under their identity.
Know what badge tap and single sign-on do
A badge tap can make user switching faster, but a tap by itself should not be treated as proof that MFA is in place. MFA depends on the authentication factors and the system’s policy. A badge may be one factor; the clinic should confirm whether the sign-in also verifies a distinct factor, such as a personal credential or another approved method. NIST describes authentication and authenticator management in its Digital Identity Guidelines.
Single sign-on can reduce repeated prompts by allowing an authenticated user to access connected applications. It is a way to manage access across systems, not a substitute for checking whether the initial sign-in uses the MFA the clinic requires. The clinic should confirm which applications participate, how they receive the user’s identity, and what happens to their sessions when that user taps out or locks the workstation.
Likewise, a workstation that remembers a user or application session may be convenient, but the clinic should verify that it does not make the next person appear as the previous clinician. Authentication, application access, and session termination all need to work together.
Set timeout behavior to fit the setting
There is no single inactivity interval that fits every workstation and care environment. A clinic should choose lock and session timeout behavior based on its risk assessment, the workstation’s location, the applications in use, and the clinical workflow. A computer in a busy shared area may need a different approach from a workstation used in a more controlled setting.
Consider what happens during interruptions, patient-care tasks, and shift changes. A timeout that is too permissive can leave a session available to someone else; one that is too aggressive can repeatedly interrupt work. Test the selected behavior in the actual workflow and confirm whether locking the device also secures the EHR and other applications. HHS offers practical cybersecurity practices for small healthcare organizations that can inform a clinic’s review.
Prepare a safe fallback for unavailable authenticators
A staff member may arrive for a shift without an available badge, phone, or other approved authenticator. The fallback should be documented in advance and handled through the clinic’s approved identity-verification and support process. It should not involve borrowing another person’s credentials, sharing a one-time code, or informally disabling MFA.
Make sure staff know whom to contact and what information they may need to verify their identity. The process should help restore access without turning an exception into a shared-account habit. Staff education can reinforce the steps; this guide to implementing staff training offers related guidance.
Pilot the workflow during real handoffs
Before rolling out a new badge or MFA workflow across a clinic, test it with staff who perform real shift changes. Include the applications and workstation locations they use, and ask them to demonstrate both normal transitions and common interruptions.
- Can each person sign in under their own identity without relying on a shared account?
- Does the next user receive a separate EHR and application session?
- Does the outgoing user’s session lock or end as intended, including in browsers and connected applications?
- Do timeout settings protect unattended sessions without repeatedly interrupting clinical tasks?
- Can staff complete the approved fallback when an authenticator is unavailable?
- Can support staff determine where a handoff failed and help resolve it?
Ask staff whether the process is clear and workable, then adjust it based on what the pilot reveals. Include a check that relevant activity is recorded under the correct user identity. A workflow that is secure in theory but confusing in practice can encourage workarounds, so usability is part of the control.
Frequently asked questions
Can clinicians share a workstation while keeping separate user accounts?
Yes. Staff can use the same hardware while signing in with their own accounts. The handoff must also prevent the next person from inheriting the previous user’s active application sessions.
Does a badge tap count as MFA?
Not necessarily. A badge may be one authentication factor. Confirm whether the system verifies another distinct factor and whether the workflow meets the clinic’s policy.
Do staff need to complete MFA every time they switch workstations?
That depends on the configured identity system and clinic policy. Test how authentication behaves across workstations and connected applications, and make sure a faster sign-in does not leave users sharing an identity.
How should staff respond if an MFA device is unavailable?
Follow the documented support and identity-verification process. Staff should not use a colleague’s account or share authentication codes as a workaround.
Make the handoff secure and usable
MFA works best on shared clinical workstations when every user has an individual identity, application sessions change cleanly, and staff can complete the process without guesswork. Pilot the workflow with the people and systems involved, then review it as applications or care processes change. Clinics looking to assess their current environment can request Zevonix’s free IT assessment or call (904) 658-0777.