It’s no secret that the hiring process is notorious for requiring loads of paperwork. You need employee manuals, contracts, W-2’s, I-9’s and more. Keeping track of each form, what’s been signed and what hasn’t, is a chore.
In our recent webinar with Essentia Health, we polled attendees to see where the biggest challenge was in their entire HR department and an overwhelming 69% said “managing the onboarding process”.
So how does an organization as large as Essentia Health, with 15,000 employees, 1,900 physicians, 15 hospitals and 75 clinics, manage their onboarding without going completely nuts? OnBase.
To completely regulate and manage the onboarding process from both the HR side and the new hire side, they use OnBase’s back of office programs.
Before using OnBase, Essentia Health was juggling large amounts of new hires using spreadsheets,without standardization across the department. Not only was it time consuming for the HR representative, but it also involved a tremendous amount of paperwork that new hires had to fill out their first day rather than hitting the ground running with their new job.
To give you a peak at the internal side of this solution, we’ve broken it down for you, step by step, below.
1. Assign the work
When a new hire is loaded into the system, their information is stored and put into a folder. They are then assigned to an HR representative.
2. Import and update information
From there, the rep uses a checklist in OnBase that has been prefilled with data regarding the new hire along with open areas to fill in any other details that may be required or missing. Essentia even decided to add the ability to automatically populate fields after selecting specific drop downs. So when a rep selects a certain region for a hire, the forms automatically fills in the hires manager, location and other information that is determined by region. Once everything is filled out, any specifics like pay or PTO negotiations are added, the rep can submit the information and send it to create letters.
3. Create the letters
In this stage, reps generate offer letters, lump sum agreements, policy documents, etc. that will be presented to the portal for the new hire’s signature.
4. Send welcome email
Once each form and letter is complete, an email is generated and automatically sent to the new hire with the information they will need to access the portal and sign their documents.
5. Track the New Hire’s Process
Each time a new hire completes a form, the rep is notified. They can easily log in to see who has completed what, remind them to go through their paperwork and save everything into their final files.
Essentia Health onboards 200-300 employees a month in this system. At all times, each employment rep knows where their new hires are in the onboarding process and can access automated reports and easily distribute the work to other representatives. Everything is handled completely online which helps data accuracy, reduces the number of misplaced forms, and significantly reduces the amount of paper they use.