Navigating change: A Midwestern hospital HR department transforms document management with PageIQ during a critical time
Midwestern Hospital
Human Resources Department
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Overview
A mid-sized regional hospital and referral center offers a wide range of healthcare programs, services, and cutting-edge technology across 25 counties.
Employing a team of 1600 individuals, including 350 skilled physicians, the hospital is recognized for its excellence in emergency care, cardiology, neurology, oncology, surgical procedures, obstetrics, orthopedics, and various other specialized medical fields.
Challenges
The hospital had an urgent need to find a new document management solution to manage its human resources and employee-related documents following a reverse merger that separated it from its corporate parent. The transition had to occur in less than six months, and time was running out. Here were their challenges:
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Time-consuming onboarding and employment verification processes
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Data was stored in silos and spread across multiple systems that weren't integrated, and they had to track multiple document types
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Tight six-month deployment deadline
The HR team's requirements
Multi-purpose solution
The new solution needed to be more than a document repository but also streamline time-consuming tasks, and accommodate various document types and evolving use cases.
Cost-effective and scalable
The chosen system had to be cost-effective, quick to deploy, and scalable to accommodate the hospital's growth.
Integrate disparate systems
The solution needed to unify multiple, siloed document management systems into a cohesive platform.
User-friendly
It was crucial that the system be easy to use for non-technical employees, allowing for easy document retrieval and management.
Specific functional requirements
The system needed to allow for easy scanning, storage, and search of all documents related to hiring, certification, licensing, employee onboarding and offboarding, and termination.
Integration with their existing infrastructure
Integration with the hospital's existing Microsoft Azure infrastructure was essential for efficient document storage and management.
Adaptable to growing needs
The HR team sought a comprehensive solution for electronic document management that would meet their current needs while also being adaptable to future requirements.
Solution
PageIQ intelligent document processing software
The hospital's HR team chose to bring together multiple siloed document management systems using PageIQ, DataBank's cloud-based document processing platform.
Results
PageIQ streamlined document management, resulting in faster and easier employee onboarding, improved employment verifications, and efficient information and document searches. This saved significant time for the HR department, enhancing overall efficiency and user experience.
10-15 minutes saved per employee onboarding
Hospital HR employees shaved 10 to 15 minutes from employee onboarding and 2 to 4 hours on internal job changes.
Deployed ahead of schedule
Because PageIQ is an overlay to existing systems rather than a full “replacement,” it was implemented in only five months, beating the hospital’s deadline by a full month.
Secure integration with Azure
Azure’s integration with the PageIQ platform made the security and isolation of the solution easier than ever. There was no concern about edge devices and firewalls. Everything was securely managed within Azure itself.
Workday integration
PageIQ integrated seamlessly with the in-house employee management software, Workday. The integration enables easy and automated information sharing via Azure and SQL.
Minimal training required
Employees learned how to use the platform in just a few days because they were working within a familiar interface.
Human Resources use cases
With the PageIQ cloud platform, the hospital will continue growing and hiring employees with a dramatically optimized approach to document management. Benefits include:
Faster, easier employee onboarding
Finding new employee paperwork used to be a tedious process, but now it's just a click away. Rather than searching for each document by hand, HR professionals now visit a single pre-filled search page. The page pulls data from across the organization and displays all employee documents, including certifications, licenses, evaluations, and more, in one place. This saves HR team members 10-15 minutes each time they onboard a new employee.
Faster employment verifications
Employment verification used to be a challenge for the HR team. They needed to search multiple systems to verify employment dates, salaries, and other information. Gathering the data required multiple phone calls and took up to an hour. Now, when HR gets a call asking for a background check for a loan, salary, or employment verification, teams can locate and verify with a few clicks and a single call.
One-click information and document search
Prior to the PageIQ implementation, employee information was dispersed across Workday and multiple HR systems. This meant HR teams had to scour multiple databases every time they needed information about an employee for annual reviews, benefits queries, or internal job applications. Placing PageIQ's “Magic Button” inside their HR system has removed the need for employees to search and navigate portals. Teams can now find any document with a single click, expediting the whole process. HR reports that this shift saves 2-4 hours each time an employee is being evaluated for an internal job change.
