Streamlining Healthcare Onboarding: Reducing Time and Enhancing Efficiency
Global Healthcare Recruiter
"By integrating intelligent automation solutions, you can optimize processes end-to-end, delivering measurable benefits to your customers, operations, and bottom line."
Dave Van der Westhuizen
Lead Consultant - DigiBlu
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Overview
Our client is one of Europe’s largest healthcare workforce solutions providers, deploying over 30,000 highly trained professionals each week across several brands in healthcare, social care, and life sciences. Their expertise is crucial to ensuring healthcare institutions are fully staffed with the qualified professionals they need to deliver care at scale.
Problem Statement
In an industry already stretched for resources, our client’s community services business was facing bottlenecks in their candidate onboarding process. The manual system—relying on PDF forms, emails, and phone calls—required 20 staff members to manage applications. The process was slow, averaging 90 days from candidate application to onboarding, leading to frustration, high dropout rates, and delayed staff placement at critical healthcare facilities.
Solution
Building on previous digital transformation work with the client, DigiBlu partnered with their Operations team to design and implement a seamless, automated onboarding system. Our approach combined Jotform’s powerful form automation with Robotic Process Automation (RPA) to streamline the entire process:
Dynamic, Automated Forms: We introduced status-driven forms that automatically trigger at each step of the onboarding process. This reduced the manual handover of data, cut down on errors, and enhanced the overall user experience for applicants.
Smart Validation & Custom Widgets: We developed real-time error-checking mechanisms within the forms, allowing candidates to submit complete, accurate information from the start, eliminating back-and-forth communication.
RPA-Powered System Updates: RPA bots were implemented to autonomously update business systems with candidate information, document uploads, and background checks, ensuring smooth data transfer between platforms without human intervention.
Automated Background Checks: RPA handled crucial checks such as NMC and DBS, and even scheduled virtual interviews, significantly reducing the time it took to clear candidates for placement.
Actionable Dashboards: To provide full visibility, we created custom dashboards for end-to-end tracking, using ETL tools to pull data from Jotform into a data warehouse. This fed directly into PowerBI, giving leadership real-time insights and performance metrics.
Outcome
By automating key processes, our solution transformed the client’s candidate onboarding system, yielding significant operational and financial benefits:
50% Faster Onboarding: Average onboarding time was slashed from 90 to 45 days, resulting in a 50% reduction, which means faster placements and quicker payments for candidates.
Increased Recruitment Success: The streamlined process led to lower dropout rates, enabling the client to place more qualified candidates in high-demand healthcare roles faster.
Enhanced Operational Efficiency: Automation allowed the Operations team to double their candidate outreach efforts, focusing more on personalized recruitment and less on administrative tasks.
Error-Free Processing: Automated validation reduced data errors drastically, improving compliance and minimizing the need for rework.
Real-Time Insights: Granular tracking at every stage of onboarding empowered the leadership team with actionable insights, helping them identify bottlenecks and make data-driven improvements.
Scalability: The success of the solution has led to its deployment across other brands in the client's portfolio, supporting a scalable, future-proof onboarding strategy.