Medcor’s journey to automate the new hire process
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Medcor was looking for a solution that would automate tasks in its IT and HR departments to help centralize and manage all requests and increase consistency and compliance within its organization. Before Nutrient Workflow, it had to route hiring paperwork back and forth via overnight mail. According to the company, “the time and money saved by automating the new hire process alone significantly reduced costs and expedited the onboarding process for each applicant by three to five days.”
Background
Medcor is a premier provider of innovative health services and proprietary software systems. More than 170 worksites throughout the United States use Medcor’s onsite clinics, and another 150,000 worksites use Medcor’s 24/7 injury triage service. Founded in 1984, Medcor has been a pioneer, earning numerous US and foreign patents on its processes.
Testimonial
IT Business Intelligence Manager Alex Petersen explains how Nutrient Workflow helps standardize documentation and streamline workflows across IT, HR, and operational systems. By centralizing requests and approvals into a single, trackable system, Medcor improved visibility, efficiency, and user experience without a heavy technical learning curve. The platform supports hundreds of monthly requests while giving employees one place to submit, track, and manage work across the organization.
The challenge
Before adopting Nutrient Workflow, Medcor faced significant inefficiencies in its IT and HR departments, with no centralized way to manage requests or ensure consistent processes across the organization.
Hiring and placing qualified medical professionals is core to its business. Before Nutrient Workflow, the corresponding paperwork associated with the new hire process — which included applications, I-9 forms, and release forms for background checks and credentialing — would need to be filed, tracked, processed, sent via overnight mail to the applicant, and then overnighted back to Medcor to be further processed and finalized.
Medcor’s challenge was to find an Enterprise Request Management (ERM) system that:
- Was easy to use and implement, so that employees at headquarters and medical professionals onsite at more than 170 clinic locations could easily access and adopt new automated processes
- Could immediately automate the new hire process to save time and money
- Integrated with its existing systems, including the HR system from Sage and its CRM systems
- Would grow with the company and allow further automation of processes in other departments over time
The Nutrient Workflow solution
Nutrient Workflow can be used by all of Medcor’s 900 employees, whether they’re located at its headquarters, one of its clinics, or satellite offices. There are 25 automated processes enabled by Nutrient Workflow, and the system handles 400 to 500 requests per month now, the same amount handled in Medcor’s first year using the system.
The most important functionality of Medcor’s Nutrient Workflow system is its usefulness to the IT department. IT receives the most requests through the system, as employees at more than 170 remote clinic sites make hardware, software, and wireless requests using Nutrient Workflow, in addition to requests for office supplies such as printer toner.
“We have locations all over the country, and when we have a new location start up, the manager requests equipment and communication services from IT,” said Petersen. “Tracking it through Nutrient Workflow is much more efficient than the alternative.”
The company’s next biggest user is the human resources department, which has completely automated its new hire process using the system. From the start, Nutrient Workflow enabled the HR department to give new employee candidates a user name and password, prepopulate a lot of the forms, and have them start the new hire process immediately.
“Getting new employees onboard faster means our clients will get medical professionals ready to deliver care more quickly.”
When new employees need to be set up in the system, HR receives requests to set them up on payroll, as well as complete other new employee paperwork. There’s also a process through HR that allows managers to maintain performance notes and yearly review information using a Nutrient Workflow plugin.
The benefits
“One of the biggest benefits to Medcor, with our locations all over the country, is that it’s so much easier to tell all employees to go to one place to find whichever request they need,” said Petersen. “It helps tremendously because we’re not receiving emails and phone calls from all over the place. It definitely makes it much easier on the administrator’s side, because they can review all the requests and tasks in one place, and they can see what’s still pending and where it’s held up.”
“Nutrient Workflow makes our processes a lot smoother and easier to manage.”
Petersen added that as the company signed more clients and set up more remote locations, Nutrient Workflow has simplified the startup and shutdown processes so that the IT department can take care of all requests in a timely manner.
“We have Nutrient Workflow do the heavy lifting on that process side, and then we collect the information and push it to a database that one of our programmers set up,” explained Petersen. “We have other processes sprinkled here and there throughout the company — we have one for compliance and legal when clients request medical records be released, and then there are a couple for the operations team.”
ROI
Beyond the three-to-five-day reduction in onboarding time, Medcor has seen significant cost savings by eliminating overnight mail, reducing manual data entry, and minimizing errors across its hiring workflow.
Conclusion
According to Petersen, Medcor continues to look for new ways to employ the Nutrient Workflow system across more departments within the company. He’s looking forward to new plugins the Nutrient Workflow team is developing — features his IT team has built workarounds for in the meantime.
“We’re also working on an all-inclusive request stop for our marketing department and have other requests in the works with our training, operations, and employee screening services departments,” he said. “From my end, I think it’s a very nice system. It makes everything about my job easier.”
Medcor has continued to grow, adding more staff, more locations, and more automated processes — rather than more paperwork — thanks to its implementation of Nutrient Workflow.
