There are many documents that human resources departments in hospitals need to collect from doctors and staff. In between the initial collection, additional processing, and documents that need to be renewed periodically, the administrative burden on hospital HR departments can be very large.
On average, there are about twenty-five different documents that need to be collected from doctors alone and many of them need more processing than just the initial collection. These include curriculum vitae and motivation letters, diplomas, identification cards and certificates of good conduct. That’s just to name a few.
Of these documents, five to ten of them will require e-signatures from doctors and some of them will need to be renewed every year or two. Considering the initial collection of documents and then documents that need to be renewed as well, the paperwork burden on human resources departments is very high.
Document collection is often done manually by human resources staff through emails and phone calls to doctors, which are then submitted manually as well by email, through the mail or an in-person visit. This doesn’t take into account the time spent following up with individuals to submit their documents in a timely manner, requiring that an HR professional individually make contact with a doctor or staff member.
Also, once documents are collected, the information within them must be validated to see that everything is complete and accurate. Is the information within an emailed document clear and readable? Is a document expired? Can it be verified that the document is from the right person? Any information that isn’t clear, isn’t valid or that there are questions on must be investigated by HR staff, requiring a least one phone call or email and possibly several.
Once the information within documents has been validated, it’s then time to scan them, which also involves making sure documents have uniform formats and naming procedures. Certain information may need to be re-typed into the system, which introduces the potential for errors.
The process of document collection, validation and scanning is long and can require a lot of HR staff hours, but thankfully there is a solution for automating these tasks.