Clinics of Europe is a hospital group comprising three clinics at three different sites. All the clinics have a total of 2,500 employees. Constantly, new doctors and assistants are brought in to perform their services within the establishment. Quite an administrative challenge. The Challenges Each time a new doctor or assistant enters into a contractual aspect with the clinics, they have to ask for a multitude of different documents. The examples of documents are as follows: Diploma of Medicine Visa Diploma of Medicine Diploma of specialization Approval to bear the title of specialization INAMI certificate with provisional or definitive INAMI number Registration with the Order of Physicians Identity Card, Criminal Record Photo for badge Proof of accreditation (INAMI) Professional Company Status In addition, clinics must also collect a series of data through information sheets from doctors and assistants. Examples of data collected are as follows: Bank account number, Mobile phone number, Language, Accreditation data, Mutual insurance agreement, Fee periods, Date of start of activity, Company number, etc. This adds up to nearly 10 hours of work per week. The hospital group must therefore collect and process all this information manually, through its secretariat, which is made up of 3 full-time staff. This adds up to nearly 10 hours of work per week. The solution Clinics of Europe are now automating these repetitive and abundant tasks with CheckHub. The choice was made to use the online platform “SaaS” (Software-as-a-Service). To begin with, the secretariat creates the new profiles by adding the names, first names, email addresses and telephone numbers of doctors and assistants. Then, automated forms are sent to the people concerned in order to collect all the necessary information relating to its entry into service. This ranges from Accreditation and Mutual Agreement data to the size needed for the work coat. Along with the submission of forms, the necessary documents are collected and automated reminders by emails and text messages are sent until the file is complete. In order to send documents and completed forms, the doctor or assistant is given access to a secure individual profile which only requires one click to access it. Indeed, there is no application to download, no username or password to complete. Everything is done via a secure one-person link received by sms and email. Each time a document is uploaded by the new entrant, it is validated by optical scanning and the document information is verified and extracted in a structured manner. When the file is complete, the documents are automatically converted to PDF and renamed in accordance with the nomenclature rules in force at Clinics of Europe. While the information extracted from the documents and forms is available in an Excel file which can then be used for other purposes within the hospital group; for example, to create the badge allowing access to buildings. The time spent on these administrative tasks was reduced by 80%. Using the online version of CheckHub, there was no need for IT integrations on the client side. The Clinics secretariat was therefore able to use the solution the day after registration on our site. The time spent on these administrative tasks was reduced by 80%.
« With more than 1 million documents a year, we can state that document management is a business-critical process for our organization. Thanks to CheckHub we were able to achieve tremendous results in terms of cost- and timesaving. The timesaving is equal to 50% a year or from 0.5 to 2 hours spent per consultant per week . More time, less spend, cost and human error. An excellent result. »
« We have to say that thanks to the integration of CheckHub in PratoFlex, even over this relatively short period of time, we have seen a very positive evolution. Where we used to waste a lot of time or even forget to follow up on the files, it is now a process that runs automatically and requires little or no manual intervention. In addition to the time savings, it is also much easier for a temporary worker to be able to do this at home via smartphone or computer and they can upload or complete all documents in the same movement. »
« With ASAP HR Group we were looking for a solution that would save our consultants a lot of time and ensure that we had more certainty that we had the right documents and a complete file in our system for all temporary workers. The combination of CheckHub integrated with PratoFlex provided us with the ideal platform for this. The fact that, moreover, the user experience for both the consultants, but also and especially for the temporary workers themselves, made a big leap forward, was a very positive development. »
« CheckHub allows to relieve the administrative burden on our employees, especially with young customers. »