HRMS for a Health
Services Agency

Project Idea

While it is possible to manage all Human Resources activities manually, automation can optimize and reduce efforts, which will ultimately improve HR managers’ productivity. With challenges like constant employee turnover, overlaps in scheduling, and the need to keep and update personal documentation, a robust Human Resources Management System is an indispensable tool for a medical organization.

Results

We’ve developed a custom HRMS for recruitment, as well as employee training and management. Since the client is planning to offer a version of this system as a SaaS, we’ve made the necessary preparations for that too.

 

 

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Challenges

For our client, people are truly the key assets of the company. The company heavily relies on efficient recruiting and HR management to be able to scale and grow the business. Due to the specifics of the business, there is always heavy staff turnover and a lack of caregivers. That’s why the company was interested in having an efficient recruiting and applicant tracking system.

 

The company’s key challenges are:

  • Managing hundreds of employees
  • Efficiently recruiting new employees
  • Vetting applicants
  • Training and onboarding new employees

 

Their HR departments needed a well-structured and usable system that would reduce the workload, securely keep data, and allow them to handle all the processes of hiring, onboarding, training, and management.

 

Solution

We helped to build the HRMS for medical services organization from the ground up. The solution consists of an applicant tracking system, HR system, online training, and employee portal.

 

01

System Architecture

02

HRMS Features

 

System Architecture

We created a back-end core application and used Amazon web services for database, load balancing, messaging, media processing, and data storage. Our team has been working with AWS for many years and can boast being experts in these technologies.

 

  • We used Amazon Relational Database Service (RDS) for ease of setting up, operating and scaling a relational database in the cloud and securing access to the data.
  • As the system deals with large volumes of data like PDF documents, entered user data, online courses, SCORM packages, and certificates, there is a need for scalable storage. Amazon S3 fully meets our needs providing a durable, secure, and cost-effective solution for data storing.
  • There is a difficult scheme of rules for notifications and reminders. For that, we decided to use Amazon SNS and Amazon SES for simple, reliable, cost-effective messaging to hundreds of users.

 

HRMS features

User features and workflow

We created a well-organized system for different roles and permissions for Admins, HRs, Managers, Caregivers, and Applicants. This system covers all standard procedures of the HR management process and allows automating a great deal of routine to structure all information and give quick access to it.

 

Recruitment
01 An applicant profile is created:
  • by an applicant from the form he/she filled out on the company’s website
  • by the system when somebody applies through Indeed.com and alike websites
  • by HR manager if an applicant calls or walks in
02 Access to profile on the portal is sent to an applicant
Selection
01 Adding personal info to profile by the applicant
02 Uploading copies of required documents
03 Filling out questionnaires and signing agreements
04 Completing online courses
05 Going through interviews with HR managers
Hiring
01 HR checklists completion
02 Changing applicant status
03 Opening access to cases, onboarding, and documentation
Onboarding and Development
01 Viewing and applying for cases
02 Passing through continuing education courses
03 Getting reminders on prolonging of necessary certificates and renewing documents
04 Termination of cooperation with an employee when needed

Here is a description of these recruitment and onboarding steps where the HRMS is used:

 

STEP 1: RECRUITMENT

When a potential caregiver is searching for a job, she is able to either find a job advertisement in the job searching platforms, the company’s landing page or walk into one of the offices.

For each candidate, the company had to save and print the resumes to either keep them in paper or manually enter the data into their electronic database. It is easy to imagine how much time was killed with all this manual routine.

 

To solve this challenge, the system automates the recruitment by sourcing the applicants’ data from all channels: job search websites, the company’s website, calls, and walk-ins. Thus, all applicants get listed directly in a single database, which is easily managed.

Besides, when applicants get into the system, they are assigned to particular HR specialists and offices based on their locations. If an assigned HR coordinator decides there is a potential fit, he or she sends a link with access to the applicant’s account. With this link, the applicants can personally enter all the information required for hiring. HR coordinators only need to check the documents and interview the applicant to make the decision.

Candidate selection

 

 

 

STEP 2: Selection

To proceed to the Employee position, an applicant should complete all required fields in the profile.

After that, an applicant should upload the necessary documents like a diploma, ID, driver’s license, etc, and go through pre-service training. In the image below, in red circles, you can see how many documents have to be uploaded and trainings completed before the hire.

The next step is when an HR coordinator conducts an interview in person and can simultaneously register the answers using the Fillable Interview Form attached to the profile. During the interview, an applicant signs agreements like the conditions of employment, disclosure of criminal record, privacy policies, etc. Part of such documents is standardized for governmental requirements and after being signed can be saved in PDF and printed if needed

 

 

STEP 3: hiring

Based on all provided information and documentation, an HR manager may decide to hire or reject an applicant. Applicant status may be changed to ‘In Process’, ‘Denied’, ‘On Hold’, or ‘Not Interested’. This helps to quickly decide on the next actions regarding the applicant.

When all checklists are completed, the system automatically provides HR specialist the option to transform an Applicant profile into an Employee profile at the touch of a button.

 

STEP 4: Employee onboarding and development

Transforming an Applicant to an Employee opens new functionality sets like:

  • “Available Cases” where the Employee can select a job and send a request
  • “Financial” information page with the statistics on payments
  • “Availability” where the user can schedule her work.

The Employee also obtains access to inner documentation and any continuing education trainings that are necessary for the job.

 

Other Admin Features

The system is controlled by the Super Admin who can manage all processes, create checklists, documents, give access to portal and features to other users, and create online courses.

 

01 LMS for Online Courses, Testing, and Certification

The healthcare industry is highly regulated by the state and all caregivers are required to have the appropriate training. All applicants have to pass through a 24-hour pre-service course to be eligible for hire. Further on, employees should go through continuing education courses.

Admins create courses for the applicants, employees, and HR managers in a convenient Learning Management System. The LMS allows to:

 

  • Create multiple lessons in a course
  • Add quizzes
  • Upload educational videos and photos
  • Set the score and rules
  • Create a certificate
  • Upload a SCORM package course
  • Limit time frames for course completion
  • Log every user step in completing a course
  • Set reminders
  • Assign courses to each job position

 

02 Reminders and Notifications

Admins may set reminders for expiration dates of some documents, courses, and other important events. Automated notifications can be delivered to users in 3 ways:

 

  • Email: there are configurable email templates for different types of events
  • SMS: there is a set of default SMS templates
  • On-site: duplicates of email notifications are displayed to users in their profiles.

 

 

03 REPORTS

Admins can generate different kinds of reports, including:

  • Applicant Checklist Percentage
  • Applicant Checklist Activities Status
  • Course Completion Percentage
  • Documents and Forms Due Date
  • Document Acknowledgement
  • User Logging

 

Future Plans

 

Our client plans to offer their system as a SaaS solution for similar organizations. We created a skeleton of the solution and the role of a SuperAdmin who is able to add and manage organizations. 

 

Other organizations that would like to use this HRMS will be able to buy access by subscription. They will obtain all the same functionality as our client but will be able to create their own positions, divisions, checklists, and courses.

Technologies

 






 

Benefits for the Client

Thpere is a number of benefits obtained by our client as they started using the HRMS:

  • 01
    The HRMS system dramatically improved applicant recruitment and employee management processes.
  • 02
    The company is able to store all the applicants’ resumes and profiles for the future. Thus, they build a huge database of potential employees.
  • 03
    It is easy to get, update, and store important documents like copies of diplomas, IDs, etc.
  • 04
    LMS allows them to easily create, assign, pass, and track progress on courses for applicants/employees. The online education benefits range from reducing resources for teaching employees to the ability to track progress.
  • 05
    The applicant and employee self-service portal saves HR managers’ time and effort for adding and editing data.
  • 06
    Automatic reminders notify users of documents that are about to expire and need to be updated. This allows for saving lots of money as the company may be fined for thousands of dollars if an auditor finds expired documents.

 

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