Case Study: Transforming onboarding Efficiency at Medinet through Credentially

Introduction

Medinet, an NHS insourcing company, has been a key player in providing elective care solutions to the NHS for over 20 years. With a goal to treat a million patients annually, Medinet faced significant challenges in onboarding new medical staff due to their outdated and labour-intensive spreadsheet system.‍

The Challenge

Chief People & Strategy Officer Carlo Melacrinis highlighted the inefficiencies of their initial system:

“Our starting point was a whole load of spreadsheets. For every candidate that comes through our process, there would be a line in a spreadsheet or maybe even ten spreadsheets, plus a whole load of documents somewhere in a shared drive. Plus, when candidates approached us to come and work with us, we would generally be asking them to complete ten or fifteen different forms.”

The process was cumbersome, requiring candidates to complete multiple forms, leading to delays and dropouts. Clinicians, often filling out forms in short intervals between patient care, found the system particularly taxing.

The Solution‍

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Seeking a more professional solution, Medinet turned to Credentially to provide a more streamlined way of gathering the necessary information and staying compliant.

“The first thing Credentially has helped us to do is provide a much more professional and impressive shop window. The process for the candidates is much more efficient. Credentially makes sure that we only ask for the same piece of information once, and that the actual process itself looks more professional.”‍

Outcomes and Benefits

Faster onboarding Process

• Previous average hiring time: 40-50 days
• Current average hiring time: 8 days
• Reduction in average hiring time: 80-84%

Improved Candidate Experience

• Reduced repetitive data entry
• Clear visibility of process stages
• Higher completion rates

Enhanced Compliance

• Automated DBS (Disclosure and Barring Service) checks
• OCR (Optical Character Recognition) functionalities for document verification
• Real-time compliance monitoring

Scalability

• Efficient onboarding and regular checks allowed Medinet to scale the number of clinicians
• Reduction in manual effort and potential for errors

Industry-Specific Expertise

• Credentially’s healthcare sector knowledge provided tailored solutions that other platforms could not.

Key Features Highlighted by Carlo

• Configurable Workflow: Customizable onboarding steps based on role types
• Reporting Capabilities: Enhanced reporting for workforce compliance and onboarding metrics‍

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‍“The real game-changers have been the DBS and OCR functionalities. It’s completely automated, so it doesn’t require any human intervention at all for us to clear somebody for work on their criminal record check.”

An Unparalleled Level of Customer Trust

The efficiency of this system allows Medinet to demonstrate to customers that they have a robust process in place to ensure patient safety, providing a transparency that builds trust. “We can offer our customers assurance from the very start that the candidate working with us has been through all the same checks that they normally would for an NHS substantive role,” says Carlo.

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“We can also use the system to evidence that we’ve done all the checks that we say we’re going to do, so when a candidate does show up for work, we can assure the customer that they’re fully compliant.”

Scaling Up With the Right Expertise

Because Credentially handles onboarding and regular checks so efficiently, it’s enabled Medinet to scale up the number of clinicians they’re able to work with.

“With a spreadsheet and paper-based system, the only way you can be sure that you remain compliant is just by throwing more and more people at the process to run the checks, write the emails and make the phone calls,” Carlo comments. “With Credentially, because the compliance monitoring happens in real time and we can take a snapshot at any time, it’s allowed us to be a lot more scalable.”

Carlo says that it also helps to know that Credentially has the healthcare sector knowledge other platforms don’t have, being the only platform built specifically for this industry.

“There’s some specific knowledge that Credentially has around how the healthcare industry works, which is really beneficial. What we also found when we were looking at other products is that we would have to be investing in a whole new HR system as opposed to just the vetting element of the process, which is where we had our problems.”

Conclusion

The partnership between Medinet and Credentially has been transformative, significantly reducing onboarding times, improving candidate experiences, enhancing compliance, and enabling scalability. This case study not only underscores the operational benefits but also highlights the importance of selecting industry-specific solutions and the potential for broader applicability of such a transformation in other healthcare contexts.

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