Organizational Overview:
Omega Healthcare Management Services Private Limited provides healthcare administrative services. The company offers medical coding, medical billing, revenue cycle management, accounts receivables management, claims processing & healthcare analytics.
- Industry: Healthcare Facilities/Services
- Founded: 2003
- HQ: United States
- Omega Contact Info: Web: https://www.omegahms.com/, Mail: info@omegahms.com
Challenge:
With the organization having an administrative background, the hiring is very high. 7000+ employees are hired every month. With this comes the challenge to maintain additional employees documents as well.
- Track & follow-up on employee records. As not all documents are submitted by the new employees at the time of induction.
- Securely sharing employee documents with the background verification team or internal/external auditors.
- HR needed to maintain physical records for compliance purposes, but accessing employee records digitally for internal references.
- Capturing employee documents coming from multiple sources (For example offer letter from ERP system, joining document from homegrown application & physical documents submitted during joining).
- Manual task involved in moving employee documents, during employee location change or exiting the company.
- Each employee document had to be manually tagged with employee metadata with a 5 member team ( For example employee ID, employee location…etc), before uploading into their existing legacy DMS.
Solution:
- Centralized cloud-based storage for all employee records.
- MIS report dashboard to track count of each employee document uploaded into WeP DMS & automated email notification to employee and HR for any missed employee records.
- Dedicated partner space to securely share employee records. Here we maintain an audit trail of document viewed/downloaded/emailed.
- Advance search feature to search & retrieve employee documents through file name/content /metadata-based search.
- WeP DMS has been integrated with a mission-critical applications to push employee documents coming from various sources into the system. This has eliminated the need for a 5 member team to index & upload the employee document into the employee record management system.
- WeP DMS workflow automation tracks any employee movements & moves their document automatically into a specified folder.
- WeP also managed the migration of their existing employee document to WeP DMS.
Summary/Conclusion:
Centralized secured document storage, MIS report, workflow automation, advanced search & integration with mission-critical apps has helped Omega Healthcare to manage their high volume hiring onboarding process & employee records compliance with ease.
