A Medical Provider Automates HQ and Remote Sites for Healthy Organizational Growth
Medcor is a premier provider of innovative health services and proprietary software systems. More than 170 worksites throughout the United States use Medcor’s on-site clinics and another 150,000 worksites use Medcor’s 24/7 injury triage service. Founded in 1984, Medcor has been a pioneer, earning numerous US and foreign patents on its processes.
In 2008, Medcor was looking for a solution that would automate tasks in its IT and HR departments, to help centralize and manage all requests and increase consistency and compliance within its organization. Hiring and placing qualified medical professionals is core to its business, and the corresponding paperwork associated with the new hire process, which included applications, I-9 forms, and release forms for background checks and credentialing, needed to be filed, tracked, processed, sent via overnight mail to the applicant, and then overnighted back to Medcor to be further processed and finalized.
Since then, Medcor has continued to grow, adding more staff, more locations, and more automated processes (rather than more paperwork), thanks to its implementation of Integrify.
Medcor’s challenge was to find an Enterprise Request Management (ERM) system that:
- Was easy to use and implement, so that employees at headquarters and medical professionals on site at more than 170 clinic locations could easily access and adopt new automated processes
- Could immediately automate the new hire process in order to save time and money
- Integrated with its existing systems, including the HR system from Sage and its CRM systems
- Would grow with the company and allow further automation of processes in other departments over time
Integrify was implemented in 2008, utilizing concurrent licenses, which allowed every employee to access a single portal for all automated processes. Medcor also used the Integrify plugins – Database Push and Database Pull – to configure its Integrify environment and to connect Integrify processes with data from other systems including its Sage HR system. The company also signed on for the Integrify Remote Sync Service to synchronize Integrify user accounts and permissions with existing corporate directories.
Today, Medcor’s Integrify system has been upgraded to version 6.0, and additional plugins, such as Excel Import, Dynamic Assigner, Dynamic Notification, Web Service, Open URL, and API Web Services having been added to the mix.
“They’re not all used every day, but we do use some of them pretty extensively, such as Dynamic Notification, Database Pull, and Database Push, and going forward probably some of these others will be incorporated into our newer processes as well,” said Alex Petersen, IT Business Intelligence Manager, Medcor.
The Integrify Solution
Integrify can be used by all of Medcor’s 900 employees, whether they are located at its headquarters, one of its clinics, satellite offices – even its mobile workers. There are 25 automated processed enabled by Integrify, and the system handles 400 to 500 requests per month now, the same amount handled in Medcor’s first year using the system.
The most important functionality of Medcor’s Integrify system is its usefulness to the IT department. IT receives the most requests through the system, as employees at more than 170 remote clinic sites make hardware, software, and wireless requests using Integrify as well as requests for office supplies such as printer toner.
“We have locations all over the country, and when we have a new location start up, the manager requests equipment and communication services from IT, and tracking it through Integrify is much more efficient than the alternative,” said Petersen.
The company’s next biggest user is the human resources department, which has completely automated its new hire process using the system. From the start, Integrify allowed the HR department to give new employee candidates a user name and password, pre-populate a lot of the forms, and have them start the new hire process immediately.
“Getting new employees on board faster means our clients will get medical professionals ready to deliver care more quickly,” said Tim Sahouri, CIO, Medcor.
When new employees need to be set up in the system, HR receives requests to set them up on payroll as well as complete other new employee paperwork. There is also a process through HR that allows managers to maintain performance notes, yearly review information, using one of the Integrify plugins that Medcor has employed.
“We have Integrify do the heavy lifting on that process side and then we collect the information and push it to a database that one of our programmers set up,” explained Petersen. “We have other processes sprinkled here and there throughout the company—we have one for compliance and legal, when clients request medical records be released, and then there are a couple for the operations team.”
Integrify 6 is a 100% web-based solution for Enterprise Request Management (ERM) that allows companies to automate requests and streamline processes. The software provides form creation, routing definition, and tracking tools to those responsible for processing requests, minimizing data entry and simplifying requests for approval and fulfillment. Integrify is web-based, allowing for easy user accessibility and management of business processes. The solution eliminates problems typically related to labor-intensive processes such as manual paper handling and email requests, and can reduce costs per transaction 60 to 90 percent as opposed to paper-based processes.
Integrify 6 is also available as an OnDemand solution (SaaS) that offers the full functionality of the Integrify software via the Internet without requiring on-site installation and maintenance of the software. Customers can see the benefits to their business almost immediately due to the solution’s easy set-up including unlimited processes that the customer defines, unlike other options on the market that only provide limited, pre-built processes that may not match a company’s needs.
Despite the wide implementation of ERP systems, more than 85% of processes are still paper-based. Most workflow processes are error-prone during paper-based data collection, difficult for employees to identify and follow, and for administrators to track and manage. Integrify’s common request management interface and automated workflow efficiently manages requests. Process improvements can be identified, and resources required to respond can often be reduced.
“One of the biggest benefits to Medcor, with our locations all over the country, is that it’s so much easier to tell all employees to go to one place to find whichever request they need,” said Petersen. “It helps tremendously because we’re not receiving emails and phone calls from all over the place. It definitely makes it much easier on the administrator’s side because they can review all the requests and tasks in one place, and they can see what’s still pending and where it’s held up. From what I can see, it just makes our processes a lot smoother and easier to manage.”
Petersen added that as the company signed more clients and set up more remote locations, Integrify has simplified the start-up and shutdown processes so that the IT department can take care of all requests in a timely manner.
According to Medcor’s estimates, the time and money saved by automating the new hire process alone was significant, reducing costs and expediting the on-boarding process for each applicant by three to five days.
According to Petersen, Medcor continues to look for new ways to employ the Integrify system across more departments within the company. He anticipates some new plugins that the Integrify team is developing, items that his IT team has found workarounds for, for now.
“We’re also working on an all-inclusive request stop for our marketing department and have other requests in the works with our training, operations, and employee screening services departments,” he said. “From my end I think it’s a very nice system. It makes everything about my job easier. For all the people who use it on a regular basis, it makes things a lot easier to be able to manage everything in one place.”