Blog | HR |
10 Min Read
|  
February 23, 2024

The Ultimate Guide to Employee Onboarding Solutions

by Morris Isaacson

Employee onboarding solutions can streamline how you hire, train and retain staff. 

 

Why does it matter? The first few months of employment are critical even when you find star candidates. 80% of workers who feel unsupported and undertrained during onboarding are more likely to quit. 

 

Don’t want your company to be part of this statistic? It doesn’t have to be.

 

Investing in onboarding solutions comes with a range of benefits. Not only will you improve retention, but you can create a positive company culture. 

To help you navigate the topic, we’ll explain why a positive employee onboarding experience is important and how software can help. Plus, we’ll show you how to set up our customizable templates.

 

Let’s dive in.

What is employee onboarding?

The onboarding process begins when you hire an employee. Unlike orientation, onboarding is an ongoing, sometimes personalized, experience.

The healthcare industry has unique requirements, and you’ll have expectations for everyone on your team. Onboarding is your opportunity to confirm your healthcare workers have the proper education and certifications and that you’re meeting regulations and compliance standards.

The first stage of onboarding is the hiring stage. You may use an applicant tracking system (ATS) to filter resumes and interview candidates to find the best fit.

 

Next is data collection. New employees need to submit documents before beginning work. These include bank details, tax information and signed employee employment contracts.

But it doesn’t end there. Some employees may need training and certifications specific to the role. For example, a home health care aide may require biannual renewal of their first aid certificate to maintain employment.

Of course, ongoing support and mentorship are also vital to long-term success. Other areas to focus on include:

Helping new employees navigate long-term care settings

Performance reviews and feedback from management

Preparing healthcare workers for promotion

Training employees to provide compassionate care

Upskilling team members

If you’re still using manual onboarding processes, you’re making the onboarding process harder for yourself. Conversely, automation has many benefits, including freeing up your time when onboarding each employee and simplifying the entire process.

Why a positive employee onboarding experience is important

 

You’ll likely hire more than one employee, so a streamlined process is essential. A strong, reliable team will ensure your patients get the best possible care — and it all starts with successful onboarding.

Here are five reasons why the onboarding experience matters.

1. Create a good first impression

Your company needs a positive reputation if you want to attract quality candidates. Remember that new employees know nothing about your company’s operations or values when they first step into your workplace.

The onboarding process is an opportunity to show new candidates how you run operations. You can set the right tone and build a positive company culture, starting with the first impression.

In a recent survey, 36% of workers said they were confused by the orientation process. To stand out in a competitive hiring market, simplify employee onboarding.

2. Improve employee retention

When you find healthcare workers with the right qualities, you’ll want to keep them in their jobs. And, because your patients may be with you for the long haul, they’ll prefer the consistency of a strong, loyal team of healthcare providers.

With a streamlined onboarding program, you can improve engagement and reduce your quit rate.

How? If the process is overcomplicated and your employees feel unsupported, they’ll be more likely to leave. You don’t want your staff to start looking for work before they have passed the initial training phase.

Retention makes good financial sense; it benefits the business and your patients.

3. Reduce mistakes

You’re obligated to collect and store employment records. Some documents must be retained for a year or more, and you’ll also need to delete them regularly.

You should have a secure and organized document management process to protect your healthcare team and meet legal requirements. Streamlined onboarding can be one piece of the puzzle.

You can reduce mistakes with a proper setup and an automated onboarding checklist. Unlike humans, this software will never overlook information.

Your processes will become more accurate and efficient, from electronic signature collection to training and development.

4. Same time and money

Hiring a new employee costs $4,683, on average. Creating job postings, reviewing resumes and interviewing candidates takes time — and we all know time is money.

Of course, once a candidate says “yes” to a job offer, you’ll spend time and money training them. 

Investing in an onboarding platform can save you in the long term. You can reduce recruitment costs because your employees are more likely to stay. 

Plus, you can invest the time you save with automated onboarding software in other areas — such as patient care and business growth.

5. Educate new team members

Your onboarding process can include educational requirements. You’ll equip your staff with the right skills for the job by training them.

You can focus on company policies and procedures during the first stages of employment. There will also be compliance standards and regulations to consider. 

For example, those working in nursing home settings will handle sensitive patient data. Everything from medications to financial details will be on file, and many of the residents will be vulnerable. 

The Health Insurance Portability and Accountability Act (HIPAA) has strict privacy rules that protect patients. You may ask all new hires to participate in a HIPAA training program to ensure you meet these obligations. 

Remember, upskilling your employees can improve productivity, and you’ll get all the benefits of a skilled workforce.

What are the top features of onboarding software?

 

Now is the time to consider a cloud-based solution because you’ll notice the benefits immediately, and it’ll change how you hire new staff — for the better.

Here are key features to include in your must-have list when choosing onboarding software.

Workflow automation

 

Technology will handle repetitive tasks using workflow automation. For example, you can set up automated notifications and email reminders for employees so they don’t miss important tasks. Plus, you can create rules and automatic approvals. 

There are five stages of employee onboarding, and each benefits from workflow automation. Keep in mind the onboarding phase follows the recruiting stage. A talent acquisition solution may be the right choice if you’re looking to fill roles.

The five stages of employee onboarding

Recruitment

The interviewing and hiring phase

Pre-boarding

After you make a job offer but before work starts

Orientation & Training

The initial training phase for new hires

Ongoing Development

Training, supporting, and upskilling staff

Retention

The steps you take to keep your workers in their jobs

Automation allows employees to progress in their own time — no matter their stage.

For example, someone in the pre-boarding stage will have multiple documents to submit. It’s marked as complete every time they upload something from the checklist.

Customization

 

Your organization is unique, and a one-size-fits-all solution won’t give you the flexibility required in a healthcare setting.

Look for a platform designed for healthcare teams that is still customizable and adaptable to your company’s needs.

 

All of these features will help you create a positive experience catered to the needs of your team.

 

And, if the software has compatible integrations, you can build a product that’s right for you. For example, you may want to add workforce scheduling or payroll software.

How? There are a range of key features to consider.

Enable reminders and alerts

 

Time tracking doesn’t need to be a passive toolset. Solutions that offer notifications and alerts can help align teams and simplify management.

Some apps can remind employees of their work schedules ahead of time and potentially send notifications when a scheduled break is approaching. This is particularly useful when the app has a robust mobile device. Younger employees, in particular, may prefer to log time and receive notifications via mobile devices. 

On the management side, a comprehensive time tracking solution allows HR professionals to receive alerts when employees hit certain thresholds. For example, some offer automated notifications when an employee approaches the overtime hours threshold. This allows for more proactive fiscal budgeting and helps avoid unexpected payroll surprises. 

Cloud-based technology access

 

You may have a mix of in-person, hybrid and remote healthcare workers and some team members may travel between locations. So, opt for a cloud-based employee onboarding solution.

Utilizing the cloud lets your team log in from anywhere — at any time. The onboarding software will be accessible and cater to flexible working arrangements. 

This means your staff can check off their requirements and participate in virtual training at a suitable time and location.

User-friendly interface

 

When your team logs into the onboarding solution, it should be a positive user experience. You want a platform that’s straightforward to master. Minimal navigation and fast loading times will make a difference.

Make sure the software is compatible with different browsers and devices, too. For example, someone may prefer Chrome, while another user may use Safari. A mobile app is beneficial, too.

If the software is too confusing and your employees can’t find what they’re looking for, it will deter them from completing their obligations. Alternatively, when it’s user-friendly, your admin team won’t need to troubleshoot and answer questions, making their jobs easier.

Security

 

The onboarding platform will collect and store sensitive data. Security should be a top priority to protect your workers and your company.

You may have existing company policies, such as strong passwords and cyber security training sessions. But software providers also have a role to play.

Before committing, you should ask the following questions:

Remember, technical issues can cause downtime. A proactive software company will minimize the risks of outages caused by cyber-attacks and other unexpected events.

Tech support

 

Even with a user-friendly interface, there may be occasions when your team has questions. For example, there may be billing queries or integration support requirements.

Having tech support when you need it is essential. Your employee onboarding solution should offer excellent customer service, resources and tutorials.

You should be able to access advice in the way that suits you. Whether your style is making a quick phone call, troubleshooting via a bot or reading a guide, support should be available.

Analytics

 

Reports and analytics help organizations recognize key areas that need improvement, which helps you keep track of each employee.

Reporting tools will also give you a clear picture of your onboarding performance; you’ll learn if you’re behind or on track with your processes. 

With this information, you can create goals and make positive changes.

With onboarding automation you can:

The benefits of automated onboarding processes

 

We have mentioned automation as a top feature. Here’s how automation can positively impact your business.

Flag outstanding tasks

 

When you rely on your administrative team to request documents and follow-up tasks, it can increase their workload. And human error can cause delays. Avoid both of these issues and speed up your hiring processes with automation. 

Instead of waiting for your HR manager to locate missing documents, the software can do it for you. For example, the employee onboarding platform will send a reminder if a task is incomplete.

Track progress

This technology can provide valuable insights into your workforce. For example, you can set reminders for when licensure or certification is due for renewal to keep your staff on top of their training.

Analytics and reporting features give you valuable insights to support goal-setting and flagging areas for improvement.

Using automation, you can schedule the creation and sending of reports regularly.

Meet your legal requirements

 

As a healthcare organization, you’ll have many legal obligations. Your onboarding software solution can use automation to help you follow the rules.

For example, you and new employees will need to sign employment documents. With automation, you can trigger the request for digital signatures. 

You can also include specific fields for personal information or use cards to ensure your employees upload all essential documents during onboarding.

Security is important, and employee software handles all these tasks carefully. After collection, the software stores all your employee documents in one convenient, safe location — no more messy filing cabinets.

Eliminate human errors

 

Redundant tasks can make your HR team feel undervalued and overwhelmed; small mistakes caused by human error can interrupt your processes. 

When you hire a new employee, you must collect different documents, such as contact information and bank details. You’re more prone to making mistakes if you still use paper documents and rely on your office staff to input data.

The alternative is an automated system inviting new hires to upload their details to the software.

Save time with onboarding templates

The right employee onboarding software will save you time and come with various features.

Despite this, running a healthcare organization will keep you busy enough with patients and staff to manage. Setting up software and introducing new processes to your team can be daunting. 

 

Of course, every business is unique. Rest assured, you can fully customize these templates, making the default template unique to your organization. You can also mix and match your templates depending on the role.

Make onboarding a breeze with these time-saving templates.

How to set up onboarding templates

 

Want to set up an Empeon onboarding template? You can have your platform ready in just a few simple steps. It all starts here:

#1

Select Cards

The first step is to create the right cards for your workforce. You can have multiple cards and tailor each to a different job field. So, you may have one for your admin team and another for your personal care aides.

You can add and remove certain fields depending on your unique requirements. For example, you may need to collect employment details, job status and emergency contacts. You can update the template anytime if you make a mistake or your needs change.

It’ll be a simple task when it’s time to add a new team member to the system. Your HR team will input a few employee details, including the first name, last name and email address. The software will take care of the rest!

Without further input, the platform will email the new hire an invitation. Once they accept, they’ll have to complete a series of fields. 

Once this process is automated, you’ll receive updates once the information is uploaded and ready to view.

As you can see, setting up a template is simple. Learn more about the Empeon onboarding templates.

#2

Add
New Hire

#3

Choose Documents

There may be onboarding documents that you need your employees to submit. You can add document upload requests to the card.

Examples of documents you can request include tax forms, proof of identification and eligibility to work in the US.

You can also ask for proof of education, such as CPR certifications and assisted living nursing specialty certifications. And if there are documents to sign, such as employment contracts, you can perform this digitally.

You’ll need their bank account details if you pay your employees via direct deposit. You can add a required field to collect this information. 

As an added benefit, you can say goodbye to checks and pay all of your employees the same way.

The software will prompt users to supply their routing number, account number, account type and account code.

#4

Request Payment Details

#5

Activate
Your Template

Happy with your selections? You’ll set your go-to card to primary. This will be the default card that’s pulled for new employees. 

You can now activate the template ready for your next hire. 

How onboarding can support remote workers

Remote and flexible workplaces have become the norm in almost every industry. Around 45% of healthcare workers say they perform some of their job duties from a remote location.

There are a range of dilemmas that you may face when you hire remote employees. A few areas to focus on include:

Staff engagement

Employee training

Team relationship building

Workforce progress tracking

A digital solution can streamline the onboarding process for every team member, whether in person, out in the field, or working from home. 

With the right onboarding tools, you can create a positive employee experience. When you get it right, everyone will feel part of the team, get paid on time and complete their training to a high standard.

What else can you do to support a flexible team? Consider updating your employee handbook with information for remote and hybrid workers. Good communication and mentorship are also essential to a successful team.

Improve your processes with employee onboarding solutions

 

You may need to shake up your onboarding processes to create a positive, productive workplace. When you get it right, you’ll make a great first impression, improve employee retention and reduce mistakes.

From hiring to employee training, onboarding doesn’t need to be a manual effort. A software solution with automation will help you eliminate repetitive tasks and flag anything outstanding.

Remember, onboarding software is ideal for in-person, hybrid and remote workers. Everyone will go through the same process, with the same positive outcome — regardless of location.

Empeon has all of these features and more. Plus, our templates are ready to go — so setup will be quick and easy. Learn more about our onboarding solutions.


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