A casestudy on how WeP helped Omega Healthcare in employee records management

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.