How an HR automation solution cut recruitment times by ten days for this NHS Trust
The Story
Two live automations that our development teams have recently deployed to the NHS are having a positive impact on the personnel hiring process and delivering the Trust’s best recruitment performance to date.
Through multiple engagements with National Health Service (NHS) trusts, DigPacks has developed expertise in using low-code solutions to improve efficiency in healthcare organisations. One of our most successful collaborations is with Berkshire Healthcare NHS Foundation Trust, whose 4,500 staff members provide a wide range of services to Berkshire residents.
The two live automations from your team, delivered this month, led to our best ever recruitment performance. Shaving 10 days off time-to-hire since this time last year.
The Applications
Applicant Capping
- The recruitment team had to regularly monitor the number of applicants that had applied for the advertised jobs
- If certain jobs had over 50 applicants, they had to manually stop advertising those jobs
- Regularly they would get over 50 applicants applying for each job and as every single applicant needed to go through the review process, it was extremely time consuming for HR staff to review and feedback to applicants.
- The trust needed a solution that would automatically monitor the number of applicants per job and provide the facility to set the maximum number of applicants to apply. The solution DigPacks delivered offered the ability to set their own limits on number of applicants per job.
Recruitment Form Filing
- When a candidate is posted a conditional offer, a variety of new starter paperwork must be completed.
- Upon completion of this paperwork, the Applicant Tracking System, TRAC, generates/distributes an email into a shared recruitment mailbox.
- For the purpose of recruitment records, the team were required to file these emails/attachments into their Document Management System, SharePoint.
- The solution is an automated flow that continuously monitors the shared mailbox and files any correspondence received under the appropriate candidate record.
The Impact
By embracing HR automation, Berkshire Healthcare NHS Foundation Trust successfully streamlined people onboarding processes, reducing manual handling times, enhancing visibility, and optimising candidate management. This implementation not only improved operational efficiency but also contributed to a seamless onboarding experience for new employees.
Expanding The Power Platform Footprint
Many of the projects DigPacks delivers for NHS trusts can be shared directly with other trusts who have similar needs, which increases the return on investment (ROI) for each trust that invests in Power Platform. “We built an eObservations app for one trust that allows clinicians to input observations on newly-admitted patients that replaced a very manual, paper-based process,” states Bill Irvine, Founder and Power Platform Specialist at DigPacks. “We were able to share that code with additional trusts who needed a similar solution—helping them with immediate ROI and gaining a wider footprint for Power Platform at the same time.”