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Company: TrustHCS, Springfield, MO USA

Nomination Category: Onboarding Team of the Year


Nomination Title: Onboarding 302 Work-from-home Professionals


Team Essay

In the healthcare space, TrustHCS provides credentialed and experienced professionals to supplement or outsource coding and clinical documentation improvement staff needs for healthcare providers. Of the 600+ TrustHCS team members, nearly 98% of the team work from home-based offices across the United States. This high concentration of remote employees combined with the need for an efficient hiring process leads to an often-complicated onboarding process.

In 2018, TrustHCS hired 302 professionals to meet client staffing demands. The onboarding process for most of these new hires was executed through a single Human Resources team member, Charmagne Payne. From January to November of 2018, Mrs. Payne onboarded 235 new hires to TrustHCS. With nearly all these hires working remotely, the onboarding process Charmagne had to execute included coordinating the completion of nearly 30 pages of new hire paperwork, issuing applicable computer equipment, and ensuring necessary system access was established. In addition to onboarding this massive number of new hires, Mrs. Payne worked through all these new staff while preparing for her own maternity leave in November 2018.

Charmagne established a detailed process with all necessary steps properly documented to hand-off her onboarding process during her maternity leave at the end of 2018. While on maternity leave, another 67 new hires were successfully onboarded with little issues thanks to Mrs. Payne’s preparation and processes.

In addition to establishing, executing, and handing off the onboarding process for these 300+ new hires; efficiency of the process went above expectations. On average, these new hires were onboarded within 5 days from the time an offer was accepted. In some cases, when needed, the process was executed with 48 hours of hire to meet client staffing demands. The onboarding process established by Mrs. Payne in 2018 plays a critical role in the delivery of professional services from TrustHCS to hundreds of healthcare organizations across the United States.

All of these accomplishments were achieved while the TrustHCS Human Resources team was also implementing an entirely new Payroll and HR system.

Accomplishment Summary:

-Single onboarding team member processed 235 new hires from January to November 2018
-Onboarding team member established and handed off a process that seamlessly processed an additional 67 new hires during the onboarding team member’s maternity leave
-Averaged 5 days from date of hire to onboard a new employee with 98% of staff operating from a home-based office
-Processed roughly 30 pieces of onboarding paperwork for each of the 235 new hires in 2018
-Coordinated securing laptops and system logins for 235 new hires in 2018
-Accomplishments were achieved in the middle of a migration to a new Payroll and HR system

Team Summary

-235 new hires processed by one person
-Averaged 5 day turnaround from date of hire
-Processed 30 pieces of onboarding paperwork per new hire
-Achieved while migrating Payroll and HR systems
-Handed off single-person process for successful program continuation during maternity leave

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