Hackensack University Medical Center Human Resources Department Anticipates $200,000 Savings With ImageNow
Shawnee, KS - Perceptive Software, creator of ImageNow document management, imaging and workflow software, announced Hackensack University Medical Center (HUMC) will use ImageNow to create an electronic document repository in its human resources (HR) department, reducing administrative delays and minimizing the use of paper. Once implemented, the New Jersey hospital is expected to see productivity, storage, and resource savings beyond $200,000. ImageNow is a cost-effective business solution that delivers a rapid return on investment (ROI), according to a Total Economic Impact report produced by Forrester Consulting on behalf of Perceptive Software.
Hackensack University Medical Center has nearly 8,000 employees, with more than 800 new employees starting annually. The active employee personnel files comprised of more than two million documents took up nearly 400 square feet of office space, with drawers and cabinets overflowing with documentation. The 40-member HR team was spending valuable time filing and retrieving documents.
Seeking a cost-effective solution, the HR team selected ImageNow, which tightly integrates with HUMC's PeopleSoft application. As personnel documents are captured, they are indexed and linked to the employee's PeopleSoft record, allowing the HR team to quickly and easily reference a document from their PeopleSoft application.
"ImageNow allows us to leverage our existing technology because it works seamlessly with PeopleSoft, and the ease of use and administration impresses our IT staff," said Paulette Wright, director of HR.
Wright and her team employed the services of Scanning America to capture and index all two million human resources documents. When HUMC goes live with ImageNow, all past files will be instantly available with a single click, directly from the employee's PeopleSoft record. Capturing the files has had an instant impact on HUMC.
The implementation of ImageNow and the work back file scanning completed by Scanning America will free HR staff from struggling with paper files, allowing them to focus on key job duties. Not only will employees become more efficient, but instant access to documents will improve employee satisfaction and customer service. All personnel and payroll documents, such as resumes, W-4s, and benefits forms, will be immediately scanned into ImageNow, reducing the risk of loss.
"Using ImageNow will help us be more effective at supporting the organization," Wright said. "We don't even need to leave our seats to see all the relevant documents for an employee."
The new system will also simplify and reduce anxiety surrounding unannounced JCAHO audits, as staff members will no longer have to scramble to find a particular document. One person can handle requests quickly and efficiently, finding the requested documents in a few minutes.
The impact of ImageNow will be felt beyond human resources by allowing more than 350 managers to review transfer-related documentation directly from ImageNow. Currently, reviews of this documentation require a coordinated visit between HR and the manager. In addition, the payroll department will benefit by using ImageNow to manage direct access to payroll-related documentation when needed.
New employment paperwork is received throughout the year, with the largest paper process being annual performance reviews. With ImageNow, these 15- to 20-page reviews will be securely stored, saving valuable time and space.
"Our team has done an outstanding job, and by working with Perceptive Software, we have exceeded expectations for the project," Wright says.
SOURCE: Hackensack University Medical Center