TPHC’s Digital Productivity team and North London Partners Shared Services (NLPSS) have reached a huge milestone with our New Starter Joining Forms processing over 100,000 cases for NLPSS, who support 10 north central London NHS trusts.
Fast-tracking new starter onboarding
In May 2022, our Digital Productivity team began to implement new starter e-forms offered by Civica’s onboarding module in the Trac recruitment system. The team built two robotic process automations (RPA) to bring further time and cost efficiencies to managing the incoming e-forms.
The e-forms enable successful applicants to complete new starter forms online and using robotics to securely transfer that data to other NHS databases. Significantly speeding up the onboarding process and making it easier and more reliable, the forms have freed up valuable time for other work.
RPA has achieved the following results:
- A reduction of 11 to 3 days to submit new starter e-forms for at least 80% of applicants
- Contributed to the overall reduction of time to hire by 12 days, from 30 days in 2022 to 18 days in March 2023
- Improved data access/quality and eliminated input and access issues for over 99% of applicants
- Automated downloading new starter e-forms, saving 5 minutes per applicant on 88% of applicants
- Automated inputting new starter personal details to ESR, saving 10 minutes per applicant on 61% of applicants
- Obtained 100% applicant satisfaction rate on the ease of completing the e-forms and preference of completing e-forms on Trac online as an alternative to paper or MS Excel forms.
Proven benefits of automation
These new starter e-forms promote smarter working by utilising technology to streamline processes, speed up time to hire and to improve applicant experience. The Digital Productivity team has presented at NHS conferences on the benefits of automation, using our new starter e-forms as a key example.
The team and NLPSS won the HPMA Award for Smarter Working in 2023 and continues to provide excellent benefits for new starters and the NLPSS team.
Contact the Digital Productivity Team
To discuss how our automation experts can help improve your efficiency and performance, please contact the Digital productivity team at: rf-tr.tphc-digitalproductivity@nhs.net.