Everyday companies are faced with a high amount of documentation that must be exchanged and signed between different parties, such as employment contracts, policies, payrolls, assignments of responsibility, leases, etc. On the other hand, there is a need to adapt to the digital transformation without it involving a large investment of time, money, resources, and people.
In this post, we want to explain how Parc Sanitari Sant Joan de Déu chose to use VIDsigner's electronic signature and its integration with the Integrho Human Resources management program - thanks to our partner Peakway - to facilitate the signing of contracts by its professionals and optimize their efficiency.
The health complex needed to speed up the signing of contracts and its Human Resources department was facing a double challenge: on the one hand, the large number of documents that were accumulating waiting for a signature; on the other, the amount of space that the physical paper archive was taking up each time.
"We wanted to optimize the resources of our departments and open the way to transformation in order to take better care of our employees," explains Xavier Magrans, Human Resources Director of the Parc Sanitari Sant Joan de Déu.
As an institution with more than 2,300 professionals - operating 24 hours a day, 365 days a year - with a night or weekend shifts, the team working on these shifts always had to go to the headquarters to sign contracts in person, which greatly delayed the processes. In addition, the complex had a network of centers distributed throughout the country, which also complicated the ratification of documents due to the geographical dispersion of the staff.
With the implementation of the digital signature, Parc Sanitari Sant Joan de Déu has managed to get 95% of the hospital's documentation signed remotely in less than 48 hours. Ninety-nine percent of employees no longer have to go through the HR department to renew their contract and more than 800 documents a month have been digitized with an average of 4 pages, which previously was equivalent to about 72 boxes of paper a year.
How did Parc Sanitari Sant Joan de Déu implement the digital signature in its Human Resources department?
The health complex has opted to ensure speed, security, and adaptability online. On the one hand, the new hires sign their first contract in person by means of the Biometrics digital signature on a tablet. The renewals and changes of contract, etc., are covered with the remote digital signature. This option allows agility and security thanks to the double validation via email and OTP (One Time Password) that the staff receives in the chosen device. For the HR department, the entire work process has been digitalized, and for the workers, the signature process has become as convenient as following a few simple clicks.
Process for signing a paper document
Digital document signature process
The combination of the two types of electronic signatures has resulted in increased employee satisfaction, the department, and increased efficiency for the same facility, which has been able to free up many of the rooms previously used for paper archiving for new use.
"The truth is that after you start them up you ask yourself: How have we been able to live for so many years without something as simple as a signature, a smartphone, and its integration into our program," points out Magrans.
The electronic signature of contracts in the Parc Sanitari Sant Joan de Déu, a pioneering action in the health sector.
The Parc Sanitari Sant Joan de Déu's commitment to innovation does not end here. After seeing the benefits of electronic signatures in its Human Resources department, its digitalization plan now extends to administrative services, the employee portal, and file management.
VIDsigner facilitates the management of employment contracts (as well as provision contracts, payroll signature, or work reports) in a totally electronic way through biometric signature, centralized, remote, or a combination of them thanks to hybrid systems that adapt to the most demanding mobility environments and even without a connection.
Reduce approval times and personnel costs.
- Reduce the environmental impact and costs of printing, sending, scanning and managing multiple copies of paper documents.
- Close transactions at any time and from any device
- Protect documents from potential vulnerabilities and eliminate physical file space.
- Reduce the risk of human error, such as duplication or alteration of the document itself
- Improve the user experience.
If you are evaluating electronic signature solutions, you can contact us to receive more information on how we can help your organization.