Digital Transformation in HR: Simplifying the Agreement Process

Organizations around the world are turning to technology to make business operations more efficient, and Human Resources (HR) processes are squarely in their sights. Yet many HR departments still struggle with manual tasks and disconnected systems that create bottlenecks from paper-based processes.

At Workday Rising 2022, DocuSign hosted a session with ScribeAmerica’s VP of Information Technology, Daniel Tehrani, to discuss the state of the HR industry, the use of digital practices, and how ScribeAmerica was able to streamline HR operations and increase the number of employer offer letters sent and signed with DocuSign and Workday.

Current state of the HR industry

Among the challenges HR leaders and their teams have faced in the past few years are:

• The need to retain talent and work culture: Providing prospective and current employees with modern tools to maintain productivity and work efficiently.
• Shifting to managing a hybrid workforce: Employing technology needed to make the company and hybrid/remote employees successful.
• Increasing efficiency with automated technology: Implementing technology that allows employees to spend less time on manual paper work, review and approvals.
• Meeting security and compliance standards: Ensuring technology is up to compliance and security standards to ensure that any sensitive employee documents are stored securely.

Deconstructing the HR agreement process

Within the HR process – whether recruiting, hiring, onboarding, off-boarding or people operations – HR agreements are everywhere. Take the typical employee offer letter, for example: when an offer is extended to a candidate, the HR team sends an employee offer for internal review. After negotiation, HR makes updates to the offer and sends it back to the teams for internal approval. Finally, the offer is sent back to the candidate to secure signatures and execute fulfillment actions.

This alone involves thirteen tasks, six handoffs, and at least seven employees to execute. Performing these tasks in separate systems and platforms is more likely to cause errors and bottlenecks, resulting in unhappy employees and candidates.

3 key phases to scaling HR operations

At Workday Rising 2022, Daniel Tehrani, VP of Information Technology at ScribeAmerica, shared the challenges his HR department faced and how DocuSign and Workday helped ScribeAmerica scale HR operations to increase efficiency.

ScribeAmerica is the nation's largest and most progressive medical scribe and care coordination company, working with healthcare providers to custom design, hire, train and manage programs specific to their partners’ needs.

With a greater need for manual tasks like data entry and administrative services, doctor’s offices and hospitals need more medical scribes than ever before. But this rapid growth hasn’t been symptom-free. One side effect? Growing pains due to inefficient employee onboarding.

“When I first joined ScribeAmerica, we had approximately 1,200 employees and we were experiencing significant bottlenecks around onboarding,” Daniel said. “HR used all-paper processes, attempting to read everyone’s individual handwriting, and it would take days to process a new employee and get them set up in each system.”  Daniel knew that the only way the company would scale successfully was to make its core HR operations more efficient.

ScribeAmerica achieved their digital transformation in three key phases:

1. Leverage e-signature for all onboarding paperwork. DocuSign eSignature significantly reduced the number of onboarding packets with missing information and removed issues with illegible handwriting. This also increased speed to onboarding employees because paperwork was never lost in the mail – it was automatically sent to the HR team once complete for immediate input into their payroll system.  
2. Implement an HCM system with e-signing capabilities. Leveraging DocuSign and Workday together, ScribeAmerica is now able to hire and train approximately 1,200 employees every month. The integration allows for a centralized repository of employee data and paperwork with security automatically applied.  
3. Optimize DocuSign + Workday Integrations. For greater efficiency, Daniel’s team leveraged document bundling during onboarding processes and used DocuSign eSignature for additional use cases such as document distribution.

Since implementing DocuSign eSignature for Workday HCM, ScribeAmerica has seen a 94% increase in offer letters sent to candidates – growing from 1,500 employees to more than 15,000 – and a significant decrease in data entry errors.

Learn more about simplifying HR agreement processes

DocuSign eSignature for Workday HCM automates each step of the employee lifecycle to make employee experiences better, increase efficiency of operations and reduce workload for your team. ScribeAmerica is a great example of how this integration can help other companies digitize and simplify HR business processes — from hire to retire.

To learn more, read ScribeAmerica’s full DocuSign success story.