Onboarding for New Employees – Colleague

Offer

  • Recruiter prepares offer letters with static templates.
  • Candidates are contacted by recruiters to formally extend and confirm acceptance of the job offer via phone and/or email.
  • Recruiter sends follow-up email with confirmation details and information about the pre-employment process.
  • All updates are documented in iCIMS.

Pre-onboarding

  • iCIMS automatically generates a task to create an employee ID.
  • Talent Acquisition (TA) specialist manually reaches out to candidates via phone to schedule preemployment appointments, informs them of necessary documentation and provides checklist .
  • TA informs Colleague Health about a new hire, provides information and schedules the required health screening appointments.

Screenings and Testing

  • Colleague Health coordinates with an external vendor, MOHA, to arrange occupational health assessments and other physicals as needed.
  • Colleague Health ensures readiness by confirming details with both the new hire and MOHA.
  • New hires attend a new hire appointment and receive a welcome packet.
  • Physical exams are outsourced to Springfield Clinic, requiring candidates to travel to a separate location.
  • Health screenings, such as blood draws, TB screening and respirator fitting, are conducted at Colleague Health with staff ensuring the prompt collection and submission of samples to the lab.
  • Colleague Health staff perform fit tests, checking for proper mask seals. Results are recorded in the health database.
  • Colleague Health staff verify records for completeness, checking for specific vaccines, like MMR and influenza.
  • Any missing immunizations are administered immediately.

Verification and Clearance

  • Results of physicals performed at MOHA are available to the Colleague Health team as soon as the MOHA provider documents them in iCIMs, which is expected by noon next business day for >90%.
  • Results are documented in Systock and SharePoint, with follow-up actions scheduled if needed.
  • Records are double checked for accuracy to avoid compliance issues.
  • The TA team tracks progress through dashboards and follows up with candidates directly if needed.
  • Staff coordinate follow-up appointments, informing employees of their responsibilities. Unresolved issues are flagged in the system for ongoing monitoring.
  • Colleague Health evaluates the results and notifies TA when the new hire is cleared to start.
  • Clearance is documented in SharePoint and shared automatically with TA.
  • SharePoint emails regarding new hire status and clearances are sent to TA.
  • TA specialist reviews the results of pre-employment screenings and notifies candidates once they are cleared to proceed.
  • TA tracks notifications of new hire status from SharePoint in spreadsheet.
  • Once cleared in iCIMS, an automated email will be sent to candidates, with their information to log in to HealthStream for orientation (starting Jan. 26).
  • A second email with orientation/documentation information will be sent to the leader and recruiter.
  • AskHR creates a template for new hire data to input into Lawson.
  • HR staff manually initiate and complete the data transfer.
  • HR inputs new hire details into Lawson and verifies it is correct.

Department Orientation

  • Onboarding team notifies the hiring manager that the new colleague has completed Day 1 requirements.
  • Leaders are automatically reminded via email to contact new colleagues by the end of Day 1, providing details about Day 2.
  • Hiring manager provides detailed instructions to new colleague, including reporting time, location and equipment needs for Day 2.
  • For remote roles, instructions cover accessing virtual meeting platforms and using shipped equipment.
  • This phase establishes expectations and role-specific workflows.
  • Trainers guide new colleagues through tools like Cerner, Halo or scheduling systems.
  • IT ensures proper configuration and functionality of role-specific tools.
  • In cases where leaders fail to communicate, the onboarding team steps in by contacting the new colleague directly.
  • IT creates accounts with temporary passwords for Citrix and Workplace, and emails are sent providing temporary login credentials.
  • Facilitators demonstrate how to navigate Memorial Central for resources like HR policies and compliance forms.
  • Workplace is introduced as the communication platform for accessing updates and connecting with colleagues.

Follow-ups

  • At the end of the module, the new hire completes a survey to provide feedback on the onboarding experience. Survey questions address content clarity, technical challenges and overall satisfaction.
  • New colleagues are added to secret Workplace groups for updates, FAQs and access to organizational resources.
  • Automated tools, like chatbots, send reminders and share supplemental information.
  • Leaders conduct regular one-on-one meetings to address concerns and provide guidance.
  • Progress on compliance training and role integration is reviewed.
  • Feedback on the onboarding experience is gathered through surveys or informal discussions.
  • Pain points are shared with HR for process improvement.
  • Peer mentors continue to assist new colleagues with role-specific questions and cultural integration.
View Technology MapView Technology MapView Technology Map

Step

Technology/Touchpoints
Offer
  • TextRecruit
  • Email (iCIMS-integrated)
  • Phone
Pre-onboarding
  • Mail
  • Email
  • Acuity Scheduling
  • Lawson
  • TextRecruit (iCIMS)
Screenings and Testing
  • In Person
  • Email
  • Fax
  • Hire Right
  • Systock
  • MOHA
  • iCIMS
  • Lawson
  • Respiratory Fit Testing Equipment
Verification and Clearance
  • Email
  • Call
  • Systock
  • Fax
  • SharePoint
  • iCIMS Clearance Tracking
  • iCIMS Dashboards
  • TextRecruit (iCIMS)
  • TA Dashboards
  • AskHR
Department Orientation
  • Email
  • Cerner
  • Halo
  • Citrix Login
  • SharePoint
  • Workplace
  • IT Support System
Follow-ups
  • SurveyMonkey
  • Qualtrics (Planned Transition)
  • Workplace
  • Workplace Bot

Step

Pain Points
Offer
  • Recruiters spend extra time identifying communication gaps and repeating efforts to contact candidates, leading to inefficiencies and potentially delaying the candidate’s onboarding process .
Pre-onboarding
  • Lack of integration between iCIMS and Colleague Health systems create inefficiencies, added administrative workload and likelihood of errors .
  • Need for rescheduling appointments based on delayed communications.
Screenings and Testing
  • Outdated communication with MOHA, such as through fax and encrypted email, often results in errors, failed transmissions and manual follow ups.
  • Lack of pre-screening standardization.
  • Manual data entry for Systock is time consuming and increases likelihood of errors.
  • Limited automation.
  • Encryption issues with emails from MOHA.
  • Limited availability of appointment slots due to capacity constraints.
Verification and Clearance
  • All scheduling requires phone calls with TA specialists, and any changes to the schedule involve further manual coordination.
  • TA specialists have to track their progress manually. This process involves frequent checking.
  • Legacy systems, like OnBase, require separate searches to cross-reference historical data.
  • Inefficient task tracking in SharePoint.
  • Limited automation in lab reporting.
  • Lack of integration between systems.
  • Manual intervention is required for onboarding workflows. HR staff must manually ensure that data is correctly transferred.
  • Change to redundant manual data entry between Lawson and iCIMS.
Department Orientation
  • Hiring managers lack visibility into new colleague onboarding stages, such as module completion or system access. They often rely on manual check-ins or emails to track progress.
  • Although templates are provided, leaders must find, copy and paste them, adding unnecessary steps that are often neglected.
  • Managers are tasked with resolving technical access issues while balancing high workloads and frequent onboarding cycles.
  • Overburdened managers may not dedicate adequate time to mentoring new colleagues, reducing onboarding effectiveness and engagement.
  • Misspelled email addresses, incorrect temporary passwords and omitted new hire details prevent seamless access to tools like Citrix and Workplace.
  • IT support is overwhelmed, with wait times exceeding an hour in some cases.
Follow-ups
  • Surveys are currently conducted via SurveyMonkey but are transitioning to Qualtrics. The lack of integration between these tools and the onboarding systems limits the ability to gather and analyze comprehensive feedback .
  • Lack of leader accountability in onboarding.
  • Generational disconnect between senior employees and new hires.
  • High turnover is accepted as a norm.

Step

Thinking

Feeling
Offer

“I’m glad the team thinks they are a great fit.”

“I hope they accept the offer.”

“I need to get all the information coordinated and verified to get them to start ASAP.”

Excited to have found the right candidate
Pre-onboarding

“Why do I have to load this information in twice?”

“Coordinating schedules is a nightmare.”

“I need to make sure everyone has the right information.”

“We want them to start ASAP.”

Stressed with coordinating all the details
Screenings and Testing

“I hope they bring all their documentation.”

“Why does coordinating with all these vendors have to be so hard?”

“I need to get the details right to minimize delays.”

“Some communication methods are archaic.”

Focused but frustrated by all the tedious tasks
Verification and Clearance

“Where is my candidate in the process?”

“When was the last time I checked?”

“I hope there are no issues that require more follow up.”

“What is taking so long?”

Eager to get the candidate through the process
Department Orientation

“Where is my new hire in their process?”

“What all do they need to know again?”

“Do they have what they need?”

“When will I have time to get this out?”

“How can I get this done quickly?”

Preoccupied with their day-to-day tasks but looking forward to having them start
Follow-ups

”What do they need to

know that they don’t already?”

“This information is probably not all that important.”

“Onboarding takes so much time. When can I find time in my day?”

“Are they resourced appropriately to be successful?”

“I hope they stay.”

Overwhelmed by everything they need to do

Step

Opportunities
Offer
  • Implement a centralized communication platform
Pre-onboarding
  • Create an onboarding FAQ landing page.
  • Develop an integrated scheduling platform .
  • Create pre-screening resource kits .
  • Introduce a digital prescreening platform; implement predictive scheduling algorithms.
  • Create an AI-powered onboarding assistant and/or dynamic digital onboarding portal.
Screenings and Testing
  • Automate daily lab result reports.
  • Implement a basic data integration script.
  • Unified health data management system.
  • Remote screening options.
  • Build a provider data exchange system.
  • Unified HR management system.
  • Encrypted email for results.
  • Shared digital repository for results.
  • Implement system integration between iCIMS and Colleague Health platforms.
Verification and Clearance
  • Create a shared document for tracking pending issues .
  • Migrate to a cloud-based document management system.
  • Mobile follow-up app for staff .
  • Integrate clearance workflows with TA platforms.
  • Real-time clearance dashboards.
  • Use pre-filled templates for SharePoint data entry.
Department Orientation
  • Welcome week activities.
  • Dedicated orientation ambassadors.
  • Leader accountability through task tracking.
  • Centralize leader reporting dashboards.
  • Develop a leader mobile app for onboarding oversight.
  • Automate Day 2 communication templates.
  • Simplify communication channels.
  • Formalize the centralization of IT Support.
  • Set up a dedicated Citrix support line.
  • Preconfigure Citrix accounts.
  • Create a single sign-on (SSO) system.
  • AI-powered intranet search.
  • Create department-specific orientations for Day 2 for better consistency and equity in training.
Follow-ups
  • Standardize leadership onboarding expectations with training modules.
  • Onboarding tool kits.
  • Onboarding alumni network.
  • Use AI sentiment analysis for feedback.
  • Expand chatbot functionality.
  • Provide team leads with immediate access to survey results.
  • Streamline feedback surveys.
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