Onboarding for New Employees – New Hire

Offer

  • Candidate receives offer.
  • Offer is accepted.
  • Information is provided on next steps for pre-employment process.

Pre-onboarding

  • TA specialist contacts new hire to schedule preemployment appointment.
  • Appointment verification is sent.
  • Gathers necessary documents.

Screenings and Testing

  • Received welcome packet at new hire appointment and emails with onboarding details.
  • On-site drug screenings at Memorial Health.
  • Physicals at Springfield Clinic.
  • Health screenings and immunization reviews at Colleague Health.
  • Necessary vaccines or immunizations are administered.
  • Additional physicals and screenings at MOHA.

Verification and Clearance

  • Candidate is notified of clearance or missing information/steps.
  • Issues are addressed by TA with candidate.
  • Onboarding schedule is finalized and start date is confirmed.
  • Emails with HealthStream login information and detailed onboarding information are sent.

Clearance Virtual Orientation

  • Log in to HealthStream from onboarding email to begin virtual onboarding.
  • Undergo onboarding modules around organization values, policies and job requirements.

Department Orientation

  • Leader contacts new colleague with Day 2 instructions.
  • Undergoes department-specific activities, such as introductions to team members, equipment setup and shadowing colleagues.
  • Training on tools, such as Cerner, Halo and/ or scheduling systems.
  • Introduction to other systems, such as Workplace and Memorial Central, for communication and resource access.
  • Log in to Citrix and reset passwords for system access.

Follow-ups

  • Surveys are sent for onboarding feedback.
  • New colleague is added to department-specific Workplace groups.
  • One-on-one meetings with leaders.
  • Reminders and supplemental information are sent via chatbots and automated tools.
View Technology MapView Technology MapView Technology Map

Step

Technology/Touchpoints
Offer
  • TextRecruit
  •  Email (iCIMS-integrated)
  • Phone
Pre-onboarding
  • Mail
  • Email
  • Acuity Scheduling
  • Lawson
Screenings and Testing
  • In Person
  • Email
  • Fax
  • Background Check Vendor
  • Systock
  • MOHA
  • iCIMS
  • Lawson
  • Respiratory Fit Testing Equipment
Verification and Clearance
  • Email
  • Call
  • Systock
  • Fax
  • SharePoint
  • iCIMS Clearance Tracking
  • TA Dashboards
Clearance Virtual Orientation
  • HealthStream
  • Memorial Central
  • Onboarding Phone Number
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
  • Emails that go to spam.
  • Incorrect, inconsistent or missing information.
Pre-onboarding
  • Scheduling issues or delays.
  • Several steps, forms, etc. to complete.
Screenings and Testing
  • Travel to Springfield for appointments.
  • Long wait times.
  • Necessary records that are missed or forgotten.
  • Number of tests required.
  • Rescheduling/additional appointments based on additional information needed.
Verification and Clearance
  • Missing information or issues that need to be addressed.
  • Delays—long time frame to be officially cleared.
  • Timing between clearance and available start dates.
  • Inconsistent communication from various Memorial representatives (Colleague Health and TA).
Clearance Virtual Orientation
  • Struggles with navigating the platforms.
  • Delays in getting troubleshooting assistance.
Department Orientation
  • Inconsistent or missing information about start date expectations from leaders.
  • Lack of thorough training on key systems.
  • Busy managers don’t have time to offer assistance with issues.
  • Technical issues with access/logins or incompatibility of programs.
  • Outdated and hard-to-find documents on Memorial Central.
Follow-ups
  • Lack of information from leaders on tools, such as Workplace or chatbots .
  • Survey fatigue.

Step

Thinking

Feeling

Quotes
Offer

“I got the job!”

Excited

A bit nervous

“I appreciated that the Memorial website allowed me to update my resume and track the application status.”

“ It took awhile to hear back after applying, which made me unsure if I was still being considered.”
Pre-onboarding

“Wow, this is a lot of steps.”

“Where did I put all my health records?”

“Why is it so hard to get an appointment?”

Motivated

Confused

“The credentialing process wasn’t initiated early enough, meaning I couldn’t see patients for 90 days. This should have been addressed before my start date. ”
Screenings and Testing

“Can I get this done all at once while I’m in town?”

“This is such a long wait.”

“Did I forget something?”

“Is all this really necessary?”

“I just need to get this over with.”

Overwhelmed

Anxious

A bit frustrated

“ I had to go to two different facilities for my physical and health screenings, which wasn’t super convenient. ”

“ Navigating unfamiliar parts of Springfield to complete pre-employment tasks added unnecessary stress. ”
Verification and Clearance

“Did I complete all the steps?”

“What do I do if there is an issue?”

“Should I have a backup plan?”

“I finally get to start!”

Apprehensive

Relieved

“I wasn’t sure if my background check and health screenings were processed, because no one followed up until I reached out myself. ”
Clearance Virtual Orientation

“Excited to get started.”

“A lot of content.”

“I’m ready to meet my team.”

Eager

“I wasn’t sure whether to complete orientation modules at home or on-site, and no one responded to my inquiry. I had to figure it out myself. ”

“After completing what I thought were all required tasks, I received a text later that day informing me of additional modules that had to be done immediately.”

“The process felt designed for in-person hires. I was left on my own after completing the online modules, without clear guidance for next steps.”

“I didn’t have all my equipment on day one, and my headset still hadn’t arrived after a month, which made it difficult to join team meetings.”

“The workforce management module on my first day was overwhelming because it didn’t align with what I was doing yet.”
Department Orientation

“When will I get the details of what to do?”

“It was nice to get a personal note from my leader!”

“I finally get to start!”

Excited

A bit nervous

“Emails from different departments (HR, employee health, talent acquisition) were hard to track, and important messages sometimes went to spam.”
Follow-ups

“How do I do this again?”

“I’m not sure I’m ready for all this.”

“I’m excited to start.”

A bit hesitant

 N/A

Step

Opportunities
Offer N/A
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
  • 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.
  • Pre-filled templates for SharePoint data entry.
Clearance Virtual Orientation
  • Add live chat support for onboarding.
  • Automate HealthStream login assistance.
  • Create a digital onboarding roadmap.
  • Enable biometric logins for shared devices.
  • Develop a unified login portal.
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 toolkits.
  • Onboarding alumni network.
  • AI sentiment analysis for feedback.
  • Expand chatbot functionality.
  • Provide team leads with immediate access to Survey Results.
  • Streamline Feedback surveys.
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