Human resources functions are an important part of an ambulatory surgery center’s business, and new technology allows ASCs to make their processes even more efficient and effective. "With automated systems, ASCs are able to focus on running their business and focusing on their patients, which is really what they want to do," says Chris Schukies, an HR Services Client Representative with MedHQ. "Automating these systems save ASCs time and money, and can convert cumbersome systems into something that is very easy to use."
It takes some time upfront, about 30 days, to coordinate automated systems and upload current employee information. However, after the initial set up, it takes few resources from the ASC to maintain. Here, Ms. Schukies discusses five important HR systems to automate and the benefits of automation for ASCs.
1. Timekeeping and payroll. ASCs can easily automate timekeeping and payroll functions to ensure employees are paid appropriately and on time. When an automated timekeeping system tracks the employee’s time card and integrates the data with the payroll system, it ensures accuracy and secure data. With direct deposit the ASC saves time and money on mailing pay stubs.
"The automation is making things faster and more streamlined," says Ms. Schukies. "I think the way technology is going, it will get faster, and more information will be stored electronically. It will be easier for people to access this information."
Employee tax information is also automated and stored electronically in our payroll system, saving the ASC time and money on mailing annual W-2 tax forms as well because they can be viewed online and printed.
2. Personal reminders. Automated HR systems can record personal information about employees, such as licensure or immunizations, and send supervisors and employees reminders when they need to be updated. Employees can also access their personal information, such as address, phone number and tax allowances, any time online to update if needed.
"We are given the ability to run reports on employees and keep track of employee information much more easily," says Ms. Schukies. "The personal records are a great way for ASCs to store this information and set automatic reminders, saving file space and manual follow-up files."
This information traditionally occupied several pieces of paper, but now everything can be stored and organized in a computer system.
3. New hire and exiting employee information. The automated systems can store new hire information and paperwork as well as the employee handbook. Letter templates can be saved in the system and emailed to new employees at the appropriate time with instructions and passwords to access the employee self-service portal. Employers can continue to add new compensation and job transfer information, as well as disciplinary actions throughout the employee’s tenure. When the employee transitions out of the company, automated systems can also be helpful.
"When someone leaves the company, the ASC could run a report about what company property the employee has, such as keys, and make sure they are returned," says Ms. Schukies. "The employee might be responsible for certain files, cell phones or other company property and the company will want to make sure they get those items back."
Automated systems can also formalize certain communications, such as new employee welcome emails, in templates that are merged with specific employee data.
4. Benefit information. Employee benefits can be difficult to keep track of, but automating systems can help organize and track benefit updates.
"We use an automated system for open enrollment and setting up employee benefits, and we track everything employees elect," says Ms. Schukies. "It used to be this information was in very complex spreadsheets and was very time-consuming and cumbersome. Now it's all in one place in one area of the system, so this once laborious task has been condensed and able to be stored in one place. We are able to actually do benefit enrollments for employers online and it’s streamlined the whole process."
HR can use the system to make sure no employee benefits are missed and run client insurance billing reports faster. Employees are also able to review their benefits information online.
5. Employee self service. The automated systems allow employees to manage their personal information, such as emergency contact or address information, and request paid time off. The automated systems can organize and update the information efficiently.
"The automated system has an employee self-service portal where employees can enter and store information, and make certain changes on their own. They can also view the Employee Handbook and benefit summary plans, as well as print out pay check stubs," says Ms. Schukies. "It saves time and money for the administrator and the business office when employees are able to do these things on their own."
The employees can also change their passwords and email questions to their HR managers about their benefits or other HR-related matters.
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