The Zorggroep is a large healthcare organisation that was born from a fusion between Land of Gelre and Gulick, Thuiszorg Central Limburg and Zorggroep Northern Limburg. They have locations spread across five regions in Northern and Central Limburg and thus comprise an area of 660,000 inhabitants. The Zorggroep offers services from home care to maternity care. In this interview Thera de Pauw talks about the choice for a digital workplace for their personnel files. As Concern Manager Social Policy for the Zorggroep she is partly responsible for the work situation of its 7500 employees and thus the person behind the organisation’s employees.

One central HR department

The Zorggroep is currently in the middle of a reorganisation, wherein it is necessary for the organisation to optimise their processes. They are also dealing with budget cuts imposed by the government. These were some of the reasons why the Zorggroep chose one central HR department; the first step to process optimisation. A lot is still to be done here, because each region (a Zorggroep establishment) has its own director and personnel department, consisting of Human Resources and Personnel Administration. Thera de Pauw says: “We are going to combine Personnel Administration with Payroll Administrion at headquarters. The most important thing here is that all personnel files should be accessible for all personnel advisors in each location. These personnel advisors do still work in the regions, thus accessibility is a requirement. What we absolutely do not want is internally transporting and self-copying the files, which is why it was easy to choose professional, digital accessibility. Centralising the Personnel Administration was purely done because of the reorganisation. We start working with three new care columns in 2015: home care as outpatient care, inpatient care (somatic disorders) and the column care for people with dementia. This asks for an updated approach.”

Multi-location accessibility

“The multi-location accessibility, as I just stated, and having one unique and complete file were the most important reasons for us in choosing digitisation. The personnel files were the first project. Seeing the I-FourC® Virtual File™ was the deciding factor for the transition to the digital system. The conservation of the physical file in digital format ensured that users rapidly become accustomed to this way of working. Moreover we were already used to Jalema files, which are reproduced in the digital format. During the visit to I-FourC, we were so impressed by the way I-FourC ensures both physical and digital security that we could make our choice quite quickly. The CO2-gas extinguisher installation, for example, left us feeling very secure. The NEN 7510 certificate (information security in healthcare) was not a deciding factor, but we do think it is very important that I-FourC has it in their possession. Security of information is of utmost importance, because we are dealing with privacy-sensitive information. Whether it be healthcare files or personnel files.”

In practice

“I-FourC has digitised over 8000 personnel files, made fully accessible via the I-FourC® Virtual Archive™. No matter at which location we are working. The Zorggroep’s own employees organised all the files beforehand, so that each file would have the same format. Mergers led to various different types of formats in the fiels. Therefore the region Horst-Venray created a standardised tab layout, realising a new standardised structure for the digital personnel files. This was quite the job because of the various existing structure. However, that job ensured that we can start fresh in the digital format.”

Thera de Pauw adds: “The trend of working independent of time and place is not new to us, certainly not when looking at home care. Our next step is making the healthcare files digitally available to all employees. Clients, their representatives and healthcare employees should ideally all be able to access a required healthcare file, though each with their own authorisations. We gradually strive towards a digital future!”

Gemeente Venray Maasziekenhuis Pantein Reade GGD Twente

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