Why 2021 Hiring is Hopeless Without an Applicant Tracking System

Why 2021 Hiring is Hopeless Without an Applicant Tracking System

5 minute read. Updated November 20, 2020.

What is an Applicant Tracking System (ATS)?

An applicant tracking system is a type of HR software that automates the hiring and onboarding process

Why is 2021 hiring hopeless without one?

Let’s talk about it.

Acquiring talent for a small or medium size business has never been easy. Even before 2020 when everything got harder. Before the pandemic, recruiters complained of a lack of candidates due to low unemployment and talent shortages. Companies that could move applicants quickly through their process had the advantage. Of course, they needed a good evaluation process to find best-fit candidates.

In 2020, the pandemic upended recruiting. Essential businesses started hiring at scale. Companies that pivoted suddenly needed to fill new job roles. Employers in shrinking industries were inundated with applicants for the few openings they had. Because many started working from home, hiring processes had to be adapted so they could be conducted virtually.

Regardless of the unrecognizable hiring landscape, an ATS is still the answer. Are you doing high volume hiring in 2021? An ATS is essential for managing multiple job openings simultaneously.

Are you recovering in 2021? You probably have a shorthanded hiring team. ATS automation will allow a small team to meet your hiring needs while you are getting back on your feet.

11 Undeniable Benefits of Applicant Tracking Systems

1. An Applicant Tracking System Saves You Lots of Money

Applicant tracking systems provide an impressive ROI. How much? A small company can save up to $10,000 using an ATS.

Companies using applicant tracking system reap the rewards. New-hire turnover is 40% less on average, and they can fill vacancies 20% more quickly.

New Hires Generate Revenue More Quickly

ATS help you fill positions faster. This shortens the time it takes for the new hire to generate revenue. ATS with onboarding tools further shorten the time-to-productivity.

2. Hire Top Performing Candidates Before Your Competition

An ATS help you identify top candidates and present an offer before the applicant is hired by a competitor. These high-demand employees drive productivity and innovation.

3. Track Hundreds of Resumes With Ease

When it comes to administration, ATS automation is truly impressive. Systems can handle hundreds (even thousands!) of applications, resumes, and other workflows.

Not only do you save on the cost of labor for the hiring team, but you also free up their time.

They can use that time on improving hiring strategies. Improved hiring strategies can then help your business grow even faster

With the strategic use of an ATS, you can become the budget hero in your company.

4. An ATS Creates a Dynamite First Impression

During the recruitment process, your goal is to attract top people to your company. You aren’t just recruiting; you’re marketing. Shockingly, 69% of unemployed people wouldn’t take a job if the company had a bad reputation—they would rather stay unemployed!

Applicant tracking systems help you put your best foot forward. Automate communication with candidates, so no one falls through the cracks. Get your job listed on prestigious job boards across the internet. Brand your application portal so it’s unique to your company. This is how you communicate a professional image of your company to job seekers.

5. Your Competitors Are Using An ATS

If you haven’t implemented an ATS, take note. 98% of Fortune 500 companies and at least 66% of large companies use it. The adoption rate for small companies is lower, but growing quickly. Last year, it was estimated that 35% of small organizations use ATS.

Keep in mind that you are also competing with talent sourcing agencies. The ATS adoption rate for professional recruiters is nearly 100%.

6. Recruitment Texting is a Must in 2020

Many companies are using recruiting texting in their hiring operations. The open rates for marketing texts are legendary. Some studies put the text open rate above 90%! Compare that with around 45% for emails.

Consider this: if a person has set up texting notifications, they can see a preview without opening the message. If the text is short, they can probably see the whole message in the notification window.

If you aren’t engaging with your candidates through texting, you are falling behind. ATS texting helps you leverage the power of many candidates’ preferred method of communication.

7. Quickly Narrow Down The Application Pool

First, you create a job posting. Your ATS posts it to multiple online sites (of your choosing). The applications start coming in. The system collects and organizes them in a central database. It creates a profile for each applicant.

As you know, job seekers format their resumes in a variety of ways. The ATS extracts the information and organizes it in the same format for each candidate profile. In the profile template, there is a field for each relevant piece of data.

For example, there is a field for each degree earned, each previous job title, and each skill.

This type of organization gives you searching superpowers. You can analyze and compare by work experience, education, or previous employers. Or job titles, skills, or demographic variables.

Let’s talk about resume filtering. The software uses keywords from the job posting. It matches the keywords with those found in the resumes. Consider how long it takes you to read one resume. An ATS can parse thousands of resumes in seconds.

This process weeds out the candidates who don’t have the necessary qualifications and it delivers a pool of qualified candidates before you need to read a single resume!

8. Screening Questions Help You Find Better Candidates

When you’re reviewing resumes, you’re going to choose quality over quantity every time. No one wants to waste time going through dozens of unqualified applicants. An applicant tracking system allows you to add screening questions to your application to ensure applicants meet basic qualifications like education level or years of experience. Some applicant tracking systems let you create scoring rules that weigh certain questions more heavily, so better applicants automatically rise in your review queue.

9. ATS Can Post To Multiple Online Job Boards

With an ATS, your job posting gets maximum online exposure. Most will post to LinkedIn, Indeed, ZipRecruiter, Glassdoor, CareerBuilder, and Monster (just to name a few) with one click. While you’re at it, post it to your social media sites and careers page.

You create the job posting in the ATS, and the software takes care of the posting. This is a huge timesaver for busy hiring managers.

10. Applicant Tracking Systems Improve Collaboration

You are more likely to find high quality candidates if multiple stakeholders can weigh in.

But if expanding the hiring team slows down the process, the top candidates will lose interest. They will seek out firms that move faster.

ATS databases enable effective collaboration. Each decision maker can enter notes and applicant ratings. (The rating system is customizable, by the way.) Mobile apps allow recruiters to access the ATS from any internet-enabled device. Some systems include video interviews that team members can watch at their convenience.

11. Applicant Tracking Systems Help You Comply With Labor Laws

To say that recruitment compliance is complicated is an understatement.

The laws are always in flux and they vary by location, industry, and business size. Small companies have fewer resources to ensure that processes are compliant.

ATS help you comply with regulations related to hiring. Vendors update SaaS systems to stay current with hiring regulations.

In addition, ATS generate reports to protect you in case of a legal challenge.

For example, suppose a rejected candidate alleges discrimination. Don’t worry. Your ATS has the documentation to validate your legal hiring criteria.

Who uses Applicant Tracking Software?

If you receive applications, you need an applicant tracking system. ATS software clients include:

  • Independent recruiters
  • Staffing agencies
  • Executive search firms
  • Large enterprises
  • Small and medium-sized businesses (SMB)

Typically, the applicant tracking software is managed by the human resources department or a hiring manager.

We’ve touched on a few ATS functions. Let’s take a deeper dive into the inner workings of applicant tracking systems.

What Does an Applicant Tracking System Do?

ATS perform a wide variety of functions to make the recruiting and onboarding process easier for managers as well as new employees. Any applicant tracking software should perform the following five functions.

Post Jobs

What is an Applicant Tracking System researching and applying for jobs online is nearly universalThere are incredible people out there just waiting to fill your positions – but if they never see the job posting, they won’t apply. A Pew Research study found that “researching and applying for jobs online is nearly universal” for job applicants. When selecting an ATS software, look for one that gives you access to critical job posting boards like Monster and Indeed.

In 2015, almost 60% of younger job seekers used their smartphones to search for job openings, and half of that population used a smartphone to fill out a job application. Those numbers are only expected to increase. Any of the ATS you look into should be mobile-friendly, creating job listings that allow applicants to submit documents via mobile phone and to bookmark jobs for later.

As any amateur job seeker will tell you, networking is the best way to find a job. Your applicant tracking system needs to sync with the most popular social networks–LinkedIn, Facebook, and Twitter. You don’t have to worry about unqualified applicants when you use applicant tracking software because they’ll be weeded out. You just want to get your posting in front of as many eyeballs as possible.

Track

Inc. reports that for every job posting, companies receive an average of 250 applications. Larger companies will be flooded with applications for each job they offer, and that’s not necessarily a bad thing. ATS software should allow you to quickly and painlessly sift through applicants, bringing the best-qualified people to your attention and automatically rejecting unqualified candidates.

Most ATS allow you to create prescreening questionnaires. Applicants are required to answer certain questions, and ‘wrong’ responses will remove them from the candidate pool (while automatically sending a thoughtfully worded e-mail thanking them for the application). Some ATS go a step further, assigning value points to each question so you can sort candidates by score.

The best applicant tracking software integrates and automates resume parsing, resume storing, and reference checking. If it doesn’t have to be done by a human, why not automate it? The HR department or hiring manager shouldn’t have to sort through dozens of easily eliminated candidates. An applicant tracking system performs the menial tasks of analyzing dozens of candidates, so the hiring manager can focus on the few who really stand out from the crowd.

Communicate

Communication is key in every aspect of life, and that includes the hiring process. The way you communicate with a potential new hire says a lot about your company’s values, and knowing where they stand in the application process is essential for applicants.

ATS let you automatically update candidates with news about the job posting. Give stragglers a gentle nudge to complete an application, or let someone know that you’d love to conduct an interview. Past applicants will appreciate knowing if the job has been filled, and may opt to receive job updates from your company in the future.

Once you’ve narrowed down your applicant pool, applicant tracking software eliminates the back-and-forth of trying to schedule an interview by creating a calendar with open slots for preliminary phone or in-person interviews. Out-of-state jobs may require video interviews so you can analyze behavioral tendencies; some kinds of applicant training software offer this integration as part of the package. The hiring manager enters the times he or she is available, and the interviewee selects the option that works best. No more complicated weeks-long games of email tag to find a time that works for everyone!

Applicants want to know how they are doing throughout the process. One study shows that the key pain points are right after submitting the application, when 49% would like feedback; if not selected for an interview, when 39% would like feedback; and after the interview if they weren’t selected, when 43% would like feedback. Each of these is an opportunity for the HR department or hiring manager to show that the company truly cares about its potential employees. ATS software makes this easy to do.

Hire

Once you’ve found the best candidates, an applicant tracking system can streamline the hiring process, particularly if you’re using collaborative hiring. Many jobs require input from multiple decision-makers. The ATS software consolidates reviews and reports from every stakeholder, so hiring managers can take in everyone’s opinions at a glance.

Candidates can be scored and rated separately, and a good applicant tracking software includes collaborative tools and reports so everyone is on the same page. Want a background screening? Your applicant tracking system should be able to provide that, too. After you’ve extended an offer to your prospective employee, many ATS offer additional abilities so you can onboard the new hire.

Onboard

The application process may be over, but onboarding is just beginning. Your new hire has documents to fill out, resources to review, and forms to e-sign. ATS software should have an onboarding portal where you can consolidate documents. Your new hire can sign in, review and securely sign necessary paperwork, and use the portal as a resource to check back on onboarding documentation and company guidelines whenever he or she chooses.

Your applicant tracking system may even sync with payroll, so you can quickly get your new hire into the system and properly compensated. Tasks can be created, edited, and managed for both the new hire and the hiring manager. And all of your documentation is secure and accessible in cloud storage.

The right ATS is your hiring manager’s best friend. Try ApplicantStack for free today. It will help your hiring team succeed in 2021 and beyond.

Rebuilding Your Business and Need to Hire Fast? 9 Nifty ATS Tools

Rebuilding Your Business and Need to Hire Fast? 9 Nifty ATS Tools

Need to hire fast because you are getting ready to reopen?

Hire fast, hire strategically

There are more qualified people on the market than there have been since the 2008 era. Optimize your processes. Competitors who make talent sourcing a priority will snag the best candidates first.

What’s the best way to speed up hiring for re-staffing?

Get a cloud-based applicant tracking system (ATS). Hire from anywhere. While working at home, on the road, or at the office. Your team can work together while social distancing. A mobile-friendly interface lets candidates apply, interview, and onboard remotely.

Are you using manual hiring processes?

Spreadsheets? Multiple job board accounts? Paper applications? You can’t hire fast in 2020 with old processes.

Manual processes are inefficient. Plus, they are hard to analyze. If you can’t extract KPIs, how can you evaluate? Start gathering metrics.

What is an Applicant Tracking System?

An applicant tracking system is a specific type of recruiting software. It automates the hiring process from job posting to offer letter. ATS are cost-effective, easy to use, and quick to set up.

Why automate recruiting with an ATS?

  • Process applicants more quickly and efficiently
  • Pre-screen candidates when they apply
  • Manage many job openings simultaneously
  • Stop duplicating work
  • Collect and track hundreds of applications
  • Create branded templates for job descriptions, questionnaires, and emails
  • Post to job boards with single signon

Let’s talk about some key features of modern ATS.

1. Communicate faster with in-application texting

ATS recruitment texting allows you to text candidates from the software. It stores a record of the texts. Multiple members of the team can text as if from the same person. Include links in text messages. For example, link to an interview scheduling calendar. The morning of the interview, send a map link. Include parking instructions. Super. Easy.

2. Pre-screening questions qualify candidates immediately

An ATS allows you to add application screening questions. This ensures the applicant meets basic qualifications. Like education level or certifications. Apply scoring rules to questions. Higher-scoring applicants will automatically rise in your review queue.

Does pre-screening take out human evaluation?

No. It simply eliminates the need for unnecessary evaluation. It gives you more time to engage with the most promising candidates. Pre-screening plucks the best from the larger pool. When your ATS has identified them, start the human review. Send the resumes to the hiring manager. Do phone screens. Advance to in-person or video interviews. Your ATS supports your processes. Pre-screening lets you spend your time where it will have the most impact.

3. Mobile recruiting lets you hire from anywhere

Manage candidates using an ATS mobile app. Work on any device. How are your posts doing? Which applicants have done screening? Who’s interviewing tomorrow?

You have all that in your pocket. Around-the-clock. Recruiting superstars use mobile tools. You can too.

4. Post jobs faster with single signon

To hire fast, you need to post your jobs fast. With an ATS, your job posting gets immediate online exposure. Post to LinkedIn, Indeed, ZipRecruiter and Glassdoor (just to name a few) with a couple clicks. While you’re at it, post to your social media sites. And careers page.

5. Accelerate hiring with self-service interview scheduling

Top candidates are on the market for 10 days or less. Slow interviewing scheduling can extend the timeline considerably. Self-serve scheduling makes everything faster and easier for the candidate and your hiring team. Let candidates pick an interview slot from a calendar. Eliminate a bottleneck by integrating with Office 365 or Google Calendar.

6. Interview strategically with structured interview templates

Structured interviewing is a best practice used by successful companies. It not only helps you hire fast, it helps you diversify your workforce. It makes EEOC compliance easier. It helps your hiring managers improve their interview skills. This brings us to a related ATS feature: candidate scorecards.

7. Hire faster with candidate scorecards

Standardized candidate scoring is fast and slick. And speed isn’t the only advantage. It improves the effectiveness of your evaluation process. This is how it works: 1. Create scorecards for each candidate. 2. Each member of the interview team fills one out. 3. Your ATS tallies the scores. 4. Sort on top scoring candidates.

8. Stage change email triggers

In your ATS, create a workflow with hiring stages. Base it on your team’s manual process. Create email templates for each stage. “We’ve received your application,” “Your interview has been scheduled,” etc. Insert merge codes to pull the candidate name, job position and other information. Then let automation do its thing. When you move a candidate to a new stage, your ATS sends an email. Keep your applicant informed and engaged.

Recruiters without auto-emails often ghost candidates. This is not only rude, it trashes your employer brand. Auto-emails are indispensable if you want to hire fast and protect your reputation.

9. Turn fast hiring into fast onboarding

It doesn’t make sense to re-enter information once an applicant is hired. Don’t go half way with your process upgrades. If your onboarding has been unstructured, automate it. You’re already making a major transition by automating the hiring tasks. Don’t disrupt everything down the line by waiting to implement onboarding software.

Want to learn more about how to hire fast with an ATS?

This is not an exhaustive list of ATS tools. There are a lot more! (We highlighted nine in this post because we thought it sounded good with “nifty” in the title.)

Get a free ApplicantStack trial for fast, smart hiring. ApplicantStack is SwipeClock’s affordable, easy to use ATS solution.

One silver lining of post-crisis rebuilding is the chance to create something better. The team at SwipeClock wishes you success as you move your business forward.

 

Tap the New Talent Goldmine: Switch From Manual to Automated Hiring

Tap the New Talent Goldmine: Switch From Manual to Automated Hiring

Updated April 16, 2020

If you’re switching from manual to automated hiring, let’s talk about ATS implementation.

Has the pandemic suddenly increased your staffing needs? Is your hiring team overwhelmed?

Now is the time to switch from manual hiring processes. Get an applicant tracking system (ATS) you can get up and running this week.

Let’s talk about the rollout of your new ATS.

Pulling off a successful ATS implementation is as important as choosing good software.

Make sure the transition is handled correctly.

5 Steps For a Successful ATS Implementation

Here are the steps for a smooth rollout:

  1. Get approval for a new system
  2. Choose your recruiting software
  3. Create an implementation plan
    • Appoint an Implementation Manager (IM)
    • The IM creates an implementation timeline
    • Transition in stages
    • Create redundancies until every process has transitioned
  4. Learn the system
  5. Train your hiring team

Let’s talk about each step.

1. Get Approval For an ATS

Find out exactly who must approve the purchase of an ATS. Your company might have a formal process—forms, signatures, budgeting, etc.

If you are having trouble persuading the decision maker, present a report. The report should detail how the system will improve recruiting metrics. Then show the second-stage benefits that will follow. Increased profitability. Higher quality employees. An improved company culture.

2. Choose Your Recruiting Software

Research features. Don’t settle for a sub-par system. Make sure it integrates with other software you are using.

The main focus of this article is ATS implementation. After we discuss the implementation process, we’ll describe important ATS tools.

3. Design an ATS Implementation Plan

A good plan is specific and realistic. Anticipate problems and include solutions.

Appoint an Implementation Manager

If your company is small, this might be you. If you have a hiring team, there might be a better person for the job. The IM sets the tone for the rollout. They should be competent, organized, enthusiastic, and persuasive.

Set a Timeline

Your IM will create your plan. Transition processes in stages. Break it down to the steps and sub-steps.

Create a timeline. Depending on the size of your organization, two or three weeks per process should be sufficient. You can modify your timeline if necessary.

Build in an overlap period so you have backup until the ATS has fully taken over the workflow. For example, send manual emails until you are sure the auto-email triggers are set up correctly in the software. Test each workflow repeatedly. You may have to adjust ATS settings.

4. Learn How to Use the Software

When you’ve purchased your software, learn how to use it. Do this with your IM. This may sound obvious, but you would be surprised at how many hiring managers skip this step. Don’t assume you can figure things out while you teach your hiring team. For a smooth software implementation, know how to use the software inside and out. Your expertise will instill confidence in those who will use it.

5. Train Your Hiring Team

Augment your hands-on training with resources from your ATS vendor. While you are training, document the process. When you hire recruiters going forward, you’ll have documented training materials. Make it an onboarding workflow in your onboarding tool.

Keep Reminding!

For the first few months, remind your hiring team to use the system. Old habits die hard. Sometimes people forego the quick and easy way for the old, familiar way. If you end up with an incomplete software implementation, you can’t use your ATS to its potential. Your hiring metrics won’t improve as projected.

Don’t Make It Optional

Don’t make using your ATS optional. Even if you encounter resistance. Pretty soon, everyone will be comfortable with the system. They will appreciate the convenience and ability to accomplish so much more in less time. (By the way, ApplicantStack clients report that their hiring teams embrace the system immediately, learn it quickly, and never look back.)

Be Available

Make sure your IM is available to help during the transition and going forward. Show that you are dedicated to making the system a success.

Does Your ATS Have These Functions?

As mentioned previously, we’ve included a rundown of ATS must-haves. These functions are available in current generation ATSs.

Single sign-on posting to multiple job boards

It’s a hassle to remember login credentials for Indeed, ZipRecruiter, CareerBuilder and the other job boards you post to. Single signon makes sure the posting process doesn’t slow you down.

Customizable pre-screening questionnaires

Many recruiters choose an ATS based on filtering powers alone. No hiring team has time to do a first-pass review of hundreds of applications. Automation lets you filter out the vast majority. Your time is best spent on the small pool of qualified applicants.

Standardized candidate scoring

Standardized scoring is more important than you might realize. If you treat candidates differently, bias will influence selection. You will miss great candidates. If you’re trying to add diversity, this will hamper your efforts.

In-application texting

Texting engages applicants. Plus, it eliminates scheduling confusion. And it speeds up the whole process. But texting needs to be documented and managed carefully. In-application texting saves a record of conversations.

Onboarding integration

It doesn’t make sense to re-enter information once an applicant is hired. Reducing tedious processes is one of the main reasons you are getting an ATS. If your onboarding has been unstructured up to this point, now’s a good time to automate it. You’re already making a major transition by automating the hiring tasks. Don’t disrupt everything down the line by waiting to implement onboarding software.

Interview self-scheduling

Candidates love picking an interview slot from a calendar. Self-serve scheduling makes everything easier for the candidate and your hiring team. Eliminate a common bottleneck.

Structured interview templates

Structured interviewing is a best practice used by successful companies.

Stage change email triggers

Let automation do its thing. Your ATS should send emails to keep your applicant informed and engaged.

Share hiring team feedback

Review the collaboration tools. Will they work for your team?

E-signature

E-signature simplifies new hire paperwork and benefits enrollment.

The Right Software + The Right Hiring Techniques

To experience all the benefits of an ATS, consult our series How To Hire Your Next Employee. Combine best practices with good software. That’s the winning combination for successful hiring.

ApplicantStack Recruiting Software

ApplicantStack has the tools described here plus many more. You can try it for free for 15 days. Let us help you have a smooth ATS rollout.

Fast, Remote Healthcare Employee Onboarding

Fast, Remote Healthcare Employee Onboarding

Expediting employee onboarding is extremely important for many healthcare organizations right now. Many healthcare facilities are ramping up hiring for departments affected by COVID-19. An HRMS with a new hire onboarding portal is quick, easy, and compliant.

If you are onboarding multiple healthcare new hires at once, an HRMS is a must-have. A Human Resources Management System includes everything you need to manage onsite and offsite employees.

In this article, we will focus on the New Employee Onboarding Portal.

An HRMS includes:

  • Federal and state tax forms
  • Benefits enrollment and plan information
  • Employee handbook
  • Payroll setup
  • E-signature
  • Completion confirmation
  • WOTC application and filing
  • Background and reference checks

Does it take a long time to get new employees up-to-speed?

When you hire a new employee, you want them to start contributing as quickly as possible. In hospitals, clinics, and senior care facilities, it’s never been more important to get employee onboarding right.

Manual onboarding can be a big pain. Structured onboarding with an HRMS improves engagement, retention, and your overall employer brand.

When your new hire accepts your offer letter, your HRMS emails them a link to the New Employee Onboarding Portal.

The portal walks them through all the paperwork. Your administrators can monitor task completion. The new employee can fill out all the paperwork at home before they arrive at work their first day.

WorkforceHUB Onboarding now has Ethics and Code of Conduct training!

An essential part of onboarding is to train new hires on compliance and document their understanding and agreement to follow the policies. Millions of U.S. employers are turning to Learning Management Systems (LMS) for affordable and effective employee compliance training. SwipeClock is excited to announce a new partnership with Syntrio, a premier LMS and provider of business ethics training. The Syntrio Ethics and Code of Conduct Course is now integrated into WorkforceHUB onboarding. Administrators can include the Syntrio ethics training as part of the new hire process. For more information, visit WorkforceHUB.

Make the first day less stressful

Take away the stress of the first day by telling them in advance where to park and how to clock in. An HRMS onboarding portal can send them a welcome email with all pertinent first-day information.

Ensure their manager or someone on their team greets them at the door. Make sure everyone on their team introduces themselves the first day. Set up their workstation before they show up.

Don’t cram everything into the first day or week. Prioritize establishing a relationship over completing processes.

9 Employee Onboarding Key Findings

(Source: The Aberdeen Report)

Onboarding is critical. And many U.S. employers don’t get it right.

  1. 31% of workers have quit a job after less than 6 months (SHRM)
  2. 53% of employees said they could do their job better with improved training
  3. Only 32% of employers have a formal onboarding program
  4. 56% of self-labeled ‘disengaged’ employees said they got poor training or no training at all
  5. 17.5% of employees said they didn’t understand what was expected of them until they had worked 90 days or more
  6. The cost of losing an employee can be twice the employee’s salary or more (LinkedIn)
  7. Onboarding has the second-highest business impact of all 22 HR practices (LinkedIn)
  8. Unhappy and disengaged workers cost the U.S. $483-$605 billion each year (Forbes)
  9. 44% of CFOs say poor hiring decisions greatly affect morale (Robert Half)

You can create a superior onboarding process with an HRMS. Improved onboarding will help new hires get up to speed quickly so your facility can care for increased patient loads now and in the future.

Why GPS Tracking is a Must-Have for Home Health Employee Management

Why GPS Tracking is a Must-Have for Home Health Employee Management

5 minute read. Last updated April 2, 2020

U.S. healthcare professionals are demonstrating once again that they are true heroes.

Well-designed technology is important in all aspects of healthcare from patient care to research to administration.

Let’s look at the importance of mobile healthcare workforce management solutions.

Healthcare organizations should use a Human Resources Management System (HRMS) with mobile tools:

  1. Lower administrative costs
  2. Improve patient care
  3. Increase employee satisfaction
  4. Track hours for EPSLA tax credits and small business coronavirus relief

Why Workforce Management is Critical: A Summary of 4 Key Findings

1. Unemployment in the healthcare sector was 2.1% December 2019. Last month, there were 1,117,000 job openings in the healthcare industry. (Bureau of Labor Statistics)

2. Healthcare is the fastest growing industry: employment in healthcare occupations is projected to grow 14% from 2018 to 2028, adding about 1.9 million new jobs. (Bureau of Labor Statistics)

3. The DOL continues to penalize home care agencies for minimum wage and overtime pay violations. A Virginia-based home health business, for example, agreed to pay $1.2 million for failing to pay overtime to workers from 2015-2017. (Home Health Care News)

4. Registered nurses, the occupation with the third highest job growth from 2018-2028, are projected to grow from 3,059,800 to 3,431,300, an increase of 371,500 new jobs. (AMN Healthcare)

What California’s AB 5 Means for Home Health Companies

AB 5 took effect January 1, 2020. Under the law, all workers are defined as “employees” in California.

AB 5’s three part test, called the ABC Test, uses these standards. All must be applicable to classify a worker as an independent contractor. (At Home Nursing Care)

The worker must be:

  1. Free from the control and direction of the hiring entity,
  2. Performing work that is outside the usual course of the hiring entity’s business,
  3. The person is customarily engaged in an independently established trade, occupation or business.

What’s New In Mobile Workforce Management?

If you own a home healthcare business and have not explored the latest HRMS mobile tools, keep reading. New mobile time clocks ensure timekeeping accuracy wherever your employees are throughout the day or night.

Geofencing restricts out of area punches. Schedule enforcement restricts out-of-schedule punches.

Your supervisors will appreciate how easy it is to see what’s going on with everyone in their department. They can be set up quickly and are surprisingly affordable.

Mobile Tools for Home Health Aides

When your workers are mobile, ordinary employee timekeeping and scheduling tasks are more complex. It’s hard enough to track rotating nurse schedules in a busy LTC facility. When employees are spread across town, you need convenient mobile apps.

A home healthcare worker wakes up and hits the ground running. They check their patient roster and medication chart. “Do I have the necessary supplies for Mrs. Parker’s post-surgical needs?”  “Is Mr. Jones still on the route, or was he transferred to residential care?”

They may battle commuter traffic to get to their first appointment. When the aide arrives, he or she helps the patient get bathed and dressed, which often requires heavy lifting. The caregiver then takes the patient’s blood pressure and other vital signs, administers meds, makes breakfast, and does some housekeeping.

A Difficult Job Requires an Easy Mobile App

Keep in mind that many patients are dealing with chronic pain, restricted mobility, and the limitations of aging, so it’s understandable that they are not always happy campers. (Who can blame them?) Working as a home health aide can be rewarding. But it’s definitely not easy to care for people with physical, mental, and emotional challenges.

The last thing a mobile worker needs to deal with is difficulty logging work hours, uncertainty about scheduling, or time card hassles. Burnout due to excessive overtime is common in the industry and, like many healthcare employees who work long hours; they live for their vacations. (“I better not get shorted on my PTO!”)

GPS Tracking is a Supervisor’s Best Friend

Being a supervisor is not a walk in the park, either. What if an aide wakes up with the flu when two others are on vacation? The sick one certainly can’t risk transmitting their illness to a patient whose immune system is already compromised. How can the supervisor quickly find a replacement so that all patients are visited on schedule?

HRMS scheduling tools help you manage large teams efficiently. Patients receive the care they deserve. Effective management is also key for controlling labor expenses.

Scheduling Mobile Workers

If you are responsible for scheduling, you know it can be pretty tricky. You have to take into account, oh, maybe a hundred variables. (I may be exaggerating, but it seems like it.) When creating schedules, you have to keep track of your employee’s certifications, patient visit durations, adequate shift coverage, patient status, travel time, and route details.

Scheduling impacts patient outcomes, profitability, employee satisfaction, and compliance.

  • Mobile time clock apps capture hours and automatically tracks accruals
  • Mobile employees can punch in from their smartphone or the tablet they are already using to record patient data
  • GPS tracking records location of clock in/out
  • Geofencing restricts out-of-area punches
  • Aides can check schedules, request shift trades, receive automatic schedule updates and company announcements, approve time cards, and monitor accruals from any mobile device, any time of day
  • Supervisors have real-time, location-specific oversight with pinpoint GPS
  • Supervisors can create schedules in minutes using job codes, patient and employee locations, and hours thresholds to ensure efficiency and compliance

This user sums it up succinctly:

“By far, the biggest benefit of using TimeWorksPlus and TimeSimplicity is having visibility to ensure we have the right people, in the right places, at the right times to provide the best care possible.”

Breathe Easier Knowing You Are Protected

The healthcare industry has been under increased FLSA scrutiny in the past few years. Wise owners review their policies regularly

Pay special attention to minimum wage laws, employee classification, proper payment of overtime, Payroll Based Journal (for LTC), and ACA employee hours regulations. You may also live in a state that has added new Family Leave or predictive scheduling laws.

Did you know that employees can download a free time tracking app from the DOL website and log time? If an employee thinks they are being treated unfairly, he or she can request a DOL investigation.

Would your time and attendance records stand up to an audit?

Video Interviewing Helps Recruiters Hire Remotely While Social Distancing

Video Interviewing Helps Recruiters Hire Remotely While Social Distancing

Updated March 26, 2020

Video interviewing is helping essential businesses interview candidates during the coronavirus pandemic.

Recruiters and Job Applicants are Working Remotely

  1. Recruiters can interview candidates while working from home
  2. Applicants can talk to hiring managers while self-isolating
  3. Hiring teams can record video interviews for remote collaboration

Face-to-face interviewing is very difficult if not impossible right now. The days of in-person interaction are on hold. Video interviewing platforms are critical right now.

Video interviewing platforms create a streamlined, consistent and convenient interview process—a process that makes life easier for both applicants and hiring managers. When hiring processes have been turned upside down, anything that makes life easier for recruiters is worth its weight in gold.

So how does it work?

Hiring managers looking to invest in video interviewing platforms have two options: one-way recorded interviewing or two-way live interviewing.

One-Way Video Interviewing

Employers using the one-way video interviewing process send a list of questions and topics to the applicants ahead of the scheduled interview date. Applicants have the opportunity to read over the questions and come up with answers on their own time (like after dinner, over the weekend, or really whenever they want). Then they send back a video of themselves answering the questions. It’s simple and efficient.

  • Create text or video based questions
  • Limit think time
  • Control the number of allotted takes
  • Restrict max answer length

One-way video technology places responsibility in the hands of the applicants by giving them time to formulate answers and requiring them to submit their response on their own time. While they don’t have to make the drive to an office, they do have to set up a video recording of themselves.

Two-Way Video Interviewing

The two-way live video interview process is similar to traditional face-to-face interviews. Hiring managers who want to use this process need to contact the applicant and schedule a time that works for both parties. Applicants scheduled for a two-way video interview prepare as they would for a traditional interview process—by compiling a resume, analyzing their strengths and weaknesses and coming up with answers for possible questions.

  • Record full-length interviews
  • Brand your interviews
  • Conduct interviews directly in your web browser
  • Receive concierge support

What are the benefits of video interviewing?

There are plenty of reasons to invest in video interviewing platforms. Some of the benefits hiring managers gain from switching to video interviewing are:

  • It’s cost effective
  • It’s easier to schedule and can take place after work hours
  • Allows for consistent interview questions
  • Easy to track performance and compare applicants
  • Reveals how candidates handle technology
  • Helps hiring mangers find employees they wouldn’t have found otherwise

The right video interviewing technology saves time, energy and money. It allows hiring managers with packed schedules to find the right time for an interview—even if it’s after work hours—and gives applicants the convenience of interviewing from their own home (or wherever they feel most comfortable).

The option to choose a convenient location is one of the most valuable benefits. Video interviewing gives candidates who aren’t entirely committed to pursuing an open position the opportunity to interview—without having to worry about the inconvenience of transportation. And sometimes the best fit for an open position is the talented candidate who isn’t sure what they want or isn’t sure if they have the time to drive across town for an interview.

Tips for successful video interviewing

There are, of course, a few important things to remember when using video interviewing technology. Unreliable internet connection, difficulty performing in front of a camera, finding a quiet place for the interview—these are some potential difficulties for video interviews. But these problems are easy to avoid and hiring managers should give applicants a brief explanation of how the process works beforehand.

Hiring managers also have the choice to use video interviewing for some positions and not others. They may want to reserve video technology for applicants from out of town or those applying for remote positions. The flexibility of video interviewing gives hiring managers and applicants the opportunity to communicate and determine which option works best.

There’s no reason for employers to miss out on streamlining their interview process and securing the best talent. Companies that implement video interviewing technology may have an edge over companies relying on in-person meetings.

Getting the most out of video technology

Video interviewing technology alone is helpful. But when paired with an applicant tracking software, it’s transformative—it’s the missing piece of the hiring puzzle that completes the picture and enhances a company’s performance.

HR reps and hiring managers who use an applicant tracking software integrated with a video interview system are able to perform one-way or two-way live video interviews and compare applicants with help from other applicant tracking software features. Using these tools together allows for a seamless hiring process, from screening applications to performing interviews to onboarding.

After screening and ranking applications, hiring managers and HR departments can determine which applicants they want to interview. And after scheduling and completing the interviews, they can watch the videos, compare them to performances from other candidates and submit feedback using their applicant tracking system review features.

Use Video Interviewing to Connect With Quality Candidates Anywhere 

Companies who want the top talent need the right technology. An applicant tracking system like ApplicantStack integrated with a best-in-class video interviewing platform, gives companies the edge they need to find the right fit for open positions. By relying on video interviews, hiring managers can save time, energy, and money—all while analyzing each applicant.

ApplicantStack, the affordable, full-featured applicant tracking system trusted by over 1,500 companies to manage their candidates and workflows, integrates with Spark Hire, Inc. for video interviewing.

Spark Hire is a video interviewing platform used by more than 3,000 organizations to make better hires in a fraction of the time. For more information about Spark Hire go to Spark Hire.